JANITORIAL SERVICES REQUEST FOR PROPOSAL General Bid ...

JANITORIAL SERVICES
REQUEST FOR PROPOSAL
General Bid Information/Instructions
The Company requests your proposal for contract janitorial services to be performed at The
Building. While costs are always a consideration, all prospective contractors should be aware of
and understand our commitment to excellence for the tenants and Owners of our facilities.
In complying with this Request for Proposal bidders are required to provide specific information
regarding productivity rates, hours provided, equipment, quality assurance, etc. Company also
requests that each contractor illustrate their professional expertise to successfully accomplish our
overriding goal - TENANT SATISFACTION.
1. Evaluation Criteria
The following criteria will be considered during the evaluation process to select the
janitorial contractor best suited for The Building. This listing does not necessarily
represent the order of importance of each factor:
• Technical ability of the contractor to provide the desired service.
• Reputation of the contractor for consistent quality service.
• Contractor's understanding of, and commitment to, Company's standards.
• Cost of service based upon hours provided.
• Productivity.
• Quality Assurance/Customer Service: Proactive vs. Reactive.
• Contractor's proposed plan of service.
2. Bid Format
All proposals submitted for consideration must be structured as set forth in this section.
The information set forth is the minimum required in order to qualify for favorable
consideration. Company encourages all contractors to provide their professional
recommendations or any other information they feel may reflect favorably for their
consideration in the selection process.
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Copyright © TFM. All Rights Reserved.
Prepared by: Michael McCormick - 1998

PART 1 - TECHNICAL/INFORMATION SECTION
This section demonstrates the contractor's ability to provide the standard of service
desired by Company for its tenants and Owner.
A. Your complete Operational and Management Plan detailing your plan for
successful service to the building.
B. Your "start up" plan to ensure a smooth transition and little disruption to the
tenants of the building.
C. References, complete with contact names and telephone numbers, of all properties
over 200,000 square feet which are currently under contract and a separate list of
all contracts which have been canceled during the past twelve months.
D. Detailed Staffing Plan of personnel permanently assigned to the building complete
with:
1. Daily/Nightly hours.
2. Work assignments.
3. Job duties.
NOTE: Total hours deemed necessary and guaranteed based upon 100% building
occupancy should be clearly indicated.
E. A copy of your standard insurance coverage providing the following minimum
requirements:
1. Broad Form Commercial General Liability with a combined single limit of
not less than $2,000,000 per occurrence, including products/completed
operations, contractual insurance and broad form property damage
2. Automobile Liability Insurance with minimum limits of $250,000 for each
person, $500,000 for each occurrence for bodily injury and $100,000 for
each occurrence for property damage. Coverage will include all owned,
non-owned and hired vehicles, if applicable.
3. If chosen as the selected contractor, a certificate of insurance will be
required naming the following as additional insureds:
Company Name - (Managing Agents)
F. The proposal submitted by the selected contractor will become part of the
agreement for janitorial services and Company's Standard Contract Addendum
will be attached. The proposal must conclude with the phrase "This proposal is
November 5, 2008
\ADDENDUM
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subject to the attached addendum" and be initialed by the contractor. A copy of
the addendum is attached to this RFP as Attachment A.
G. A detailed listing of all motorized and non-motorized equipment proposed to be
furnished and utilized by the contractor to ensure satisfactory performance.
Company reserves the right to approve and specify changes in equipment
proposed to protect the interest of the Owners and the building.
H. Contractor will agree to provide paper and plastic products as specified in the
contractor's response. Any variations in products utilized must first be approved
by Company in writing.
I. Contractor may recommend cleaning products to be utilized in the proper
maintenance of the building. Company reserves the right to approve all products
utilized. The contractor is fully responsible for the safe storage, use, and
protection of their employees while utilizing these products. The contractor shall
comply fully with all OSHA regulations. Company shall be provided with
appropriate MSDS sheets upon start of contract.
J. Contractor should set forth their approach to Quality Assurance and how their
system will benefit Company and our tenants.
K. Contractor should illustrate how their operation approach will accomplish the
following goals:
1. Maximum staff productivity.
2. A level of service to satisfy Company's standards.
PART II - PRICING SECTION
Several exhibits are provided within this RFP and must be completed in order that your
proposal for service may be considered. In addition, Company recommends the
following factors be addressed in your presentation and included in your total price and in
the cost per hour provided comparison:
NOTE: Variations in the format of these exhibits will not be accepted. All additional
information submitted by Contractor must be presented separately.
A. Paper Products: Only the brand and type specified in Attachment A of this RFP
may be utilized unless otherwise approved in writing by Company.
B. Cleaning Supplies: Same as Item A above, where applicable.
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Copyright © TFM. All Rights Reserved.
Prepared by: Michael McCormick - 1998

C. Equipment Cost: Company respects the professional ability of each prospective
contractor to select the best possible cleaning equipment available. However, we
recommend that extra diligence be taken during the preparation of your
operational plan to ensure the proper equipment is included to satisfactorily
accomplish any particular requirements of the building as set forth in this RFP.
D. Uniforms: All contractor's employees must be provided with uniforms
appropriate to their position, job responsibilities, and service to The Building.
Uniforms must clearly identify personnel as employees of the contractor.
E. Holiday/Vacation/Benefit Costs: If applicable, these costs should be calculated in
the total price for services provided, and the cost per hour provided. For the
purpose of your bid preparation the "non-service" or "lease holidays", when
service is not required, are listed in Exhibit B.
F. Other Costs: Any other costs associated with the successful accomplishment of
the standards desired shall be the responsibility of the contractor and included in
the total price for service.
PART III - ADDITIONAL INSTRUCTIONS
Contractors are requested to provide all applicable exhibits for "standard" parttime
service (6:00 p.m. to 10:00 p.m.) as well as full time service (6:00 p.m. to
2:00 a.m.)
PART IV - PERFORMANCE INCENTIVE PLAN
Contractors shall be compensated for actual square feet cleaned at the rates set forth,
based upon performance, in Exhibit C of this Agreement.
In reviewing Exhibit C it should be clearly noted that the Monthly Performance Score of
80 - 85% represents the "mean", or minimum standard of service acceptable to Company
for The Building. This level should not be considered the consistent level of
performance desired by Company for the tenants of the building.
Company reserves the sole right to terminate this Performance Incentive Program at any
time upon thirty (30) days written notice to the Contractor. Should this occur, the costs
for services rendered shall be based upon Exhibit C of this Agreement.
November 5, 2008
\ADDENDUM
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ATTACHMENT A
- S T A N D A R D C O N T R A C T -
A D D E N D U M
This Addendum is part of that certain agreement by and between
("Contractor") and The Company Limited Partnership ("Owner") through Management
Company (Managing Agent") dated , 19 (the "Agreement") for work to be performed at
the property commonly known as The Building located at Building Address. (the "Property"). In the
event of any conflict between the terms of the Agreement and the terms of this Addendum, the terms of
this Addendum shall control.
1. INSURANCE: It is expressly agreed between the parties hereto that Contractor, before
commencing work, shall provide Owner with Certificates of Insurance as evidence of having in force
Workers' Compensation providing statutory benefits for Contractor's employees as required by the
District of Columbia , and will be endorsed to waive subrogation against Owner and Managing Agent;
Broad Form Commercial General Liability with a combined single limit of not less than $2,000,000 per
occurrence, including products/completed operations, contractual insurance and broad form property
damage; and Automobile Liability Insurance with minimum limits of $250,000 for each person,
$500,000 for each occurrence for bodily injury and $100,000 for each occurrence for property damage.
Coverage will include all owned, non-owned and hired vehicles, if applicable. Liability policy shall
name Owner and Managing Agent as additional insureds.
2. LIABILITY: Neither Owner nor Managing Agent shall be liable or responsible for any
loss or damage to any property or equipment owned, rented or used by Contractor during the
performance of this Agreement and Contractor hereby waives its right or its insurer's right to file a
claim against Owner or Managing Agent for any loss or damage.
3. INDEMNITY: Contractor agrees to hold harmless, indemnify and defend Owner and
Managing Agent from and against all claims for personal injury or property damage made by any party
against Owner or Managing Agent which claims arise out of the performance of Contractor and/or any
of Contractor's subcontractors, agents and/or employees with regard to this Agreement.
4. ENVIRONMENTAL COMPLIANCE: Contractor represents, warrants, and
covenants to Owner that Contractor shall at no time use or permit the Property to be used in violation
of any applicable laws, codes and/or regulations dealing with the environment ("Environmental
Regulations"). Contractor shall assume sole and full responsibility for, and shall remedy at its sole cost
and full responsibility for, and shall remedy at its sole cost and expense, all such violations, provided
that Owner's approval of any remedial actions shall first be obtained, in writing, which approval shall
not be unreasonably withheld. Contractor shall at no time use, generate, release, store, treat, dispose
of, or otherwise deposit, in, on, under or about the Property, any material or substance which may be
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Copyright © TFM. All Rights Reserved.
Prepared by: Michael McCormick - 1998

