Summit County Board of Elections
470 Grant Street – Akron, Ohio 44311-1157
(330)-643-5200 -- Fax (330)-643-5422
www.summitcountyboe.com
Members:
Wayne Jones
Timothy N. Gorbach
Timothy N. Gorbach
Chairman
Democrats
Joseph P. Masich
Ray L. Weber
Director
Kimberly A. Zurz
Alex Arshinkoff
Republicans
Deputy Director
I. PURPOSE
The Summit County Board of Elections is accepting quotes from Contractors for cleaning
services for the Summit County Board of Elections offices located at 470 Grant Street
Akron, Ohio 44311. Qualified and experienced cleaning service providers are encouraged
to prepare and submit quotes. Please make sure all of the following material is reviewed
carefully and considered prior to submitting a quote.
II. START-WORK DATE AND CONTRACT PERIOD
The selected Contractor will be awarded a contract by the Board Members of the Summit
County Board of Elections for a time period of twelve months by the Board Members of
the Summit County Board of Elections. The contract shall contain an option to for the
Summit County Board of Elections to terminate services with a 30 day notice should the
Summit County Board of Elections deem the Contractor’s Services unsatisfactory.
III. TIMELINE
Listed below are specific dates of action related to this RFQ. In the event the Board
finds it necessary to change any of the specific dates and/or times in the calendar of
events listed below, it will do so by issuing a supplement to this RFQ on its website at
www.summitcountyboe.com. The quote should be valid for a time period of 90 days.
Date
Event
March 8, 2013
Issue date of the RFQ
March 8 – March 18, 2013
March 19, 2013 at 3:00 pm
Appointments taken for walkthroughs of Board
Offices
Quote Due Date
April 2, 2013 (estimate)
Evaluation Completed & Board to Vote on Award
May 1, 2013 (estimate)
Contract Start Date
Summit County Board of Elections – Cleaning RFQ
Page 1
IV. BACKGROUND
The Summit County Board of Elections is soliciting quotes for cleaning services at the
Summit County Board of Elections offices located at 470 Grant Street Akron, Ohio
44311. The Board has established its standard level of cleaning to provide both a
sanitary and attractive work environment and ensure the health, welfare and safety of
people who work, conduct business or visit this public building.
V. STATEMENT OF WORK
The selected Contractor shall, in a professional manner, perform the following services
for the Board:
A. Scope of Services
1. Cleaning services shall be for the Summit County Board of Elections.
2. The successful Contractor will be the sole cleaning service Contractor
providing services in the facilities where the Summit County Board of
Elections is located (see Attachment A).
3. Potential Contractors are required to visit the service locations prior to
preparing their bids in order to become familiar with the work sites and their
existing conditions.
4. Appointments will be accepted between the dates of Friday March 8, 2013
and Monday, March 18, 2013. Because the walkthrough requires a Board of
Elections employee escort, appointments will be set between the hours of
8:30 am – 10:00 am and 2:00 pm – 3:00 pm during the scheduled time
period.
5. Cleaning services will not be confined to the interior of the building.
6. Potential Contractors are responsible for calculating and knowing
cleanable square footage using the information from their walkthrough
inspections in order to prepare their quotes.
B. Schedule of Cleaning
1. Attachment A, Schedule of Cleaning, provides a minimum frequency
schedule of the cleaning tasks required.
2. However, your quote may indicate an increase in frequency or a specific
cleaning procedure and/or change in cleaning method to ensure a high
standard of cleanliness, as required in this RFQ.
3. If so, please specify in detail and provide a separate cost breakdown.
4. Unless otherwise specified, all work can be done beginning at 7:30 am, one
half hour prior to the opening of the Board of Elections and concluding at a
reasonable time, or at the end of the work day, concluding by 5:00 PM,
during the B o a r d ’s regular working hours as agreed upon by the Board.
5. The time required to clean each day should be included in the quote as well as
Summit County Board of Elections – Cleaning RFQ
Page 2
the length time the Contractor will need to perform the service each day.
C. Monitoring of Contract Activity
1. The Director and Deputy Director will oversee all contract activity and review
invoices for payment.
