RFP - Cleaning Services



1. Background

Prairie Township (hereinafter referred to as “Township”) invites the submission of sealed proposals to supply professional cleaning/custodial service and supplies as specified in the available proposal document. Bidding and contract documents may be examined and obtained at the Township Offices, 23 Maple Dr., Columbus, OH 43228 from 8:00 a.m. until 4:30 p.m., Monday through Friday.

Carefully review this Request for Proposal (RFP). It provides specific information necessary to aid in submitting a thorough response. Should you elect to participate, you must submit two (2) copies of your proposal and return in a sealed envelope to Michael Pollack, Facility Supervisor, 23 Maple Dr., Columbus, OH 43228 on or before April 26, 2019 by 1:00 p.m. Late or incomplete responses will be disqualified unless the Recreation Director has determined it is in the best interest of the Township to accept the proposal. The Prairie Township Board of Trustees reserves the right to waive informalities and to reject any and all bids and waive any technical requirements.

A Pre-Bid meeting will be held in the meeting room at 1:00 p.m. on April 10, 2019, at 5955 West Broad Street., Galloway, OH 43119 for the purposes of familiarizing Proposers with the project and answering questions. Proposers shall have the opportunity to attend a walk-though of the facilities following the scheduled pre-bid meeting. Proposers are advised to be completely familiar with the bid specifications prior to this meeting and come prepared to ask questions. Although attendance at the pre-bid meeting is not mandatory, all proposers wishing to bid on this proposal are strongly urged to attend.

By their submissions, each Proposer agrees that, if it is selected as the successful Proposer, it will enter into a contract with the Township within ten (10) days after notice of acceptance by the Township.

2. Intent

The intent of these specifications is to solicit sealed bids from reputable proposers who are capable of providing professional cleaning/custodial service and supplies.

The Township has two (2) buildings that require custodial service cleaning. The Facilities offer Township government services and vary in hours of operation from five (5) days a week to seven (7) days a week, around sixteen hours (16) hours a day. Hours will be determined with successful Proposer(s).

2.1 Building Locations (the “Facilities”):

Prairie Township Community Center, 5955 West Broad Street, Galloway, Ohio

The proposal shall include all aspects associated with the Proposer furnishing supervision, labor, cleaning supplies, materials, tools and equipment necessary to complete the custodial and support services in a workmanlike and acceptable manner, meeting or exceeding the quality standards as indicated in the specifications.

3. Required Contract Terms

These terms shall be included as part of any Agreement with the successful Proposer.

3.1 APPLICABLE LAWS: the Revised Code of the State of Ohio, the Charter of Prairie Township and all administrative rules insofar as they apply to the laws of competitive bidding, contracts and purchases are made of a part hereof. Legal action to enforce this agreement shall only be brought in a court of competent jurisdiction in Franklin County, Ohio.

3.2 INDEMNIFICATION BY PROPOSER: To the fullest extent allowed by law, the successful Proposer shall indemnify and hold harmless the Township, its employees and agents, from any liability for claims, damages, losses and expenses, including reasonable attorney fees, resulting from the negligent performance of the contract, or any negligent act or omission, by Proposer, its employees, agents, subcontractors or assigns. Proposer’s obligation to indemnify under this section shall not be construed to negate, abridge, or reduce other rights of indemnity or contribution to which the Township, its agents or employees are legally entitled.

3.3 NO INDEMNIFICATION BY TOWNSHIP: The Township does not agree to indemnify or hold harmless the Provider, its employees and agents, from any liability for claims, damages, losses and expenses, including reasonable attorney fees, resulting from or arising under the contract.

3.4 INSURANCE: The Provider shall not commence work under this contract until it has obtained all insurance required under this paragraph and such insurance has been approved by the Township nor shall the Provider allow any subcontractors to commence work on this subcontract until all similar insurance required for coverage of the subcontractor has been so obtained and approved.

3.4.1 The Provider agrees to maintain Comprehensive General Liability and Comprehensive Automobile insurance covering all operations directly or indirectly incident to the work under this contract whether such operations are by the Provider or by any subcontractor or by anyone directly or indirectly employed by either of them. Such insurance coverage shall be maintained in the types and amounts herein specified for all work sublet, either by furnishing endorsements of his/her own liability insurance coverage or by requiring the subcontractors concerned to furnish their own liability insurance o the types in the amounts herein specified. Such Comprehensive General Liability Insurance and Comprehensive Automobile Liability Insurance shall provide coverage against claims for damages for personal injury, including accidental death, and for property damage which may arise from any operations under this contract. Without limitation on the generality of the foregoing requirements, such insurance shall include coverage for claims arising from liability assumed by the Provider under this contract including third party beneficiary liability coverage.