hazardous or toxic as determined from time to time by any governmental body or by Owner
("Hazardous Materials"); or permit or allow any third party to do so, without Owner's express, prior,
and written consent. Contractor's compliance with the terms of this Paragraph 9 and with all
Environmental Regulations shall be at Contractor's sole cost and expense. Contractor shall pay or
reimburse Owner for any costs or expense incurred by Owner, including reasonable attorneys',
engineers', consultants' and other expert' fees and disbursements incurred or payable to determine,
review, approve, consent to or monitor the requirements for compliance with Environmental
Regulations, including, without limitation, above and below ground testing.
Any and all chemical containers, vessels or other equipment supplied by Contractor for use by
Owner and/or for use on the Property, shall remain the property of Contractor. Upon notification from
Owner, Contractor shall cause such items to be removed from the Property and properly disposed of, in
accordance with the applicable laws, codes or regulations, at Contractor's sole expense and
responsibility.
If Contractor fails to comply with the provisions of this Paragraph 4, Owner shall have the
right, but not the obligations, without in any way limiting Owner's other rights and remedies, to take
such actions as Owner deems necessary or advisable to clean up, remove, resolve, or minimize the
impact of, or otherwise deal with, any Hazardous Materials on or affecting the Property following the
receipt of any notice or information asserting the existence of any Hazardous Materials. All reasonable
costs and expenses paid or incurred by Owner in the exercise of any such rights shall be payable by
Contractor to Owner upon demand.
5. IMMIGRATION REFORM AND CONTROL ACT: Contractor agrees at all times
to remain in strict compliance with all terms, provisions, regulations and rulings relative to the
Immigration Reform and Control Act of 1986 ("IRCA"). Contractor shall verify the identity and
eligibility for work within the United States of all employees of Contractor assigned to the Property.
Within three (3) days of receipt of a written request from Owner, Contractor shall provide Owner with
copies of the I-9 form or such other documentation as may be appropriate to satisfy Owner as to
Contractor's compliance with IRCA.
Contractor agrees to defend and indemnify Owner and Owner's agent and their respective
affiliates and subsidiaries, and their respective directors, partners, officers, agents, representatives, and
employees from and against any claims, actions, suits or proceedings of any type whatsoever arising
out of or in any way connected with Contractor's breach of the terms of the paragraph immediately
above.
6. CANCELLATION: This Agreement may be cancelled by either party upon thirty (30)
days written notice.
7. SALES TAX: Contractor hereby agrees to be responsible for payment to the applicable
taxing authority of any and all sales tax generated as a result of this Agreement.
November 5, 2008
\ADDENDUM
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8. LIENS: Contractor shall not create or permit to be created or to remain, and will
discharge, any lien of mechanics, laborers or material men for work alleged to be done or materials
alleged to be furnished in connection with the Property; provided, however, that Contractor shall not be
required to discharge any such liens, encumbrances or charges as may be placed upon the Property by
the act of Owner.
9. INDEPENDENT CONTRACTOR: Contractor is an independent contractor with
respect to the performance of the Work. This Contract is not intended to be one of hiring under the
provisions of any workers' compensation or other laws and shall not be so construed.
CONTRACTOR:
OWNER:
The Company Name
By:
Management Name,
By:_____________________ By: _________________________________
Name
Title
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Copyright © TFM. All Rights Reserved.
Prepared by: Michael McCormick - 1998