2. Attachment A, Schedule of Cleaning, also provides the cleaning standards
that shall be used on a daily basis by the Director or Deputy Director of the
Summit County Board of Elections during periodic quality assurance
inspections to assess the quality of cleaning performance.
3. Work performed outside the scope of the contract, or in greater
quantity/frequency, shall not be payable by the Board unless prior written
approval is obtained from the Director of the Board of Elections or Deputy
Director of the Board of Elections.
4. The Contractor shall, without exception, be held to the terms of the contract
regarding scope of work and compensation.
D. Board Contacts for Questions or Concerns
1. The Contractor must direct any questions or problems to the Director or
Deputy Director.
E. Care of Facilities/Emergencies
1. The Contractor and all its employees shall regularly observe general
conditions of all building areas and report problem areas.
2. The Contractor and all its employees shall be responsible for the knowledge
and use of all fire alarms and prevention equipment.
3. In case of emergency, Contractor’s employees shall notify their supervisor,
who in turn shall contact the following individuals in the following order:
Director, Deputy Director, Assistant to the Director then Assistant to the
Deputy Director.
4. For non-emergency repairs, the Contractor’s desi gnat ed supervisor shall
contact the Director or Deputy Director.
F. Safety and Product Control
1. The Contractor will provide the Board’s designated representative with a
current Material Safety Data Sheet (MSDS) binder on ALL products used
by the Contractor in the provision of the services.
2. In addition, the Contractor will provide all required MSDS information in a
binder at each closet in which such products are kept and are to be used
during the course of performing work.
3. Should there be, any and all fees, which may be required by the S t a t e o f
O h i o , County of Summit or the City of Akron relating to the storage of
hazardous materials on-site shall be paid by the Contractor.
Summit County Board of Elections – Cleaning RFQ
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a. Such costs shall be incorporated into the monthly costs at the
facility, and no additional compensation shall be allowed for such
fees.
4. The Contractor will handle chemicals provided at each site so as to
minimize the possibility of exposure of facility occupants to acid based
or caustic based materials.
5. Whenever possible, the Contractor will provide chemicals, which are in the
neutral range of the Ph scale. All chemicals used shall be pre-approved by
the Director or Deputy Director.
6. All materials, which are stored in the liquid state, shall be stored on shelves
not higher than three (3) feet above the floor.
7. All products stored in secondary containers shall be properly labeled as to
the contents.
8. All unused products and empty containers shall be disposed of by the
Contractor as required by federal, state and local laws and regulations.
9. The Contractor will provide the Board with documentation of proper disposal
of all products and containers used in the performance of services.
G. Storage
1. The Board shall provide storage closets at all facilities where equipment and
supplies can be stored.
2. The Contractor shall keep this area organized and clean at all times.
H. Work Schedule and Staffing
1. The Contractor shall provide a specific monthly schedule of all monthly,
quarterly and semiannual services.
2. Cleaning services shall be provided five (5) days per week at the location
of the Board with the exception of holidays as adopted by the Board
Members of the Summit County Board of Elections.
3. Unless otherwise specified, all work shall be done Monday through Friday, as
agreed upon by the Contractor and the Board.
4. Work shall begin at 7:30 am, one half hour prior to the opening of the Board’s
offices, or at the end of the day concluding prior to 5:00 pm each day.
5. However, pending approval from the Director and Deputy Director, some
monthly, quarterly and semi-annual tasks may be scheduled during
weekends.
6. Additionally, other cleaning service duties may be performed during
weekends or holidays with prior approval from the Director and Deputy
Director.
7. A schedule for the first two (2) months must be provided to the Director and
Deputy Director within five (5) days from the commencement of the
contract.
8. Special Assignments
a. Cleaning service services may be requested during special times of the
year (i.e. weekends during an especially busy Election) which are
Summit County Board of Elections – Cleaning RFQ
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outside of the standard requirements and/or the normal scheduled
cleaning hours outlined herein
b. In such instances, special arrangements will be made forty-eight (48)
hours in advance and shall be for a two (2) hour minimum
response.
c. Contractor shall include in the quote the additional hourly cost per
person for the Board to consider for a special assignment.
I. Infectious Spills
1. Contractor or Supervisor shall be notified b y s t a f f of any infectious
waste (blood, other body fluids, etc.) contamination.
