Materials Distribution Services

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JANITORIAL SERVICES FOR WISCONSIN PSYCHIATRIC CLINICS (WISPIC) AND HEALTH EMOTIONS RESEARCH INSTITUTE (HERI)

SCOPE: The University’s Department of Psychiatry operates the WISPIC/HERI which is located at 6001 Research Park in Madison, WI.  The estimated space at 6001 Research Park Boulevard to be cleaned is 82,228 sq.ft.

The UW School of Medicine and Public Health operates a smaller facility at 601 Science Dr., Madison WI with estimated space to be cleaned of 17,368 sq.ft.  NOTE: The only cleaning at 601 is on the first floor.

Both locations will have one operational contract administrator.

The Contractor should also provide for major cleanup of the building(s) due to emergency/unplanned circumstances such as fires, large pipe breaks with substantial water damage, explosions, large amounts of broken glass, etc.  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.               

NOTE: The lease for 601 Science Drive expires in January, 2014.  Service may be needed on a month-to-month basis until the building occupants are moved.  The Contractor will be given a 30-day notice of termination of services provided at 601 Science Drive.

NOTE:  Contractor may need additional staff to provide floor maintenance and carpet shampooing or other monthly, bi-monthly, or quarterly duties.  Additional staff costs shall be part of the monthly charge.

1.         Inspection
Contractor shall have a representative available upon request to conduct inspections of the premises with the University Representative to ensure compliance with the contract.  Contractor will conduct two inspections the first month and then monthly inspections thereafter.  If the Contractor’s performance is consistently adequate, this inspection may become quarterly at the discretion of the University. The University retains the right to conduct random inspections of the premises to ensure compliance with the work required by this contract. Quality Assurance Inspections shall be based upon the performance results reported on the QA form. The rooms inspected may be randomly selected and may vary from inspection to inspection.

            Each attribute listed on the QA form shall be evaluated and classified as Standard, or Below Standard.  The rating of the Contractor’s performance on each of the attributes to be cleaned will determine whether the Contractor passes or fails that inspection.  During an inspection, inspector will mark the QA Form with tally marks for Standard or Below Standard work.  When the inspection is completed, the QA Form will be tabulated with the number of standard marks divided by the total number of marks received.  A percentage of 90% Standard or higher is required for passing an inspection.

            Contractor will have 24 hours to remedy all areas of unacceptable performance discovered in a Quality Assurance Inspection.  Repeated failed inspections will be grounds for termination of the contract.

2.         Background Check
The Contractor warrants they are supplying employees who have passed a background check(s). The Contractor warrants they are screening employees for a Social Security Trace, County Level Criminal Search (in all counties as found by the Trace), and a National Sex Offender Search in a background check.  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.

SPECIFICATIONS

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 Purchasing Services or 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 Building 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 Building 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 Building 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 Building 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 Building 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 light bulbs, incandescent light bulbs, carpet runners/mats, and water softener salt.

            b.    The Contractor is required to use the electronic work order system called Maintenance Direct.  This is a system in which the requestor can set-up a unique worker order number that can be assigned to the Contractor. The system allows for tracking the status of a request and allows simultaneous E-mail communication between Contractor, Building Manager, and the person making the request.

            c.    Contractor shall keep inventory level and give adequate restocking notice via Maintenance Direct to the Building 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 Building 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.

      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 Building 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 facilities are maintained at a high standard of cleanliness. 
In addition to providing the monthly cleaning service, the Contractor should also provide for major cleanup of the building(s) 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.

NOTE: The LABS can be cleaned as little as twice-per-week, with trash picked up every night. Actual frequency of the cleaning may be determined by mutual agreement.

            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 Building 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.
            f.   Graffiti Marks: Scribbled on interior Building 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 Building.  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 Building Manager and note in the MAINTENANCE DIRECT system all conditions in the Clinic requiring repair such as burned out lamps or bulbs, 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

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.

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.  

Floors and Cove bases - 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.

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.

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. Burned out bulbs in light fixtures are to be replaced by the Contractor.

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 can liners 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.

Floors, 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.
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.
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.
Waste Containers - Contents shall be removed from waste containers and can liners 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 and the presence of an offensive odor emitting from the container.
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.

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.

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.

Revision History