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JANITORIAL SERVICES FOR UW HEALTH-VERONA

(contract last updated 08/16/2013)

SCOPE: Contract for the University’s Department of Family Medicine operates the UW Health Verona Clinic which is located at 100 N. Nine Mound Road, Verona, Wisconsin. This clinic is a two-story building with a 3,000 sq. ft. basement, 12,000 sq. ft. on the first floor and 5,000 sq. ft. on the second floor. The first floor has approximately 780 square yards of carpet tile. The second floor has 512 square yards of carpet tile.

Janitorial services shall be performed five times per week between the hours of 6:00 p.m. each evening to 5:00 a.m. the following morning, Monday through Saturday. Contractor is not required to perform services on the following celebrated holidays: Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and New Year's Day.

CONTRACT #

DESCRIPTION

14-5107

JANITORIAL SERVICES FOR UW HEALTH-VERONA

CONTRACT ORIGIN:

ADDITIONAL INFORMATION:

UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218

UW-Madison users contact:
Carl Hubbard
(608) 262-6557 FAX (608) 262-4467
CHubbard@bussvc.wisc.edu

Non-UW-Madison users contact: Vendor Representative

RESTRICTED TO:

UW-Madison UW Health-Verona

COOPERATIVE PURCHASING:

CONTRACT TERM:

September 1, 2013 through August 31, 2014, with automatic renewal extensions to August 31, 2018, unless amended, cancelled or rebid.

Vendor(s)

082649
Servicemaster Building Maintenance
2522 Fish Hatchery Rd Ste 100
Madison WI 53713

Sales Representative:	PHONE #	FAX #
Giulliana Castellanos	608-256-2129	608-256-2130
E-mail gcastellanos@smbldg.com
	PHONE #	FAX #
Ordering/Expediting:	608-256-2129	608-256-2130
Invoice Information:	608-256-2129	608-256-2130
Supplier Diversity Reporting:	608-256-2129	608-256-2130
Website www.smbldg.com

Commodity Code

910-39

Federal Employee ID # (FEIN)

39-1595364

F.O.B.

“V” F.O.B. SERVICE/MAINTENANCE

Terms:

N/30

Invoicing:

Invoices shall reflect contract pricing

Pricing Information:

SEE BELOW

YEAR	DESCRIPTION	MONTHLY COST
1	Provide complete janitorial services at the UW-Health Verona Clinic	$2,657.00
2	Provide complete janitorial services at the UW-Health Verona Clinic	$2,657.00
3	Provide complete janitorial services at the UW-Health Verona Clinic	$2,711.00

Hourly Rate for Emergency/Unplanned circumstances $25.00/hour

Per square foot charge per specified service requirements $ 0.11/sq ft.

SPECIFICATIONS

1. Personnel

a. Contractor shall provide competent personnel each night, fully trained prior to work start in handling biohazardous materials, approved by the Clinic Manager or Designee prior to start, with sufficient supervision to provide services required. Other employees used to fill in for employee vacations and sick leave must also be trained in biohazard handling prior to work start. Contractor may find it necessary to bring in additional staff for carpet cleaning and floor maintenance. Contractor may not assign or subcontract any part of this Contract without the permission of Purchasing.

b. Contractor shall employ competent supervisors who will have full authorization to act on Contractor's behalf. All communications given to this supervisor shall be as binding as if given to the Contractor. Contractor's supervisor shall establish a mutually agreeable regular line of communication with the Clinic Manager or Designee and University's Contract Administrator. Contractor will define policies and procedures under which these supervisors will operate per the terms of this contract.

c. Contractor shall notify the Clinic Manager of all new employees at least one day prior to their start date. Contractor is responsible for employee’s honesty. Any employee who, in the opinion of the Clinic Manager, does not appear to be fully trained shall not be allowed to commence work. Any employee objectionable to the Clinic Manager shall be immediately removed from the Clinic.

