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2003-092-RES AWARD BID AND AUTHORIZE EXECUTION OF LABOR, MATERIALS AND EQUIPMENT FOR CITY HALL ANNEX -, RESOLUTION NO. 2003-092 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, AWARDING THE BID AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR FURNISHING LABOR, MATERIALS, AND EQUIPMENT AND FOR PERFORMING ALL WORK REQUIRED FOR MAINTENANCE AND CUSTODIAL SERVICES FOR THE CITY HALL, CITY HALL ANNEX, CITY ATTORNEY'S OFFICE, WATER BILLING OFFICE, THE PARIS PUBLIC LmRARY, PUBLIC WORKS BUILDING, AND THE COX FIELD TERMINAL; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Paris did heretofore, on the 12th day of August, 2002, in Resolution No. 2002-136, authorize the termination of custodial contract for the maintenance and custodial service for the City Hall, Water Billing Office, City Hall West Annex, City Hall North Annex, the Paris Public Library, and the Municipal Airport Terminal and approve the advertisement for bids for furnishing labor, materials, and equipment, and for performing all work required for said custodial service, which bids were received until 3:00 o'clock p.m., Tuesday, the 6th day of May, 2003; and, WHEREAS, the best bid for such services was made by Van Noord Janitorial Service of Blossom, Texas, and it should be awarded the bid for the same; and, WHEREAS, the form of the contract for such custodial service, attached hereto as Exhibit A, should in all things be approved, and the Mayor should be authorized to execute the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the bid of Van Noord Janitorial Service for the "Maintenance and Custodial Services for the City Hall, City Hall Annex, City Attorney's Office, Water Billing Office, the Paris Public Library, Public Works Building, and the Cox Field Terminal Project" be, and the same is hereby, accepted and let conditioned upon said contractor meeting all of the terms and specifications included in the bid documents. Section 3. That the form of the contract with Van Noord Janitorial Service, attached hereto as Exhibit A, be, and the same is hereby, approved. ----, -. Section 4. That the Mayor be, and he is hereby, authorized and directed to execute, on behalf of the City of Paris, the contract with Van Noord Janitorial Service, upon the terms and conditions and in the form shown in Exhibit A, attached hereto. Section 5. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 12th day of May, 2003. ATTEST: APPROVED AS TO FORM: CITY OF PARIS PARIS, TEXAS CLEANING CONTRACT This agreement made and entered on this the 12th day of May, 2003, between the CITY OF PARIS, PARIS, TEXAS, a municipal corporation, acting by and through its City Manager, hereinafter referred to as "City," and VAN NOORD JANITORIAL SERVICE, Route I, Box 127, Blossom, Texas 75416, hereinafter known as "Contractor," for those professionally operated cleaning and related services as described in Exhibits "A" through "J," attached hereto and made parts hereof, hereinafter known as the "Services," which may, at the City Manager's option, be changed from time to time. Such Services to be provided at the locations as follows: A. City Hall, 135 1st Street S.E., Paris, Texas B. City Hall Annex, 150 1st Street S.E., Paris, Texas C. City Attorney's Office, 125 1st Street S.E., Paris, Texas D. Water Billing Offices, 120 E. Kaufman, Paris, Texas E. Public Works, 50 West Hickory, Paris, Texas F. Paris Public Library, 326 S. Main, Paris, Texas G. Cox Field Airport Terminal Building In consideration of the covenants herein contained, City and Contractor hereby agree as follows: I. The term of this Agreement shall be for twelve (12) months commencing on or about the 1st day of June, 2003. Thereafter, the Agreement shall be self-renewing from year to year unless the terms and conditions hereof are renegotiated at the request of either party. Notwithstanding the foregoing, either party hereto shall have the right at any time and at its sole election and without cause, to terminate this Agreement upon delivering thirty (30) days written notice to the other. If, at the City Manager's discretion, Contractor's performance during the thirty (30) day cancellation period diminishes to unacceptable levels, the City Manager may cancel this agreement in 24 hours with written notice. 2. Upon notice oftermination, the City Manager shall have the right at the City Manager's sole discretion to hold retainage on Contractor's last payment for any outstanding monetary issues which remain unresolved. 3. The City shall pay Contractor for services at the rate of $2,000.00 per month, which includes all labor, supervision, and any equipment, materials, and supplies (except as otherwise provided herein) needed in performing services, in accordance with Exhibits" A" through" J." For those supplies provided by the City, Contractor has the responsibility of notifying City at least one (I) week in advance before supplies need to be replenished. The City Manager will notify contractor at least thirty (30) days in advance of each month of additions or deletions of cleanable space. Additional space or deleted space will change the monthly rate by a rate of $0.05 per square foot of cleanable space. 2003 Janitorial Contract EXHIBIT A Page 1 of 6 4. Services to be furnished will be in accordance with standards, specifications, policies, and procedures established and changed from time to time by the City. 5. Liability - The Contractor, at his expense, shall, at all times while the contract is in effect, carry with an insurance company or companies satisfactory to City Attorney, insurance as follows: A. Workman's Compensation Insurance to meet State of Texas requirements with limits equal to State mandated requirements. B. Comprehensive General Liability - $250,000.00 per person, $500,000.00 for any single occurrence for bodily injury or both, $100,000.00 per occurrence for injury to or destruction of property. C. Automobile Liability $1,000,000.00. D. General umbrella coverage of no less than $1,000,000.00. E. All liability insurance shall include the City of Paris as additional named insured. Contractor shall furnish, or cause to be furnished, Certificates of Insurance to the City Clerk prior to or upon execution of this Agreement, evidencing the insurance coverage described above. All insurance provided under this agreement shall require a minimum of thirty (30) days written notice to the City Clerk prior to the expiration of any policy. In addition, Contractor shall post with the City Clerk a fidelity bond, in the amount of at least $10,000.00 per employee, to guarantee the City against loss or theft by Contractor's employees. 6. All the Services hereunder shall be performed at times designated by or satisfactory to City Manager as noted in Exhibit J; the Services shall be performed in such a manner as not to disrupt normal operations of City offices. 7. Contractor shall not be responsible for impairments or interruption of the Services caused by fire, labor disputes, regulations, or rulings by any governmental agency, or any court forany cause. 8. To the extent possible by law and local circumstances, Contractor shall conduct a pre-employment check of each person intended to be employed for such purposes of rendering services hereunder, and such preemployment check shall determine a person's suitability for employment on the basis of the following factors: job qualifications, including prior experience and recommendations (if any), honesty and integrity, and personal grooming. Persons with prior criminal convictions must be specifically approved by the City Manager before working in City offices. Upon City Manager's written request with respect to one or more employees, Contractor shall furnish to City Manager the information obtained in the pre-employment investigation and the results thereof. 