2. Contractor shall provide trained personnel for such cleanups.
3. Materials used to cleanup such spills shall be disposed of into an approved
OSHA infectious biohazards disposal bag following all guidelines
established by OSHA for packaging and removal.
4. It shall be the Contractor’s responsibility to dispose of any contaminated bags.
5. The Contractor shall keep unused bags readily available in each cleaning
service closet.
6. The Board shall require all such incidences, to be reported to the Director or
Deputy Director of the Summit County Board of Elections.
J. Board of Elections Holidays
1. Board will observe the following Board holidays during which no services
will be required unless prior arrangements have been made by the Director or
Deputy Director with the Contractor, or unless the Board has voted on a
variance in the holiday schedule:
New Year’s Day
Independence Day
Thanksgiving Day
Martin Luther King, Jr. Day
Labor Day
Day After Thanksgiving
Presidents Day
Columbus Day
Christmas Eve
Memorial Day
Veterans Day
Christmas Day
K. Contractor’s Supervisor
1. Contractor shall provide and designate a Supervisor to act as coordinator
between the Director and Deputy Director of the Board of Elections and the
Contractor’s staff.
2. Supervisor shall prepare a monthly m a s t e r list of all personnel present
for work, showing the name of each person, area of assignment and the
number of hours worked by each person in each assignment, as certified by
the Contractor’s time records.
Summit County Board of Elections – Cleaning RFQ
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L. Relief Staff for Absenteeism and Vacation
1. Contractor shall provide, at no additional cost to the Board, any and all relief
personnel and overtime work necessary to ensure that all daily routine
services and projects are performed as required under Contract.
2. If the Supervisor is absent, the Contractor shall provide a competent
replacement that has the authority to carry out the requirements of this
contract. The Contractor must notify the Board of any supervisory changes.
M. Telephone, Cell Phone and E-Mail Access
1. The Contractor shall ensure, at its own expense that the Supervisor shall carry
a cell phone which shall be worn at all times during the performance of
services.
2. The cell phone number and e-mail address of the Supervisor shall be provided
to the Board.
3. In case of an emergency, Contractor and/or Supervisor shall be available
to the Board at all times by telephone, e-mail or cell phone.
VI. WORK PERFORMANCE
A. Quality Control
1. Contractor shall adhere to the highest quality of the cleaning service
profession and shall immediately notify the Director or Deputy Director
immediately of any occurrence or condition that interferes with the full
performance of Contract.
2. Contractor shall confirm such notification in writing within 24 hours.
Contractor then shall be permitted to engage the Director or Deputy Director
in conversation to discuss problems, request an inspection of the area in
question and work with the Director or Deputy Director to come to a solution
to the problem.
3. Should the problem not be resolved, the Director and Deputy Director shall
determine what action will then be necessary.
B. Dress Code
1. The Contractor shall ensure that all employees are clean, free of
any offensive odor, neat and appropriately dressed at all times during the
performance of services.
C. Smoking
1. Smoking is not permitted in Board facilities.
Summit County Board of Elections – Cleaning RFQ
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VII. SECURITY REQUIREMENTS
A. Security Rules
1. The Contractor’s employees shall be subject to and at all times conform to the
Board’s security rules and in compliance with Ohio Secretary of State’s
Directive 2012-46 and shall cooperate with all personnel.
2. Any violations or disregard of these rules may be cause for denial of access to
Board property.
3. The Board will issue the Contractor’s employees the security access codes to
the interior security doors located in the front hallway (for 2nd floor access),
the door in the lobby to the front office and the doors in the area near the
employee entrance.
4. Should the Contractor terminate an employee that conducted cleaning
operations at the Board for any reason, the Contractor must notify the
Director or Deputy Director of the Board so that a new access code will be
issued.
5. Under no circumstances shall Contractor’s employees admit anyone to areas
where they are not authorized while the Contractor is performing their
designated services.
6. If the Contractor (including Contractor’s employees) provides any
unauthorized person access to the Summit County Board of Elections offices
improperly, the contract may be terminated immediately.