ATTACHMENT B
Building Information - EXAMPLE ONLY
Rentable No. of Restroom
Floor Sq.Ft. Fixtures*
2 20,088 20
3 21,097 20
4 20,357 20
5 21,061 20
6 21,187 20
7 21,802 22
8 21,327 20 (Private restroom in suite 820)
9 20,933 20 (1 shower in men's restroom)
10 20,696 20
11 21,897 20
G 1
* Does not include private tenant facilities.
Total Rentable Sq. Ft. Maintained: 210,445
Main Lobby Floor Surface:
Marble
Current Lobby Maintenance Program: Floor finish and maintenance by janitorial contractor.
Separate Contract:
No
Number of Garage Level Lobbies:
One
Floor Surface:
Tile
Approximate (full building) population: 1,200
Description of paper and plastic products to be utilized:
Paper Towels: C-Fold 150
Toilet Tissue: Scott 2-Ply 446
Seat Covers: Protecto
Plastic Liners: Small 6+ micron, Large 16+ micron
Other: Scott Pearlized Hand Soap
Schedule of Building Operation:
List of Janitorial Service days required for 1995/96 contract period:
August 23 December 20 April 22
September 20 January 22 May 22
October 22 February 20 June 20
November 20 March 21 July 21
Total 1995/96 Contract Period: 253
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EXHIBIT A
"Standard"
Janitorial Service Specifications
I. SCOPE OF WORK
A. Purpose:
II. GENERAL
The intent of these specifications are that the Contractor shall be responsible for
providing the expected Company standard of quality janitorial service in a first class,
professional and consistent manner. Company and its management stall shall be the
sole judge of said quality and the required frequencies necessary to ensure achievement
of the desired standard.
B. Areas to be Maintained:
Contractor shall perform services set forth herein throughout the entire facility;
including all commercial tenant office spaces, lobbies, corridors, garage elevator
lobbies, stairways, loading docks, restroom facilities, service and utility areas, and
elevator cabs.
A. Requirements:
Contractor shall provide all labor, materials, equipment and supervision necessary or
appropriate to provide the standard of service described in this Agreement. Contractor's
responsibilities shall include, but not be limited to, the following requirements:
1. Schedule of Service:
a. All nightly service shall be performed five (5) nights per week, Monday
through Friday, excluding specified "non-service days".
b. No nightly services (including required make-up work) is to be provided
on Saturdays and Sundays unless directed by Company.
c. Holidays/Non-Service Days are set forth in Exhibit A-1. If services are
required on said non-service days. Company shall notify Contractor and
provide additional compensation to Contractor as set forth in the
Agreement.
d. One day porter, Monday through Friday, from 6:00 a.m. to 3:30 p.m. to
perform the duties listed in Exhibit C.
B. Supervision:
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Contractor shall employ, and permanently assign to The Building, adequate competent,
professional supervisory personnel capable of ensuring the accomplishment of the
standards as desired by Company.
1. On-site Management:
a. Contractor shall permanently assign to The Building a qualified
operational management staff member to have overall control of
Contractor's janitorial service program at the site. This employee must
be available for interaction with on-site Company management and
tenant representatives on an on-call basis. This employee shall present a
qualified, professional appearance representative of the standard of
service desired. Final approval of the individual selected by Contractor
for this critical position, shall be that of Company.
b. The duties and responsibilities of this management staff member shall
include, but not be limited to, the following:
1) Daily interaction with Company management
2) Quality Assurance Inspections.
3) Tenant interaction as deemed necessary by Company
management.
4) Overall supervision of the janitorial services program.
5) Work scheduling to ensure maximum productivity.
6) Equipment and supply management.
7) Ensure compliance of Contractor's staff with tenant and building
security rules and procedures.
8) Follow-up on tenant complaints and special requests.
9) Provide written reports and responses as deemed necessary.
2. Supervision:
Contractor shall employ, and assign permanently to the site, only those
supervisory personnel qualified to ensure achievement of the standards desired
by Company.
a. All supervisory employees shall be able to communicate easily
with Company on-site staff.
b. Supervisory employees shall present a professional appearance at
all times. Uniforms are required for supervisory employees.
c. Contractor shall provide a sufficient number of supervisory
employees to ensure achievement of the consistent standard of
service desired.
d. Supervisory employees shall be assigned to the building on a
permanent basis.
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C. Management and Quality Assurance:
1. Contractor shall assign the overall responsibility for the successful operation of
their janitorial service program to a qualified, professional operational
management representative. This individual shall be designated the Contractor's
representative to the Company on-site management staff for the purpose of;
problem resolution, special projects, reports, status and progress meetings, etc.
2. Contractor shall institute a Quality Assurance Program, separate from that
accomplished by Contractor's on-site management staff, to ensure consistent
accomplishment of the standards desired by Company. All reports resulting
from this program shall be provided to Company management.
D. Personnel:
1. Contractor shall employee, on the site, only persons skilled and trained in the
duties assigned to them by Contractor.
2. All work performed by employees of the Contractor shall be performed with the
utmost regard for safety of the individuals performing the work, the tenants, the
public at large, and in a manner not posing any risks to persons or property.
3. Contractor's employees shall, while on the premises, present an appearance, and
conduct themselves in a manner, consistent with the standards desired by
Company.
4. Contractor shall promptly replace personnel deemed unsatisfactory, at the sole
discretion of Company, with qualified employees.
5. All employees of the Contractor, including supervision, shall be required to sign
in, at the start of their assigned work shift, and sign out, upon completion of the
work shift, at the building lobby attendant desk in the Contractor Register.
6. Employees of the Contractor should not be in the facility any earlier than fifteen
(15) minutes prior to the start of their assigned work shift, and must depart the
premises immediately upon completion of their assigned work shift.
7. Contractor's employees shall comply fully with all safety and security standards
and other rules set forth by Company for the building.
E. Uniforms and Identifications:
1. Contractor shall provide uniforms for all their employees suitable to ensure the
appearance desired by Company is presented to the tenants of the building at all
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times. Company reserves the rights to approve or disapprove any uniform
selected by Contractor.
2. Uniforms provided by Contractor must clearly indicate the persons are
employees of the Contractor.
3. Contractor shall provide all their employees assigned to the site with easily
recognized photo I.D. badges, or permanently affixed name tags.
4. Employees must be wearing the appropriate uniforms and display their I.D.
badge in order to perform their duties in the building.
F. Equipment:
1. Contractor shall furnish, and inventory at the site, all cleaning equipment
necessary to ensure the accomplishment of the standards desired at all times,
including, but not limited to, those items set forth in Exhibit D.
2. Equipment shall comply with all safety requirements and function properly at all
times.
3. Equipment shall be equipped with all necessary protective padding to prevent
damage to building finishes and tenant property.
4. Contractor shall ensure its employees are provided necessary safety protection
required while using motorized equipment.
G. Supplies:
1. All supplies utilized by Contractor must be appropriate for the job to be
accomplished and be of no harm to the affected finish.
2. Cleaning chemicals must be approved for use and storage within the building by
Company.
3. Contractor shall supply its employees with sufficient quantities of chemicals,
materials, and tools to consistently accomplish the standards desired.
4. MSDS sheets shall be provided to Company.
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H. Paper Products:
1. All paper products supplied by Contractor shall be those set forth in Attachment
B.
2. Contractor shall provide sufficient quantities to the site to ensure no interruption
in the supply of paper products at any time.
3. Delivery of paper products, along with all necessary chemical supplies, shall be
the responsibility of Contractor.
4. Products by other manufacturers, or of different quality, other than specified
shall not be acceptable unless prior written approval from Company is obtained.
I. Storage:
1. Contractor shall have use of adequate storage space, at no cost, for supplies,
materials, and equipment, within the facility. Location of this area is subject to
change at the sole discretion of Company.
2. Contractor shall not utilize janitor closets located on tenant floors for the storage
of equipment and supplies without prior approval of Company.
3. All storage areas utilized by Contractor, including janitor closets, shall be
maintained in a clean and orderly condition consistent with the standard desired
for the entire facility.
4. Contractor, at its expense, may have telephone service installed in its storage
location.
5. Contractor's storage area shall serve as the assembly/staging areas for its
janitorial staff.
III.
RULES
Contractor shall at all times maintain good order amount its employees and shall ensure
compliance, by its employees, of building rules and regulations.
IV.
SECURITY
A. Contractor assumes full responsibility of Contractor's employees adherence to all
building security regulations while performing their work assignment on the
premises.
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1. Contractor's employees shall not admit anyone into the facility not
authorized by Company or tenants possessing access cards or keys.
2. Contractor's employees shall work behind locked doors while cleaning
tenant occupied space.
3. Contractor's employees shall not assist anyone in gaining access to tenant
space other than those authorized by Company. Tenants authorized
admittance are assumed to possess their own keys for access.
4. Upon completion of nightly duties in tenant spaces Contractor's
employees shall turn off all lights and lock (including dead bolts) all
tenant suite entrance doors.
5. Contractor's employees, through its supervisors, shall report any
irregularities to Company management.
6. Contractor's supervisory staff shall report maintenance problems
encountered during service hours, or any existing or potential safety
problems, in writing, to Company through the Company management
staff.
7. Contractor shall be responsible for access cards and "hard" keys issued
by Company to enable Contractor to perform the assigned tasks under
this Agreement. Replacement and/or re-keying costs resulting from
Contractor's employees' negligence shall be the full responsibility of
Contractor.
8. Contractor shall not allow any keys to be reproduced at any time.
9. Contractor shall not allow any keys or access cards to leave the building,
for any reason, without prior written approval of Company.
V. JANITORIAL SERVICE TASKS AND FREQUENCIES OF ACCOMPLISHMENT
This section represents the "minimum" requirements and frequencies necessary to
ensure the successful accomplishment of Company service standards. Regardless of
frequency guidelines set forth herein it shall be the full responsibility of the Contractor
to ensure the successful accomplishment of the desired standards. The requirement of
"as necessary" is utilized herein to ensure this accomplishment.
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A. Building Entrance/Main Lobby Area:
(Standard Desired: An entrance to the facility presenting a clean, first class
impression of the facility for tenants and visitors. Glass, metal, and wall
surfaces to be smudge and stain free. Lobby finishes shall have no visible debris
or dust on both horizontal and vertical surfaces. Floor surface shall be
maintained in a manner which is free of dust, dirt, stains, and traffic wear
patterns.)
1. Daily/As Necessary
a. Thoroughly clean the entire glass entrance doors, including
handles.
b. Thoroughly dust all lobby furniture and fixtures.
c. Remove all fingerprints, smudges, and dirt from all vertical
surfaces within 72" from floor.
d. Thoroughly clean Directory Board.
e. All carpeted areas shall be thoroughly vacuumed. Spot cleaned
as necessary. This shall include walk-off mats if present.
f. Hard surface floor areas shall be maintained in a manner which
consistently presents the appearance desired without visible
evidence of traffic patters. Particular attention shall be paid to
edges to ensure a proper, dust free, consistent appearance. Any
damage to the stone surface, resulting from improper care, shall
be the responsibility of the Contractor.
g. All metal surfaces shall be maintained in a manner consistent
with the original intent of the manufacturer and the desires of
Company.
2. Periodic
a. Strip, refinish, or otherwise maintain hard surface floor finishes
to ensure an appearance consistent with that desired by Company.
b. Thoroughly clean, monthly, in a manner specified by
management, all carpeted floor surfaces, including area carpets.
c. Dust and damp wipe, to remove all residue on a quarterly basis,
all vertical surfaces above 72" in height. If special lift equipment
is necessary this item shall be considered a special request,
outside the terms of this Agreement.
d. On a quarterly basis all air diffuses and light fixtures will be
thoroughly washed and wiped clean.
B. Elevators:
(Standard Desired: All elevator doors shall be free of dust and stains inside and
out. Tracks are to be cleaned and maintained in a manner which presents the
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highest standard of quality. The interior of the elevator cab shall be free of dust,
smudges, and cleaning chemical residue, including corners and edges. Cab floor
should be free of debris and stains.)
1. Daily
a. Damp wipe, dust and/or thoroughly clean, using the appropriate
chemicals and polishes, all exterior and interior doors, cab walls,
door frames, and indicator panels.
b. Vacuum all carpeted floor surfaces to remove soil, loose debris,
and dust. Particular attention should be paid to edges. Spot clean
as necessary.
c. Clean and/or polish tracks, plates and grooves.
2. Periodic
a. Dust inside of telephone cabinets weekly, clean thoroughly
weekly.
b. Thoroughly dust ceilings, light fixtures and ceiling finishes
weekly.
c. Carpets to be cleaned monthly using the extraction method, or
more often if necessary.
C. Tenant Occupied Areas:
(Standard Desired: The Company goal is to provide the tenants of our building
with the best possible work environment possible. Therefore, we expect a
janitorial maintenance program to consistently provide the services necessary to
accomplish our goal of Tenant Satisfaction. Tenant areas shall be maintained in
a manner which shall provide a secure, clean, and sanitary work place, with the
least amount of tenant disruption and inconvenience possible. This specification
includes all tenant occupied areas.)
1. Daily
a. Empty and wipe clean all ashtrays.
b. Empty all waste baskets and reline with approved liner as
necessary.
c. Remove all waste to designated area.
d. Dust all horizontal surfaces. Paper shall not be disturbed on
desks.
e. Clean all glass furniture tops.
f. Vacuum all carpets.
g. Sweep and damp mop all non-carpeted areas to produce a
thoroughly clean appearance.
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h. Damp wipe and clean all counters, tables, chairs and tops of
appliances in kitchen/break areas. Dust thoroughly.
i. Thoroughly clean and polish all water coolers and fountains.
j. Windows shall remain closed and locked.
k. Venetian blinds shall remain in the position found or adjusted as
requested.
l. Spot clean all carpeting, report areas cleaned to Company.
2. Weekly
a. Detail vacuum all carpets, including under moveable furniture,
with particular attention to edges.
b. Clean all window frames, sills, chair rails, convector tops, picture
frames or frames of wall hangings within 72" of the floor surface.
c. Vacuum all upholstered furniture and wipe legs to remove dust.
d. High dust within 72" of the floor.
e. Clean all baseboards.
3. As Necessary
a. Wipe clean all telephones.
b. Clean doors, door frames, walls, mill work, file cabinets, name
plates, and switch plates to remove fingerprints, spills, and other
markings.
c. Clean all interior partition glass windows and entrance doors.
d. Clean all metal trim work.
e. Maintain all composition hard surface floor to ensure a scuff-free
high gloss, clean appearance, where possible.
4. Periodic
a. Dust all window blinds monthly.
b. Clean all lighting and ventilation fixture every two months.
5. Other
a. Remove all recyclable materials to designated areas as specified
by Company.
b. Lights shall be turned off and doors locked unless specifically
designated otherwise.
c. Wash waste receptacles as designated by Company.
d. Clean inside of closets, including shelving, upon request of
Company.
e. Perform work designated by Company to ensure standard desired.
D. Common Area Corridors and Elevator Lobbies:
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(Standard Desired: Provide a standard of maintenance throughout common area
corridors consistent with the image desired by the tenants of the building and
Company. Areas shall be free of all visible dirt, debris, stains, and dust.)
1. Daily
a. All carpeted floor surfaces are to be vacuumed including edges
and under furniture.
b. Baseboards shall be wiped with a treated dust cloth.
c. Spot clean carpet and baseboards as necessary.
d. All hard surface floors shall be dust mopped, wet mopped, spray
buffed, and refinished as necessary to preserve and present a
uniform appearance free of wear patterns, stains and scuffs,
where possible.
e. Washable wall surfaces shall be spot cleaned to remove all
smudges, stains and hand prints.
f. Service elevator areas shall be maintained in the same manner as
elevator areas.
g. Doors and door frames shall be spot cleaned to remove hand
marks and stains. Dust as necessary.
h. Glass entrances and doors shall be spot cleaned to remove any
fingerprints, smudges or stains.
i. All metalwork, such as mail chutes, door hardware, metal
lettering, etc., shall be wiped clean and polished as directed by
management.
j. Elevator doors and tracks shall be wiped down and polished if
necessary to remove all dust, marks, and stains.
k. Remove all debris from cigarette urns or ash receptacles.
l. Dust furniture, accessories, ledges, and all other horizontal
surfaces using a treated cloth. Vacuum upholster as necessary.
2. Weekly
a. Thoroughly clean glass entrances and doors.
3. Monthly
a. Dust all areas not accomplished during daily maintenance
schedule. This shall include, but not be limited to, ledges, air
diffuses, vents, lights, etc.
b. Dust venetian blinds, if applicable.
4. Quarterly
a. Dust and damp wipe, where necessary, all light lenses and
fixtures including exit lights. This does not include parabolic
light lenses.
18