2003 Janitorial Contract Page 2 of 6 9. Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. Contractor will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, sex, or national origin. Such action shall include, but is not limited to, the following: employment; upgrading; demotion or transfer; recruitment or recruitment advertising; layoff; termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Contractor agrees to post, in conspicuous places available to employees and applicants for employment, notices setting forth the requirements of these non-discrimination provisions. 10. Contractor shall maintain complete personnel files on all employees including documentation of employment and termination dates. II. Contractor, at its sole expense, shall furnish each of its employees an identification garment or badge, the color and design of which shall be made known to the City Manager at the time this Agreement is signed. All of Contractor's employees engaged in providing the services shall be required to wear such garment or badge at all times while in the Building. 12. Contractor agrees to instruct all employees to lock all exterior doors while cleaning is being done in the building. Contractor further agrees that only its paid employees will be in the building and they will be informed that they may not bring guests, family, or friends into the building without prior consent from the City Manager. 13. If suspected theft occurs in the City Offices, Contractor will allow and aid in the investigation of such theft, including all investigatory techniques permissible under State or Federal law. If any of Contractor's past or present employees prove to be totally or partially responsible for any thefts in the City Offices, or any of Contractor's past or present employees know of any of the Contractor's past or present employees to be totally or partially responsible for any of the theft in the City Offices, then Contractor shall pay the City in full for all costs associated with said loss, including the value of all stolen items. 14. The City shall provide Contractor with such storage facilities and staging area for its performance of duties hereunder as may be mutually agreed upon by City Manager and Contractor, and consequently, the City shall not be responsible for any off-site warehousing costs, or the Contractor's off-site overhead costs. See Exhibits A thru G for locations of storage areas. 15. Any notice required or permitted to be given hereunder by one party to the other shall be in writing, and the same shall be given and deemed to have been served and given if delivered in person to the address set forth hereinafter for the party at the address hereinafter specified. Ifmailed, said notice shall be effective upon the date said notice is placed in the United States mail, postage prepaid. 2003 Janitorial Contract Page 3 of 6 The addresses for all purposes under this agreement and for all notice hereunder shall be: City of Paris City Manager City of Paris P. O. Box 9037 Paris, TX 75461-9037 Contractor David Van Noord Van Noord Janitorial Service Route I, Box 127 Blossom, Texas 75416 From time to time either party may designate another address for all purposes of this Agreement by giving to the other party not less than ten (10) days advance notice of such address change. 16. Contractor shall indemnify, defend, and hold harmless the City (which term, as used in this Section 16 includes all officers, employees, and agents of the City) from and against all causes of action, claims, damages, demands, costs, expenses, and liabilities, including attorney's fees (the foregoing being herein called "Claims") arising out of or in any way related to the services under this agreement, in the favor of any persons (including officers, employees, and agents of the City) including, but not limited to, claims arising in negligence, intentional acts, or otherwise, on account of damage to property, bodily injury, or death caused by any employees of Contractor and any subcontractor of Contractor (and any such employee of subcontractor), whether caused by the sole negligence (by act or omission) or intentional act of Contr8;ctor or whether caused by the negligence or intentional acts of Contractor or any other party other than the City. The indemnifications contained in this Section 16 shall bind Contractor unless the Claims result solely from the negligence of the City. 17. This Agreement may not be assigned by Contractor without the express written consent of the City Manager. The City Manager may deny assignment with or without cause. 18. Subject to the provisions of Section 17, this agreement shall be binding upon and inure to the benefit of the respective successors and assigns of the parties hereto. 19. This Agreement and the rights and obligations of the parties hereto shall be interpreted, construed, and enforced in accordance with the laws of the State of Texas. Venue for all State court actions rising hereunder shall lie exclusively in the courts of Lamar County, Texas, and for all Federal court actions shall lie exclusively in the courts of the Eastern District of Texas. 20. This contract, exhibits hereto, and the accompanying letters, if any, constitute the full understanding between the City and Contractor as of the date herein below set forth. 21. The Contractor's activities will be structured so as not to unreasonably interfere with or inconvenience the normal operation of the Buildings. Contractor will also be subject to any special conditions set forth by the City in Exhibit "I." 22. The Contractor shall develop and maintain an orientation and training program for service employees involved with the contract. Such training program shall include the following: 2003 Janitorial Contract Page 4 of 6 A. Tour of the Buildings as it relates to employee's responsibilities. Each employee shall be educated thoroughly on any special instructions such as alann systems, security codes, and special requests and shall be responsible for carrying out these instructions. B. Compensation, fringe benefits, and the required use and maintenance of identification garment or badge. C. Clear understanding of job responsibilities. D. Clear understanding of cleaning methods and the proper use of products and equipment. E. Cleaning standards expected of each employee. F. Cleaning specifications as they apply to the employee's assigned job.. G. Orientation and training shall be an ongoing process either on an individual basis or a group basis with the records of training sessions maintained by the Contractor. If Contractor should choose to change floor cleaning products, it is his responsibility to train the employees in their proper use, storage, and disposal. 23. It is understood that Contractor is obligated to frequently inspect the quality and effectiveness of its work and when the inspection indicates that there is a deficiency, Contractor will then follow through without hesitation to correct the deficiency at no additional charge to City. 24. The City shall provide adequate trash disposal facilities necessary for Contractor to perform daily cleaning duties. 25. Additional service will be provided at an amount agreed to by both Contractor and the City at the time of the request for such additional service. 