VIII. EQUIPMENT AND SUPPLIES
A. Items provided by Contractor
1. All materials, supplies, products, tools, equipment, and transportation
required to carry out the cleaning operations within the scope of this RFQ
shall be provided by the Contractor and shall meet the standards of the
Federal Occupational Safety and Health Administration (OSHA), the State
of Ohio safety codes and the County of Summit Codified Ordinance.
B. Items provided by the Board
1. Light, power, hot and cold water, as may be required for Board’s cleaning
activities, and when possible, space for storage of Contractor’s equipment,
cleaning and custodial supplies shall be provided by the Board.
2. In addition, the Board shall furnish paper towels; toilet tissue, liquid hand
soap, freshener refills, air freshener and can liners.
Summit County Board of Elections – Cleaning RFQ
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IX. OTHER REQUIREMENTS
A. Insurance
1. Contractor agrees to provide, upon award of the contract, proof that the
Contractor carries a minimum of $1,000,000 (one million dollars) of General
Liability Insurance.
2. Proof is also required, that the County of Summit will be added as an
Additional Insured to their policy.
3. Contractor should also provide in their quote if the Contractor carries Third
Party Fidelity coverage.
B. Indemnification
1. Contractor agrees to indemnify, defend and hold harmless the Summit County
Board of Elections and the County of Summit all of its employees and agents
from any and all losses, liabilities, negligence, expenses, claims or damages
arising from or relating to the Contractor including the Contractor’s
employees, agents, representatives or any other party working on its behalf.
2. Once the contract is awarded, this indemnification shall survive the
termination of the agreement.
3. Contractor shall waive the protection of any Workers’ Compensation laws
with respect to claims for contributions or indemnification by the Summit
County Board of Elections and the County of Summit.
C. Termination without Cause
1. Upon award of the contract, the Summit County Board of Elections reserves
the right to terminate the agreement or any part of the agreement with a 30
day notice for its sole convenience and without cause.
2. In the event the Contractor provides access to the Summit County Board of
Elections improperly, the Contractor understands this may be grounds for
immediate termination of the contract.
3. In the event of termination, the Contractor will immediately stop all work
related to the agreement.
4. Board will pay the Contractor for all services satisfactorily performed prior to
the notice of termination.
5. There shall not be a termination fee.
Summit County Board of Elections – Cleaning RFQ
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D. Independent Contractors
1. Upon award of the contract, anyone who provides services as an Independent
Contractor will be required to complete an Independent Contractor
Acknowledgement Form. This is a result of recent statutory changes to
OPERS that took effect January 7, 2013.
2. Please contact the Summit County Board of Elections if you believe this
would apply to you prior to providing a quote.
E. Transportation
1. Contractors must furnish their own transportation.
X. QUOTE INFORMATION
A. Pre Quote Walkthrough
1. A pre quote walk through is necessary to answer questions relating to this
quote.
2. Appointments will be accepted between the dates of Friday, March 8, 2013
and Monday, March 18, 2013.
3. Because the walkthrough requires a Board of Elections employee escort,
appointments will be set between the hours of 8:30 am – 10:00 am and 2:00
pm – 3:00 pm during the scheduled time period.
4. The walkthrough will take place at 470 Grant Street Akron, Ohio 44311.
B. How to Request Clarifications or Modifications of the Quote
1. Contractors interested in responding to this solicitation may submit questions
on procedural matters related to the RFQ or requests for clarification or
modification of this solicitation document, including questions regarding the
Attachment.
2. All questions must be submitted via email to [email protected]
or [email protected] and must contain a return email address for
response.
Summit County Board of Elections – Cleaning RFQ
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C. Disposition of Material and Proprietary or Confidential
Information
1. All materials submitted in response to this solicitation document will
become the property of the Board.
2. One copy of a submitted quote will be retained for official files and become a
public record after the deadline.
3. Any material in a quote that a Contractor considers as confidential should
not be included in the Contractor’s quote as it may be made available to
the public.
D. Public Records Requests Regarding the Quotes
1. The Summit County Board of Elections follows the Ohio Sunshine Laws.
2. If a Contractor’s quote contains material noted or marked as confidential
and/or proprietary, that material may be made available to the public,
regardless of the notation or markings.
3. If a Contractor considers the material in the quote to be confidential and/or
proprietary, then it should not include such information in its quote.
