SPECIAL CONDITIONS



NOTICE TO BIDDERS

Notice is given that Cleveland County, North Carolina will receive bids until 4:00 P.M. May 4, 2007 for the following:

JANITORIAL CLEANING SERVICE

HEALTH DEPT ANNEX BUILDING

Located at 222 Crawford St, Shelby NC

Specifications may be obtained at the Purchasing Office, Monday- Friday at the Administrative Building, 311 E. Marion St. Shelby NC or by email.

If you intend to participate in this bid, it is important that you contact the Purchasing Office so you will receive all addenda.

Cleveland County, North Carolina reserves the right to reject any and all bids in whole or in part and to waive any formalities as may be permitted by law.

Kim Ogle

Purchasing Agent

704-484-4840

704-484-4796 fax#

Email address- Purchasing.Dept@

RUN ONE TIME IN SHELBY STAR SUNDAY April 1 st 2007

JANITORIAL CLEANING SERVICE

HEALTH DEPT ANNEX BUILDING

Located at 222 Crawford St, Shelby NC

This Contract, made and entered into the first day of July 1, 2007, through June 30, 2008, by and between Cleveland County, North Carolina, a municipal corporation, and ______________________ (company), sets forth the terms and conditions for the Janitorial Services and payment for said services at Health Department Annex, located at 222 Crawford St, Shelby, NC.

_____________________ (company) hereby agrees to meet all requirements and conditions set forth and described in the instructions to bidders, Special and General Specifications that were advertised.

Therefore, Cleveland County agrees to pay ______________________ (company) the sum of $__________ monthly. Payment will be made monthly after service is completed and mailed fourteen (14) days after invoice is received by Accounts Payable, Cleveland County Health Dept, 315 E Grover St, Shelby NC 28150-3919.

If the services provided by ______________________ (company) is to the satisfaction of Cleveland County, this contract may be extended on an annual basis. This contract may be terminated by Cleveland County or _______________________ (company) provided a thirty day notice, in writing, is given to the other party.

___________________________ _____________________

Health Dept Director Cleaning Service

This instrument has been pre-audited in the manner required by, and complies

with, Article 3 of Chapter 159 of the NC General Statutes, also cited as

“The Local Government Budget and Fiscal Control Act”.

_______________________________

County Finance Director

JANITORIAL CLEANING SERVICE

HEALTH DEPT ANNEX BUILDING

Located at 222 Crawford St, Shelby NC

The undersigned, as Bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in the proposal or in the contract to be entered into; that this proposal is made without connection with any other person, company or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud.

The Bidder further declares that he has examined the Specified Terms and conditions and read all special provisions furnished prior to the opening of bids; and that he has satisfied himself relative to the services to be performed.

The Bidder proposes and agrees if this proposal is accepted to contract with Cleveland County, North Carolina, in the form of contract specified, to furnish all necessary implements, equipment, tools, labor and supervision for the total cost of:

Pricing to be honored for term of contract

$________________Monthly Amount

_____________________________________ ___________________________________

Name of Company BY: Signature & Title Date

______________________________________ ___________________________________

Street Address or PO Box City, State & Zip Code

_______________________________________

Telephone Number

_______________________________________

Federal ID No. or Social Security No.

Proposals to be returned on this form by May 4, 2007 to the address below:

Cleveland County Purchasing Office

Attn: Kim Ogle,

311 E. Marion St.

PO Box 1210

Shelby NC 28151-1210

Please attach a copy of your Certificate of Insurance or will need to provide within (7) days if awarded contract.

SPECIFICATIONS

GENERAL:

It is the intention of these specifications to set forth the requirements and conditions for performing janitorial services at the Cleveland County Health Department Annex building located at 222 Crawford Street, Shelby, NC. The contractor shall perform the required services in all areas of the building and shall be qualified to furnish a complete and efficient indoors janitorial service, including all labor, supervision, and cleaning materials.

The contractor shall provide an individual to personally contact the Administrative Assistant at the Cleveland County Health Department, 315 East Grover Street, Shelby, NC during normal working hours (8:00 a.m. to 5:00 p.m.) in order to learn of any deficiencies or any special cleaning requests. County holidays shall be observed by contractor.