26 Any deviations from or change to any of the terms of this Agreement must have prior written consent of the City. ENTERED into this 12th day of May, 2003. CITY OF PARIS, PARIS, TEXAS By: Michael E. Malone, City Manager ATTEST: Mattie Cunningham, City Clerk 2003 Janitorial Contract Page 5 of 6 APPROVED AS TO FORM: Larry W. Schenk, City Attorney VAN NOORD JANITORIAL SERVICE By: David Van Noord STATE OF TEXAS } COUNTY OF LAMAR } BEFORE ME, the undersigned authority, on this day personally appeared Michael E. Malone, City Manager of the City of Paris, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this I 2th day of May, 2003. Notary Public, State of Texas STATE OF TEXAS } COUNTY OF LAMAR } BEFORE ME, the undersigned authority, on this day personally appeared David Van Noord, dba Van Noord Janitorial Service, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this _ day of , 2003. Notary Public, State of Texas 2003 Janitorial Contract Page 6 of 6 EXHIBIT A JANITORIAL MAINTENANCE SCHEDULE City Hall OFFICE AREAS Monday throueh Friday DO NOT DUST the tops of desks. Dust counter in the fmance office and in the copy room daily. Empty all trash receptacles and replace the bag liners when they are torn or have contained food. But replace at least weekly. Tie off bags as soon as they are removed. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. Sweep all tiled offices. Chairs and trash cans around desks need to be moved in order to sweep and they should be replaced after sweeping is completed. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights. Replace flickering or burned out bulbs with ones supplied by the city. Place burned out bulbs in the trash receptacle outside. WEEKLY (on Tuesdays) Clean computer monitor screens with a computer lint free towel/paper. Clean the exterior of monitors, towers, speakers, typewriters with a computer lint free towel/paper. Clean telephone receivers with 409. Spray 409 on the cloth and then clean the receiver. Do not spray 409 directly on the receiver. Clean the outside of trash cans if needed. Clean the window sill of all windows. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and file cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces and 409 for metal surfaces. Remove cobwebs from light fixtures, ceilings and corners. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all finger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. Vacuum and straighten chairs in City Council Room. Vacuum upholstered furniture. MONTHLY Clean the legs of chairs and the backs of non upholstered metal chairs with 409. Clean the legs of chairs and the backs of wooden chairs with Pledge. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows and doors. Clean the window frame of all windows and doors. Buff terrazzo floors. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds MAIL ROOM AND COUNCIL CHAMBERS Monday throup Friday DO NOT DUST anything in the mail room. Empty all trash receptacles and replace the bag liners when they are torn or have contained food. But replace at least weekly. Tie off bags as soon as they are removed. Vacuum mail room daily moving only the trash can. Check all lights . Replace flickering or burned out bulbs with ones supplied by the city. Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. WEEKLY (on Tuesdays) Clean telephone receivers with 409. Spray 409 on the cloth and then clean the receiver. Do not spray 409 directly on the receiver. Clean the outside of trash cans if needed. Clean the window frame of all windows. Dust base boards without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden) with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, and doors using Pledge for wooden surfaces and 409 for metal surfaces. Dust and polish Council Chamber desks and tables with Pledge. Remove cobwebs from light fixtures, ceilings and corners. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all fmger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. Vacuum and straighten chairs in City Council Room. MONTHLY Clean the legs of chairs and the backs of non upholstered chairs with 409. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds RESTROOM AREAS Monday throueh Friday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes, urinals and stall dividers. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Pay particular attention to the faucet area. Use 409. Clean door knobs leading into and out of the restrooms. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. Mop all restroom floors with a disinfecting product [409]. The mop water is to be discarded in the sink in the store room. WEEKLY (on Tuesdays) Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work. Clean the comers of the floor because they are often missed during mopping. These should be done every Friday. Clean the window frame of all windows. Make sure the trash receptacles are clean. Wipe down walls and baseboards. MONTHLY Clean the interior glass of all windows. Dust all ceiling grids with a clean, dry duster. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Strip and wax hard surface floors paying attention to the comers and areas directly in front of sinks and commodes and urinals. Vacuum all louvers, ventilating grills. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds KITCHEN AREA Monday throu~h Friday Clean and sanitize counter tops, sinks, faucets, microwaves, and tables. Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner. Mop kitchen floor being sure to move chairs away from the table so that you can mop under the table. Contractor is not responsible for the cleaning of dirty dishes left on the table, the counter, or in the sink. WEEKLY (On Tuesdays) Clean the tops, front, and sides of refrigerators and microwaves with 409. MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and remove all bugs. Move kitchen chairs out of the room and scrub the floor. Strip and wax hard surface floors paying attention to the corners and areas directly in front of sinks. Polish the fronts of kitchen cabinets with Pledge after scrubbing the floor. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds Semi-Annually Remove the items from the inside of the refrigerator and clean the door shelves, the shelves or racks, the storage bins and the bottom of the refrigerator with 409. Pour 1/2 cup bleach through the drain of the refrigerators after they are cleaned. ENTRY AREAS AND STAIRS Mondav throup Friday Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Clean and shine drinking fountains with 409. Sweep steps or vacuum. Vacuum entrance mats. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Tuesdays) Check the comers of the steps to make sure they are free of debris. Clean the inside and the outside of the glass on the entry doors with Windex. Clean the inside and the outside of the glass to the mail room with Windex. Clean the thresholds with a good broom or brush. Clean the tops, front, and sides of vending machine with 409. Dust and/or wash all directory boards as required, remove fmgerprints and smudges. Dust fire extinguishers and cabinets (interior and exterior); wash as necessary. Dust and polish banisters on stairs. Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY Polish and buff all tile floors. GENERAL The janitorial room is located as follows: City Hall: Closet that houses the air conditioning unit on 1st floor to the left of the steps leading to the basement. Contains a mop sink. Mop water will only be poured down the mop sink. It should not be thrown down bathroom sinks or kitchen sinks. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial room in a clean, neat and orderly condition at all times. Always close doors that were closed whenever you are finished cleaning. Always lock interior doors that were locked whenever you are fmished cleaning. Never use anything to prop doors open. Exterior doors should be locked during cleaning and the alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the City Manager's office any trash cans that are broken which results in liquids leaking from the can. SCOPE OF WORK No floor plan is available BASEMENT 1 large office with 12 x 12 ceramic tile floors (2 desks & 1 counter). 1 small computer office-requires only sweeping and emptying trash. 1 mechanical room - requires only sweeping and emptying trash. 1 kitchen with table & chairs. 1 restroom. MAIN FLOOR City Manager's office, secretary's office, and conference room. 1 men's restroom. Finance office and finance manager's office. Copy room. Mail room. 1 women's restroom. Entry hall and steps. SECOND FLOOR City Council Chambers. 1 men's restroom. 1 women's restroom. hallways. EXIDBIT B JANITORIAL MAINTENANCE SCHEDULE City Hall Annex OFFICE AREAS Monday throueh Fridav DO NO DUST the tops of desks. Empty all trash receptacles and replace the bag liners when they are torn or contain food. Tie off bags as soon as they are removed. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights. Replace flickering or burned out bulbs with ones supplied by the city. Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. Clean all glass doors inside and out with windex spray. WEEKLY (on Thursdays) Clean computer monitor screens with a computer lint free towel/paper. Clean the exterior of monitors, towers, speakers, typewriters with a computer lint free towel/paper. Clean telephone receivers with 409. Spray 409 on the cloth and then clean the receiver. Do not spray 409 directly on the receiver. Clean the outside of trash cans if needed. Clean the window sill of all windows. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and file cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces and 409 for metal surfaces. Remove cobwebs from light fixtures, ceilings and corners. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all finger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. MONTHLY Clean the legs of chairs and the backs of non upholstered metal chairs with 409. Clean the legs of chairs and the backs of wooden chairs with Pledge. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior and exterior glass of all windows using Windex. Clean the window frame of all windows. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds RESTROOM AREAS Monday throup Friday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes, urinals and stall dividers. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Pay particular attention to the area around faucets. Use 409. Clean door knobs leading into and out of the restroom wi(h 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. Mop all restroom floors with a disinfecting product [409]. The mop water is to be discarded in the sink in the men's restroom commode. WEEKLY (on Thursdays) Wipe down walls and baseboards. Make sure the trash receptacles are clean. Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work especially the partition walls and the hinges on the doors. [409] Clean the corners of the floor because they are often missed during mopping. This should be done every Thursday. MONTHLY Vacuum all louvers, ventilating grills and dust light fixture grills and remove all bugs from light fixtures. Strip and wax hard surface floors paying attention to the corners and areas directly in front of sinks and commodes and urinals. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds KITCHEN AREA Monday throueh Fridav Clean and sanitize sink, faucet, microwave, counter tops, tables, and chairs. [409] Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner. Mop kitchen floors being sure to move chairs away from the table so that you can mop under the table. Contractor is not responsible for the cleaning of dirty dishes left on the table, the counter, or in the sink. WEEKLY (On Thursdays) Clean the tops, front, and sides of refrigerator and microwave with 409. Clean the tops, front, and sides of vending machines with 409. MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and rem~ve all bugs. Move kitchen chairs out of the room and scrub the floor. Pay attention to the comers and areas directly in front of sinks. Polish the fronts of kitchen cabinets with Pledge after scrubbing the floor. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds Semi-Annually Remove the items from the inside of the refrigerator and clean the door shelves, the shelves or racks, the storage bins and the bottom of the refrigerator with 409. Pour 112 cup bleach through the drain of the refrigerators after they are cleaned. ENTRY AREA AND HALLWAYS Monday throueh Friday Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Clean and shine drinking fountains with 409. Dust and/or wash all directory boards as required, remove fingerprints and smudges. Vacuum entrance mats. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Thursdays) Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. Dust fire extinguishers and cabinets (interior and exterior); wash as necessary. Clean the inside and the outside of the glass on the entry with Windex. Clean the window frame of all windows. Clean the thresholds with a good broom or brush. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY Buff all tile floors. GENERAL The janitorial rooms are located as follows: City Hall Annex: Closet located in the drafting area of the building. One shelf will be reserved for your supplies. No mop sink. Mop water will only be poured down the commode in the men's restroom. It should not be thrown down bathroom sinks or kitchen sinks. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial shelf in a clean, neat and orderly condition at all times. Always close doors that were closed whenever you are finished cleaning. Always lock interior doors that were locked whenever you are finished cleaning. Never use anything to prop doors open. Exterior doors should be locked during cleaning and the alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the City Manager's office any trash cans that are broken which results in liquids leaking from the can. ExmBIT C JANITORIAL MAINTENANCE SCHEDULE City Attorney's Office OFFICE AREAS Monday throueh Friday Dust all desk areas that have been cleared of paper work. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Empty all trash receptacles and REPLACE the bag liners. Tie off bags as soon as they are removed. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights. IF REQUESTED, replace flickering or burned out bulbs with ones supplied by the city. Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if marked "TRASH". These and the bags of trash should be placed in the designated trash receptacle outside the building. WEEKLY (on Fridays) DO NOT CLEAN computer monitor screens with a computer lint free towel/paper DO NOT CLEAN the exterior of monitors, keyboards, towers, speakers, typewriters with a computer lint free towel/paper. Clean telephone receivers with 409. Spray 409 on the cloth and then clean the receiver. Do not spray 409 directly on the receiver. Clean the outside of trash cans if needed. Clean the window sill of all windows. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and fIle cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces and 409 for metal surfaces. Remove cobwebs from light fIxtures, ceilings and corners. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all finger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. MONTHLY Clean the legs of chairs and the backs of non upholstered chairs with 409 if metal and with Pledge if wooden. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Remove cobwebs from the corners and from ceilings. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the window frame of all windows. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY Clean the interior glass of all windows. RESTROOM AItEAS Monday throueh Friday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes, urinals and stall dividers. Pay particular attention to the faucets and area around the faucets. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Use 409. Clean door knobs leading into and out of the restroom. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie offbags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. WEEKLY (on Fridays) Wipe down walls and baseboards. Make sure the trash receptacles are clean. Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work. Clean the corners of the floor because they are often missed during vacuuming. These should be done every Friday. MONTHLY Vacuum all louvers, ventilating grills and dust light fixture grills and remove all bugs from light fixtures. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows. Clean the window frame of all windows. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds KITCHEN AREA Monday throup Friday Clean and sanitize microwave, counter tops. Empty trash receptacles and replace bag liners. Tie offbags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner. WEEKLY (On Fridays) Clean the tops, front, and sides of refrigerator and microwaves with 409. Clean the top, front, and sides of water cooler with 409. MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and remove all bugs. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds Semi-Annually Remove the items from the inside of the refrigerator and clean the door shelves, the shelves or racks, the storage bins and the bottom of the refrigerator with 409. Pour 1h cup bleach through the drain of the refrigerators after they are cleaned. ENTRY AREA AND HALLWAYS Monday throueh Friday Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. Clean and shine drinking fountain with 409. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Fridays) Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. Clean the inside and the outside of the glass on the entry doors with Windex Clean the window frame around the window and door. Clean the thresholds with a good broom or brush. Dust fire extinguishers and cabinets (interior and exterior); wash as necessary. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds GENERAL The janitorial room is located as follows: Closet located in the rear hallway. One shelf will be reserved for your supplies. No mop sink. At least once each month an organic drain cleaner should be poured down the sink that is used to rinse out cleaning rags. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial shelf in a clean, neat and orderly condition at all times. Always close doors that were closed whenever you are finished cleaning. Always lock interior doors that were locked whenever you are fmished cleaning. Never use anything to prop doors open. Exterior doors should be locked during cleaning and the alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the City Manager's office any trash cans that are broken which results in liquids leaking from the can. SCOPE OF WORK No diagram is available Entry consists of a glass metal door and an attached glass window. Hallway is about 5' wide and approximately 60' long with one window. Reception area is right at the front door and it is approximately 15' x 12'. Attorney's office is approximately 15 x 12. Legal Secretary's office is approximately 15 x 10. Extra Office is approximately 9 x 10. Legal Assistant's office is approximately 20 x 9. There are two single restrooms and a small area for the refrigerator, microwave and a couple of file cabinets. Carpet in the entire area. EXIDBIT D JANITORIAL MAINTENANCE SCHEDULE Water Billing Office OFFICE AREAS Monday throup Friday Dust the top of the counter next to the glass windows. Do NOT dust the tops of the desks in this office. They will be cleaned by staff. Clean the lobby side of the windows that separate the lobby from the office daily. [Windex] Empty all trash receptacles and REPLACE the bag liners. Tie off bags as soon as they are removed. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights. Replace flickering or burned out bulbs with ones supplied by the city. [These will be kept in the closet with the air conditioner. Notify Water Office Manager when more light bulbs are needed.] Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. WEEKLY (on Mondays) Clean inside and outside of windows in the lobby, and the drive through, and between the Water Office Manager's office and large room with Windex. Clean computer monitor screens with a computer lint free towel/paper. [Endust for Electronics] Clean the exterior of monitors, towers, speakers, typewriters with a computer lint free towel/paper. [Endust for Electronics] Clean telephone receivers with a cloth and 409. Do not spray 409 on the receiver. Spray the cloth and then clean the receiver with the cloth. Clean the outsides of trash receptacles. Do NOT clean typewriter or computer keyboards. These will be cleaned by staff. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards with a non oily cloth or duster without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and file cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces. Remove cobwebs from light fixtures, ceilings and comers. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all fmger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. Vacuum upholstered furniture including desk chairs and couch in break room. MONTHLY Clean the legs of chairs and the backs of non upholstered chairs with 409. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Remove cobwebs from the corners and from ceilings. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows Clean the window frame of all windows. Buff terrazzo floors SEMI-ANNUALLY If necessary use a paste cleaner on the ceramic tile floors to remove build up. Clean with a wet mop. RESTROOM AREAS and HALLWAY AREA Monday throup. Friday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Use 409. Pay particular attention to the area around the faucets. Clean door knobs leading into and out of the restroom. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. Mop all restroom floors with a disinfecting product [409]. The mop water is to be discarded in the sink in the men's restroom commode. WEEKLY (on Mondays) Wipe down walls and baseboards Make sure the trash receptacles are clean. Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work. Clean the corners of the floor because they are often missed during mopping. MONTHLY Vacuum all louvers, ventilating grills and dust light fixture grills and remove all bugs from light fixtures. Clean the tile areas paying particular attention to debris built up in the corners and the areas in front of sinks, urinals and commodes. Lower or remove the globes from all vanity light fixtures and dust the inside removing dead bugs and dusting off the light bulbs. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from air vents and from air-conditioning vents. This may be more than just dusting. KITCHEN (BREAK ROOM AND HALLWAY AREA) Monday throueh Friday Clean and sanitize sinks, faucets, microwaves, counter tops, tables, and chairs with 409. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner with 409. Mop kitchen floors being sure to move chairs away from the table so that you can mop under the table. Contractor is not responsible for the cleaning of dirty dishes left on the table, the counter, or in the sink. WEEKLY (On Mondays) Clean the tops, front, and sides of refrigerators and microwaves with 409. MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and remove all bugs. Vacuum paying attention to corners and areas next to the baseboards. Polish the fronts of kitchen cabinets with Pledge after scrubbing the floor. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows. Clean the window frame of all windows. Polish and buff tile floors Semi-Annually ENTRY AREAS Monday throueh Friday Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Dust fire extinguishers and cabinets nightly (interior and exterior); wash as necessary. Vacuum entrance mats. Sweep all area areas or vacuum with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Mondays) Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. Clean the inside and the outside of the glass on the entry doors with Windex. Clean the thresholds with a good broom or brush. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows. Clean the window frame of all windows. OUARTERLY Polish and buff all tile floors. GENERAL Paper products and light bulbs and brooms and mops can be stored in the closet with the air conditioner in the hallway. Cleaning products are to be stored under the sink in the men's restroom. Products supplied by the janitorial service are not to be stored under the sink/microwave area in the hallway, in the women's restroom, or in either closet housing air conditioning and heating units. Mop water will only be poured down the commode in the men I s restroom. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial rooms in a clean, neat and orderly condition at all times. Always close doors that were closed cleaning is finished. Always lock interior doors that were locked when cleaning is finished. Never use anything to prop doors open. Exterior doors should be locked during cleaning and the alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the City Manager's office any trash cans that are broken which results in liquids leaking from the can. SCOPE OF WORK No diagram is available. Entry-small has 2 doors, ceramic floor. Entry - large has 2 glass doors and interior windows, ceramic floor. Main work room - four desks, computer equipment, bookcases, carpet floor. Water Office Manager's Office-two rooms, a desk, two book cases and multiple file cabinets, carpeted. Break room - couch, kitchen table and chair, refrigerator/freezer, microwave and stand, television and cart. King's Daughters - two office areas containing two desks and multiple chairs and several book cases, a file area, tile. EXIDBIT E JANITORIAL MAINTENANCE SCHEDULE Library OFFICE AREAS (including Circulation Desk) Monday throup Friday DO NOT DUST desk tops. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Empty all trash receptacles and replace the bag liners. Tie off bags as soon as they are removed. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights. Replace flickering or burned out bulbs with ones supplied by the city. Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. WEEKLY (on Saturdays) Remove cobwebs from light fixtures, ceilings and comers. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all fmger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Clean computer monitor screens with a computer lint free towel/paper use Endust for Electronics. Clean the exterior of monitors, keyboards, towers, speakers, typewriters with a computer lint free towel/paper use Endust for Electronics. Dust base boards without moving furniture Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and fIle cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust atlas/map stands, tops of free-standing shelves, and tables. Dust lobby seats, planters and window sills. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces. The bookshelves and books will be dusted by volunteers or by city staff. Clean telephone receivers with 409. Spot clean carpeted areas as needed. Make sure the outsides of trash receptacles are clean. Vacuum upholstered furniture. MONTHLY Clean the legs of chairs and the backs of metal chairs with 409. Clean the legs of chairs and the backs of non-upholstered wooden chairs with Pledge. Vacuum upholstered furniture using a crevice tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Remove cobwebs from the corners and from ceilings. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting Clean the interior glass of all windows. Clean the window frame of all windows. Buff ceramic tile floors. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds SEMIANNUALLY Polish ceramic floor tiles and buff. RESTROOM AREAS Mondav throup Saturday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes, urinals and stall dividers. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Pay particular attention to the area around the faucets. Use 409. Clean door knobs leading into and out of the restroom. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. Mop all restroom floors with a disinfecting product. The mop water is to be discarded in the sink in the storage room. WEEKLY (on Saturdays) Wipe down walls and baseboards Make sure the trash receptacles are clean. Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work including hinges on stall partition doors. Clean the corners of the floor because they are often missed during mopping. Ensure P-traps in center of restroom floors are properly functioning by pouring at least one gallon of water down each drain. MONTHLY Vacuum all louvers, ventilating grills and dust light fixture grills and remove all bugs from light fixtures. Strip and wax hard surface floors paying attention to the corners and areas directly in front of sinks and commodes and urinals. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds KITCHEN AREA Monday throueh Saturday Clean and sanitize sinks and faucets. Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner. Mop kitchen. Contractor is not responsible for the cleaning of dirty dishes left on the counter, or in the sink. WEEKLY (On Saturdays) Clean the tops, front, and sides of refrigerators and microwaves with 409. MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and remove all bugs. Clean hard surface floor paying attention to the corners and areas directly in front of sink. Polish the fronts of kitchen cabinets with Pledge after scrubbing the floor. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY SEMI-ANNUALLY Remove the items from the inside of the refrigerator and clean the door shelves, the shelves or racks, the storage bins and the bottom of the refrigerator with 409. Pour V2 cup bleach through the drain of the refrigerators after they are cleaned. ENTRY AREAS Monday throueh Friday Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Clean and shine drinking fountains with 409. Dust and/or wash all directory boards as required, remove fingerprints and smudges. Vacuum entrance mats. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Saturdays) Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. Clean the inside and the outside of the glass on the entry doors with Windex. Clean the thresholds with a good broom or brush. Dust fire extinguishers and cabinets (interior and exterior); wash as necessary. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY Polish and buff all tile floors. UPSTAIRS WORK AREA Vacuum the center of the area on Wednesdays. Workers will pick up art work when more of the room needs to be vacuumed. Clean the window ledge if art projects are not stored on the window on Wednesdays. DOWNSTAIRS STORAGE AREA Sweep the open floor areas on Wednesdays. MONTHLY: Vacuum the stairs leading up or down to the other two floors. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds GENERAL The janitorial storage area for the library is located in the mechanical closet adjacent to the Workroom. Mop water will only be poured down the mop sink. It should not be thrown down bathroom sinks or kitchen sinks. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial area in a clean, neat and orderly condition at all times. Always close doors that were closed whenever you are fmished cleaning. Always lock interior doors that were locked whenever you are fmished cleaning. Never use anything to prop doors open. Exterior doors should be locked during cleaning and the alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the City Manager's office any trash cans that are broken which results in liquids leaking from the can. SCOPE OF WORK See attached drawing. ~ EXIDBIT F JANITORIAL MAINTENANCE SCHEDULE Public Works Building on Hickory OFFICE AREAS Monday throueh Friday Do NOT dust the tops of the desks in this office. They will be cleaned by staff. Empty all trash receptacles and REPLACE the bag liners. Tie off bags as soon as they are removed. Sweep and damp mop all tiled areas. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. Check all lights . Replace flickering or burned out bulbs with ones supplied by the city. [These will be kept in the closet with the air conditioner. Notify Amy Samis when more light bulbs are needed.] Place burned out bulbs in the trash receptacle outside. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated trash receptacle outside the building. WEEKLY (on Wednesdays) Clean inside of windows in the lobby, and both sides of the window between Office E and the Reception Area [Room A] with Windex. Clean telephone receivers with a cloth and 409. Do not spray 409 on the receiver. Spray the cloth and then clean the receiver with the cloth. Clean computer monitor screens with a computer lint free towel/paper with Endust for Electronics. Clean the exterior of monitors, towers, speakers, typewriters with a computer lint free towel/paper with Endust for Electronics. Clean window sills with a damp rag after dusting. Do NOT clean typewriter or computer keyboards. These will be cleaned by staff. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards with a non oily cloth or duster without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and file cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, and doors using Pledge for wooden surfaces if wood and 409 if metal. Make sure the outsides of trash receptacles are clean. Remove cobwebs from light fixtures, ceilings and corners Remove all finger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. Vacuum upholstered furniture including desk chairs and couch in break room. ----- MONTHLY Clean the legs of chairs and the backs of non upholstered chairs metal chairs with 409. Vacuum upholstered furniture using a creviCe tool attachment. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers, ventilating grills and dust ceiling light fixture grills removing all bugs. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Clean the interior glass of all windows Clean the window frame of all windows. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds SEMI-ANNUALLY If necessary use a cleaner on the tile floors to remove build up. Clean with a wet mop. RESTROOM AREAS and HALLWAY AREA Monday throueh Friday Clean and sanitize all restroom fixtures: sinks, counter tops, faucets, commodes. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Use 409. Pay particular attention to the area around the faucets. Clean door knobs leading into and out of the restroom. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Replace light bulbs as necessary. Mop all restroom floors with a disinfecting product [409]. The mop water is to be discarded in the sink in the men's restroom commode. WEEKLY (on Wednesdays) Wipe down walls and baseboards. Make sure the trash receptacles are clean. Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work. Clean the corners of the floor because they are often missed during mopping. MONTHLY Vacuum all louvers , ventilating grills and dust light fIXture grills and remove all bugs from light fixtures. Clean the tile areas paying particular attention to debris built up in the corners and the areas in front of sinks, urinals and commodes. Lower or remove the globes from all vanity light fixtures and dust the inside removing dead bugs and dusting off the light bulbs. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds - OPERATIONS ROOM (BREAK ROOM AND HALL WAY AREA) Monday throueh Friday Clean counter tops, tables, and chairs with 409 Empty all trash receptacles and REPLACE bag liners. Tie offbags as soon as they are removed. If trash can is dirty be sure to wash it out with a disinfecting cleaner with 409. WEEKLY (On Wednesdays) MONTHLY Vacuum all louvers, ventilating grills and dust light fixtures and remove all bugs. Vacuum paying attention to corners and areas next to the baseboards. Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds SEMI-ANNUALLY ENTRY AREAS Mondav throueh Friday Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Vacuum entrance mats. Sweep all area areas or vacuum with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Wednesdays) Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. Clean the inside and the outside of the glass on the entry doors with Windex. Clean the thresholds with a good broom or brush. Dust fire extinguishers and cabinets nightly (interior and exterior); wash as necessary. MONTHLY Lower or remove the grid from all ceiling light fixtures and dust the inside removing dead bugs and dusting off the light tubes. Dust all ceiling grids with a clean, dry duster. Remove dirt and dust from return air vents and from air-conditioning vents. This may be more than just dusting. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds SEMI ANNUALLY Clean and buff all tile floors. GENERAL Cleaning products and tools can be stored in the closet between Office F and Office G. Mop water will only be poured down the commode in the men's restroom. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial area in a clean, neat and orderly condition at all times. Always close doors that were closed cleaning is fmished. Always lock interior doors that were locked when cleaning is fmished. Never use anything to prop doors open. Exterior doors should be locked during cleaning. The alarms should be set and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to Amy Samis any trash cans that are broken which results in liquids leaking from the can. SCOPE OF WORK See Attached Floor Plan EXffiBIT G JANITORIAL MAINTENANCE SCHEDULE Cox Field Airport Terminal Building OFFICE AREAS Monday throueh Friday DO NOT DUST the tops of desks. Empty all trash receptacles and replace the bag liners when they are tom or have contained food. But replace at least weekly. Tie off bags as soon as they are removed. Remove cardboard boxes and other items of trash if so identified. These and the bags of trash should be placed in the designated janitorial room inside the building. Vacuum all carpeted areas with electric operated vacuum cleaner. The bag cannot be full at the beginning of a work day. Chairs and trash cans around desks need to be moved in order to vacuum and then replaced after vacuuming. WEEKLY (on Fridays) Clean computer