d. Contractor shall ensure that all employees working in the Clinic wear non-sterile gloves while performing work under this contract. The Contractor shall ensure that all employees working in the Clinic receive annual training to comply with OSHA standards regarding occupational exposure to bloodborne pathogens.

e. Contractor warrants and represents that Contractor's employees have met all OSHA requirements regarding the Hepatitis B Virus vaccine. That is, Contractor warrants and represents that Contractor's employee, at Contractor’s expense, has been offered the Hepatitis B Virus vaccine. Contractor further warrants and represents that should Contractor's employees decline the vaccination, the individual employee has documented such objection with Contractor and that the employee has signed a waiver. Contractor agrees to defend, indemnify and hold harmless the University, its officers, directors and employees for any claims, suits or proceedings alleging a breach of this warranty.

f. Personal appearance of Contractor's employees must meet generally accepted standards of hygiene and apparel. Whenever Contractor's employees are providing services in the Clinic they shall be identified as employees of the contractor by badges, provided at Contractor's expense, stating their name and/or identification number, or uniforms. Smoking and eating are prohibited except where specifically authorized by the University. Smoking is not permitted in the Clinic building. Contractor's employees will use Clinic Lounge area only for their rest and break space. Contractor's employees may not make use of any other Clinic space during their nonworking time.

2. Supplies and Equipment

a. University shall provide Contractor with waste bags, biohazard (RED) bags, liquid hand soap, toilet paper, paper hand towels, trash bags, recycling bins, fluorescent tubes, incandescent light bulbs, carpet runners/mats, and water softener salt.

b. A logbook for recording communications between the Clinic Manager or designee and the Contractor shall be kept in a mutually agreeable location. The Contractor may provide one of their choosing, otherwise, the University will purchase one. The logbook is the property of the Clinic and shall remain intact and shall not be removed by the Contractor. Contractor shall check logbook for daily cleaning updates.

c. Contractor shall keep inventory level and give adequate restocking notice via the logbook to the Clinic Manager of University-furnished supplies to be ordered. Contractor shall store supplies and materials in the storerooms provided.

d. Contractor shall provide all non-sterile gloves, mops, vacuum cleaners, brooms, floor scrubbers, waxers and polishers, cleaners, bleaches, disinfectants, waxes, strippers, cleaning rags, and any other supplies and equipment necessary to perform the services required under this Contract. All supplies not carrying manufacturer’s original label shall be labeled by the Contractor as to the container’s contents. The Contractor shall provide material Safety Data Sheets for all supplies to the Clinic Manager. All equipment must comply with all state and federal safety codes. Any faulty equipment provided by the Contractor shall be prohibited and removed from the Clinic.

e. Handling Biohazards: When necessary, empty biohazard bags in lab area nightly. Replace biohazard bags when full or causing an odor. Wipe out containers and put in new red bag when emptied. Place bagged contents in the appropriate biohazard container and seal the container when full. Contractor shall not transfer biohazard materials from one container to another, or reuse biohazard bags. The biohazard storage area shall be kept orderly and clean.

3. Keys and Security

The Clinic will provide Contractor with keys required for access to service areas. These keys shall not leave the building. NO BUILDING KEYS MAY BE COPIED. Outside entrance door keys shall be the only keys to be issued to the Contractor's employees and permitted to leave the Clinic. All other keys shall remain in Clinic at all times. If keys are lost, Contractor shall be responsible for the total cost of re-keying and replacement of all Clinic locks and keys. Contractor's employees shall not admit anyone to areas controlled by a key in their possession. The Clinic Manager must be notified immediately in the event of a lost entrance key.