3.4.2 The Provider shall take out and maintain during the life of this contract, Workers’ Compensation Insurance for all of his/her employees employed on the project, and, in case any work is sublet, the Provider shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Provider.

3.4.3 The limits of liability of the insurance required herein shall be not less than $1,000,000 for each person; and $1,000,000 for each occurrence for bodily injury or accidental death; and $500,000 for each occurrence for property damage. To reach such limits of liability, excess liability or umbrella coverage, in at least these amounts, may be used.

3.4.4 Such insurance policies as Provider may carry to comply with these insurance requirements shall be endorsed to provide that the policies will not be changed or cancelled without twenty (20) days’ prior written notice to the Township. Before execution of the contract, the Provider shall provide an endorsement on its liability insurance policy, except for workers’ compensation insurance, naming the Township as an additional insured, along with a Certificate showing full compliance with these insurance requirements. If any part of this contract is sublet, the Provider is responsible for obtaining certificates of insurance establishing that the subcontractors have complied with the insurance requirements herein contained unless the Provider’s insurance specifically covers the operations of his/her subcontractors. Copies of all insurance policies, endorsement thereto, and receipts for payments of premiums shall be deposited by the Provider with the Facility Supervisor.

3.5 FORCE MAJEURE: For the purpose hereof, force majeure shall be any of the following events: acts of God or the public enemy; compliance with any order, rule, regulation, decree, or request of any governmental authority or agency or person purporting to act therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other storms; strikes or labor disputes; or any other cause, whether or not of the class or kind specifically named or referred to herein, not within the reasonable control of the party affected. A delay in or failure to performance of either party shall not constitute a default hereunder nor be the basis for, or give rise to, any claim for damages, if and to the extent such delay or failure is caused by force majeure. The party who is prevented from performing by force majeure (i) shall be obligated, within a period not to exceed fourteen (14) days after the occurrence or detection of any such event, to give notice to the other party setting forth in reasonable detail the nature thereof and the anticipated extent of the delay, and (ii) shall remedy such cause as soon as reasonably possible.

3.6 TERMINATION OF CONTRACT FOR CAUSE: If, through any cause, the Provider shall fail to fulfill in a timely manner and proper manner its obligations or if the Provider shall violate any of the covenants, agreements, or stipulations of the contract, the Township shall thereupon have the right to terminate the contract by giving written notice to the Provider of such termination and specifying the effective date of termination. The notice may be mailed, hand-delivered, or sent electronically. In that event, and as of the time notice is given by the Township, all finished or unfinished services, reports or other materials prepared by the Provider shall, at the option of the Township, become its property, and the Provider shall be entitled to receive compensation for any satisfactory work completed, prepared documents or materials furnished. Notwithstanding the above, the Provider shall not be relieved of liability to the Township for damage sustained by the Township by virtue of breach of the contract by the Provider and the Township may withhold any payments to the Provider for the purpose of set off until such time as the exact amount of damages due the Township from the Provider is determined.

3.7 TERMINATION OF CONTRACT FOR CONVENIENCE: The Township may terminate the contract at any time by giving written notice to the Provider of such termination and specifying the effective date thereof, at least thirty (30) working days before the effective date of such termination. The notice may be mailed, hand-delivered, or sent electronically. In that event, all finished or unfinished services, reports, material(s) prepared or furnished by the successful Proposer under contract shall, at the option of the Township, become its property. If the contract is terminated due to the fault of the successful Proposer, termination of contract for cause relative to termination shall apply. If the contract is terminated by the Township as provided herein, the successful Supplier will be paid an amount as of the time notice is given by the Township which bears the same ratio to the total compensation as the services actually performed or material furnished bear to the total services/materials the successful Proposer covered by the contract, less payments of compensation previously made.

3.8 The Township may, at its option, offset any amount due and payable under a contract awarded under this RFP against any debt (including taxes) lawfully due to the Township from the successful Proposer, regardless of whether the amount due arises pursuant to the terms of the contract or otherwise and regardless of whether or not the debt due to the Township has been reduced to a judgment by a court.