monitor and TV screens with a computer lint free towel/paper. Clean the exterior of monitors, towers, speakers, typewriters with a computer lint free towel/paper. Clean telephone receivers with 409. Spray 409 on the cloth and then clean the receiver. Do not spray 409 directly on the receiver. Clean the outside of trash cans if needed. Clean the window sill of all windows. Dust the tops of file cabinets by moving and then replacing objects that are on the top. Dust base boards without moving furniture. Dust picture or map frames, lights and lamp shades, globes, window sills, window blinds, baseboards and file cabinets with a non oily cloth or duster. Dust doors, chair legs & rungs & arms (if wooden), and open areas of book shelves with a duster or cloth that may have light furniture polish (Pledge) applied to the rag or duster. Dust the outside of all desks, bookcases, credenzas, conference table, and doors using Pledge for wooden surfaces and 409 for metal surfaces. Remove cobwebs from ceilings and comers. Remove accumulated dirt and dust from all return air vents and air-conditioning vents. Remove all finger marks and smudges from vertical surfaces, including doors, door frames, and around light switches. Spot clean carpeted areas as needed. Vacuum and straighten chairs. Clean Leather Furniture. MONTHLY Clean the legs of chairs and the backs of non upholstered metal chairs with 409. Clean the legs of chairs and the backs of wooden chairs with Pledge. Move items under 20 pounds, such as potted plants, visitor chairs, trash cans, and coat trees, and vacuum the floors thoroughly. Vacuum all louvers and ventilating grills. Clean the interior glass of all windows and doors. Clean the window frame of all windows and doors. Buff floors. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds RESTROOM AREAS Monday throup Friday Clean and sanitize all restroom flXtures: sinks, counter tops, faucets, commodes, urinals and stall dividers. Clean and sanitize the underside of rim or urinals and bowls. Wash both sides of all toilet seats. Pay particular attention to the faucet area. Use 409. Clean door knobs leading into and out of the restrooms. Use 409. Clean the mirrors with Windex. Empty all trash receptacles and REPLACE bag liners. Tie off bags as soon as they are removed. Supply all restrooms with hand soap. Make sure the dispenser is not clogged and that the soap will flow freely. Fill toilet paper and paper towel holders. Leave extra toilet paper and paper towels in the restroom. Mop all restroom floors with a disinfecting product [409]. The mop water is to be discarded as directed. WEEKLY (on Fridavs) Clean the toilet paper holder, the paper towel dispenser and the exterior of the soap dispenser. Clean and polish flushometers, piping, toilet seat hinges and other metal work. Clean the corners of the floor because they are often missed during mopping. These should be done every Friday. Make sure the trash receptacles are clean. Wipe down walls and baseboards. MONTHLY Strip and wax hard surface floors paying attention to the corners and areas directly in front of sinks and commodes and urinals. Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings ENTRY AREAS Monday throue:h Friday Empty all trash receptacles and replace bag liners. Tie off bags as soon as they are removed. Clean glass areas to the entry doors with Windex. Clean and shine drinking fountains with 409. Sweep steps or vacuum. Vacuum entrance mats. Clean the thresholds by moping tile. WEEKLY (on Fridays) Check the corners of the steps to make sure they are free of debris. Clean the inside and the outside of the glass on the entry doors with Windex. Clean the thresholds with a good broom or brush. Clean the tops, front, and sides of vending machine with 409. Dust and/or wash all directory boards as required, remove fingerprints and smudges. Dust fire extinguishers and cabinets (interior and exterior); wash as necessary. Use a damp rag to do the top of the base boards in the main entry. Use a dry rag or dust mop to do the top of the base boards in other parts of the building. MONTHLY Dust or shake all artificial plants Dust all wall frames and glass-faced wall hangings Dust all window blinds OUARTERLY Polish and buff all tile floors. GENERAL Mop water will only be poured down the mop sink. It should not be thrown down bathroom sinks or kitchen sinks. At least once each month an organic drain cleaner should be poured down the mop sink. This will be the responsibility of the Contractor but the City should be notified of the type of product used. Keep janitorial room in a clean, neat and orderly condition at all times. Always close doors that were closed whenever you are finished cleaning. Always lock interior doors that were locked whenever you are finished cleaning. Never use anything to prop doors open. Exterior doors should be locked during cleaning and doors locked when cleaning is completed. Never place plastic bags on the floor--always use a box or barrel or can to carry each trash bag to the central area for removal of trash. Do not just pull a liner out of a trash can and carry to the central area. Liquids leak from the bags and stain the carpet. Report to the Airport Manager's office any trash cans that are broken which results in liquids leaking from the can. EXIDBIT H Supplies PROVIDED BY CITY Furniture Polish Pledge Vanilla Furniture Cleaner Pledge Smear Free Lemon Spray Computer Cleaner Endust for Electronics Cleaner /Degreaser 409 Dow Disinfectant Bathroom Cleaner Ajax Cleanser with Bleach Glass Cleaner Windex Soap Lever 2000 Antibacterial Bar Soap Softsoap antibaterial (liquid soap) Toilet Bowl Deodorizers Plastic Trash Liners LSF 2333XW LPF3858 X3G 23" x 33" 38" x 58" .45 mil 1. 3 mil Bath Tissue 500 sheets to roll Light bulbs PROVIDED BY CONTRACTOR Organic Drain Cleaner Spot Carpet Cleaner - Receive approval before doing this task. Polish for ceramic floor tile Stripper for floor tile Polish for floor tile Vacuum cleaners, mops, brooms, brushes, cloths, rags, sponges, etc. [It is the contractor's responsibility to supply MSDS sheets for all products they bring into the building. ] EXIDBIT I Special Conditions Janitorial contractor will supply a number that will be answered between 7:30 a.m. and 6:30 p.m., Monday through Friday. The janitor will be called should a need arise due to one of the following conditions : a. Clean up due to a water line break b. Clean up of human bodily waste c. Clean up of animal waste The hourly charge will be $ per hour with a one hour minimum charge. A. LffiRARY Monday Tuesday Wednesday Thursday Friday Saturday B. CITY HALL Monday Tuesday Wednesday Thursday Friday EXIDBIT J Time of Service after 7:00 p.m. after 9:00 p.m. after 7:00 p.m. after 9:00 p.m. after 7:00 p.m. after 6:00 p.m. F. PUBLIC WORKS Monday after 6:00 p.m. Tuesday after 6:00 p.m. Wednesday after 6:00 p.m. Thursday after 6:00 p.m. Friday after 6:00 p.m. after 6:00 p.m. after 6:00 p.m. after 6:00 p.m. after 6:00 p.m. after 6:00 p.m. G. COX FIELD AIRPORT TERMINAL Monday after 6:00 p.m. Tuesday after 6:00 p.m. Wednesday after 6:00 p.m. Thursday after 6:00 p.m. Friday after 6:00 p.m. AFTER 8:00 P.M. during daylight- savings time. I CITY HALL ANNEX Monday after 6:00 p.m. Tuesday after 6:00 p.m. Wednesday 'after 6:00 p.m. Thursday after 6:00 p.m. Friday after 6:00 p.m. D. CITY ATTORNEY'S OFFICE Monday after 6:00 p.m. Tuesday after 6:00 p.m. Wednesday after 6:00 p.m. Thursday after 6:00 p.m. Friday after 6:00 p.m. C. E. WATER BILLING OFFICE Monday after 6:00 p.m. Tuesday after 6:00 p.m. Wednesday after 6:00 p.m. Thursday after 6:00 p.m. Friday after 6:00 p.m.