1. Cleaning Schedule Janitorial services shall be provided three (3) days per week, Monday, Wednesday, and Friday and should be scheduled during Operating Hours (OH). If the Contractor cannot make the regularly scheduled days, the Contractor shall contact the Purchasing Agency’s Contract Administrator or designee to advise of the change of schedule. 2. Emergency Services - In the event of an emergency such as burst pipes, etc., the Purchasing Agency may request that the Contractor retain some personnel after the Contractor's normal ending time of work to clean the damaged areas for the next day's business. In the event this should happen, the Contractor shall bill the Purchasing Agency the hourly rate submitted on the proposal submission, for additional janitorial services not covered in the Statement of Needs. Verbal requests by the Purchasing Agency’s Contract Administrator or designee will only be given in case of emergency and a purchase order will be issued to cover any verbal request. The invoice shall list the date additional service was rendered, the number of employees held over, the number of hours each employee worked, the name of the Purchasing Agency’s Representative or his designee requesting the additional work, and the Purchase Order number. 3. Special Cleaning - When directed by the Purchasing Agency, in writing, to clean an area for a special occasion, or made necessary by an emergency or mishap, the Contractor should furnish all labor as required to fulfill the order. In the event this should happen, the Contractor shall bill the Purchasing Agency at the hourly rate submitted on the proposal submission, for additional janitorial services not covered in the Statement of Needs. Verbal requests by the Purchasing Agency’s Contract Administrator or designee will only be given in case of emergency and a purchase order will be issued to cover any verbal request. 4. State Holidays - Service will not be required on Commonwealth of Virginia State holidays and any other days deemed a State holiday by the Governor (see the Department of Human Resource Management calendar) http://www.dhrm.virginia.gov/payandholidaycalendar). When a holiday or holidays occur during the month on a day scheduled for services, the Contractor shall deduct a pro-rated amount from the monthly invoice based on the cost per month divided by the number of working days in that month for each day the service is not provided, if the services were not rescheduled and provided on a different date. 5. Inclement Weather - The Contractor shall make every reasonable effort to provide janitorial services when State employees are excused early because of snow or other hazardous driving conditions. However, in the event janitorial services cannot be provided, the Contractor shall deduct a pro-rated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month, for each day the service is not provided. 6. On-site Storage - The Purchasing Agency will supply reasonable and suitable on-site storage space for such cleaning equipment and materials as the Contractor deems necessary for the performance of the Contract. Storage space is limited and only those areas designated by the Agency will be used for equipment and supplies storage. The Contractor should review the area(s) designated for storage during the preproposal conference and site visit. Storage areas shall be kept clean, well-organized, free of standing water, and in compliance with fire regulations. a. All chemical containers shall be labeled as to their contents. Equipment shall be cleaned prior to returning to storage to avoid unpleasant odors. b. Containers must be securely closed when not in use. c. Used cloths and wet mops shall be rinsed after each use and properly hung to dry (do not leave wet items in sinks or buckets). d. A checklist of tasks to be performed shall be posted in the janitorial storage and available on personnel cleaning carts. e. Material Safety Data Sheets (MSDS) for all products to be used under this contract shall be supplied and maintained in janitorial storage. f. Empty boxes and refuse shall be removed from janitorial storage.
