Janitorial Services for Floyd Dryden, Auke Bay Marine Station Fish House, Butler Building, & Statter Harbor Restrooms, as specified

SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission at Public Purchase the CBJ’s eProcurement Provider. *Late responses will not be accepted. Access the solicitation online at Public Purchase and complete pricing for the line item listed. Download PDF Bidders Signature Page, and Exhibit B - Required Supplies, complete, sign and upload Public Purchase. Use only the documents provided. Acknowledge the contract’s Terms & Conditions* (ATTACHMENT A), and Insurance Requirements (ATTACHMENT B) Note: Contractors must acknowledge, or acknowledge with exceptions. Exceptions may not qualify for award. INTENT : This bid will establish a performance-based term contract with the City and Borough of Juneau (CBJ or City) and a responsive and responsible Contractor for complete professional Janitorial Services, as specified, for Floyd Dryden, Auke Bay Marine Station Fish House, Butler Building, & Statter Harbor Restrooms. To be considered responsible a Contractor’s firm and/or their employees must be capable of providing management, supervision, labor, materials, supplies, and equipment as required by quote specifications. References may be required to establish and determine a bidder’s level of responsibility and capacity. Additionally, the CBJ may use its own current or past experiences with a Contractor to determine their ability to satisfactorily complete the scope of work for this contract. The Contractor will be expected to be able to commence all work as soon as possible, after successful award. Prior to final award CBJ must have all required documents (insurance certificates, employee listing, SDS sheets, performance/surety bond, etc.). If necessary, a performance expectation walk through may preclude the commencement of services. DEADLINE : All bids submitted must be received 4/10/2025 prior to 2:00 p.m. AK time or such later time as announced by addendum. Bids will be opened immediately thereafter. To attend the bid opening via teleconference, bidders and interested members of the public can dial +1 (555) 000-0000; enter the Participation ID Code No. 258358. PRE-BID MEETING & SITE VISIT : An approximately two (2) hour (120 minutes) long, non-mandatory, Pre-Bid Meeting and Site Visit is scheduled for 4/01/2025 at 8:00 a.m. Alaska time. Contractors must provide notice of participation via email to contact@example.gov a minimum of twenty-four (24) hours prior to the scheduled meeting. CBJ Purchasing will confirm your request to attend by providing the meeting location. If no one signs up to attend the meeting, it will be cancelled. NOTE: This is an in-person meeting only. Contractors are highly encouraged to attend so that they may provide the most accurate bid responses. CONTACT, QUESTIONS & ADDENDA : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this procurement. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing Buyer and quote number. Request must be received a minimum of three (3) business days prior to the bid deadline via email to contact@example.gov Any changes to CBJ issued documents will be in the form of an addendum to the bid. Addenda are issued as promptly as is practical to all plan holders. All addenda shall become part of the bid (contract). CONTRACT TERM & EXTENSION : Part of the services required by this contract are for interim office spaces for CBJ Work Units or facilities that are currently being conditionally used by CBJ approved groups. The exact length of time that janitorial services will be needed for these facilities is unknown. CBJ does not guarantee any number of contract months, years, or any renewals. The initial contract term will begin immediately after award and will continue until June 30, 2025. As a provisional contract, term renewals are not guaranteed; however, if needed there are of up to five (5) additional automatic annual renewals based on satisfactory performance. NOTE: All annual contract term renewals will be on based on a fiscal year cycle, example: 7/1/XX through 6/30/XX. If all available renewals are exercised, the final contract expiration date will be June 30, 2030. The Contractor may provide written notice to terminate the contract at any time without penalty providing the notice is given ninety (90) days prior to the final day of services. Any term extension after the final expiration must be mutually agreed upon between CBJ and Contractor, approved by CBJ Purchasing. FUNDING & SERVICE CHANGES : Funding is dependent upon City Assembly appropriations of General Operating Funds. If funds are not appropriated or funding is reduced, the City, with mutual Contractor agreement, may reduce the scope of work and make changes to compensation, or terminate the contract. If the contract is terminated, the Contractor will be paid for fully documented work performed prior to termination. The Contractor will be notified, in writing, 15 calendar days prior to any changes or termination. The City reserves the right to temporarily suspend services in specific buildings for budgetary, emergency, safety, remodeling, or any other eventuality within the City’s discretion. Fifteen (15) days’ notice shall be adequate to suspend services without incurring any cost to the City. In the event fewer than fifteen (15) days’ notice is given to the Contractor, it may bill the City for normal services as described herein for up to and including the fifteenth day. Contractor will instruct employees normally assigned to this contract to perform other similar duties as assigned by the City during the period the City is being billed for those services - or - Contractor may opt to cease services with no costs incurred from suspension of services on shorter notice than fifteen (15) days. The City does not plan to modify this contract, however, if changes are necessary pricing will be adjusted and documented by mutual written contract amendment. If the price adjustment cannot be agreed upon, the contract will be terminated and may be offered to the next lowest bidder or may be re-bid. BUDGET, PRICING, & PAYMENTS : CBJ is listing the maximum allowable budget for this contract, however it expects that Contractors will strive to provide their best, competitive and accurate pricing. Due to budget constraints, the awarded annual price may not exceed $167,561.40 . for this contract. The contract price shall include, but not be limited to all costs for labor, insurance, materials, equipment, and supplies needed to fulfill the requirements of the contract. Contract prices are to remain firm for the duration of the contract period unless a timely price adjustment is requested and approved. See CBJ General Terms and Conditions (Attachment A) for information regarding price adjustments. Billing invoices will not be required. Upon award, the monthly payment will be automatically generated by the CBJ Accounts Payable Office, on the last week of every month. Continuation of payments are subject to the Contractor meeting all contractual specifications