. Wash and dry all air diffuses.
E. Restroom Facilities (Including tenant facilities):
(Standard Desired: A consistently hygienic facility, free of odors, stains, dust,
dirt, residue of any kind, maintained in a manner which shall provide maximum
comfort to the tenants of the facility.)
1. Daily
a. Damp wipe with a mild, non-abrasive approved germicidal
detergent all counter tops, doors, walls, door frames, kick plates,
thresholds and partitions.
b. Clean and polish towel and tissue dispensers, flushometers,
shelves, fixtures, and all other metal surfaces to remove all soil.
c. Thoroughly clean all mirrored surfaces to a clean, streak-free,
appearance.
d. Empty and damp wipe all waste paper containers. Replace liner
daily.
e. Thoroughly clean sinks and polish fixtures.
f. Toilets, toilet seats, and urinals shall be thoroughly cleaned using
an approved germicidal cleaner. All stains, streaks, ad deposits
shall be removed. Clean and polish all bright work. Upon
completion of cleaning, toilet seats shall be left in the upright
position.
g. Empty and thoroughly clean feminine product disposal
receptacles where applicable and replace liner.
h. Sweep and wet mop floor using germicidal detergent approved by
management. Particular attention shall be paid to corners and
edges to prevent splashing and build-up.
i. Refill all toilet tissue, paper towel, soap and toilet seat cover
dispensers using management approved products specified on
Attachment B. Partial rolls of toilet tissue shall not be left in the
stalls.
j. Thoroughly clean all counter tops to eliminate build-up of soap
residue and calcium deposits.
2. Weekly
a. Thoroughly wash partitions and walls. Remove graffiti where
possible. If not possible, report to Company.
b. Thoroughly clean base of walls and edges.
c. Dust ventilating diffuses and light lenses.
d. Pour water, and appropriate chemical, down floor drains to
reduce odors, where applicable.
19