E. Costs incurred during quote preparation
1. Contractors submitting quotes do so entirely at their expense.
2. There is no express or implied obligation by the Board to reimburse a
Contractor for any costs incurred in preparing or submitting quotes,
providing additional information when requested by the Contractor,
participating in any selection interviews or product demonstrations, or
participating in this procurement.
F. Ambiguity, Discrepancies or Omissions regarding the Request For
Quote
1. If a Contractor submitting a quote discovers any ambiguity, conflict,
discrepancy, omission, or other error in this solicitation document, the
Contractor shall immediately provide Board written notice of the problem
and request that the solicitation document be clarified or modified.
2. Without disclosing the source of the request, the Board may modify the
solicitation document prior to the date fixed for submission of quotes by
providing an addendum to potential proposers by posting the addendum on
the Board website at www.summitcountyboe.com.
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G. Amendment or Withdrawal of Quotes
1. Deadline to Amend or Withdraw Quotes
a. A Contractor may amend its quote prior to the Quote Due Date and
time.
b. All amendments must be in writing and received by the Board prior to
the Quote Due Date and time.
c. Contractor may withdraw its quote at any time prior to the Quote Due
Date and time by notifying the Board in writing of its withdrawal.
d. Amendments or withdrawals offered in any other manner, than
described above will not be considered.
e. Quotes cannot be amended or withdrawn after the Quote Due Date and
time.
H. Mistake in Quote
1. If prior to contract award, a proposer discovers a mistake in its quote that
renders the proposer unwilling to perform under any resulting contract,
the proposer must immediately notify the Board in writing and request to
withdraw the quote.
2. It shall be solely within the Board’s discretion as to whether withdrawal will
be permitted.
3. If the solicitation contemplated evaluation and award of “all or none” of the
items, then any withdrawal must be for the entire quote.
4. If the solicitation provided for evaluation and award on a line item or
combination of items basis, the Board may consider permitting withdrawal
of specific line item(s) or combination of items.
I. Authorized Signatures and Contact Information
1. Quotes must include the Contractor name, address, e-mail address, telephone
and facsimile numbers, and federal tax identification number.
2. The quote must be signed by a duly authorized officer or employee of the
Contractor and include the name, title, address, telephone number and e-mail
address of the individual who is the Contractor’s designated representative.
J. Validity Period of Quote
1. Quotes will be valid for ninety (90) days after the Quote Due Date specified in
Section III (“TIMELINE”).
2. In the event a final contract has not been awarded by the date specified in
said section, the Board reserves the right to negotiate extensions to the
Quote Validity Date.
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K. Covenant Against Gratuities
1. Contractor warrants by signing its quote that no gratuities, in the form of
entertainment, gifts, or otherwise, were offered by the Contractor or any
agent, director, or representative of the Contractor, to the Director, Deputy
Director, Board Member or any employee of the Summit County Board of
Elections with a view toward securing award of or securing favorable
treatment with respect to any determinations concerning the performance of
any resulting contract.
2. For breach or violation of this warranty, the Board will have the right to
terminate any resulting contract in whole or in part.
3. The rights and remedies of the Board provided in this provision shall not be
exclusive and are in addition to any other rights and remedies provided by
law or under the resulting contract.
L. Reservation of Rights
1. The Board, in its complete discretion, may eliminate quotes that have not met
the minimum qualifications set forth below, or have not scored adequately in
relation to other quotes to warrant further consideration.
2. The Board reserves the right to reject any or all quotes, in whole or in part,
and may or may not waive any immaterial deviation or defect in a quote.
3. The Board’s waiver of an immaterial deviation or defect shall in no way
modify the solicitation document or excuse a Contractor from full
compliance with solicitation document specifications.
4. If a quote fails to meet a material solicitation document requirement, the quote
may be rejected.
5. Quotes that contain false or misleading statements may be rejected if, in the
Board’s opinion, the information was intended to mislead the Board
regarding a requirement of the solicitation document.
M. Requests for Additional Information
1. The Board reserves the right to seek clarification or additional information
from any proposer throughout the solicitation process.
2. The Board may require a Contractor’s representative to answer questions
during the evaluation process with regard to the Contractor’s quote.
3. Failure of a proposer to demonstrate that the claims made in its quote are in
fact true may be sufficient cause for deeming a quote non-responsive.
