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MAINTENANCE, REPAIR & OPERATIONS (MRO)
JANITORIAL SERVICES - ITB # 071I7200002
REGION 15
VAN BUREN, BERRIEN, CASS, & ST JOSEPH COUNTIES
PART I: LOCATION SPECIFICATIONS
PART II: VENDOR’S LOCATION WORK PLAN
PART III: VENDOR’S LOCATION PRICE QUOTE
Consideration for award is based on Work Plan, Price Quotation in accordance with the specifications, terms and conditions
as stated within this solicitation. Janitorial contract awards are subject to the Sheltered Workshop Sections of P.A. 431 of
1984 (MCL 18.1293 – 18.1297). In order to receive further award consideration, a bidder’s work plan and location pricing
MUST indicate that you make a profit. Bids submitted indicating a loss will be considered non-responsive.
I. LOCATION SPECIFICATIONS (CORRECTED AS OF 09/27/2006)
A. CONTRACT AND CCI INFORMATION LOCATION # 01
CONTRACT INFORMATION
PREVIOUS BPO / CONTRACT #: 071B2001496
NEW CONTRACT START DATE: 12/01/06 CONTRACT END DATE: 12/1/09
NUMBER OF YEARS / EXTENSION OPTIONS: Approximately 03 years with no options to extend
CONTRACTING AGENCY NAME: MICHIGAN DEPARTMENT OF HUMAN SERVICES
DIVISION / BUREAU / OFFICE NAME: CASS COUNTY OFFICE
BUILDING ADDRESS: 325 M-62 Cassopolis, MI 49031
IS THIS LOCATION CURRENTLY ON CRO
“SET ASIDE” STATUS? Yes No
REGION and COUNTY: Region: 15 County: Cass
PROCUREMENT CONTACT INFORMATION
PROCUREMENT OFFICE NAME: MICHIGAN DEPARTMENT OF HUMAN SERVICES, PURCHASING
MIRIAM ELIAS-NORRIS, CONTACT
PROCUREMENT OFFICE CONTACT NAME: CPPB TELEPHONE #: 517-335-6254
Elias- CONTACT
PROCUREMENT OFFICE CONTACT E-MAIL: NorrisM@Michigan.gov FACISIMILE #: 517-335-6251
CONTRACT COMPLIANCE INSPECTOR (CCI) CONTACT
/ FACILITY MANAGER (FM) NAME: KATHLEEN PENCE TELEPHONE #: 269-467-1274
CONTACT
CCI / FM CONTACT E-MAIL: pencek@Michigan.gov FACISIMILE #: 269-467-1229
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
B. BUILDING SPECIFICATION AND LOCATION INFORMATION
BUILDING LOCATION INFORMATION
OFFICIAL WORKING
OFFICIAL WORKING DAYS OF BUILDING
M/T/W/TH/F HOURS OF BUILDING 7:30 AM – 5:30 PM
OCCUPANTS:
OCCUPANTS:
APPROXIMATE
NUMBER OF EMPLOYEES: 64 150
DAILY VISITORS:
As determined by
IDENTIFY HOURS OF
M/T/W/TH/F CCI, between
CLEANING SERVICE:
IDENTIFY DAYS OF CLEANING SERVICE: 5:30 PM and 8:30 PM
NUMBER OF STORIES IN
TOTAL BUILDING SQ. FT. TO BE CLEANED: 18,282 01
BUILDING:
AREA(S):
Offices / cubicles, hallways, file area,
TOTAL SQ. FT. OF CARPET TO BE CLEANED: 15,804 conference / break-rooms(s), and
observation / visitation room
AREA(S):
Hallways, conference / break-room(s),
TOTAL SQ. FT. OF “HIGH TRAFFIC” CARPET
3,643 file area, and observation / visitation
AREA(S) TO BE CLEANED:
room
AREA(S):
Kitchen area, First aid room, Supply
TOTAL SQ. FT. OF VINYL TO BE CLEANED: 305
area
AREA(S):
TOTAL SQ. FT. OF CERAMIC TO BE CLEANED: 2,173 Lobby, Restrooms, and Vestibule
N/A AREA(S):
TOTAL SQ. FT. OF CEMENT TO BE CLEANED:
AREA(S):
TOTAL SQ. FT. OF TERRAZO TO BE CLEANED: N/A
AREA(S):
TOTAL SQ. FT. OF RUBBER TO BE CLEANED: N/A
NUMBER OF TOTAL UNITS FOR
19
NUMBER OF RESTROOMS IN BUILDING: 04 BUILDING RESTROOM(S):
NOTE: INCLUDES URINALS, TOILETS, &
SINKS
Is window cleaning to be included on this
contract?