3. Monthly
a. Machine scrub floors with particular attention paid to grout,
corners and edges.
4. Quarterly
a. Thoroughly wash walls, floors to ceiling, with approved
germicidal detergent. Wash doors and door frames.
b. Polish counter tops.
5. As Necessary, if Specified
a. Apply approved seal and floor finish and maintain in a manner to
ensure a clean, scuff free appearance.
6. Other
a. The costs of repair of any damage to Owner's property resulting
from the negligent use of excess water or chemicals by
contractors' employees shall be the sole responsibility of
contractor.
F. Access and Service Corridors:
(Standard Desired: Areas shall be maintained in such a manner as to ensure no
visible stains, spillage, or wall marks at the start of each business day. Floor
surfaces shall present a scuff free, glossy appearance daily.)
1. Daily
a. Sweep, dust mop and damp mop all hard surface floor areas to
remove dust, dirt, spills and stains.
b. Dust all horizontal surfaces.
c. Remove all spots, stains, smudges, etc., from walls, doors, door
frames, and baseboards.
2. Monthly
a. Dust all vents and light fixtures.
b. Spray buff, strip, and refinish to maintain a high gloss, slip
resistant, scuff free appearance.
3. Quarterly
a. Wash all walls, floor to ceiling, to remove dust, stains, and
smudges not accomplished during the course of nightly
maintenance. Not applicable over height of ten feet.
b. Wash all vents and light fixtures.
G. Garage Elevator Lobby
20

(Standard Desired: As a point of entry to the facility, these areas shall project
the same appearance presented by the main lobby entrance, when possible. All
areas shall be free of visible dirt, dust, debris, and stains. Floor surfaces shall
present the maximum image desired by Company possible depending upon floor
finish.)
1. Daily
a. Clean entry doors from garage level and building stairway doors
to remove all dust, dirt, stains, and smudges.
b. Thoroughly dust all horizontal surfaces and ledges.
c. Maintain all metal surfaces including, but not limited to, elevator
call panels, elevator doors, tracks, trim and odor handles to
remove all dust, stains, smudges, and hand prints. Polish as
necessary.
d. Hard surface floor areas shall be dust mopped, wet mopped, spray
buffed, and refinished as necessary to preserve and present a
uniform appearance free of wear patterns, stains and scuffs.
e. Dust all wall surfaces. Spot clean to remove stains, smudges, and
hand prints as necessary.
f. Empty trash receptacles and ash urns.
7. Periodic
a. Strip, refinish, or otherwise maintain hard surface floor finishes
to ensure and appearance consistent with that desired by
Company.
b. Dust and damp wipe monthly, all vertical surfaces above 72" in
height, up to 10 '.
c. Dust, and damp wipe, monthly all vents and light fixtures.
F. Trash Removal and Loading Dock Responsibilities
1. Daily
a. All trash collected throughout the facility shall be transported to,
and deposited in, receptacle designated by Company.
b. Recyclable products shall be collected by Contractor and
deposited in receptacles designated by Company in accordance
with recycling program of the building.
c. Clean all debris from around trash receptacle area behind
building.
d. Hose down, and police, around trash dumpsters to remove
spillage resulting from trash removal.
G. Stairwells
21

1. Building exit stairways shall be policed daily to remove all debris, damp
mop as necessary to remove spills. Weekly dust mop and damp mop
landings and stairs. Spot clean and dust walls, handrails, and fixtures as
necessary. Dust lights, pipes and signage monthly.
2. Second floor stairwell shall be maintained in the same manner as tenant
occupied space including, but not limited to, the following on a daily
basis; thorough dusting of all surfaces, spot clean all glass surfaces,
clean and polish metal work, and spot clean carpets.
H. Special Projects/Periodic/Other
(Tasks set forth in this section shall be considered applicable throughout the
entire building excluding garage parking areas. Company reserves the right to
vary frequencies indicated to ensure the appearance desired.)
1. Wash all trash receptacles as necessary.
2. Vacuum upholstered furniture monthly or as necessary to remove visible
debris.
3. Schedule, through appropriate tenant representative, the thorough dusting
of desks, furniture, and other horizontal surfaces, otherwise unaccessible
to nightly maintenance as necessary.
4. Maintain all tenant area hard surface floor areas as necessary to ensure a
high gloss, scuff free appearance.
5. Dust and damp wipe all tenant area kitchens, copy rooms, and lounge
counter tops and appliances daily.
6. Vacuum all walk-off mats thoroughly while in place. Spot clean as
necessary. Shampoo monthly or more often if necessary.
7. Dust all exit lights monthly.
8. contractor shall protect all carpeted areas, baseboards, walls, doors and
frames while performing hard surface floor care.
9. Respond fully to all requests of Company and key tenant representatives
to any areas not otherwise covered under these specifications.
22

I. Metal Care
(This section shall serve as the standard specification for the proper care of all
bronze/brass, and stainless steel metal finishes throughout the common areas of
The Building. This shall include, but not be limited to, door tracks, elevator
doors, call panels, interior elevator cab surfaces, restroom door kick plates, door
handles, and lobby trim. These specifications are not applicable to elevator
tracks and saddles which are covered elsewhere. Company reserves the right to
modify or change these requirements at any time. Contractor is responsible for
all costs associated with damage to metal finishes resulting from improper
maintenance procedures by their employees.)
1. Bronze/Brass Finishes
a. Wash all metal to remove dust, hand prints, or smudges daily
with clean water and using a soft towel or diaper-like cloth.
Surface should always be wiped with the grain of the metal.
b. To remove any stain which cannot be removed through washing
with clear water utilize only naphtha solvent. If stain is unable to
be removed in this manner, report it to Company.
2. Stainless Steel Finishes
a. Wash all metal to remove dust, hand prints, or smudges daily
with clean water and using soft towel or diaper-like cloth.
Surface should always be wiped with the grain of the metal.
b. To remove any stain which cannot be removed through washing
with clear water utilize only naphtha solvent. If stain is unable to
be removed in this manner, report it to Company.
J. Care and Cleaning of Sandblasted (frosted) Glass
(The following instructions are provided to assist the janitorial contractor in the
maintenance of sandblasted glass partitions which may be located throughout
tenant occupied and common areas of the building. Maintenance shall be in
accordance with the requirements set forth elsewhere in this Exhibit unless
otherwise noted.)
1. Always use clean water when cleaning glass. Residue in previously used
water may leave stains on the surface.
2. For stubborn residue use a lint free rag or soft bristle brush to scrub
sandblasted glass. Never use paper towels on the blasted glass areas.
Rinse glass surface thoroughly with clean water after scrubbing.
23