4. Service Duties

            a.   It is the Contractor’s responsibility to insure the clinic is maintained at a high standard of cleanliness.
In addition to providing the monthly cleaning service, the Contractor should also provide for major clean up of the Clinic due to emergency/unplanned circumstances such as fires, large pipe breaks with substantial water damage, explosions, large amounts of broken glass, etc. Contractor shall be paid the same hourly rate for completing tasks not specifically covered in this contract such as major disinfecting of a room, moving of furniture, assembly of furniture. The University shall give specific authorization to Contractor for such expenditure of labor. Contractor should, upon request, provide personnel at any time to clean up after emergencies to minimize damage to the Clinic and disruption for the occupants.
At no time shall the work performed interfere or cause a distraction to occupants and facility users. Contractor's employees shall not disturb belongings and papers of the occupants, use telephones for personal use or any office equipment such as copy machines, television sets, computers and typewriters. Employees shall not open desk drawers or cabinets or tamper with any Clinic employee’s personal or University property.
           b.   Security: Contractor's employees must keep all areas locked except to provide janitorial service. Areas only in employee’s direct view shall be unlocked in order to maintain security. Contractor is responsible for security of their equipment, tools, and supplies, but such shall be accessible to the Clinic Manager or designee for emergency cleanup.
            c.   Damages: Contractor shall be responsible to repair, replace, or indemnify the individual, department, or University for property damaged by Contractor's employees.
           d.   Lights: Clinic occupants are responsible for turning lights on and off as necessary in performing their duties. Contractor's employees shall turn on only lights necessary to illuminate their immediate work area and shall turn them off upon completion of work. Contractor's employees shall turn off lights in areas where it is obvious the area is unoccupied.
           e.   Lamp Replacement: Contractor is responsible for daily replacement of burned out incandescent bulbs and fluorescent tubes on all fixtures interior or exterior that are attached to the Clinic. The Clinic shall be responsible for tube/bulb disposal.
            f.   Graffiti Marks: Scribbled on interior Clinic walls, floors, partitions, windows, etc., shall be removed as soon as observed using methods least damaging to the surface. Report any graffiti unable to be removed.
            g.   Trash Removal: Trash removal shall be to dumpster containers located outside of the Clinic. Trash must be placed in trash bags, each bag secured and tied, placed in the dumpsters. Dumpster lids should close completely.   Fluorescent tubes shall be boxed up and stored in the proper area. All trash remains the property of the University and salvage of materials by the Contractor and or Contractor's employees is prohibited.
            h.   Recyclables: All recyclables shall be taken to the appropriate bins on a daily basis. Recyclables shall be placed in their separate containers. All recyclable plastic, aluminum, metal and glass shall be taken by the Contractor to a local recycling center.
            i.   Repair/Replacement: Contractor shall report daily to the Clinic Manager and note in the LOGBOOK all conditions in the Clinic requiring repair such as broken fixtures, leaking utility pipes, and faulty electric switches.
            j.   Emergency/Unplanned/Miscellaneous Services: Discharges from persons who leave deposits in improper places shall be cleaned up at the start of the next shift unless immediate action is needed to minimize damage to the Clinic and disruption for the occupants. Messes caused by accidental breakage or spillage of material shall be cleaned up at the start of the next shift unless it is an emergency where immediate action is needed to minimize damage to the Clinic and disruption for the occupants.

CLEANING STANDARDS

The following cleaning standards shall be used on a daily basis, and during the quality assurance inspection process to assess the quality of cleaning performance.

ENTRANCES

Mats and Carpet - Shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue.
Glass and Metal Surfaces - Shall appear streak-free, film-free and uniformly clean. This shall include the elimination of dust and soil from sills and ledges and heat registers.
Corners/Thresholds - Shall be free of dust, dried-soil, crud, finish build-up and debris. These areas shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue.
Floors and Covebases - Shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.
Walls and Fixtures - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