including meeting the performance requirements. At the end of the contract, the final payment will be withheld until all keys are returned. SUBCONTRACTING & CONTRACT ADMINISTRATION : Subcontracting is not allowed without the prior written consent of the Purchasing Division and agreement from the Contract Manager. If subcontracting is approved and allowed information on the subcontractor and a list of employees and their qualifications must be provided. The City is assigning the administration of this contract to the Contract Compliance Specialist, Building Maintenance Division, Parks and Recreation Department or other designee as determined by the Facilities Maintenance Supervisor. Upon award, all necessary contact information will be given to the awarded Contractor. EXPERIENCE & QUALIFICATIONS : The Contractor and their employees must be capable and experienced in the work to be performed. The Contractor’s work force must be sufficient size to perform scheduled work and have all equipment necessary to perform services as described and specified. CBJ may ask the Contractor to provide documentation that demonstrates their capacity to be responsive and responsible and adequately perform the work required by this contract. REFERENCES & BID ACCEPTANCE : References may be used to determine the bidder’s ability to qualify as responsible . To verify a Contractor’s experience the CBJ may require references from at least three (3) current or recent contracts (within the last five (5) years) involving janitorial services at facilities comparable in size and scope of work that demonstrate excellent performance. CBJ’s own experience with the Contractor may also be used to determine Contractor’s responsibility. The City reserves the sole and exclusive right to determine an acceptable level of Contractor’s responsibility and their ability or capacity to satisfactorily perform all duties of this contract. If a Contractor is judged non-responsible their bid will be deemed non-responsive and the CBJ may choose to award to the next lowest response received. Failure of the bidder to produce acceptable references upon request may deem the services offered unacceptable and the bid non-responsive. REVIEW OF BID ATTACHMENTS : Attachment A, are the CBJ General Terms & Conditions, and Attachment B, are the Insurance Requirements. It is mandatory that Contractors have an understanding of and can comply with both documents’ requirements. CBJ expects that all bidding Contractors will carefully review all bid attachments and all ‘bid’ contract documents. The Awarded Contractor must comply with these terms, conditions and requirements. CONTRACTING DOCUMENTS : The contracting documents for these services consists of the CBJ’s complete bid document, including all attachments, exhibits and any issued addenda, and the awarded Contractor’s submitted signed bid. Combined these documents make up the complete contract for these services. AWARD : Award will be made by Total Bid to the lowest responsive, responsible bidder meeting all requirements. In the event the primary Contractor cannot meet their obligation, the City will contract with the next available Contractor and will hold the original Contractor responsible for any incidental and consequential damages incurred. TECHNICAL SPECIFICATIONS FACILITY & LOCATION No. of Employees No. of Monthly Visitors SQ. Footage to be Cleaned Floyd Dryden 3800 Mendenhall Loop Road, Juneau AK 99801 N/A Fluctuates 75,37.54 Auke Bay Marine Station Fish house 11305 Glacier Hwy, Juneau, AK 99801 8 N/A 2,072 Auke Bay Marine Station Butler Building 11305 Glacier Hwy, Juneau, AK 99801 N/A N/A 1,295 Statter Harbor Restrooms 11485 Auke Bay Harbor Rd. Juneau, AK 99801 N/A Fluctuates 1,423 HOURS AND DAYS OF REQUIRED SERVICES : Unless otherwise specified, the Contractor will supply daily cleaning services within the time frames specified in EXHIBIT A –CLEANING SPECIFICATIONS BY FACILITY LOCATION. Required Daily Services : Floyd Dryden (FD) 5 days a week, all year long. No Holidays. Auke Bay Marine Station Fish house (ABMSF) Twice a week, Wednesday and Saturday. No Holidays. Auke Bay Marine Station Butler Building (ABMBB) Twice a week, Wednesday and Saturday. No Holidays. Statter Harbor Restrooms (SHR) May-September Twice a Week, Wednesday and Saturday - for Five Months. No Holidays. Holidays : Current City Holidays* include: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Seward’s Day, Memorial Day, Independence Day, Labor Day, Alaska Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day. Unscheduled Cleaning Service (Call Outs) : On occasion due to unforeseen problems or maintenance at the various facilities the Contractor must provide unscheduled cleaning or call out janitorial services. Response time for unscheduled cleaning services is two (2) hours after notification. Note: These call outs are in addition to all regularly scheduled work. The Contractor’s bid price is to include up to three (3) call outs per month, per Auke Bay Marine Station Fish House, Auke Bay Marine Station Butler Building, and Statter Harbor Restrooms. For call outs at the Floyd Dryden facility the Contractor’s bid price is to include up to three (3) call outs for each section, per month. Contractors will be compensated at the hourly rate for call outs in excess of three (3) per month, per facility. List your hourly call out rate on the Bid Schedule page. (Hourly call out rate is not a factor in award.) COMMUNICATION & CONTRACTOR’S COORDINATOR : To facilitate consistent communication between the City and the Contractor, the Contractor shall maintain mobile phone communication capabilities and provide a contact name along with an office telephone number where they can be reached during business hours (8:00 a.m. – 5:00 p.m.). The Contractor must also be able to respond to and communicate via email for the sharing and signing of documents. The Contractor shall designate their own Contract Coordinator to manage the Contract. The Coordinator shall possess a combination of training, experience, and management skills, and must be fluent in English, with the ability to understand, speak, read, and write the language proficiently, to administer the contract effectively. While the Coordinator need not be exclusively assigned to the contract, they must be locally available during normal City business hours and whenever the Contractor's employees are on-site performing work. The Contractor’s Coordinator shall perform the following functions: Coordinate with the CBJ Contract Compliance Specialist or Facilities Maintenance Designee. Ensure the work is performed in accordance with the contract requirements. Receive and resolve service complaints. Interpret the contractual terms specified in this bid. Provide clarification of the contract specifications and requirements to their employees. Within 24 hours of notification, the Contractor or authorized designee must be available to respond to the Contract Compliance Specialist or Facilities Maintenance Designee to discuss and address immediate issues. Performance Standards : This is a 