Materials Distribution Services

JANITORIAL SERVICES FOR WISCONSIN VETERINARY DIAGNOSTIC LABORATORY

SPECIFICATIONS

      1.   Personnel

            a.   Contractor shall provide competent personnel each day, fully trained prior to work start in handling biohazardous materials, approved by the WVDL 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 a competent supervisor 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 WVDL Manager or Designee and University's Contract Administrator.

            c.   Contractor shall notify the WVDL 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 WVDL Manager, does not appear to be fully trained shall not be allowed to commence work.  Any employee objectionable to the WVDL Manager shall be immediately removed from the WVDL.

            d.   Contractor shall ensure that all employees working in the WVDL wear non-sterile gloves while performing work under this contract.  The Contractor shall ensure that all employees working in the WVDL 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 WVDL 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 WVDL building.  Contractor's employees will use WVDL Lounge area only for their rest and break space.  Contractor's employees may not make use of any other WVDL 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, and water softener salt.

            b.   A logbook for recording communications between the WVDL Manager or designee and the Contractor shall be kept in a mutually agreed location.  The Contractor may provide one of their choosing, otherwise, the University will purchase one.  The logbook is the property of the WVDL 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 WVDL Manager of University-furnished supplies to be ordered.  Contractor shall store supplies and materials in the storerooms provided.

            d.   University 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. Any problems with equipment provided by the University must be reported to the WVDL. Manager.

            e.  Handling Biohazards:  Empty biohazard bags in lab area daily.  Replace biohazard bags when full or causing an odor.  Wipe out containers and put in new red bag.  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 WVDL will provide Contractor with key cards required for access to service areas.  If a key card is lost, Contractor shall be responsible for the replacement cost of the key card.  Contractor's employees shall not admit anyone to areas controlled by a key card in their possession.  The WVDL Manager must be notified immediately in the event of a lost key card.

      4.   Service Duties

            a.  It is the Contractor’s responsibility to insure the WVDL 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 WVDL 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 WVDL 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 WVDL 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 WVDL 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:  WVDL 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:  The University is responsible for daily replacement of burned out incandescent bulbs and fluorescent tubes on all interior or exterior light fixtures that are attached to the WVDL.  The WVDL shall be responsible for tube/bulb disposal.

            f.  Graffiti Marks: Scribbled on interior WVDL 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 WVDL.  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. 

            i.  Repair/Replacement:  Contractor shall report daily to the WVDL Manager and note in the LOGBOOK all conditions in the WVDL requiring repair such as broken fixtures, leaking utility pipes, and faulty electric switches. 

            j.   Emergency/Unplanned/Miscellaneous Services:  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 WVDL and disruption for the occupants.

Revision History