SCOPE OF SERVICES FOR JANITORIAL SERVICES CONTRACT

West Valley Sanitation District

SCOPE OF SERVICES FOR

JANITORIAL SERVICES CONTRACT

1. REPRESENTATION A. The Contractor Authorized Representative is the individual listed in the Contractor's Proposal and is the person authorized to contractually bind the Contractor. B. The Contractor Service Representative is the individual listed in the Contractor's Proposal and is the person the District Representative will regularly communicate with regarding questions or coordination of the janitorial service being provided. This may be the same individual as the Contractor Authorized representative. C. The designated District Representative is the Operations Supervisor.

2. WORK SCHEDULE A. The Contractor shall perform Scheduled Janitorial Services Monday through Friday, except for scheduled District holidays and planned office closures. Reference Appendix 1 ? District Holiday Schedule for calendar year 2019 holidays and office closures. B. Work shall commence no earlier than 4:30 PM during the regular work week. C. The Contractor shall establish their work schedule (start and approximate end times) with the District Representative prior to the start of each fiscal year. D. The Contractor shall communicate any changes made to the established work schedule with the District Representative.

3. FACILITY LOCATIONS A. The address of the facility is at 100 East Sunnyoaks Avenue, Campbell, CA B. There are two buildings located at this address that require janitorial services; the Administration Building and Operations Building. The total floor area requiring service is approximately 9,000 sf. Reference Appendix 2 ? Administration and Operations Building Floor Plans.

4. ACCESS TO FACILITY A. General Use i. Contractor shall provide District with an Employee List of the janitorial cleaning crew assigned to this Contract and provide an updated list as the crew changes. ii. The janitorial cleaning crew members are the only individuals allowed in the District facility. Other than District staff, the Contractor shall not allow anyone else access to District facilities. iii. In the event of an emergency, Contractor employees may use D i s t r i c t t elephones for calling 911. It will be necessary to dial a nine (9) to access an outside line (9 ? 911).

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B. The Contractor shall be provided with one set of keys to enter the buildings, secured rooms, and dispensers, and one gate access card to open the entry gate. i. Contractor shall not make copies of any key, or gate access card. ii. Lost, misplaced, or stolen keys shall be reported no later than the following business day, except exterior door keys, which shall be reported immediately to the District Representative. iii. The Contractor will be charged $250.00 for each key and access card requiring replacement. The loss of any key or gate access card exceeding two occurrences will be grounds for contract termination. iv. Keys and gate access card shall at all times be kept secure from all persons other than those they are issued to.

C. The Contractor shall be provided with an alarm access code to activate and deactivate the building alarm system. i. Contractor is responsible for deactivating the alarm system upon entering the buildings and activating the alarm system upon completion of their work each day. ii. Contractor shall ensure that all secured rooms and exterior doors are locked upon completion of daily cleaning services and prior to activating the building alarms. iii. Failure to activate building alarms or lock secured rooms and exterior doors will be grounds for contract termination. iv. Contractor's accidental trigger of building alarm resulting in a police response will be charged $250.00 per incident, or actual police charge, whichever is less.

5. CONTRACTOR STAFFING A. The Contractor shall not use subcontract labor on this contract. All Contractor's staff working at the District facilities shall be regular employees on the Contractor's payroll. B. Given that the Contractor employees will have unfettered access to District facilities and will be generally unmonitored while performing janitorial services, it is important that the Contractor's employees have met basic hiring and screening standards including: i. Legal right to work in the United States. ii. Basic ability to speak and comprehend English. iii. Adequate work and personal references for ability and character iv. Screening for illegal drugs including marijuana metabolites, cocaine metabolites, opiate metabolites, phencyclidine, and amphetamines.

v. Criminal background check for all felony and misdemeanor convictions. C. The Contractor's staff shall be properly attired while working at the District facility.

i. Wear either a uniform or shirt with Contractor name, or ID badge that identifies them as employees of the Contractor.

ii. Appropriate and safe attire, in other words, no sandals, tank tops, sleeveless shirts, inappropriate shirt graphics.

iii. Neatly groomed and good hygiene practices. D. The Contractor's staff shall conduct themselves in a professional and ethical manner

while working at District facilities. Certain conduct is strictly prohibited on District property:

i. Smoking inside the buildings. ii. Sleeping on the job.

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iii. Unauthorized use/misuse of District equipment. iv. Horseplay. v. Removal of District or District staff personal property from premises. vi. Consumption of alcoholic beverages or illegal drug usage. E. The District reserves the right to have Contractor remove individuals from the janitorial cleaning crew if that individual is found to violate Contract guidelines, or otherwise determined to be objectionable or untrustworthy.

6. EQUIPMENT AND SUPPLIES A. The District is responsible for providing Contractor with all consumable supplies including paper towels, toilet paper, toilet seat covers, trash can liners, and liquid soap, etc. B. The Contractor is responsible for providing all janitorial cleaning equipment and tools, including wet mops, dusting mops, brooms, dusting cloths, vacuum cleaners, brushes, mop buckets, scouring pads, buffing/wax machines, strip/buffing/waxing pads, carpet steam cleaning equipment, ladders, etc., to perform all services required in the Scope of Services. The equipment used by the Contractor shall be of professional quality and rated as commercial or heavy duty. Equipment to be used shall be clean, well maintained, and capable of performing the intended task. C. The Contractor is responsible for providing all janitorial cleaning supplies including polishes, detergents, scouring powders and cleansers, disinfectants, floor cleaners, floor wax, carpet shampoo, window cleaners, assorted deodorized urinal screens (Fresh Products Wave 3D urinal screen, or approved equal), etc., to perform all services required in the Scope of Services. The quality of the supplies used shall be of highest quality and shall be used as recommended by the manufacturer. Contractor is not allowed to bring to the District site any cleaning product that does not have a manufacturer's SDS. See Section 9 Safety Requirements. D. The Contractor is responsible for restocking and organizing janitorial supply cabinets/closets, and keeping inventory of all consumable supplies and informing the District Representative if these supplies require replenishment.