100% performance-based contract, requiring cleaning services to be performed to the standards outlined in this document, regardless of the materials used, the number of janitors, or the hours required. If any services are found to be non-compliant with the specifications and requirements of this contract, the City reserves the right to require the Contractor to immediately correct the deficiencies at no additional cost to the City. Substandard performance and ratings may result in termination of the contract. The following are expectations of performance standards : Quality Control/Quality Assurance Plan : The Contractor shall develop a comprehensive Quality Control/Quality Assurance (QC/QA) Plan to ensure compliance with the contract requirements. A copy of the plan must be submitted to and approved by the CBJ Contract Administrator before the commencement of work. Once approved, the plan will be incorporated into the contract as part of the contractual obligations. The plan should include, but is not limited to, procedures for self-inspection, corrective actions for substandard service, inventory control, and key control. The CBJ Quality Control Inspection Form will be used to evaluate the Contractor’s performance. Prior to the start of services, the Contract Administrator will review the form with the awarded Contractor during an onsite walkthrough of the facility, while also reviewing the QC/QA plan. Initial Job Walkthrough : An initial walkthrough will be conducted with the Contracts Specialist before the first day of cleaning. During this walkthrough, the QC/QA Plan will be reviewed and signed off. Weekly Inspections : The goal of the Contract Compliance Specialist is to perform weekly inspections of each facility. During the inspection, an online quality assurance inspection report will be completed and emailed to the Contractor. The Contractor shall be required to make corrections upon receipt of the report or during the next shift, as indicated in the report notes. These reports will be used to monitor the Contractor's performance. Accompanying On Inspections : The Contractor’s Coordinator must accompany the CBJ Contract Specialist during any walk-through inspection, as needed, to address any areas of concern. Failed Inspections : Failed inspections based on repeated deficiencies found may be considered a material breach of contract. On going substandard performance, multiple complaints and poor inspection ratings may result in termination of the contract. Performance Evaluation & Reporting Requirements : Performance will be consistently evaluated and measured with regard to the cleanliness and orderliness within the facility to ensure that the Contractor is meeting the bid specifications. The CBJ will use the number and nature of verified complaints received from facility users and inspections performed by the CBJ Contract Compliance Specialist. Complaints : User complaints about the condition of the facility will be addressed and verified by the CBJ Contract Compliance Specialist. If determined to be valid the Contractor will be made aware of the complaint and will be required to address the issue as soon as possible and no longer than (24) hours, unless an alternate timeline is agreed to by the CBJ.See Resolving Performance Deficiencies for more details. If there are more than eight (8) verified complaints for the same facility within a calendar month , the Contractor may be considered in breach of contact. The CBJ may seek further corrective actions, such as a written cure plan to correct the performance deficiencies, or other measures that could include termination of the contract. Inspections : The CBJ Facility Maintenance Supervisor, Contract Compliance Specialist, or a designated Facilities Maintenance will examine and monitor the facility’s condition by performing in-person inspections. If the inspections identify recurring deficiencies at the same facility, on more than five (5) consecutive inspections , whether scheduled or unscheduled, the Contractor may be considered in breach of contract. The CBJ may seek further corrective actions, such as a written cure plan to correct the performance deficiencies, or other measures that could include termination of the contract. If the City is forced to obtain services from another janitorial firm during any deliberation period, the Contractor will be responsible for the expenses incurred. Reporting : The Contractor must submit written notification to the Contract Compliance Specialist via email regarding specific conditions that would prohibit normal business operations under the contract. Similarly, if the Contractor fails to perform in accordance with the conditions and specifications outlined in the bid document (contract), the City’s Contract Compliance Specialist will notify the Contractor in writing via email.The Contractor shall provide a monthly report detailing cleaning activities, any incidents encountered, and measures taken to address them. Resolving Performance Deficiencies : Verified complaints must be resolved as soon as possible and in most cases, should take no longer than (24) hours to correct. For more complex matters a reasonable extension of time to resolve the issue may be discussed with City’s Contract Compliance Specialist and a mutually agreed upon ‘time to resolve’ may be granted. If complaints are not resolved within the agreed upon timeframe, or if the same type of complaint is repeatedly demonstrated and the "good faith effort" to correct the issues appears to be disregarded, the City may seek further corrective actions. Such actions may include a written cure plan to correct the performance deficiencies, or other more severe corrective measures that could include termination of the contract. If the contract is terminated, the CBJ may award choose to award the contract to the next lowest responsive, responsible bidder, or rebid the contract. All disputes regarding contract interpretations will be settled by the City’s Contract Compliance Specialist or Facilities Maintenance Designee. These decisions may be appealed to the Purchasing Division. GENERAL DEFINITIONS & CLEANING SPECIFICATIONS : Below are the general definitions for cleaning performance standards, specifications, and frequency that are applicable to all CBJ performance-based janitorial contracts. Detailed instructions for this contract can be reviewed in EXHIBIT A - CLEANING SPECIFICATIONS BY FACILITY LOCATION. Note: Depending on the facility, not all standards or specifications listed below will apply. DEFINITIONS : Clean: No visible film, odors, stains, dust, lint, or spots should be present on floors, walls, partitions, ledges, trim, doors, molding, or fixtures These areas shall be free from dirt, impurities, or contamination and must be immaculate, spotless, and stainless. Sanitize: All areas must be disinfected using a product specified in EXHIBIT B - Required Supplies, as per the supply specifications. This process is intended to eliminate elements such as bacteria and germs that may pose a health risk. Maintain: To keep