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N. Secrecy of Quotes
1. In order to keep the process fair, Contractors may not request to see a quote
prepared by another Contractor until after the deadline of 3:00 pm on
Tuesday, March 19, 2013.
2. Contractor may not make any adjustments to their own quote after the
deadline of 3:00 pm on Tuesday, March 19, 2013 (see section X, “QUOTE
INFORMATION”).
O. Evaluation Criteria of Quote
1. Quotes will be evaluated to determine the quote or quotes that offer the
best value to the Board.
2. The evaluation will be based upon, b u t n o t t o t a l l y i n c l u s i v e o f , the
criteria listed below, in no particular order:
a. Proposed work plan
b. Ability to meet requirements as noted in this RFQ
c. Quality of materials proposed
d. Cost/Pricing factors
e. Experience on similar assignment and references
f. Financial viability and stability
3. With regards to cost, the Board reserves the right, in its sole discretion, to
reject any quote whose price is outside of the competitive range.
4. Although some factors are weighted more than others, all are considered
necessary, and a quote must be technically acceptable in each area to be
eligible for award.
P. Interviews and Presentations Regarding Quote
1. Following
the initial screening of quotes, the Board reserves the right to
require, and each Contractor must be prepared to conduct, oral presentations
and other discussions (written or verbal) on the content of its quote either for
the Director or Deputy Director or the Members of the Board at a scheduled
Board meeting.
2. If the Board determines that interviews or presentations are required, selected
Contractors will be notified in writing of the date, place, time and format of
the interview or presentation.
3. Contractors will be responsible for all costs related to the interview, which, at
the Board’s sole discretion, may be in-person and/or by teleconference.
4. Failure to participate in such interviews or presentations may result in a
Contractor’s disqualification from further consideration.
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Q. Negotiations Regarding Quotes
1. If the Board desires to enter into negotiations, they will do so with one or
more Contractors, who have presented, in the opinion of the Director and
Deputy Director, the best quote in an attempt to reach a contract.
2. If the Board enters into negotiations and no contract is reached, the
Board can negotiate with the other Contractors or make no award under this
RFQ. At any time, the Director and Deputy Director can reject all quotes
and make no award under this RFQ.
3. Moreover, the Board reserves the right to reconsider any quote submitted at
any phase of the procurement.
4. It also reserves the right to meet with Contractors to gather additional
information.
5. The Board also reserves the right to award a contract, if any, without
negotiations.
XI. PAYMENT
THE BOARD DOES NOT MAKE ANY ADVANCE PAYMENT FOR
GOODS OR SERVICES.
XII.
AWARD OF CONTRACT
A. Expectations of the Summit County Board of Elections from
Contractor upon Award of Contract.
1. Upon
award, the successful Contractor will be required to negotiate and
agree upon with the Board and the Board’s Legal Counsel on a contract
regarding Cleaning services and provide Certificates of Insurance in
conformance requirements set forth in said contract.
2. The
period for execution of the contract may be changed by mutual
agreement of the parties.
3. Contracts
are not effective until signed by both parties.
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XIII. SUBMISSION OF QUOTES
A. Deadline and Method of Quote Submittal
1. An original and four copies of the quote must be received by the Board no
later than 3:00 p.m. on Tuesday, March 19, 2013.
2. Quotes should be submitted by sealed envelope to:
Summit County Board of Elections
Attention: Director Masich and Deputy Director Zurz
470 Grant Street
Akron, Ohio 44311
3. Late quotes will not be accepted or considered.
4. The Summit County Board of Elections will not be responsible for
quotes delivered to a person or location other than that specified in this RFQ.
5. All quotes shall be submitted in a sealed envelope, clearly marked with the
title of the quote and signed by the Contractor.
6. No faxes or e-mails will be accepted.
XIV. QUOTE REQUIREMENTS
A. Explanation
1. In an effort to ensure the most efficient and economical service, the Board
utilizes the Request for Quote (RFQ) process to procure Cleaning Services.
This process bases the contract award on the Contractor’s evaluation of work
history, technical experience, ability, resources and other pertinent factors of
the proposer in conjunction with the total cost estimate.