K. Day Porter Duties
3. An ammonia based cleaner may be used to remove hand prints and oils
from blasted glass areas. Avoid contact with millwork. Rinse
thoroughly.
4. Paints or oil based materials should be removed as quickly as possible u
sing a clear paint thinner such as varsol or lacquer thinner. Rinse
thoroughly to remove residue. Contractor should never attempt the
removal of this type of stain without providing prior notice, and
receiving specific approval, from Company management.
(This section outlines the minimum duties for the day porter. Company's goal is to
provide the best possible service to all Tenant's of the Investment Building. The day
porter must be in full uniform and equipped with a pager.)
1. Daily
a. Sweep walkways surrounding building and police trash at least twice a day.
b. Sweep and hose down rear entrance of building where trash dumpsters
are located. Check for debris at least twice a day.
c. Clean lobby glass and door tracks at least twice a day, once in the
morning and once in the afternoon..
d. Police rear entrance for trash and debris.
e. Check elevators removing any loose debris and vacuuming as necessary.
f. Check and replenish as necessary all restroom supplies at least twice
daily. Check for cleanliness and clean as necessary.
g. Report any maintenance problems to management office, i.e., clogged
toilets, broken dispensers, dripping faucets, or burnt out light tubes.
h. Must be available for special requests from tenants.
2. Monday, Wednesday and Friday
a. Hose sidewalks outside of building immediately upon start of shift.
b. Check stairwells, policing for trash.
24

EXHIBIT B
HOLIDAYS
Please indicate the holidays your company observes by checking the appropriate boxes. The building's
holidays are as indicated.
Company Holidays
New Year's Day
Martin Luther King, Jr. Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Observed by the Building
X
X
X
X
X
X
X
X
Observed by your
NOTE: When a holiday falls on a Saturday the building observes the Friday before. When a holiday
falls on a Sunday the building observes the Monday after. Cleaning and other building
services are not provided on Building observed holidays except as a special request and
an additional cost item to the tenants.
25

EXHIBIT C
NIGHT STAFFING & STAFF COST PLAN
STANDARD PART-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. TO 10:00 P.M.
POSITION TOTAL #
PERSONNEL
SUPERVISORS
TOTAL
HOURS
PER WEEK
TOTAL
HOURS PER
MONTH
WAGE
RATE
MONTHLY
COST
ASST. SUPERVISORS
ZONE CLEANERS
RESTROOM CLEANERS
TRASH REMOVAL
MACHINE OPERATORS
UTILITY WORKERS
TOTALS:
LABOR BURDEN %: _______________
UNIFORMS:
PAPER SUPPLIES:
CLEANING SUPPLIES:
EQUIPMENT & EQUIPMENT MAINTENANCE:
MONTHLY COST
SUBTOTAL MONTHLY COST: '
OVERHEAD @ ________%
PROFIT @ __________ %
SUBTOTAL MONTHLY COST:
DISTRICT OF COLUMBIA TAX @ 5.75%
TOTAL MONTHLY COST:
TOTAL ANNUAL COST:
TOTAL ANNUAL COST PER SQUARE FOOT BASED UPON A CLEANABLE AREA OF 210,445
SQUARE FEET: $______________
Productivity Summary (Based upon total rentable sq.ft. of 210,445):
1. Overall productive rate including supervisory hours: _________________sq.ft./hour
2. Production rate without supervision: ______________ __sq.ft./hour
26

NIGHT STAFFING & STAFF COST PLAN
FULL TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. TO 2:00 A.M.
POSITION TOTAL #
PERSONNEL
SUPERVISORS
TOTAL
HOURS
PER WEEK
TOTAL
HOURS PER
MONTH
WAGE
RATE
MONTHLY
COST
ASST. SUPERVISORS
ZONE CLEANERS
RESTROOM CLEANERS
TRASH REMOVAL
MACHINE OPERATORS
UTILITY WORKERS
TOTALS:
LABOR BURDEN %: _______________
UNIFORMS:
PAPER SUPPLIES:
CLEANING SUPPLIES:
EQUIPMENT & EQUIPMENT MAINTENANCE:
MONTHLY COST
SUBTOTAL MONTHLY COST: '
OVERHEAD @ ________%
PROFIT @ __________ %
SUBTOTAL MONTHLY COST:
DISTRICT OF COLUMBIA TAX @ 5.75%
TOTAL MONTHLY COST:
TOTAL ANNUAL COST:
TOTAL ANNUAL COST PER SQUARE FOOT BASED UPON A CLEANABLE AREA OF 210,445
SQUARE FEET: $______________
Productivity Summary (Based upon total rentable sq.ft. of 210,445):
1. Overall productive rate including supervisory hours: _________________sq.ft./hour
2. Production rate without supervision: ______________ __sq.ft./hour
27

EXHIBIT C-1
LABOR BURDEN
STANDARD PART-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. TO 10:00 P.M.
FULL TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. TO 2:00 A.M.
CATEGORY
PERCENTAGE OF COST
FICA
STATE UNEMPLOYMENT
FEDERAL UNEMPLOYMENT
WORKERS COMPENSATION
GENERAL LIABILITY INSURANCE
HEALTH INSURANCE
LIFE INSURANCE
VACATION
SICK LEAVE
TOTAL LABOR BURDEN:
DESCRIBE VACATION AND SICK LEAVE POLICY:
28

LABOR BURDEN
FULL TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. TO 2:00 A.M.
CATEGORY
PERCENTAGE OF COST
FICA
STATE UNEMPLOYMENT
FEDERAL UNEMPLOYMENT
WORKERS COMPENSATION
GENERAL LIABILITY INSURANCE
HEALTH INSURANCE
LIFE INSURANCE
VACATION
SICK LEAVE
TOTAL LABOR BURDEN:
DESCRIBE VACATION AND SICK LEAVE POLICY:
29

EXHIBIT C-2
EQUIPMENT & EQUIPMENT MAINTENANCE COSTS
STANDARD PART-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. - 10:00 P.M.
DESCRIPTION QUANTITY MONTHLY COST
UPRIGHT VACUUMS
PORTABLE VACUUMS *
WET/DRY VACUUMS
FLOOR MACHINES
(BUFFERS)
FLOOR MACHINES (HIGH
SPEED BUFFERS)
TRASH CARTS
TRASH BARRELS
BUCKET & WRINGER
CARPET EXTRACTOR
RESTROOM CART
*NOTE:
Portable, back pack style vacuums are only to be used for edges and corners. They are not
to be used in general common or tenant areas.
SUBTOTAL MONTHLY COST:
MONTHLY MAINTENANCE COST:
TOTAL MONTHLY COST:
Contractor proposes to utilize the following motorized and non-motorized equipment to ensure the
consistent accomplishment of the standard of janitorial services desired for this facility. All equipment
shall have proper safety guards installed, and shall function at all times, and shall be equipped with
protective padding so as not to damage Owner's property or any other property within the facility. All
items provided shall be maintained in a fully functioning, like new, condition at all times, including the
cleaning of electrical cords. These items shall be used exclusively at The Building. Contractor warrants
all equipment shall meet Federal, State, and local regulations. L&B Institutional Property Managers, Inc.
reserves the right to request any changes in equipment proposed in this Exhibit in order to ensure
accomplishment of standards desired at no additional cost. The proceeding not withstanding, the review
and approval of any equipment, supplies, and/or techniques shall impose no liability on L&B Institutional
Property Managers, Inc. for any damage to persons or property which may result from use. It shall be
agreed that all such liability shall remain with Contractor.
30