appliances, furniture, carpets, and other areas in a desirable, serviceable condition. Spot Clean: To clean, sanitize, or maintain specific areas as needed, ensuring appliances, furniture, etc., meet the required standard of conformity. MINIMUM CLEANING STANDARDS : It is the intent of the City to maintain all premises at a high standard of cleanliness. The following standards represent the minimum acceptable level of service as outlined in the cleaning specifications. All cleaning frequencies specified serve as guidelines for specific areas, based on their type and frequency of use. These standards should not be interpreted as comprehensive. If anything is not explicitly included but is deemed necessary to maintain the required standard of clean for the facility it will be considered part of the bid specifications, as though it expressly identified and stated herein. GENERAL CLEANING SPECIFICATIONS : 1) Water Fountain/Sinks Cleaning Standards : A properly cleaned and maintained water fountain shall have no visible scale around the discharge area. The basin and drains must be free from scale, streaks, stains, spots, smudges, or any other removable soil, and should exhibit a clean, polished appearance. All porcelain and polished metal surfaces, including the spout, must be disinfected and free from deposits, build-up, or unsanitary conditions. Stains, such as rust, chlorine, lime, calcium, and other foreign materials, must be completely removed using a non-abrasive cleaner. Bright work, including any exposed pipes, shall be cleaned with an appropriate cleaning agent. Drain holes must be free from stoppages or discoloration. After cleaning, all surfaces must be wiped dry with a clean cloth or sponge. Areas immediately adjacent to the drinking fountains and sinks must also be cleaned. Note: Contractors are not responsible for cleaning dishes or utensils; if a sink contains dishes or utensils, it shall not be cleaned . Standard : Water fountains and sinks must be cleaned and maintained to ensure no visible scale, stains, or deposits, with all surfaces disinfected and free from build-up or unsanitary conditions. Exposed pipes and adjacent areas must also be cleaned, with the Contractor not responsible for cleaning dishes or utensils in sinks. 2) Ash Urns Cleaning Standards : The Contractor is responsible for regularly emptying and thoroughly cleaning ash urns or containers, removing stains and residue through wiping, polishing, or washing. If the urns contain sand, a sand filter should be used to remove cigarette butts and debris, and clean sand must be provided when necessary. Smoking areas should remain clean, free of debris, and visually appealing, with ash urns maintained to be odor-free, spotless, and in good condition. Standard : The Contractor is responsible for regularly emptying and cleaning ash urns, ensuring they are free of stains, residue, and debris. Smoking areas must be maintained clean and visually appealing, with fresh sand provided as needed. 3) Waste & Trash Receptacles : The Contractor is responsible for emptying all waste receptacles, including wastebaskets, trashcans, and boxes labeled "trash" or "garbage." Receptacle liners must be replaced as needed, using the correct size and strength to reduce odors and prevent germ buildup. All trash and waste shall be removed and disposed of at a designated central location, such as a dumpster. Waste receptacles must be kept clean, odor-free, and free of residue, soiled liners, or stains. Items near trash cans or wastebaskets that are not labeled as "trash" or "garbage" shall not be removed; if there is any uncertainty, the item must be set aside for consultation with the facility manager or Contract Administrator. The Contractor must ensure proper disposal of waste in accordance with the facility’s specific requirements. Standard : The Contractor must ensure all waste receptacles are emptied, liners replaced, and waste properly disposed of, while keeping receptacles clean and odor-free. 4) Restrooms and Showers : Restrooms and shower areas must be thoroughly cleaned and sanitized regularly. This includes wiping down urinals, commodes, wash basins, toilet seats, partitions, plumbing fixtures, dispensers, doors, mirrors, and walls with a non-abrasive cleaner and stainless-steel cleaner where applicable. Floors should be swept to remove debris and mopped with a disinfectant and germicidal solution to ensure cleanliness and hygiene. Toilet bowls and urinals should be scrubbed with a bowl brush and disinfectant to eliminate stains and odors. All dispensers for towels, toilet paper, soap, and seat covers must be filled and maintained regularly, and sanitary liners should be used and replaced as needed. Floor drains should be flushed and kept free from obstructions. High sanitary standards must be maintained with clean, odor-free restrooms and stocked dispensers. The use of strong-scented products, air fresheners, and deodorizers should be avoided unless approved. Cleaning of all restrooms and showers is a top priority and must be conducted with high attention to detail to ensure a safe and hygienic environment. Standard : Restrooms and shower areas must be cleaned, sanitized, and stocked regularly, ensuring cleanliness, hygiene, and odor-free conditions with all dispensers properly maintained. 5) Glass Surfaces : All glass surfaces must be thoroughly cleaned on both sides using an approved glass cleaner. After cleaning, wipe the surfaces dry with a clean, lint-free cloth or use a squeegee to remove excess water. Mirrors should be cleaned with a quality glass cleaner and ammonia water, then polished with a lint-free cloth or squeegee. Properly cleaned glass surfaces should be free of blemishes, streaks, marks, film, and any other visible imperfections, ensuring a clear and spotless appearance. Standard : Glass surfaces, including mirrors, must be cleaned on both sides, free of streaks, marks, and blemishes, with a clear, spotless appearance. 6) Other Plastic Mirrors : Plastic mirror surfaces, such as "Dura-Mir," should be cleaned with a soft, clean cloth, such as "cheese cloth," and an approved plastic mirror cleaner. Abrasive cleaners or rough rags must never be used, as they can damage the surface. Only recommended cleaning agents, such as “Soft-Plus” or similar high-quality products, should be applied to prevent scratching, etching, or marring of the mirror. Properly cleaned plastic mirrors must be free of streaks, smudge marks, spots, rings, dull areas, or any other visible imperfections, ensuring a clear and smooth appearance. Standard : Plastic mirrors must be cleaned with a soft cloth and approved cleaners to maintain a clear, smooth, and streak-free surface, free of visible imperfections. 7) Brass & Stainless Steel : Brass and stainless steel should be cleaned with an appropriate cleaner, followed by wiping away any dirt residue with a clean, lint-free cloth. To polish brass, apply an approved brass cleaner to a clean cloth and rub it in a circular motion until a shiny luster is achieved. Harsh or abrasive cleaners must never be used. Properly cleaned brass, chrome, stainless steel, and other bright fixtures should be free from dirt, smudges, or polish residue, maintaining a polished and spotless appearance. Standard : Brass and stainless-steel fixtures must be cleaned with appropriate cleaners and polished to a shiny, spotless appearance, free from smudges and residue. 