7. SCOPE OF SERVICES A. General Requirements i. The Contractor shall furnish all supervision, labor, materials, equipment, and other services as necessary to perform all work. ii. The Contractor is expected to implement comprehensive hiring and screening standards for their janitorial staff. iii. All work by the Contractor shall be performed in a professional manner and meet the highest standards of quality and performance. iv. The Contractor shall provide sufficient personnel, equipment, and janitorial supplies to successfully accomplish the work within a reasonable time frame. v. Drawings showing approximate facility size, layout, and floor covering types are provided in Appendix 2.

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B. Administration and Operations Buildings - Scheduled Janitorial Services i. Daily Work ? All Spaces a. Empty all trash receptacles. If the liner is soiled, the liner should be replaced. If the receptacle is soiled, rinse out and dry. Trash collected should be placed in the garbage bin located outside the exit gate. b. Empty all recycled paper and recycled product receptacles (kitchens). If the receptacle is soiled, rinse out and dry. Recycled material collected should be placed in the recycled product bins located outside the exit gate. Do not disturb the clear plastic bottle (PETE) or aluminum can receptacles located in both kitchens. c. Relocate readily moveable furniture and sweep a n d or dust-mop ceramic tile, and vinyl composition tile floors. Spot clean or damp mop all spots and or stains. Return moveable furniture to original location. d. In Operations Building damp mop all vinyl composition tile, except in upstairs storage room. e. Wipe and clean all sink counters, Board Room counter, service counters, dining tables/chairs, and conference tables/chairs. f. Clean and sanitize all sinks and sink fixtures. g. Clean interior and exterior of Administration Building main entrance double glass doors. ii. Daily Work ? Restrooms and Locker Rooms a. Any items described in B.i., that may apply. b. Empty and replace the liners in sanitary napkin disposal receptacles. If the receptacle is soiled, rinse out and dry. c. Damp mop all ceramic tile floors. d. Clean and polish mirrors. e. Clean and sanitize all surfaces of urinals, toilets, and toilet seats. f. Check and fill toilet roll dispensers to ensure there are always two rolls in place.

iii. Three Times Per Week (Monday, Wednesday, and Friday) a. Vacuum all accessible carpeted areas, including floor mats at exit doors. b. In Administration Building, damp mop all vinyl composition tile and ceramic tile floors. Damp mop all plastic chair mats at every desk. c. Wipe and clean all readily accessible surfaces (cabinets, dispensers, appliances, etc.) that show obvious smudges, dirt, grime, food, or other foreign substances. d. Check and fill all paper towel dispensers if less than half-full. e. Check and replace toilet seat cover refill in dispensers prior to becoming empty. f. Check paper shredder receptacles and empty if more than half full.

iv. Weekly Work a. Sweep and damp mop rubberized tile in stairwells (2) leading up to the second floor of the Operations Building. b. Vacuum all accessible carpeted areas in Operations Building Weight Room. c. Clean and polish all stainless steel dispensers.

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d. Check and fill all soap dispensers if less than half-full. e. Clean and sanitize toilet stall dividers and doors. f. Clean and sanitize ceramic tile walls in bathrooms, showers, and locker

rooms. g. Dust around each work station, including accessible surfaces on tables,

chairs, partitions, bookshelves, and filing cabinets. Do not move papers or other materials found on counters or desks. h. Clean interior and exterior of Operations Building glass exit doors (3) and Administration Building rear exit door window. v. Monthly Work a. Clean and polish mirrors in Operations Building Weight Room. b. Replace deodorizing urinal screens. c. Check and dispose of trash in exterior cigarette receptacles (2). d. Remove cobwebs as needed. e. Dust all horizontal and vertical blinds. vi. Semi-Annual a. Sweep and damp mop vinyl composition tile in the second floor Storage Room in the Operations Building.

C. Administration Building - Optional Services i. Window Cleaning a. Clean all interior window surfaces. Assume work to be performed on weekend day. b. Clean all exterior window surfaces. Assume work to be performed on weekend day. ii. Carpet Cleaning a. Perform full extraction shampoo or steam clean all accessible carpet floor areas not obstructed by boxes, heaters, cabinets, chair mats, or other unmovable objects. Thoroughly vacuum and pre-treat stains and spots, prior to cleaning. Assume work to be performed on weekend day.

iii. Ceramic Tile Maintenance a. Machine scrub and polish ceramic tile floors and grout lines in bathrooms.

iv. VCT Maintenance a. Wet spray and buff all accessible VCT floor areas. Move and relocate easily moveable items (chairs, trash and recycle bins, etc.) prior to work. b. Strip and wax (4 coats) VCT floor. District to remove all moveable items (chairs, tables, computers, wires, trash and recycle bins, etc.) from room prior to work. Assume work to be performed on weekend day.

D. Operations Building - Optional Services i. Window Cleaning a. Clean all interior window surfaces, including 2nd floor of Weight Room. Assume work to be performed on weekend day. b. Clean all exterior window surfaces, including 2nd floor of Weight Room. Assume work to be performed on weekend day.

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