EXTERIOR WINDOW CLEANING – INSIDE AND OUTSIDE - 1 FLOOR
ST
Note: Specify if Interior and / or Exterior and
Number of Floors – typically 1st Floor for Exterior.
CHILD PLAY-AREA IN LOBBY (SEE LSS FOR WEEKLY CLEANING
Does location have child play area(s), REQUIREMENTS.)
gymnasium, locker room, etc? If so, please OBSERVATION / VISITATION ROOM – WIPE DOWN
identify along with cleaning standard. BABYCHANGING TABLE AND FURNITURE WITH DISINFECTANT
DAILY. CLEAN AND POLISH OBSERVATION WINDOW.
Bidder Name & FEIN: _____________________________________________
Page 2 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
What is the RECOMMENDED Level of
Insurance Risk for this Location? LOW
ADDITIONAL INFORMATION: (Note additional building information, including, but not limited to, particular security
requirements {keys, etc.} or known building environmental issues that Bidder / Contractor should be aware of in
performing janitorial services for this location):
NOTIFY CCI AT LEAST ONE WEEK PRIOR TO THE SEMI-ANNUAL CARPET CLEANING, SO THAT COUNTY STAFF CAN BE
NOTIFIED OF THE EVENT AND MAKE ARRANGEMENTS TO HAVE THEIR OFFICE FLOORS CLEAR AND FREE OF ANY
MISCELLANEOUS ITEMS.
Bidder Name & FEIN: _____________________________________________
Page 3 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
C. DESCRIPTION OF SERVICE NEEDS
TASKS AND FREQUENCIES
1. BASIC JANITORIAL SERVICES
DAILY SERVICES
ROOM CLEANING
(Office Areas, File Rooms, Conference Rooms)
1. Empty waste receptacles and remove waste to designated area.
2. Wash or damp wipe, inside and outside, all waste receptacles presenting a soiled or odorous
condition.
3. Replace liners when torn or soiled.
4. Dust-mop all vinyl tile floors. Damp mop all spills. Buff vinyl tiled floors, applying spray wax if
needed.
5. Sweep or vacuum all ceramic and quarry tile floors. Damp mop all spills.
6. Thoroughly vacuum all carpeted floors including corners, and underneath partitions (Refer to Task
Definitions for quality of care expected.)
7. Spot clean all carpeted areas.
8. Remove all mats and runners and clean floor area underneath. Clean all mats and runners by best
means. Replace all mats and runners.
9. Clean and disinfect drinking fountains.
10. Clean and polish all entrance glass, teller windows at lobby reception area, and observation
windows in visitation room.
11. Move all lobby chairs and clean floor area underneath and replace chairs in proper place.
12. Clean and disinfect baby changing table and furniture in visitation room.
RESTROOMS
1. Clean and sanitize all units.
2. Clean pipes beneath all sinks.
3. Clean mirrors and counters and polish chrome.
4. Refill dispensers. **see Replenishable Supplies
5. Empty and disinfect all sanitary napkin receptacles.
6. Sweep and damp mop floors with a germicidal solution paying special attention around wash bowls,
toilets and urinals. (Note: Damp mops used in restrooms are not to be used for non-restroom areas).