3.9 Successful Proposer agrees that the RFP shall be incorporated and made part of any final contract.

4. Proposal Submission Procedures:

4.1 PROPOSAL SUBMISSION: Submissions of proposal will be received at Prairie Township, 23 Maple Drive, Columbus, Ohio, 43228, until 1:00 p.m. April 26, 2019. Any proposal received after the time and date specified will not be considered unless the Facility Supervisor determines it is in the best interest of the Township to do so. The Township will not be responsible for delays caused by the U.S. Postal Service or any other means of delivery employed by the Proposer. The proposals must be submitted in sealed envelopes addressed to the Facility Supervisor of Prairie Township, bearing on the outside the name and address of the Proposer.

4.1.1 Each Proposer must submit two (2) complete copies of the Proposer’s entire proposal, containing original signatures, price entries, and other required information and with all attachments and certificates required by the RFP documents.

4.1.2 Proposals may be modified or withdrawn by an appropriate document duly executed and delivered to the place where proposals are to be submitted at any time prior of the opening of proposals. No proposal may be modified or withdrawn for a period of ninety (90) calendar days thereafter unless the Facility Supervisor determines it is in the best interest of the Township.

4.2 QUESTIONS: Any matter concerning this RFP document that requires explanation or interpretation must be inquired upon in writing by 5:00 p.m. on April 17, 2019. All questions should be directed to Michael Pollack, Facility Supervisor, 23 Maple Drive, Columbus, Ohio 43228, email mpollack@prairietownship.org Any and all questions will be responded to in the form of written addenda.

4.3 CHANGES AND ADDENDA TO RFP DOCUMENTS: Each change or addendum issued in relation to this RFP document will be on file in the Township Administration Office no less than two (2) working days prior to the scheduled proposal opening date. In addition, to the extent possible, copies will be mailed or sent electronically to each person registered as having received a set of the RFP documents. It is the Proposer’s responsibility to check for addenda.

4.4 EXECUTION OF DOCUMENTS: Proposals by a corporation must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign such proposal) and attested to by the secretary or assistant secretary of the corporation. The corporate address and state of incorporation must be shown below the signature. Each corporate Proposer must also submit evidence of good standing in the Proposer’s state of incorporation and that the Proposer is qualified to conduct business in the State of Ohio. If the Proposer is not qualified to conduct business in the State of Ohio, the Proposer must represent and warrant to the Township that such Proposer will take all necessary steps to qualify to conduct business in Ohio if the Proposer is the successful Proposer. The failure of the Proposer to submit within fourteen (14) days of Notice of Award evidence of its qualification to conduct business within the State of Ohio shall terminate the contract award unless the Facility Supervisor determines it is in the best interest of the Township.

4.4.1 Partnership documents must be executed in the partnership name and signed by partner, whose title, if any, must appear under the signature. Proper evidence of the authority of the partner who signs the proposal must accompany the proposal. The official address of the partnership must be shown below the signature.

4.5 REFERENCES: Proposers shall provide a list of not less than five (5) current customers with their proposal, said information to include name and address of the firm, and contact names with their daytime phone number, that can speak to the quality of services provided by the Proposer, and addresses of facilities maintained by the prospective firm.

The Township reserves the right to request additional information with respect to the references and financial condition of the Proposers, their subcontractors or personnel, which must be provided to the Township in writing within five (5) days of any such request.

4.5.1 The Proposer shall provide a list of every judicial or administrative proceeding related to the procurement or performance of any public or private custodial cleaning instituted or concluded adversely against the Proposer’s company or any subsidiary of the company within the last 7 years.

4.5.2 The Proposer shall present information concerning any contract that was terminated for cause or due to default.

4.6 FINANCIAL STATEMENT: All Proposers shall supply and furnish with the proposal a financial statement, showing the net worth of the Proposer for the previous two (2) years. The Township reserves the right to request additional financial information and reserves the right to reject the RFP responses based on the financial status.

4.7 TOWNSHIP WILL NOT INDEMNIFY PROVIDER: The Township is not legally authorized to indemnify the Provider nor hold the Provider harmless for claims, damages, losses and expenses, including reasonable attorney fees, resulting or arising from the contract. Therefore, the Township Attorney will not approve to form any contract requiring the Township to indemnify the Provider. Proposers should not include, and should delete from their standard terms and conditions, any language that purports to require the Township to indemnify the Proposer. Failure to comply with this requirement may negatively impact consideration of the Proposer’s proposal.