EQUIPMENT & EQUIPMENT MAINTENANCE COSTS
FULL-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. - 2:00 A.M.
DESCRIPTION QUANTITY MONTHLY COST
UPRIGHT VACUUMS
PORTABLE VACUUMS *
WET/DRY VACUUMS
FLOOR MACHINES
(BUFFERS)
FLOOR MACHINES (HIGH
SPEED BUFFERS)
TRASH CARTS
TRASH BARRELS
BUCKET & WRINGER
CARPET EXTRACTOR
RESTROOM CART
*NOTE:
Portable, back pack style vacuums are only to be used for edges and corners. They are not
to be used in general common or tenant areas.
SUBTOTAL MONTHLY COST:
MONTHLY MAINTENANCE COST:
TOTAL MONTHLY COST:
Contractor proposes to utilize the following motorized and non-motorized equipment to ensure the
consistent accomplishment of the standard of janitorial services desired for this facility. All equipment
shall have proper safety guards installed, and shall function at all times, and shall be equipped with
protective padding so as not to damage Owner's property or any other property within the facility. All
items provided shall be maintained in a fully functioning, like new, condition at all times, including the
cleaning of electrical cords. These items shall be used exclusively at The Building. Contractor warrants
all equipment shall meet Federal, State, and local regulations. L&B Institutional Property Managers, Inc.
reserves the right to request any changes in equipment proposed in this Exhibit in order to ensure
accomplishment of standards desired at no additional cost. The proceeding not withstanding, the review
and approval of any equipment, supplies, and/or techniques shall impose no liability on L&B Institutional
Property Managers, Inc. for any damage to persons or property which may result from use. It shall be
agreed that all such liability shall remain with Contractor.
31

EXHIBIT C-3
SUPPLY COST
PRODUCT
MONTHLY COST
PAPER TOWELS: SCOTT 150 "C" FOLD
TOILET TISSUE: SCOTT 445
SEAT COVERS: PROTECTO
SMALL PLASTIC LINERS
MEDIUM PLASTIC LINERS
LARGE PLASTIC LINERS
CLEANING SUPPLIES
TOTAL MONTHLY CLEANING SUPPLY
COST:
TOTAL ANNUAL CLEANING SUPPLY COST:
32

EXHIBIT C-4
VACANCY CREDIT
STANDARD, PART-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. - 10:00 P.M.
Vacancy credit for full floors:
Vacancy credit for partial floors, contiguous space:
Vacancy credit for partial floors, non-contiguous space:
Total Square Foot Break Point for non-contiguous
to receive a vacancy credit as contiguous space:
Total Square Foot Break Point for contiguous space
to receive a vacancy credit as a full floor:
PER SQUARE FOOT PER MONTH
33

VACANCY CREDIT
FULL-TIME, MONDAY THROUGH FRIDAY, 6:00 P.M. - 2:00 A.M.
Vacancy credit for full floors:
Vacancy credit for partial floors, contiguous space:
Vacancy credit for partial floors, non-contiguous space:
Total Square Foot Break Point for non-contiguous
to receive a vacancy credit as contiguous space:
Total Square Foot Break Point for contiguous space
to receive a vacancy credit as a full floor:
PER SQUARE FOOT PER MONTH
34

EXHIBIT C-5
Performance Incentive Plan
L&B Institutional Property Managers, Inc. agrees to compensate Contractor for services provided under
this agreement on a Performance Incentive Basis. Increase and/or decreases in the amount paid
Contractor for hour provided shall vary according to the level of performance achieved by Contractor on a
monthly basis. Terms of this plan shall be as follows:
1. Establishment of Standard Desired:
a. Contractor shall submit to Owner, within sixty (60) days of contract start, a detailed
Performance Evaluation Inspection Form tailored specifically to the needs of The
Building for Owner's approval. This form should allow for points earned by
performance to facilitate Contractor performance evaluation.
b. Within sixty (60) days of contract start a minimum acceptable level of standard
based upon a percentage of total possible points earned shall be established and
approved by Owner. During this period Contractor shall be compensated at the
"mean" hourly rate.
2. Performance Audit:
a. Designated representatives of both Owner and Contractor shall conduct detailed
building inspections monthly on varying unannounced dates. It is assumed that the
Designated Contractor Representative shall be assigned to the site.
b. Each performance audit/inspection shall address at least fifty (50) percent of the
building.
c. Only one (1) Performance Audit shall be accomplished monthly. Follow-up
inspection to correct deficiencies shall not serve to improve the audit score.
Average Monthly Performance Incentive Square Foot Rate
Performance Score Earned Due Contractor
Below 60% None -0-
61% - 70% - 4%
71% - 90% (Mean) - 0 -
91% - 100% + 4%
35

EXHIBIT C-6
Day Porter Staffing
TOTAL HOURS
PER WEEK
TOTAL HOURS
PER MONTH
WAGE RATE
MONTHLY
COST
Day Porter 40
LABOR BURDEN %: _______________
UNIFORMS:
PAPER SUPPLIES:
CLEANING SUPPLIES:
EQUIPMENT & EQUIPMENT MAINTENANCE:
MONTHLY COST
SUBTOTAL MONTHLY COST: '
OVERHEAD @ ________%
PROFIT @ __________ %
SUBTOTAL MONTHLY COST:
DISTRICT OF COLUMBIA TAX @ 5.75%
TOTAL MONTHLY COST:
TOTAL ANNUAL COST:
36

EXHIBIT D
Optional Costs
The Company. requests the following optional costs for possible use by our management staff during the
term of the agreement with your organization if you are the successful bidder. Please indicate if a
subcontractor will be utilized, where applicable.
1. Additional Labor Costs - From time to time, Company may request additional custodial
service employees to perform duties outside the scope of this Agreement or for special
events which may occur in the building. Please present the following hourly rates
assuming you will be provided with twenty-four (24) hours notice of the requirement.
A. Standard Time (Monday through Friday)
Supervisor/Crew Leader
Production Employee
____________/hour
____________/hour
B. Premium Time (Holidays, Saturdays and Sundays)
Supervisor/Crew Leader
____________/hour
Production Employee
____________/hour
NOTE: This cost should only include labor, labor burden, overhead and profit, and tax
where applicable.
2. Holiday/Non-Service Day Coverage - Company has indicated in the RFP the actual lease
holidays observed by the building and which are not to be included in your proposed
janitorial services costs. However, at time the need for either partial or full janitorial
service coverage may be required. In this event, we request an hourly rate, including tax,
be provided for this service. Company shall provide ample notice to the Contractor of the
scope of service desired.
Cost Per Hour:
____________
3. Carpet Cleaning - Company requests the Contractor to provide all costs associated with
this service for both tenant and common areas of the building. With the understanding
that there are many ways to accomplish this valuable service, we invite the Contractor to
present, as a portion of this section, detailed options to accomplish this goal. Areas which
should be addressed are an on-site/in-house program versus a separate carpet cleaning
division or subcontractor. Please separate common area costs from tenant occupied areas.
Costs Per Square Foot
Tenant Areas:
Common Areas:
___________
___________
37