The enclosed specifications are the minimum requirements to maintain the building in a clean and orderly manner. The successful bidder shall be prepared to perform each task as stated, according to the work schedule without prodding or reminders by the administration.

BUILDING AREA:

Building consists of one (1) floor, with approximately 10,978 square feet.

SERVICES TO BE PERFORMED:

This is a public health facility with administrative offices and meeting areas.

FLOORS:

All carpeted floors will be thoroughly vacuumed on a DAILY basis.

Shampoo all carpeted areas TWICE PER YEAR.

Non-carpeted floors shall be maintained on a MONTHLY basis with a wax coat. The wax coat shall be a visible high gloss finish, which shall be maintained free of scuff and scratch marks by mopping with treated dust mops, wet mopping, scrubbing, spot buffing, and waxing.

In order to keep the non-carpeted floors at a high maintenance level, they must be stripped QUARTERLY because of the dirt that is ground into the floor finish or wax. This consists of removing all wax or finish from the floor with a floor machine and commercial wax stripper. Stripping should be held to a minimum by proper daily care. Also on a QUARTERLY basis all baseboards need to be hand washed with soap and water. The frequency of this operation should be determined by traffic and outside weather conditions.

DAILY BASIS:

1. Empty all trash cans and keep reasonably free of dirt and contamination on a DAILY basis. Per OSHA requirements, all women’s bathrooms require red plastic liners to be supplied by the contractor. These containers must be sealed individually, for disposal. All other trash containers require a black plastic liner to be supplied by the contractor. Trash shall be collected in containers and plastic bags provided by the contractor. The bags containing the trash will be placed each night in the trash disposal units located outside the building.

2. Clean all water fountains and sinks DAILY.

3. Clean the glass at Front Desk reception area and surrounding all entrance/exit ways DAILY. Shall include glass in entrance/exit doors as well as adjacent glass to entrances/exits. All door frames (entrance/exit/interior) and horizontal and vertical frames (inside/outside) surrounding adjacent glass should be cleaned simultaneously with the glass areas.

4. Clean all restrooms as follows on a DAILY basis:

• Clean sinks.

• Clean and disinfect toilets and urinals with bowl cleaner, damp mop around toilets with disinfectant.

• Clean mirrors, around fixtures, and partitions.

• Damp mop floors with disinfectant and scrub as needed including baseboard tile.

• Clean and disinfect tile walls behind toilets.

• Clean walls around sink basins and around door jams and light switches.

• Urinal blocks will be kept in urinals by the contractor.

• Restock toilet paper, paper towels and hand soap in dispensers.

5. Clean Kitchen areas DAILY as follows:

• Wipe up floors each night to remove spillage.

• Clean counters.

• Clean and disinfect sinks.

6. Sweep all outside entrances DAILY, including mats, ensuring entrances are free from all dirt/debris. Clean and mop stair treads to remove dirt/grime/spills between each tread.

7. Spot clean fingerprints and dirt from walls, woodwork, doors, and door jams DAILY.

8. The janitor shall check to ensure that all lights are out in the building when they are not in use. Also, before leaving in the evening, the janitor shall check to be sure that all electrical appliances in the Break Areas are OFF and that ALL DOORS ARE LOCKED AND SECURITY SYSTEM IS ARMED.

DO NOT PROP OUTSIDE DOORS OPEN WHILE CLEANING THE BUILDING.

WEEKLY BASIS:

1. Maintain and clean janitor’s rooms.

2. Vacuum thoroughly under and around each desk and/or work station.

3. Damp mop each chair mat.

4. Damp wipe and dust all windowsills throughout the building.

5. Damp wipe/clean/disinfect all telephone receivers and telephone units.

6. Dust and damp wipe, as required, all metal partition frames.

7. Clean all ceiling vents and wall vents.

8. Damp mop or dust all baseboards.

9. Feather dust computer, printers, calculators and typewriters.

MONTHLY BASIS:

1. Heavy dusting - dust all horizontal and vertical surfaces of all furniture, fixtures, woodwork, doors, etc. Damp wipe all metal desks to remove fingerprints and dust cloth or polish.