B. Requirements
1. In order for Contractors to be considered, Contractor quotes must include each
of the following requirements:
a. A cover letter to introduce the Contractor and briefly summarize the
quote.
b. A t able of contents of material included in the quote.
i. This index must include a clear definition of the material
and be identified by sequential page numbers.
Summit County Board of Elections – Cleaning RFQ
Page 15
c. A detailed description of the Contractor including background,
experience, size and resources, and a concise statement of the
Contractor’s qualifications for performing the requested services.
d. A proposed schedule for the services and days of service for all
requirements listed the RFQ, including Attachment A, Schedule of
Cleaning.
e. A complete cost quote for the Summit County Board of Elections as
listed in this RFQ including a proposed cost for “call-out services”.
f. References: Include a minimum of three (3) clients within the past
two years.
Summit County Board of Elections – Cleaning RFQ
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ATTACHMENT A – SCHEDULE OF CLEANING TASKS
D= Daily, W=Weekly, M= Monthly, A=Annually or Semi-Annually
AREA
REQUEST OF FREQUENCY
OFFICE AREAS, COMPUTER ROOM,
REPAIR & ASSEMBLY AREAS
1. EMPTY ALL WASTEBASKETS AND MONITOR FOR
D
W
M
A
X
WET CONTENTS (FOOD/BEVERAGE), REPLACE
LINER (AS NEEDED), WASH WASTEBASKET WITH
SANITARY CLEANER WHEN SPILLAGE IS OUTSIDE
LINER.
2. VACUUM ALL CARPETED AREAS.
X
3. DUST ALL SHELVES, WINDOW SILLS, FURNITURE,
PAPERLESS DESK TOPS, FILING CABNETS, BASEBOARDS, X
AND HEATING DUCTS.
4. MONITOR WALLS AND CARPET FOR SPOT CLEANING
X
AS NECESSARY.
5. REPORT TO DIRECTOR OR DEPUTY DIRECTOR ANY
X
ROUTINE REPAIRS THAT ARE NEEDED IN WRITING.
6. CLEAN SINKS IN ALL KITCHENETTES “HOSPITAL CLEAN”, X
AND CLEAN COUNTERS.
7. CONCRETE FLOOR IN ASSEMBLY AREA TO BE MOPPED
X
MONDAY, WEDNESDAY, & FRIDAY OF EACH WEEK.
8. VACUUM, DUST, AND EMPTY WASTEBASKETS IN BOARD
X
MEMBERS’ OFFICES.
9. VACUUM, DUST, AND EMPTY WASTEBASKETS IN BOARD
X
ROOM ON MONDAYS.
10. VACUUM ALL CLOTH FURNITURE SEMI-ANNUALLY.
X
AREA
REQUEST OF FREQUENCY
OFFICE AREAS, COMPUTER ROOM,
REPAIR & ASSEMBLY AREAS
D
W
M
11. CLEAN INSIDE WINDOWS SEMI-ANNUALLY.
A
X
12. WIPE DOWN MINI VENETIAN BLINDS
X
AND WINDOW SILLS SEMI-ANNUALLY.
13. DUST AND REMOVE COBWEBS FROM CEILING AND AIR
VENT GRILLES, EXHAUST FAN GRILLES AND LIGHT PANELS.
X
REMOVE DEAD BUGS FROM LIGHT FIXTURES SEMI-ANNUALLY.
COMMON AREAS
D
W
14. EMPTY ALL WASTE BASKETS AND WASTE CONTAINERS, X
REPLACE LINERS, WASH WASTE BASKETS AND WASTE
CONTAINERS WHEN SPILLAGE IS OUTSIDE OF LINER.
15. VACUUM ALL CARPET AND ENTRANCE RUNNERS AND
X
ELEVATOR CARPET.
16. MOP ALL TILE AND FLOORS IN ALL HALLWAYS, LOBBY,
X
AND ENTRANCES WITH CLEAN, CLEAR WATER -- NO
SOAP.
17. CLEAN ALL GLASS DOORS AND LIGHT PANELS
X
AT EVERY AT EVERY ENTRANCE AND ALL DOOR HANDLES.
REMOVE SMUDGES AND FINGER PRINTS FROM PAINTED
DOOR SURFACES.