EXHIBIT E
Representations of Contractor
As inducement for The Company. (Company) to enter into a janitorial service contractual relationship
with Contractor, Contractor hereby represents and warrants our services to be performed at The Building
as follows:
1. ____________________ is financially solvent and is not the subject of any criminal, civil, or
bankruptcy proceedings either directly or against the company and any of its officers or directors.
2. ____________________ is aware of and in complete compliance with all laws, legislated
ordinances, and regulations (federal, state, county, or other) which in any way affect our employees
or the work performed for Company.
3. ____________________ warrants to Company that we shall utilize only experienced, well trained
employees in the accomplishment of these services.
4. ____________________ warrants we will utilize cleaning supplies and equipment satisfactory for
the performance of Company's standards.
5. ____________________ shall comply fully with all regulations (federal, state, or local)
concerning employees safety, use and disposal of hazardous chemicals, and environmental
protection while providing services to Company.
6. ____________________ represents and warrants to Company that it is our corporate policy to
afford equal opportunity to all employees regardless of race, color, national origin, sec, or age.
7. ____________________ agrees to notify Company of any pending and/or existing complaints,
labor disputes, or any other labor-related situations which could adversely affect or impede our
performance of services. ____________________ recognizes the right of Company to seek other
sources, at our expense, to accomplish our contracted services in the event we are unable to
perform to the standards desired for the tenants of the facility.
8. ____________________ confirms it is our sole responsibility to secure and confirm the validity of
visa, necessary work permits, and/or citizenship as required by law of all employees assigned to
The Building.
9. ____________________ warrants that during the bid process for this facility that we have fully
investigated and completely understand all aspects of the service desired and that all costs for these
services are included in our proposal.
38

It is understood by the undersigned authorized representative for our organization that this Exhibit (if
awarded the contract) is part of the Agreement.
Agreed and Accepted:
By: ____________________
Title: ___________________
Date: ___________________
Contractor: ____________________
NOTE: The blanks provided in Items 1 through 9 are to be filled in with the company name of the
Contractor submitting the proposal for service.
39

EXHIBIT F
Bidding Status
Please check the appropriate box which indicates your company's ownership.
Minority Owned
Disabled Veteran Owned
Women Owned
Other
Proper documentation as provided by the District of Columbia verifying the status indicated above should
be attached to the proposal.
40

EXHIBIT G
Contractor Staff Reporting
The Contractor shall be required, during the term of this Agreement, to provide The Company
(Company) on-site management both Security Sign-In Sheets and staff assignment sheets upon the
completion of the work shift on each service day. The following is provided for the purpose of general
understanding.
Security Sign-In Sheet - This sheet (sample attached) shall be maintained at the lobby attendant's
desk in each facility and shall record the entrance and exit times to the facility of all Contractor
employees. While it is understood that the Contractor's employees may arrive at the facility prior
to the start of their work shift (no earlier than 15 minutes) and sign-out after their work shift (no
later than 15 minutes), it shall also be understood that the Contractor is fully responsible for all
actions of their employees once they have signed into the facility until they leave the premises.
Additional requirements are:
1. Contractor's on-site operational staff member shall provide Company with new sign-in
sheets at the start of each work week.
2. All employees' names and work shifts shall be typed on each daily sheet at time of
submission.
3. Each daily sheet shall be dated with the proper service day.
4. If during the particular service week, new, additional, or specialized employees are
assigned to the facility on a permanent or temporary basis, they must be signed in by the
Contractor's on-site manager. This will remain necessary until the employee(s) appear
typed on the next weeks sheet.
Staff Assignment Sheet - The importance of the staff assignment sheet should not be minimized
since it serves several purposes. This sheet (sample attached) is maintained by the Contractor's onsite
manager in the staging area for the janitorial service crew. It is the hour totals on this sheet, as
well as the vacancy report, upon which the compensation due the Contractor for services rendered
shall be based.
This sheet shall contain the following information:
1. Employee name (typed).
2. Employees assigned daily work shift (typed).
3. Employees assigned daily/nightly hours (typed).
4. Employees assigned work responsibilities (handwirtten since it is understood that this may
change on a daily basis, i.e., 11th floor zone cleaner, utility worker, etc.).
5. Employees actual shift start time (handwritten).
41

6. Employees actual shift ending time (handwritten).
7. Employees actual hours worked (handwritten).
8. A total of all hours provided including assigned supervision (handwritten).
In order that a complete understanding is achieved, the following is presented:
1. At the end of each daily work shift a copy of this sheet shall be left at the lobby attendant's
desk in the binder directly behind that days Security Sign-In sheet.
2. The sheet shall be signed by Contractor's on-site manager or a Company representative.
3. Each daily sheet shall be dated with the proper service day.
4. All employees' names, assigned work shifts, and scheduled daily hours shall be typed
corresponding with the sheets submitted for security sign-in each week.
5. All newly assigned, specialized personnel, or additional staff shall be handwritten
corresponding with the Security Sing-In Sheets. New employees, permanently assigned to
the facility, should be typed at the start of the next work week.
6. Separate sheets are to be provided to Company for services outside the scope of the basic
Agreement or make-up work performed on non-service days.
7. In order for the Contractor to receive reimbursement for hour provided, the information on
the Staff Assignment Sheet must correspond properly with the Security Sign-in Sheet.
Irregularities in assigned shift, building sign-in, and actual hours worked shall not be
allowed. Note: The cleaning hours for the building are firmly established and it is
expected that all work be accomplished during the specified period without prior approval
of Company.
8. The Contractor shall not be reimbursed for:
a. Hours provided, and no documented Staff Assignment Sheets.
b. Hours spent in the facility by off-site management, equipment repair technicians,
delivery personnel, quality assurance staff, or any other "employee non-productive"
time in the facility.
c. Hours provided over the set guaranteed amount, to upgrade the standards of the
facility due to poor performance by the Contractor.
d. Hours provided, over the set guaranteed amount, unless approved by Company.
NOTE: (1)
All forms shall be created by the successful Contractor in a manner mutually
acceptable to both parties. It is recommended that all forms be done in a
manner conducive for use in a loose leaf binder acceptable to Company
which will ensure the proper appearance of the lobby attendant areas.
(2) It is assumed that all Contractor employees who are full-time, i.e., day
porter, full-time night cleaning staff, etc., work with lunch and/or dinner
breaks Therefore, the "hours provided" by these staff members shall not be
compensated for actual hours worked in excess of eight (8) hours per day.
These individuals are required to sign the daily security sheet each time they
enter or leave the premises. They are expected to provide eight (8) hours
per day to the building.
42

EXHIBIT G-1
SECURITY SIGN-IN SHEET
THE INVESTMENT BUILDING
______________________________
(DATE)
EMPLOYEE
NAME
ASSIGNED
WORK SHIFT
TIME
IN
TIME
OUT
43

EXHIBIT G-2
STAFF ASSIGNMENT SHEET
THE INVESTMENT BUILDING
___________________________
(DATE)
EMPLOYEE
NAME
ASSIGNED
SHIFT
ASSIGNED
HOURS
ASSIGNED WORK
RESPONSIBILITIES
SHIFT
START
SHIFT
END
HOURS
WORKED
TOTAL
HOURS
44