7. Empty waste receptacles.
8. Clean switch, door and kick plates.
9. Maintain floor traps free of odor.
10. Clean and sanitize wall hand-dryers.
WEEKLY SERVICE :
ROOM CLEANING
(Office Areas, File Rooms, Conference Rooms)
1. Dust high and low, including clocks, all surfaces on which dust gathers.
2. Clean all cleared desk and counter top areas with approved desk/counter cleaner.
3. Remove all cobwebs, clean baseboards.
4. Clean, spray wax and buff all vinyl tile floors.
5. Thoroughly clean and scrub by agitation (with hand brush or mechanical machine) ceramic and
quarry tile floors.
6. Clean by most appropriate means all lobby furniture. Wash thoroughly all children's furniture and
fiberglass/vinyl furniture.
RESTROOMS
1. Clean partition walls and doors with germicidal solution, making sure to thoroughly rinse.
2. Thoroughly clean, scrub by agitation (with hand brush or mechanical machine) and disinfect ceramic
tile floors, with special attention to grouting, corners of floor, baseboards, and stalls.
Bidder Name & FEIN: _____________________________________________
Page 4 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
3. Spot clean walls around sinks, waste receptacles, behind urinals and toilets.
4. Dust radiators, grills, ledges, etc.
MONTHLY SERVICE :
ROOM CLEANING
(Office Areas, File Rooms, Conference Rooms)
1. Dust/vacuum window hangings.
2. Spot clean walls, doors, etc., removing all cobwebs, finger prints, smears and stains.
3. Clean partition glass.
4. Vacuum exposed air bars and heating outlets.
RESTROOMS
1. Wash with germicidal solution entrance doorways, ledges, etc.
2. PERIODIC JANITORIAL SERVICES
SEMI- BI-ANNUAL SERVICE* (twice per year)
ROOM CLEANING
(Office Areas, File Rooms, Conference Rooms)
1. Clean carpets by hot water extraction at a temperature that will kill and eliminate bacteria. (Hot water
extraction by truck-mount is the preferred method): Full contract area.
WINDOWS
1. Wash all exterior windows inside and outside (weather permitting).
Note: Window cleaning which requires the erection of scaffolding must be contracted
separately and is not included with this description of service needs and is not included with
this contract award; however, windows that are reachable by stepladder are included.
SEMI-ANNUAL SERVICE* (three times per year)
There are no semi annual services to be provided at this location.
ANNUAL SERVICE* (once per year)
ROOM CLEANING
(Office Areas, File Rooms, Conference Rooms)
1. Clean carpets by hot water extraction at a temperature that will kill and eliminate bacteria. (Hot water
extraction by truck-mount is the preferred method): High Traffic Areas.
2. Clean light fixtures lenses.
3. Strip, seal, wax and buff all vinyl tile floors: Full contract area.
Bidder Name & FEIN: _____________________________________________
Page 5 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
D. NOTES / ADDITIONAL INFORMATION
All cleaning schedules are to be established with and approved by the Contract Compliance Inspector at the
beginning of the contract period. Service delivery begin date will be determined by CCI. Any deviation from
the established schedule must be pre-approved by the CCI.
All periodic services must be priced and itemized separately from the basic services. Delivery and
performance of all periodic services must be pre-approved by the CCI (or designee) pursuant to the schedule
as approved by the CCI.
**RESPONSIBILITY FOR REPLENISHABLE SUPPLIES**
Replenishable Item Provided by
Paper towels Agency
Hand soap Agency
Feminine Sanitary supplies Contractor
Feminine supplies disposal bags Agency
Toilet tissue Agency
Plastic Trash Can Liners Agency
*** ALL CLEANING SUPPLIES ARE TO BE PROVIDED BY THE CONTRACTOR ***
Bidder Name & FEIN: _____________________________________________
Page 6 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
II: JANITORIAL WORK PLAN
for this Location
A. LOCATION WORK PLAN
1. Transition Plan:
Identify the key steps of your transition plan to implement the services you are proposing,
from the prior contractor to you:
2. Implementation Plan:
Provide a complete description of how you intend to accomplish the work described for this
location:
What tasks or responsibilities will be assigned to each employee assigned to the
project?