8) Metal/Wood Laminated Storage Cabinets : All metal and wood-laminated storage lockers and cabinets must be free of stains, smudges, gum, streaks, dirt, and any other unsightly or unsanitary marks. These surfaces must always maintain a consistently smooth and clean appearance. Standard : Metal and wood-laminated storage cabinets must be kept free from stains, smudges, and dirt, maintaining a clean, smooth appearance at all times. 9) Dusting : Dust all surfaces such as cabinets, chairs, tables, bookcases, closet doors, lockers, windowsills, ledges, blinds, doorsills, radiators, countertops, desks, walls, clothes trees, baseboards, and wall-mounted items like pictures and frames with a treated dust cloth. For painted walls, use an untreated dust cloth attached to a long-handled tool to reach high areas from the baseboard to the ceiling, or as high as can be reached without a ladder. No abrasive cleaners should be used on these surfaces. Items like radios and electronic equipment should not be disturbed but can be dusted with a feather duster to prevent dust buildup. Properly dusted surfaces must be free of dirt, dust, and buildup, maintaining a clean and neat appearance throughout. Standard : All surfaces should be dusted with appropriate cloths, free of dust and buildup, maintaining a clean and neat appearance without disturbing sensitive items. 10) Elevator Surfaces : Exterior and interior walls, rails, bright trim, floor surfaces, ceiling materials, and door grooves, including threshold grooves, must always be kept clean and odor-free. These surfaces must be regularly vacuumed, dusted, or cleaned to remove dirt and debris. Properly maintained elevator surfaces, including bright work, carpets, hard floors, tiles, doors, and threshold grooves, should be free from smudges, streaks, dirt, cigarette butts, and any other unsightly or unsanitary conditions. All surfaces must have a clean, sanitary appearance. Standard : Elevator surfaces must be regularly cleaned and maintained to be free of dirt, debris, and smudges, ensuring a clean and sanitary appearance. 11) Computer/Electronic Equipment : Computer or electronic equipment must never be unplugged or turned off during while cleaning around them. These devices should NOT be cleaned by the Contractor and are the responsibility of the City of Juneau. Standard : Electronic equipment are to be cleaned around safety, without unplugging or turning off devices. 12) Exterior Entrance/Exit Doors : Within ten (10) feet of the building the areas outside doors must be free of cigarette butts, trash, litter, or any other debris. Grate cut-out areas should be clean and free of dirt, stains, odors, discolorations, and any unsightly or unsanitary conditions. Standard : Exterior entrance areas and grate cut-out sections must be kept free of debris, stains, and odors, maintaining a clean and sanitary appearance. 13) Bleachers, Benches, and Seats : Wooden, plastic, or aluminum bleachers, benches, or seats must be cleaned to remove grease, dirt, gum, tar, stains, and other foreign deposits. Benches and chairs in shower and spa areas should be scrubbed with a germicidal disinfectant solution, rinsed with clean water, and wiped dry. Bleacher seats should be swept, damp-mopped, and all foreign substances removed. Properly cleaned bleachers, benches, and chairs must be free of dirt, stains, smudges, and discoloration, presenting a uniformly clean and bright appearance across all surfaces. Standard : Bleachers, benches, and seats must be cleaned to remove all dirt, stains, and foreign substances, ensuring a uniformly clean and bright appearance. 14) Graffiti Spot and Stain Removal : Graffiti removal involves identifying and cleaning stains, smudge marks, prints, gum, and other debris from various surfaces such as walls, floors, carpets, rugs, furniture, and fixtures. Special care should be taken when removing graffiti from surfaces made of special materials, including furniture, walls, or floors. The appropriate cleaning chemicals must be used as per the manufacturer's instructions to ensure the preservation and longevity of the original surface condition. Standard : Graffiti, stains, and debris must be removed from surfaces using appropriate chemicals and methods to maintain the integrity and appearance of materials. 15) Vinyl Covered Walls and Furniture Surfaces : Ink and pen marks, gum, black shoe sole marks, smudges, or other unsightly residue should be removed without causing damage or discoloration to surfaces. It is recommended to use cleaning solvents like Acetone or other similar products, but these should first be tested on an inconspicuous area to ensure they do not harm the material. A butyl base wax stripper is suggested for removing black shoe marks, and porous surfaces can be cleaned with a medium-hard nylon or plastic brush, such as a pot or fender brush. When using these products, ensure adequate ventilation and always wear protective rubber gloves. Properly cleaned vinyl-covered surfaces must be free of dirt, stains, smudges, and discoloration, displaying a uniformly clean and bright appearance. Standard : Vinyl-covered walls and furniture should be cleaned with appropriate products, ensuring surfaces remain free from marks, stains, and discoloration, while maintaining a uniformly clean and bright appearance. 16) Doors and Frames : Polish, wash, or clean all doors, including stainless steel foot kick plates, hand push plates, and bright trim, using a lint-free cloth and a nonabrasive cleaner such as a quality stainless steel polish. Clean and polish "bright work" fixtures in the direction of the fixture’s grain. This includes doors, elevator threshold plates, and various materials like wood, vinyl, linoleum, and metal surfaces. Standard : Doors and frames, including all bright work fixtures, must be cleaned and polished with nonabrasive cleaners, ensuring a spotless, well-maintained appearance. 17) Furniture : All desk surfaces (when cleared of papers), conference tables, chairs, and other furniture, including wood, Formica, and metal surfaces, shall be wiped and polished with an approved furniture polish. The polish should be applied to all visible sides with a clean, lint-free cloth, rubbing in the direction of the surface grains. Desk items such as telephones, calendars, and nameplates should be moved, and desk surfaces cleaned before returning items to their approximate locations. Cloth furniture must be vacuumed to remove debris and shampooed for spots and discoloration as needed. Standard : Furniture, including desks, chairs, and tables, must be cleaned, polished, and maintained to ensure a spotless, well-cared-for appearance, with cloth furniture vacuumed and shampooed as needed, excluding personal workspaces and their desks. 