4.8 PROPOSAL INFORMATION IS PUBLIC: All documents submitted with any proposal may become public documents and shall be subject to the Ohio Revised Code Section 149.43, which is otherwise known as the “Ohio Public Records Law”. By submitting any document to Prairie Township in connection with a proposal, the Proposer waives any claim against Prairie Township and any of its officers and employees relating to the release of any document or information submitted. Furthermore, the Proposer agrees to hold Prairie Township and its officers and employees harmless from any claims arising from the release of any document or information made available to Prairie Township arising from any proposal opportunity.

4.9 LENGTH OF CONTRACT: The initial term of the contract shall run for a period of two (2) years with the Township’s option to extend for two (2) one-year renewal periods. The Township has the right to cancel and terminate the contract at any time by giving a thirty (30) day notice in writing to the Proposer. If the Township intends to exercise its right of renewal, it shall give notice in writing no less than thirty (30) days before the end of the then-current contract term. In the event of such cancellation, the Proposer shall be entitled to receive payment for services and work performed, and materials, supplies, and equipment furnished under the terms of the Contract prior to the effective date of cancellation, but will not be entitled to receive any damages on account of such or any further payment whatsoever. The Township anticipates service commencing June 1, 2019.

4.10 AWARD OF CONTRACT: The Township intends to award a contract within a period of thirty (30) days from the submission due date. However, the Township reserves the right to reject any and all proposals, to waive technicalities and to request new proposals on the required services.

4.10.1 The successful Proposer will be required to execute a written contract with Prairie Township, Ohio, within ten (10) days after receiving such contract for execution.

4.10.2 The proposal should include any proposed contractual terms that the Proposer intends to request the Township to include in the contract. Such terms and conditions should not conflict with the Required Contract Terms in Section 3. If the proposed contractual terms conflict with the Required Contract Terms, the Township may reject the proposal. The Township reserves the right, but not the obligation, to negotiate additional terms with the successful Proposer.

4.10.3 The Township’s notification of the award of contract does not constitute the written contract and shall not create any legal obligation on behalf of the Township to enter into a contract. No binding contract shall be valid and enforceable against the Township unless it has been signed by the Chairman of the Board of Trustees on behalf of the Township, contains proper certificate by the Fiscal Officer that funds are available, and contains approval of the Township Attorney as to the form and legality of the contract.

4.10.4 It is not the policy of the Township to award a contract on the basis of price alone. A Proposal may be evaluated and selected on the basis of reputation, experience, past performance, skill, and financial capacity or background.

4.11 RULES AND POLICIES: The successful Proposer must be observe and abide by all Township policies and rules. All work must conform to any applicable state or local laws, regulations, codes, and interpretations thereof.

4.12 RESTRICTIONS: Access for cleaning and custodial services to certain areas may be restricted to certain hours as scheduled by the Township Administrator or his/her designee. In some cases access may only be granted in the presence of a Township employee.

5. Specifications for Custodial Services:

5.1 DEFINITIONS: the following terms shall have the meanings and related requirements, where applicable, as set forth below:

CLEAN shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, gum, debris, hard water deposits, and other residue; to restore all items to their reasonably best condition.

DISINFECT shall be defined as cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

RESILIENT, COMPOSITION & TILE FLOORS shall consist of all ceramic, asbestos, linoleum, and vinyl type flooring products which are glued with mastic or adhesive to the sub flooring.

TILE WALLS shall mean walls whose outer surface is any ceramic tile products.

PARTITIONS shall consist of the barriers between the restroom stalls and walls within a facility which do not touch the ceiling.

CARPET VACUUMING shall consist of the complete removal of stains, lint, dust, loose soil, and debris. Vacuuming shall be accomplished along wall edges, behind doors, in corners, and in crevices. Also, vacuuming must be done behind, between and under furniture which can be accessible. Vacuuming shall be performed in such a manner so as to prevent marring of baseboards, furniture, or equipment. Flooring (i.e., mats) that is not permanently fastened to the floor shall be lifted and the floor cleaned. Preference for HEPA/UPLA equipment.

POLISHING shall consist of the application of an oil-based, high quality wood preservative and wiping using a soft, non-abrasive cloth, so as not to leave any residual surface polish.

FIXTURES: mirrors, chrome, drinking fountains, stainless steel, counters, faucets, showers, toilets, urinals, toilet paper holders, hand towel dispensers, soap dispensers, sinks, floor drains, and any other items attached to the ceiling, wall, and/or floor including stall doors/walls.

COLOR CODED refers to all colored cloths, pads, and mops to prevent cross contamination.