What is the number of employees assigned to this location, and what are the total
proposed man-hours for both workers and supervisors to provide services at this
location?
Indicate the starting hourly wage per worker.
Indicate the hourly wage per supervisor.
3. Contingency Plan:
Describe a contingency plan for when assigned staff cannot provide the service.
Include a contingency plan to deliver services during inclement weather.
Indicate whether supervisor(s) assist in any cleaning tasks/activities.
Bidder Name & FEIN: _____________________________________________
Page 7 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
B. STAFFING ROLES & RESPONSIBILTIES
1. PERSONNEL:
A. Explain how you intend to manage the service as described (staffing compared to amount of
service) with the number staff you have listed below. Identify the total number of man-hours,
the total number of supervisors, the total number of workers (including both supervisors and
cleaning staff), and the subcontractor(s) that you propose to utilize in delivering services.
B. Describe the position(s) that will be responsible for implementing the services and their
positions in your organizational structure, as well as their decision-making authority as it relates
to this implementation of these services. Identify where these personnel will be physically
located during the transition, implementation and maintenance phases of a contract. Include
an organizational chart or diagram that reflects your company structure
C. Provide a roster by name and job title. Roles and responsibilities of staffing must clearly
identify responsibilities of oversight of functions including qualifications of key personnel to
support your ability to deliver the product and service specifications provided in this ITB.
D. Describe the individual position(s) that will be responsible for the day-to-day delivery of
services and any subordinates. Define their positions in your organizational structure and their
decision-making authority as it relates to these services. Indicate where these personnel will
be physically located during the contract.
E. Submit a resume for all key project personnel (supervisors, account managers, etc. )
Bidder must provide resumes, which shall include or list detailed, chronological work experience
for key staff:
STAFFING ROLES & RESPONSIBILTIES, continued:
2. SUB-CONTRACTOR COMPANY INFORMATION
A. Will subcontractors be utilized at this location? If “yes, YES (or)
then list all subcontractors (in the table provided below) including firm’s
name, address, contact person, complete description of the work to be
subcontracted, and descriptive information concerning subcontractor’s NO
organization and abilities.
B. Contact - Name, title, address, email, phone and fax numbers for Bidder’s Sub-Contractor:
SUBCONTRACTOR
COMPANY NAME:
Letter of acceptance YES (or) NO
Included with this Proposal?
Bidder Name & FEIN: _____________________________________________
Page 8 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
OFFICE ADDRESS:
CITY, STATE, ZIP: ,
CONTACT NAME:
PHONE NUMBER: ( ) -
FAX NUMBER: ( ) -
E-MAIL ADDRESS:
DESCRIPTION OF SERVICES TO BE PERFORMED:
Bidder Name & FEIN: _____________________________________________
Page 9 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
3. EQUIPMENT & MATERIAL SUPPLIES
A. EQUIPMENT
EQUIPMENT LIST
MAKE/ MODEL APPROXIMATE AGE OF
EQUIPMENT TYPICAL USE MANUFACTURER EQUIPMENT & OWNED OR
RENTED
1.
2.
3.
4.
5.