18) Miscellaneous Surfaces : All walls, horizontal and vertical blinds, windowsills, ledges, door frames, jambs, furniture surfaces, trash and waste receptacles (both sides), door louvers, grills, vents, and all ceramic, Formica, or wood trim surfaces, as well as chalk/whiteboards, should be cleaned, dusted, or polished as needed. Misc. Surfaces Cleaning Specifications : Dust blinds using an extension tool with an appropriate dust head. Clean other fixtures or surfaces with a cloth or sponge to remove stains, dirt, grime, and smudges using an all-purpose cleaner with warm water. Wipe surfaces dry with a clean cloth. Oil wood surfaces adjacent to doors and windows with approved quality oil and a lint-free cloth. Wash trash receptacles inside and out with warm water and disinfectant detergent to remove stains and odors, then wipe dry and return to their original locations. Standard : All miscellaneous surfaces, including walls, blinds, furniture, and trash receptacles, should be cleaned and maintained regularly, with appropriate cleaners and methods to ensure surfaces are free of dirt, stains, and smudges. 19) Custodial Storage Areas : Sinks, faucets, pipes, walls, and floors should be cleaned with hot water, detergent, and an odor counteractive solution to remove sand, dirt, and other soil residue. After cleaning, damp wipe surfaces with clean water and dry them with a cloth or mop. Storage areas must remain free of hazardous conditions, and trash should be properly removed and disposed of. Supplies, materials, and equipment should be stored neatly and in an orderly manner. Storage closets must not be cluttered, and all chemical containers should be covered when not in use. Dirty, offensive-smelling wet mops, dust mops, and rotting cleaning products should not be stored in the custodial closet. Mop heads, sponges, and similar items must be cleaned and replaced regularly. Dirty water and cleaning solutions should be disposed of immediately, and floor drain covers should only be removed for cleaning and properly replaced afterward. Dust mop pads should be cleaned daily and lightly sprayed with approved mop oil before storage. All sinks, floors, and fixtures in areas where water is used and disposed of should always be kept clean and sanitary. Properly cleaned storage closets should be odor-free, well-organized, and maintain a clean, neat environment, with all equipment and containers covered and stored correctly. Standard : Custodial storage areas should be kept organized, sanitary, and free of hazards, with supplies and equipment neatly stored and regularly maintained to ensure a clean, odor-free environment. 20) Pedimate/Rubber Mats/Carpet Runners/Metal Entry Grates : Mats and grates should be removed from "cut-out" areas and thoroughly cleaned underneath. After cleaning, each section must be returned to its original location. Care should be taken when reseating pedimats to avoid damaging connecting links or edge surfaces, and a gentle tap using a flat, hard tool may be needed to properly seat some mat sections. Rubber mats should be scrubbed clean with an appropriate cleaner, and carpet surfaces must be thoroughly vacuumed to remove all debris. Properly cleaned mats, runners, and mat cut-out areas should be free of dirt, dust, stains, odors, discoloration, or other unsightly marks, and should be placed back correctly after cleaning, maintaining a neat and clean appearance. Standard : Mats, runners, and entry grates should be thoroughly cleaned and returned to their original locations, free from debris, stains, odors, or any other imperfections, maintaining a clean and tidy appearance. 21) Salt Removal : To remove salt tracked onto carpets, rugs, or hard floor surfaces, mix a solution of Neutralizer/Conditioner with a quality carpet cleaning agent and damp mop the soiled carpet areas. For hard floors, add the solution to the last rinse water and "cross-mop" it onto the floor. Properly removed salt from mats, rugs, carpets, or hard floors should leave the areas free from stains, discolorations, streaks, or any other unsightly or unsafe conditions. Standard : Surfaces affected by salt should be thoroughly cleaned to remove stains, discolorations, or streaks, ensuring a clean and safe environment. 22) Floor Surfaces : Carpet : Vacuum all carpet surfaces with an industrial-type, commercial vacuum. When soiled areas on carpet surfaces appear, use the appropriate spot/stain removal material found in "Spot Removal" kits in accordance with the manufacturer's recommendations. All loose carpet strands are to be trimmed short to the normal surface(s) so as to prevent "runs." Scissors, nail clippers, or a small, sharp-bladed knife will suffice when performing these services. Any damages caused by contract personnel shall be reported immediately to the Contract Administrator and corrected by the Contractor at no cost to the Municipality. Standard : Carpet surfaces should be kept clean, free from stains, and properly maintained with trimmed strands to ensure a neat, professional appearance. Any damages must be promptly reported and rectified at no additional cost. Ceramic Tile : Vacuum or dust mop all tiled floor surfaces with an industrial-type machine or sweep with a clean, treated dust mop or broom. All tile floor surfaces shall be swept for the removal of debris, dust, and dirt while minimizing airborne particles. After vacuuming or sweeping floor surfaces, damp mop with a cleaning solution mixed with warm water for removal of stains, offensive odors, streaks, and other unsanitary conditions. Note: Tile floors should not be sealed (not referring to grout sealer) or waxed. Standard : Tiled floor surfaces should be kept free from debris, stains, and odors, ensuring a clean, streak-free appearance with no use of sealing or waxing. Quarry Tile : Quarry Tile surfaces shall be vacuumed or swept with a wide soft push broom or treated dust mop to remove all debris, dirt, grit, and other foreign matter from floor surfaces. The Quarry Tile surface is to be damp-mopped with a solution mix of cool water and a neutral cleaner. Alkaline and acid cleaners shall not be used as they will harm the tile over a period of time and also damage the grouting. All products are to be used in accordance with manufacturer's recommendations. Note: Quarry Tile should not be sealed or waxed . Standard : Quarry tile surfaces should remain free of debris and dirt, maintained with neutral cleaners, and should never be sealed or waxed to preserve the integrity of the tile and grout. Vinyl Linoleum : Vacuum with an industrial canister-type machine or sweep clean with a treated, soft-hair push broom or clean, treated dust mop for complete removal of sand, grit, dirt, dust, and other debris. Airborne dust particles are to be kept at a low level when performing this service. The floor surfaces shall then be damp-mopped with a solution of cool water and neutral cleaner. Alkaline cleaners are not to be used on vinyl linoleum floors. Wax shall not be applied when these types of floor surfaces are installed on stairs or landings