ELEVATORS

Tracks - Shall be free of dirt and debris. Tracks shall appear visibly clean. This shall include the elimination of standing water from wet cleaning procedures
Lights - Shall be free of dust and soil and stains without causing damage. Diffusers shall remain in proper position, they shall appear streak-free, film free, and uniformly clean.
Walls and Doors - Shall be free of dust, soil, spots and stains without causing damage. They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. Bright metal surfaces shall be polished to a high shine. This shall include the elimination of polish residue and/or film.
Floors, Carpet and Covebases - Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard/resilient floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpet and covebases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

CORRIDORS

Floors and Covebases - Shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.
Walls and Fixtures - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.
Water Fountains - Shall be free of dust, soil, scale and water spots without causing damage. Brightwork shall be disinfected and polished to a streak-free shine. Water fountains shall appear visibly and uniformly clean. This shall include the elimination of film and cleaner residue.

STAIRWELLS

Rails and Walls - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, cleaner residue or film.
Steps and Landings - Shall be free of dust, dried soil, gum, stains and debris. This shall include risers and covebases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

RESTROOMS

Dispensers - Shall be free of dust, dried-soil, bacteria and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks and cleaner residue. Dispensers shall be refilled when required with proper expendable supply item.
Hardware - Shall be free of dust, soil, bacteria and scale without causing damage. Brightwork shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This shall include the elimination of polish residue.
Sinks - Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.
Mirrors - Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.
Toilets and Urinals - Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks, film and water spots.
Partitions - Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks and film.
Waste Containers - Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.
Walls and Doors - Shall be free of dust, soil, spots and stains without causing damage. These surfaces shall appear visibly and uniformly clean/disinfected. This shall include the elimination of film, streaks and cleaner residue. Ceramic walls and wainscots; and metal kick plates, handles and push plates on doors shall also be polished-dry.
Floors and Baseboards - Shall be free of dust, soil, gum, stains and debris. Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent shine. Floors and covebases shall appear visibly and uniformly clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.
Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

OFFICES and EXAM ROOMS

Furniture - Shall be free of dust, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks and film.
Telephones - shall be free of dust and soil. They shall appear visibly and uniformly clean, and polished-dry.
Blood Pressure Units - shall be free of dust and soil. They shall appear visibly and uniformly clean.
Lamps - Shall be free of dust, dried-soil and soil without causing damage. Lamps shall appear visibly and uniformly clean. This shall include the elimination of streaks, cleaner residue and film.
White Board / Chalk Board - Shall be free of dust without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of streaks and cleaner residue. Remove marker dust from marker tray and vacuum excessive chalk from erasers. Deep clean surface with an approved dry erase board cleaner, once a month.
Walls and Doors - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.
Waste Containers - Contents shall be removed from waste containers and canliners replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.
Partitions - Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.
Floors, Carpet and Baseboards - Shall be free of dust, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors, carpet and covebases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.
Hardware - Shall be free of dust, soil, bacteria and scale without causing damage. Brightwork shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This shall include the elimination of polish residue.
Sinks - Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.
Mirrors - Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.
Exam Tables - Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, cleaner residue, embedded soil and foreign objects.

WINDOWS

Glass - Shall be free of dust and soil without causing damage. This also applies to adjoining sills, blinds and framework. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

MISCELLANEOUS

Air Vents - Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.
Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.
Outside of Building – Shall be free of cigarette butts, paper, cans, bottles, and other similar trash. Outside walkway between the main entrance door and the sidewalk swept clean of sand, dirt, and salt.

JANITOR CLOSETS AND STOREROOM

Shelves - Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked/organized, neatly on shelves.
Janitor Carts - Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment stored on janitor carts shall also be free of dust and soil, and organized, neatly.
Walls - Shall be free of dust, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.
Utility Sinks - Shall be free of dust, soil, cleaner residue, and soap film. Utility sinks shall appear visibly and uniformly clean. This shall include the elimination of streaks, embedded soil, film, and water spots. Brightwork shall be cleaned, de-scaled and polished.
Floors - Shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Revision History

Materials Distribution Services

JANITORIAL SERVICES FOR UW HEALTH-VERONA

SPECIFICATIONS