Bidder Name & FEIN: _____________________________________________
Page 10 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
EQUIPMENT & MATERIAL SUPPLIES, continued:
B. CLEANERS AND SUPPLIES
CLEANERS AND SUPPLIES
MATERIAL IDENTIFY BRAND &
CLEANERS/SUPPLIES TYPICAL USE SPECIFICATIONS ESTIMATED QTY
Liquid spray, formula designed or
Glass Cleaner All glass and mirrored surfaces cleaning glass and mirrors, non-
abrasive
Toilet Bowl and Urinal To disinfect inside of urinals, bowls, E.P.A. Approved 9% HCI acid base
Cleaner flushing cavities bowl cleaner
Rotary Floor Machine – E.P.A. Approved 20-36% phosphoric
To clean tile floors one per month acid base cleaner
Liquid Cleaner*
To clean, disinfect tile floor, walls, E.P.A. Registered disinfectant,
Liquid Detergent – partitions, sink tops, sinks, outside of detergent shall be quaternary
Synthetic Disinfectant toilets, urinals, toilet seats, and ammonium compounds
sanitary napkin disposal containers
Safe for metals, non-scouring
Stainless Steel Cleaner To clean metal surfaces
product
Must be safe for use on hard
To remove crayon, pen, marker, ink,
Marker/Vandal Remover paint and pencil marks
surfaces such as painted brick, tile
and crayon graffiti
Latex Gloves To be used when cleaning facility Quality latex gloves
To be readily available and 23-oz. Polyethylene eye wash bottle
Personal Eye Wash accessible when using cleaning
products
To be placed in areas being cleaned Approved plastic yellow folding signs
Wet Floor Signs when needed
Cotton blend, banded loop (minimum
Cotton Mops To use to mop tile flooring
2)
Mop Handle To be used with Cotton Mops Plastic grips or speed change heads
To be used to manually scrub areas Swivel head must fit on standard
Scrub Pads not easily accessible by Floor threaded wood handle with bristle
Cleaning Machine made of Dupont “Tynex A”
Handles To hold Scrub Pad Standard thread, wood
Bucket must be on rollers, wringer
Mop Bucket & Wringer To hold solution and Drain Mop
must match bucket and mop size
To push excess liquid into floor 24” minimum witch, rubber tipped
Floor Squeegees drains
Broom To seep dirt and debris from floor Heavy duty natural corm broom
Window Squeegees and Squeegee designed for window
To clean windows washing with extension as needed
Extension
To clean inside toilet bowl and Cotton or synthetic mop – no brushes
Toilet Bowl Mop urinals
Spray Bottles To hold various cleaning supplies Clean plastics, trigger style bottles
Sponges, Cloths To clean surfaces Cotton cloths, absorbent sponges
175 RPM speed with 15” Brush
Rotary Floor Machine To scrub quarry tile floors
Spread, must be run on wet floor
“Zim Grit” 15” diameter solid wood
back, green color with 40 gauge
Rotary Brush Head To scrub quarry tile floor
Tynex nylon filament – must fit above
Rotary Floor Machine
Portable, 3 Gallon capacity, plastic
Portable Pump-up tank with 18” chemical resistant hose
To wash walls and partitions
Sprayer with wand, adjustable spray tip, viton
seals
MATERIAL IDENTIFY BRAND &
CLEANERS/SUPPLIES TYPICAL USE SPECIFICATIONS ESTIMATED QTY
Bidder Name & FEIN: _____________________________________________
Page 11 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
Bidder Name & FEIN: _____________________________________________
Page 12 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
III: PRICE QUOTATION
for this location
MICHIGAN DEPARTMENT OF HUMAN SERVICES
CASS COUNTY OFFICE, 325 M-62, Cassopolis, MI 49031
Square Foot of Area to be cleaned: 18, 282