and for safety reasons. Standard : Vinyl linoleum floors should be kept free of debris, cleaned with neutral cleaners, and should never be waxed or treated with alkaline cleaners to maintain their safety and appearance. Terrazzo : Terrazzo floors should be cleaned and maintained to prevent scratches and deterioration of the surface. Sweep the terrazzo flooring with a soft-bristled broom or vacuum to remove dirt and debris. Damp mop the surface with a neutral pH cleaner to ensure the floor remains shiny and smooth. Avoid using harsh chemicals or abrasive cleaners that can damage the surface over time. Periodic polishing may be required to maintain its glossy finish. Standard : Terrazzo floors should be cleaned with neutral cleaners, free from debris, and periodically polished to maintain their glossy and smooth appearance. Wood : A wood floor shall be thoroughly swept with a clean, treated dust mop. All dirt, grit, sand, dust, and other foreign debris shall be completely removed from the wood floor surfaces. Next, prepare a solution of WATERLESS CLEANER in a bucket and damp mop with a clean wet mop. When dusting or damp mopping wood floors, always work with the "seams or direction" of the floor surface. Street or hard sole shoes are NOT to be worn on any wood floor surfaces at any time. Note: Wax shall not be applied to Gymnasium wood floor surfaces . Standard : Wood floors must be dusted and damp-mopped with waterless cleaner, following the direction of the seams, and kept free of dirt and grit without applying wax to gym floors. Concrete : Sweep concrete hallways, stairs, and landings with a push broom for complete removal of dust, dirt, loose particles, and other foreign matter. Concrete surfaces shall be sprinkled with an approved sweeping compound before sweeping to minimize airborne particles. The soiled compound shall then be picked up and discarded in a waste receptacle. Soiled concrete surfaces shall be cleaned with an approved cleaning solvent for removal of grease, oil, or other unsightly conditions. Solvents and absorbent compounds shall be used in accordance with the manufacturer's recommendations. New concrete floor surfaces shall immediately be sealed and finished to simplify maintenance and protect the surfaces. Damp mop floor with a NEUTRAL CLEANER. For heavily soiled floor surfaces, a heavy-duty powdered concrete cleaner is recommended. Standard : Concrete floors should be swept with a sweeping compound, cleaned with approved solvents, and damp-mopped with a neutral cleaner, ensuring proper sealing and maintenance for new surfaces. Stairs and Landings : Vacuum with an industrial-type canister or Bac-Pac cleaner or sweep with a push broom or handheld counter brush (foxtail) all stairs and landings for complete removal of dirt, dust, lint, and other debris, including loose nap. All stairs and landings (excluding carpeted stairs and landings) shall be damp-mopped with an all-purpose cleaning agent mixed with hot water. Carpeted surfaces shall be vacuumed for complete removal of debris, lint, and all other foreign particles. Standard : Stairs and landings should be free of dirt, dust, lint, loose nap, and odors, maintaining a clean, neat, and odor-free appearance. Studded Rubber : Totally sweep or vacuum the area to remove all dirt, debris, and dust. After sweeping, damp mop the floor surface with an approved rubber floor cleaner. Do not use soap detergents on this floor, as it will cause streaks. DO NOT apply wax or sealer to rubber flooring . Standard : Studded rubber floors should be free of dirt, debris, and streaks, maintaining a clean and smooth appearance without wax or sealer. Interlocking Rubber Flooring Tile : Sweep and/or vacuum interlocking rubber flooring tile to remove all dirt, debris, and dust. After sweeping and/or vacuuming, damp mop the floor surface with lukewarm water using a clean damp mop head. A disinfectant shall be added to the water to prevent germs and mildew. Do not use soap detergents on this floor material, as it will cause streaks. DO NOT apply wax or sealer to rubber flooring . Standard : Interlocking rubber flooring tiles should be free of dirt, debris, streaks, and mildew, displaying a clean, sanitized appearance without wax or sealer. 23) Carpet Shampooing : Carpet shampooing shall be provided for all carpeted surfaces throughout the facility using the warm water extraction method and, when applicable, the scrubbing method. Carpets must be thoroughly dried before vacuuming to ensure no shrinkage occurs. The service must be performed with care to avoid damage to door jambs, base coves, furniture legs, walls, fixtures, or adjacent surfaces. File cabinets, display cases, and other floor-mounted objects will not be moved during the service. Standard : Properly cleaned carpet surfaces will be free from soiled spots, stains, wet areas, rust, offensive odors, matted surfaces, shrinkage, color runs, discoloration, or any other residue, displaying uniform cleanliness and brightness. 24) Scrubbing, Stripping & Waxing Resilient or Hard Floor Surfaces (Excludes Wood Floors) : All hard floor surfaces will be machine vacuumed or swept with a clean, treated dust tool to remove dirt, grit, and other soil particles. The floor will be machine scrubbed with a hot water solution and quality-grade stripping agent. The cleaned surfaces must not be allowed to dry before residue is removed. Vinyl, linoleum, or tiled floors will be machine scrubbed, rinsed thoroughly, and residue completely removed. After scrubbing, floors will be rinsed with cool water, then re-rinsed to ensure complete removal of cleaning residue. Once the floor is dry, it will be sealed with a quality sealing agent, allowed to dry, and re-waxed with commercial no-slip wax, then buffed to a glossy, uniform appearance. Standards : Properly cleaned and sealed or waxed floors will be free from streaks, soiled or missed spots, dirt, rust, stains, heel marks, or any other unsightly conditions, displaying a glossy, uniform appearance. Ceramic, tile, and quarry tile surfaces will not be sealed or waxed, but grout will be cleaned during scrubbing. Rubberized flooring will not be sealed or waxed. Floor deep cleanings will be performed as per the schedule, and the Contractor will be responsible for any repair or replacement costs due to damage associated with this service. EQUIPMENT, MATERIALS & SUPPLIES : The Contractor will furnish all equipment, materials, and supplies needed to fulfill the requirements of the contract (paper and vending products, cleaning chemicals and equipment, etc.). The use and storage of corrosive cleaning materials are strictly prohibited . Funds received from tampon/feminine napkin dispensers are the Contractor’s. The City must approve price changes before the coin mechanism is replaced. The Contractor is responsible for the actual cost and labor for a City mechanic to replace the coin mechanism in the event the Contractor chooses to increase the price of the product. Repairs due to normal wear and tear or vandalism are the responsibility of the City. A list of approved supplies