RESILIENT & COMPOSITION FLOORS shall consist of sweep/dust mop, removal of food, drinks, spills, mud, dirt, water stains, salt stains, oil, and treated as required using disinfectant floor cleaner. Including sweeping of stairwells with vacuum or other cleaning system.

SHREDDER/TRASH/RECYCLING shall consist of emptying trash receptacles, and disposal of trash to designated area. Recycling will be removed from recycle receptacles and the contents disposed to the designated area. Liners in containers shall be replaced as needed. Frequency of recycling or shredder removal will be indicated in cleaning specifications listed by location below in agreement.

RESTOCK/REFILL shall be done for sanitary napkins, toilet paper, hand paper towels, soap and sanitizer dispensers, toilet seat covers, and air fresheners.

SECURITY – Do not allow entrance to the building of any persons unless employed with cleaning company who has business within the facility. Secure interior doors as instructed. Turn off lights in unoccupied areas when cleaning is completed.

5.2 BACKGROUND/CRIMINAL RECORD CHECK: Proposer shall be responsible for conducting or having conducted background checks and proper identification of cleaning crew. The Township may require Proposer or the employee to leave the facility if employees fail to display the proper identification. Any and all employees of the Proposer who are not satisfactory to the Township will be immediately replaced by another or others who are satisfactory. All employees of the Proposer shall be bonded by a surety company satisfactory to the Township. Proposer must be able to comply with applicable State and Federal employment laws, including but not limited to employing employees who are able to legally work in the United States. All persons employed by the Proposer to perform the services required shall be screened by the Proposer as to their background and previous work records so that only persons of integrity shall be employed by the Proposer. Only authorized employees and agents of the Proposer will be permitted on the Township’s property.

The successful Proposer will be responsible for each of their employees’ submission to a criminal history background check and to have available to the Township for verification. The successful Proposer shall not assign an employee to the Township who has a pending criminal charge. An employee assigned to the Township by the successful Proposer will be reassigned from the Township if, during their tenure with the successful Proposer, they obtain a criminal record or a pending criminal charge.

5.3 WORKING HOURS FOR PROPOSER: All work shall be done between 5:00 p.m. and 6:00 a.m., outside the Township’s regular working hours, unless otherwise specified. Hours will be determined by the Township with successful Proposer. In the event of an emergency, a custodial person should be available as required.

5.4 PROPOSER’S RESPONSE TIME AND MANNER: Proposer must maintain a twenty-four (24) hour business phone or telephone answering service for the purpose of receiving Township communication in an efficient and timely manner. Proposer shall respond to all messages regarding incomplete or defective work as soon as possible, but no later than four (4) hours after receiving the Township’s messages or 12:00 p.m. on the same business day, whichever is later. In all instances, remedial work shall be completed no later than the start of the next business day after being notified of incomplete or defective work. If remedial work is not satisfactorily completed by the start of the next business day or if there is a pattern of repeated necessity for remedial work, or contractor refuses to perform any part of the work required by this Agreement within the response time, the Township may contract with an outside source or may use Township personnel to perform that work, and may deduct costs of any such work from the monthly amount due to Proposer.

5.5 ITEMS TO BE PROVIDED BY PROPOSER: All materials, supplies, products, tools, equipment, and transportation used in the cleaning process shall be furnished by Proposer. All cleaning products used shall be of the best quality and shall be harmless to the surfaces on which they are used.

5.6 ITEMS TO BE PROVIDED BY TOWNSHIP: Products to be supplied by the Township include toilet tissue, sanitary napkins, hand towels, hand soap for the soap dispensers, hand sanitizer for the sanitizer dispensers, trash can liners, toilet seat covers, paper towels, air fresheners, lotion, and entry mats. Utilities provided shall be light, power, hot and cold water, as may be required for Proposer’s cleaning activities.

5.7 NOTIFICATON OF PROBLEMS BY CONTRACTOR: In the event of accidents of any kind or upon finding any problem with Township property or broken fixture(s) within any facility, the successful Proposer shall immediately notify the Township Administrator’s office during the Township’s normal working hours. If such an accident, problem, or issue occurs or is discovered after normal working hours, the successful Proposer shall notify the Recreation Department to secure a report. The report shall provide a full accounting of all details of the accident or problems with Township Property or within the Township buildings. If notification is not given within the time limit stated above, deductions from costs may be used for failure to comply with the terms of this agreement.

5.7.1 If in the process of performing the work, the successful Proposer’s employee damages the Township’s premises or property, the successful Proposer will compensate the Township for repair or replacement of damage. An invoice will be presented to the Successful Proposer to provide evidence of actual cost incurred. Should the successful Proposer refuse to compensate the Township for the loss, the proceeds will be withheld for fees owed to the Successful Proposer for services.