Estimated TOTAL AVERAGE cost per square foot per month: $
Estimated TOTAL AVERAGE cost per square foot per year: $
A. TOTAL COSTS
TOTAL QUOTE FOR ONE YEAR: $
TOTAL QUOTE FOR THREE (3) YEARS: $
B. SERVICES COSTS
*One year equals approximately 248 state working days (Monday - Friday)
1. BASIC JANITORIAL SERVICES
MONTHLY
MONTHLY PRICE for
DESCRIPTION
ANNUAL PRICE for EQUIPMENT & TOTAL
ESTIMATED SERVICE SUPPLIES ANNUAL PRICE
VOLUME
Janitorial Services 12
(Includes daily, weekly, monthly (billed monthly for
services) all basic services) $ $ $
SUBTOTALS: $ $ $
2. PERIODIC JANITORIAL SERVICES
SEMI-ANNUAL SERVICES (twice per year)
PRICE for
EQUIPMENT &
DESCRIPTION
ANNUAL PRICE PER SUPPLIES TOTAL ANNUAL
ESTIMATED SERVICE per service PRICE
VOLUME
1. Carpet Cleaning: Full contract area 02 $ $ $
2. Exterior window cleaning (inside and
outside) 02 $ $ $
SUBTOTALS: $ $ $
ANNUAL SERVICES (once per year)
Bidder Name & FEIN: _____________________________________________
Page 13 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
ANNUAL PRICE for
DESCRIPTION ESTIMATED PRICE PER EQUIPMENT & TOTAL
VOLUME SERVICE SUPPLIES ANNUAL PRICE
OF SERVICES
1. Carpet Cleaning: High traffic area 01 $ $ $
2. Clean light fixture lenses. 01 $ $ $
3. Strip, seal, wax and buff all vinyl tile
floors: Full contract area 01 $ $ $
SUBTOTALS: $ $ $
ADDITIONAL SERVICES – FOR INFORMATIONAL PURPOSES ONLY
ANNUAL
ESTIMATED PRICE for
DESCRIPTION
VOLUME PRICE PER EQUIPMENT & TOTAL
OF SERVICES SERVICE SUPPLIES ANNUAL PRICE
Emergency Services
(Includes cleaning services for
emergency situations such as restrooms
overflow, etc.) 00 $ $ $
Miscellaneous facility maintenance
services
(Includes light maintenance such as
hanging paper towel dispensers or NOT APPLICABLE
hanging storage shelves) TO DHS
– price quoted should be hourly LOCATIONS
SUBTOTALS: $ $ $
Bidder Name & FEIN: _____________________________________________
Page 14 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
C. WORK PLAN DATA
*One year equals 248 state workdays (Monday-Friday)
MAN HOURS TO MANAGE THIS CONTRACT (Add additional lines if Needed)
Hrs each Total Hrs. Hourly # DAYS Labor Cost
Description #
work/day per day Rates per Year per Year
Supervisory X = X X 248 =
Workers X = X X 248 =
Hrs. Per X Hourly =
Periodic cleaning Year Rate
MANHOURS TOTAL COST $
Note: All costs for required fringe benefits and optional fringe benefits, including insurances, and other business costs must
be included in the quoted price for this service. Such costs may not be billed separately.
SUBCONTRACTORS
Sub-contractor Total Costs $
DESCRIPTION OF BUSINESS COSTS TOTAL ANNUAL
COST
1. Cost of Cleaning Supplies $
2. Cost of Equipment & Rentals $
3. Cost of Replenishable Supplies (not applicable for this location) $ N/A
4. Cost of Insurance (refer to Terms and Conditions) $
5. Cost of Fringe Benefits (if not included as part of labor rate) $
6. Other Costs $
TOTAL BUSINESS COST $
Bidder Name & FEIN: _____________________________________________
Page 15 of 16
ITB # 071I7200002
ATTACHMENT #05
LOCATION # 01
DHS
TOTAL COST TO DO BUSINESS PER YEAR $
(Man-hours Total plus Subcontractors Total plus Total Business Cost)
ANALYSIS OF BUSINESS COSTS
(DMB – Purchasing Operations to complete)
Total 1 Year Price from Pricing Sheet = $
MINUS
Total Cost to Do Business Per Year =l $
TOTAL PROFIT $
Bidder Name & FEIN: _____________________________________________
Page 16 of 16
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