18. CLEAN ALL DRINKING FOUNTAINS (“HOSPITAL” CLEAN).
19. STAIRWAY, STAIRWELLS, AND LANDINGS ARE TO BE
SWEPT, WET-MOPPED AND RAILINGS CLEANED.
D= Daily, W=Weekly, M= Monthly, A=Annually or Semi-Annually
X
X
M
A
AREA
REQUEST OF FREQUENCY
COMMON AREAS
D
20. MONITOR WALLS, FURNITURE AND CARPETS FOR SPOT
W
M
A
X
CLEANING AS NECESSARY.
21. WIPE AND POLISH ELEVATOR WALLS.
LAVATORIES
X
D
22. FLOORS SWEPT AND WET-MOPPED WITH
W
X
DISINFECTANT DEODORIZER.
23. EMPTY ALL WASTE CONTAINERS, REPLACE LINERS,
X
SANITIZE CONTAINERS AS NEEDED.
24. CLEAN AND DISINFECT URINALS AND TOILETS.
X
25. CLEAN MIRRORS.
X
26. CLEAN ALL SINKS (“HOSPITAL” CLEANED).
X
27. CLEAN ALL CHROME FIXTURES.
X
28. REPLENISH AND REPLACE SOAP AND TOILET
X
TISSUE AS NECESSARY.
29. PARTITIONS CLEANED ONCE A WK. AND SPOT
CHECKED DAILY.
X
30. CLEAN BOARD MEMBERS LAVATORY.
X
31. ALL WALL TILE IN RESTROOMS WIPED WITH
X
SANITIZING CLEANER, DUST EXHAUST FANS
THE FIRST WEEK OF EACH MONTH.
D= Daily, W=Weekly, M= Monthly, A=Annually or Semi-Annually
M
A
AREA
REQUEST OF FREQUENCY
STAFF LOUNGE AND KITCHEN AREAS
D
32. EMPTY ALL WASTE CONTAINERS, REPLACE LINERS,
W
M
A
M
A
X
SANITIZE CONTAINERS AS NEEDED.
33. WIPE OFF TABLES AND CHAIRS.
X
34. SPOT CLEAN STAFF DINING ROOM WALLS.
X
35. WIPE OFF THE FRONT DOORS OF ALL VENDING
X
EQUIPMENT.
36. CLEAN KITCHEN SINK (“HOSPITAL” CLEANED).
X
37. FLOORS SWEPT, MOPPED AND DRIED.
X
38. WIPE CLEAN OUTSIDE OF REFRIGERATOR,
X
MICROWAVE OVEN AND COFFEE MAKER.
39. WASH WALLS AND CUPBOARDS.
X
OUTSIDE BUILDING, SIDEWALKS,
AND PARKING LOT AREAS
D
40. SWEEP SIDEWALKS WEEKLY.
41. REMOVE ANY TRASH FROM PARKING LOT AND
X
X
SIDEWALKS AS NEEDED.
42. REMOVE ANY LEAVES AND TRASH THAT MAY
ACCUMULATE AROUND DOOR ENTRANCES
AS NEEDED.
D= Daily, W=Weekly, M= Monthly, A=Annually or Semi-Annually
W
X
OTHER TASKS
AS SPECIFIED BY NEED:

ALL TILE FLOORS TO BE STRIPPED, SEALED AND WAXED. AS NEEDED.

SHAMPOO OR COMMERICAL CLEAN CARPETED AREAS ONCE A YEAR. SHAMPOO HIGH TRAFFIC
AREAS ONCE OR TWICE A YEAR AS NEEDED.

CLEAN EXTERIOR WINDOWS SEMIANNUALLY

MOP FLOOR OF SERVER ROOM QUARTERLY.
MISCELLANEOUS:

REPLACE MOP HEADS FREQUENTLY TO AVOID ODORS AND STREAKS LEFT ON ALL FLOORS.

SPOT CLEAN CARPET SPILLS WITH OUTLINED PROGRAM.

COMPUTERS, PRINTERS, OTHER OFFICE EQUIPMENT, DESK TOPS, AND VEHICLES ARE NOT TO
BE MOVED, DUSTED, NEITHER CLEANED NOR SHUT OFF.