5.7.2 In addition to corrections necessitated pursuant to 5.9, any deficiency communicated in writing to the Proposer and not corrected within forty-eight (48) hours shall be cause to deduct the costs and shall be considered a penalty due to the successful Proposer’s nonperformance or substandard performance of work. This shall not limit the Township’s seeking other redress for nonperformance or substandard performance.

5.8 QUALITY OF CONTRACTOR’S WORK: All work shall be performed in a manner equal to and in accordance with industry standards. All work shall be performed by custodians directly employed and supervised by Proposer.

5.9 INSPECTIONS AND REPORTS: Proposer shall perform an on-site inspection of each facility once per month. A Custodial Inspection Report Form shall be completed by Proposer and signed by both the contract representative and the on-site facility contact person or their designee showing the condition of each facility and the results of the custodial report provided. An overall facility rating of satisfactory or unsatisfactory will be provided for each inspection report. Proposer shall present the inspection reports by the first week of the month for inspections performed in the previous month. No payment will be made for any facility until the inspection reports have been received.

5.10 SAFETY AND PRODUCT CONTROL: Prior to beginning work under this Agreement, Proposer shall provide Township’s designated representative with a current Material Safety Data Sheet (MSDS) binder on ALL products used by Proposer in the provision of the services required by this Agreement in addition, Proposer shall provide all required MSDS information in a binder at each janitor’s closet in which such products are kept and/or used during the course of performing work. Proposer shall handle chemicals provided at each site so as to minimize the possibility of exposure of facility occupants to acid-based or caustic-based materials. Whenever possible, Proposer shall provide chemicals which are in the neutral range of the pH scale. All chemicals used shall be pre-approved by the Township’s designated representative. All materials which are stored in the liquid state shall be stored on shelves not higher than three (3) feet above the floor. All products stored in secondary containers shall be properly labeled as to the contents. All unused products and empty containers shall be disposed of by Proposer as required by federal, state, and local laws and regulations.

5.11 REQUIRED SERVICES AND FREQUENCY OF SERVICES BY FACILITY: Proposer shall provide the custodial services staff a required schedule of cleaning duties at each facility to be performed. For purposes of clarity on tasks to be performed by cleaning staff, the following shall be used:

5.11.1 Work performed on a Daily Basis (D): Shall mean once a day, Sunday, Monday, Tuesday, Wednesday, Thursday, and Friday at the Township Administration Building.

5.11.2 Work performed on Alternate Days (AD): Shall mean once a day, Sunday, Tuesday and Thursday.

5.11.3 Work performed on a Weekly Basis (W): Proposer shall indicate on the work schedule provided to the TOWNSHIP, the day of the week the work is to be completed, e.g., Thursday.

5.11.4 Work performed on a Monthly basis (M): Proposer shall indicate on the work schedule provide to TOWNSHIP the day of the week as well as the week of the month, the work is to be completed, e.g., the third Wednesday of the month.

5.12 EXTRA WORK: Custodial Services not include in the Required Service Schedules above is considered to be extra work. Extra work is to be performed only after receiving authorization as provided in this paragraph. Any extra work costing less than $1,000 is to be negotiated and approved prior to beginning the work. Any extra work costing more than $1,000 must receive written authorization by the Township Administrator to perform the job quoted.

5.13 PROPOSER’S WORK SCHEDULE: Within ten (10) days of receipt of written notice that the Township Trustees has approved this Agreement, Proposer shall furnish the Township’s designated representative with a work schedule of the custodial services to be provided for each location. If Proposer desires to change the work schedule, it shall be submitted to the designated representative for approval no less than 15 days prior to its taking effect at any facility. Facility inspections by Township will be performed based on the approved schedule.

5.14 FACILTY CHANGES: In the event facilities are added to or deleted from the scope of work during the term of this Agreement, or in the event of changes to the Required Services, Proposer’s work schedule and Township’s payment obligations will be adjusted accordingly. Additions, deletions, and changes to the Required Services will be accomplished only by amendment to this Agreement with the concurrence of Township and Proposer.

5.15 SECURITY: Access cards or keys will be furnished to the successful Proposer. At no time shall there be any attempt to duplicate said access cards or keys. Proposer shall instruct all employees that they shall secure exterior doors and office doors, set security monitor to active mode, and turn off all applicable, lights, before leaving the facility.