2. Wash and clean exterior of filing cabinets, removing fingerprints and leaving free of streaks.

3. Clean interior glass and/or mirrors.

4. All furniture (clear of papers) should be dusted, including the removal of fingerprints from glass top desks. This shall include desk, chairs, chair bases, filing cabinets, telephones, shelves, bookcases, etc.

WORK SCHEDULE:

The janitorial service shall be provided five (5) days WEEKLY, Monday through Friday, at a time to avoid interference with the normal work schedule of the building and on weekends, as needed. The contractor shall observe County holidays. Provide signed and dated checklists on a WEEKLY basis of all completed tasks.

SPECIAL CONDITIONS

Bidder Qualifications: The successful bidder shall have been in the industrial cleaning business for a minimum of one (1) year and maintain a full-time staff of employees. The bidder shall have a person or persons available during normal daylight working hours to address any problems or complaints.

Insurance: The Contractor shall provide proof of bodily and property damage liability insurance as shall protect the contractor and any sub-contractor performing work under this contract from claims of injury or damage by contractor, sub-contractor or any one directly employed by either. The amount of insurance shall not be less than $300,000.

Liability Insurance for Worker’s Compensation, in the minimum face amount of $100,000 per accident limit; $500,000 disease per policy limit; and $100,000 disease each employee limit; providing coverage for all employees and owners. A statement evincing such insurance shall be provided by the service provider to the Cleveland County Health Department so that a current copy remains on file. Such statement must specify that the Cleveland County Health Department will be provided at least thirty (30) days advance written notice of any termination or modification of the underlying insurance policy.

Payment . Payment will be made monthly after service is completed and mailed fourteen (14) days after invoice is received by Accounts Payable, Cleveland County Health Dept, 315 E Grover St, Shelby NC 28150-3919.

Personnel: It shall be the successful bidder’s responsibility to furnish sufficient personnel to accomplish the job.

Contract Dates: The effective date of the contract will be July 1, 2007 through June 30, 2008. If this contract is not terminated by either party prior to the expiration of the original or any extended term, then it shall automatically be renewed and extended for successive one (1) year terms upon agreement of both parties. The contract may be cancelled upon thirty (30) days written notice by either party, unless grossly negligent work is discovered, in which case, the contract may be canceled immediately.

Hours: All work must be performed during weekday hours of 5:00 p.m. to 12:00 midnight, unless weekend work is warranted and previously arranged authorization has been obtained from Health Department Management staff.

Contractor and Employees: The contractor shall use only qualified personnel on the job and shall be responsible for ensuring that employees abide by all rules and regulations set forth for the building. Employees shall be instructed not to disturb computers, desks, drawers, materials lying on desks, or use the telephones for personal use. Contractor and employees shall be responsible for ensuring all keys are handled properly; i.e. locking all required doors, removing keys and preventing unauthorized people from entering the building

What the Contractor Shall Furnish: Contractor shall furnish all labor, all cleaning supplies, plastic trash bags and ties, trash can liners, and containers for collecting trash, as well as cleaning equipment and all necessary supplies to fulfill the cleaning obligations contained within this agreement.

Safety: The Contractor expressly agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulation, orders, standards and interpretation promulgated pursuant to the Occupations Safety and Health Act of 1970 of the State of NC. Including but not limited to training, provision of personal protective equipment, adherence to all appropriate lock out procedures, and providing all notices, material safety data sheets, labels, etc, required by the right-to-know standard.

Hold Harmless: The Contract represents that he/she is an independent contractor and agrees to indemnify, defend and hold harmless the County of Cleveland, its officers, agents, employees, successors and further agrees to hold harmless and defend the property over County of Cleveland from any and all claims, suits, judgment, damages, or causes of action of any king, nature or description whatsoever, including any and all cost, attorney fees, defense and any and all other expenses arising out of or from the Contractor’s performance of this contract by the Contractor or by any of the Contractors officers, agents, employees. The Contractor shall pay all claims and losses in connection there with and shall investigate and defend all claims, suits or actions of any nature and kind in the name of County of Cleveland. The Contractor expressly understands and agrees that any insurance protection required by this agreement or otherwise provided by Contractor shall in no way limit the responsibility of the Contractor to indemnify, keep and save harmless and defend County of Cleveland as herein provided.

Cleveland County, North Carolina reserves the right to reject any or all bids.

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