Materials Distribution Services

JANITORIAL SERVICES FOR UW-HEALTH BELLEVILLE FAMILY MEDICAL CLINIC

Non-UW-Madison users contact: Vendor Representative

SPECIFICATIONS OF CONTRACT JANITORIAL SERVICE

A.         RESPONSIBILITIES OF THE UNIVERSITY:  The University agrees:
(1) To arrange for necessary cooperation by the University's officials and employees, including providing access to areas needed by Contractor to carry out the work set forth in the University's order; (2) To appoint a Contract Administrator for liaison and consultation with Contractor.  The Departmental Representative shall have authority to make managerial and technical decisions concerning services deliverable under this Agreement and to accept or approve Contractor's work on behalf of the University.  Only the University's Contract Administrator shall have authority to amend or in any way modify the provisions of this Agreement.

B.         RESPONSIBILITIES OF CONTRACTOR:  Contractor agrees: (1) To perform those tasks and deliver the services identified in the resulting contract; (2) To comply with all security regulations in effect at the University's premises; (3) To assign Contractor's employees, agents or representatives to assist in fulfilling its performance under this Agreement; (4) To appoint a Contract Administrator for liaison and consultation with the University. The Contract Administrator shall have authority to make managerial and technical decisions concerning the services deliverable under this Agreement.

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.  The University shall have the absolute right to approve or disapprove newly assigned staff and any Contractor employee objectionable to the Clinic Manager shall be immediately removed from the Clinic.  The University shall not unreasonably withhold its approval.

      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:  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.  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. 

      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.

Revision History