is defined in EXHIBIT B - Required Supplies- Contractors must submit this with their bid. The Contractor must submit a list of proposed brand names and/or actual product samples of the supplies to be used with their bid response. All Equipment, Materials and Supplies are subject to inspection and approval by the CBJ prior to acceptance of award. The City reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification. EQUIPMENT/SUPPLY STORAGE & WASTE DISPOSAL : The Contractor will not use any building space, other than designated area, for storage. All chemical disposals are to be in accordance with Federal, State, or local requirements. Any penalty or legal action from improper disposal of hazardous waste will be the responsibility of the Contractor. Waste is to be taken away from the facility and properly disposed. The Prebid meeting and site visit will show where the material storage is located. SAFETY DATA SHEETS (SDS) : The Contractor will acquire, maintain, and keep on site up to date SDS used by the Contractor on City premises as required by federal law. The Contractor will assume full responsibility for conformance with the law. The City has the right at any time to request and receive a copy of any or all SDS for substances that are in use on City premises at no charge immediately. During the course of the contract, SDS sheets for newly acquired products, not identified at award, shall also be made available, and shall be submitted to the City Contract Compliance Specialist for approval prior to use. The City retains the right to reject any product it feels could be harmful to persons or property. CONDUCT OF WORK : The Contractor is responsible for the conduct and performance of the Contractor's employees, and compliance with all rules, regulations, and conditions of this contract. Work should be performed after regular City business hours. Any work performed when the building is partially occupied (outside of regular business hours) shall be performed to the extent possible so as not to disturb the occupants, office supplies, or interfere with work being performed. The Contractor must prevent its employees from disturbing spread material on desks, opening drawers or cabinets or using telephones provided for official City business. If items are removed for cleaning convenience, they must be returned to their original locations. No loud or boisterous conduct will be permitted. LABOR : EMPLOYEE LIST : The City is concerned with the security of facilities and the confidentiality of documents and files. The Contractor will provide the City’s Contract Compliance Specialist with a CURRENT list of all employees (including social security numbers) prior to commencement of work AND whenever there is a change in personnel . Prior to commencement of work, the Contractor must apply for a background check on each employee working or scheduled to work in any of the CBJ facilities. The Contract Compliance Specialist must be provided with the documentation when the background check(s) are completed. Any misdemeanor and/or felony convictions that occur during the contract period are subject to this process and shall be reported to the Contract Compliance Specialist immediately. The CBJ Contract Compliance Specialist shall review the Contractor/Contractor’s employees convicted of any crimes and may disqualify the Contractor/Contractor’s employee if the offense for which the Contractor/Contractor’s employee’s conviction reasonably relates to the ability to discharge the duties and responsibilities of scope of work outlined in this Contract. In making the determination of whether a Contractor/Contractor’s employees should be disqualified, the Facilities Maintenance Supervisor and/or the Contract Compliance Specialist shall consider the relationship of the offense to the duties and responsibilities of the scope of work and the amount of time that has passed since the commission of the offense. The Facilities Maintenance Supervisor and/or the Contract Compliance Specialist may consider the circumstances under which the offense occurred and the age of the Contractor/Contractor’s employees at the time the offense was committed. CHILD LABOR : Alaska Department of Labor, AS 23.10, section 325 through 370 shall be strictly adhered to. The Contractor shall have no employee under the age of seventeen (17) on City premises while conducting business governed by this contract. This includes Contractor's own children. Failure to comply with this section may result in cancellation of this contract. SAFE PRACTICES & UTILITY CONSERVATION : The Contractor must comply with all standards prescribed by the State of Alaska, Department of Labor, Division of Labor Standards and Safety, and the City and Borough of Juneau Standards. After each performance of cleaning or other services during office hours, the Contractor must inspect the area for fire hazards and take appropriate corrective action. The Contractor is responsible to determine and adhere to all Occupational Safety and Health Administration guidelines for service and material handling and storage. Under no circumstances will employees use, tamper with, attempt to clean, repair, or remove any City equipment or machinery. The Contractor or employees cannot be under the influence of alcohol or a controlled substance while on City premises. Use of a controlled substance will be grounds for termination of contract and subject to immediate prosecution by the City Attorney. The Contractor’s employees may not smoke inside any city building by City Ordinance, Chapter 36.60.010. The Contractor shall be responsible for instructing employees in utility conservation practices and shall operate in such a manner that precludes the waste of utilities. All lights must be turned off upon completion of daily services BUILDING SECURITY : While providing services for the contract the Contractor and their employees will be responsible for the security of City facility and its property. All of the Contractor’s employees must be educated and instructed on how to maintain the following security standards at all times. For operational emergencies, contact Facilities Maintenance ON CALL staff at +1 (555) 000-0000. For police, medical and fire emergencies, dial 911. (Note: if using the phone on location, dial 9 first then the number you are calling). The Contractor must comply with the Facilities Maintenance Emergency Call Out Policy which will be provided to the awarded Contractor. KEY CONTROL : No key issued to the Contractor by the City shall be duplicated. The Contractor shall develop procedures covering key control. In the event a key is lost, stolen, or duplicated, locks and keys for the system shall be replaced by the City. The total cost of the replacement shall be deducted from the monthly payment due to the Contractor. At the end of the contract, all keys must be returned to the City before final payment will be issued. The Contract Coordinator shall report the occurrence of a lost or stolen key to the City Contract Compliance Specialist no later than the next City working day.