Department of Human Services

STATE OF MARYLAND
DEPARTMENT OF HUMAN SERVICES (DHS)
INVITATION FOR BIDS (IFB)
JANITORIAL SERVICES
IFB NUMBER : CRRL/LGA 20 -017-S

ISSUE DATE: FEBUARY 3, 2020

NOTICE
A Prospective Bidder that has received this document from a source other than eMarylandMarketplace
(eMMA ) https://procurement.maryland.gov should register on eMMA . See Section 4.2 .
MINORITY BUSINESS ENTERPRISES ARE ENCO URAGED TO
RESPOND TO THIS SOLI CITATION.

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NO BID NOTICE/ VENDOR FEEDBACK FORM
To help us improve the quality of State solicitations, and to make our procurement process more
responsive and business friendly, please provide comments and suggestions regarding this solicitation .
Please return your comments w ith your response . If you have chosen not to respond to this solicitation,
please email or fax this completed form to the attention of the Procurement Officer (see Key
Information Summary Sheet below for contact information).
Title : Janitorial Services
Solicitation No: CRRL/LGA 20 -017-S
1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:
 Other commitments preclude our participation at this time
 The subject of the solicitation is not something we ordinarily prov ide
 We are inexperienced in the work/commodities required
 Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)
 The scope of work is beyond our present capacity
 Doing business with the State is simply too complicated . (Explain in R EMARKS section)
 We cannot be competitive . (Explain in REMARKS section)
 Time allotted for completion of the Bid is insufficient
 Start -up time is insufficient
 Bonding/Insurance requirements are restrictive (Explain in REMARKS section)
 Bid requirements (other than specifications) are unreasonable or too risky (Explain in
REMARKS section)
 MBE or VSBE requirements (Explain in REMARKS section)
 Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory .
(Explain in REMARKS section)
 Payment schedule too slow
 Other: __________________________________________________________________
2. If you have submitted a response to this solicitation, but wish to offer suggestions or express
concerns, please use the REMARKS section below . (Attach add itional pages as needed.)
REMARKS:
____________________________________________________________________________________
____________________________________________________________________________________
Vendor Name: ________________________________ Date: _______________________
Contact Person: ________________________________ _ Phone (____) _____ - _________________
Address: ______________________________________________________________________
E-mail Address: ______________________________________________ __________________

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STATE OF MARYLAND
DEAPRTMENT OF HUMAN SERVICES (DHS)
KEY INFORMATION SUMM ARY SHEET
Invitation for Bids IFB – JANITORIAL SERVICES
Solicitation Number: CRRL/LGA 20 -017-S
IFB Issue Date: Friday, January 31, 2020
IFB Issuing Office: Department of Human Services
Procurement Officer: Cora Traynham
311 W. Saratoga Street
Baltimore, Maryland 21201
e-mail:
Office Phone: Cora.traynham @maryland.gov
410-767-7637 Fax: 410-333-0258
Bids are to be sent to: Cora Traynham
DHS -Procurement Unit
311 W. Saratoga Street, Room 940 H
Baltimore, Maryland 21201
Contract Monitor: Chad Seymour
Carroll County Department of Social Services
1232 Tech Court
Westminster, Maryland 21157
Office Phone: 410 -386-3472
Fax #: 410 -386-3474
Email: chad.seymour@maryland.gov
Pre-Bid Conference: Wednesday , February 12, 2020. 1 1:00 AM
Location: DHS -Carroll County DSS
1232 Tech Court
Westminster, Maryland 21157

Questions Due Date and Time Tuesday, February 25, 2020 , Time: 11:00 AM
Bid Due (Closing) Date and
Time: Wednesday , March 11, 2020, Time : 11:00 AM
Bidder s are reminded that a completed Feedback Form is requested if
a no-bid decision is made (see page i v).
Public Bid Opening Date,
Time and Location Wednesday , March 11, 2020 - Time : 2:00 PM
DHS -Procurement Unit, 311 W. Saratoga Street, Room 9 52
Baltimore, Maryland 21201

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MBE Subcontracting Goal: None
VSBE Subcontracting Goal: None
Contract Duration: April 1, 2020 through March 31 , 2023
Three (3) year s
Primary Place of
Performance: DHS -Carroll County DSS
1232 Tech Court
Westminster, Maryland 21157
SBR Designation: No
Federal Funding: Yes

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TABLE OF CONTENTS – IFB
1 Minimum Qualifications ................................ ................................ ................................ ...................... 1
1.1 Bidder Minimum Qualifications ................................ ................................ ................................ .. 1
2 Contractor Requirements: Scope of Work ................................ ................................ ........................ 2
2.1 Summary Statement ................................ ................................ ................................ ..................... 2
2.2 Background and Purpose ................................ ................................ ................................ ............. 2
2.3 Responsibilities and Tasks……………………………………………………………………...2
2.4 Work Hours ……… ……………………………………………………………………………..3
2.5 Staffing Requirement…………………………………………………………………………... .3
2.6 State Holidays………………………………………………………………………………….. .4
2.7 Emergency Tasks………………………………………………………………………………. .4
2.8 Building Closures……………………………………………………………………………… .4
2.9 Supplies, Services and Utilities to Be Provided by the State………………………………… ...4
2.10 Supplies, Materials and Equipment to Be Supplied by the Contractor…...………………… .....5
2.11 Work Excluded From This Contract………………………………………………… ……….. ..6
2.12 Janitorial Schedule, Tasks and Performance Standards……………………………………….. .6
2.13 Conduct of Ja nitorial Staff……………………………………………………………………. .12
2.14 Contractor's Employees………………………………………………………………………. .12
2.15 Reductions for Non -Performance…………………………………………………………… …13
2.16 Disputes Arising From Reductions………………………………………………………….... .13
2.17 Deferred M aintenance………………………………………………………………………… .14
2.18 Inspections and Approval of Work…………………………………………………………… .14
3 Contractor Requirements: General ................................ ................................ ................................ .. 14
3.1 Contract Initiation Requirements ................................ ................................ ............................... 14
3.2 End of Contract Transition ................................ ................................ ................................ ........ 14
3.3 Invoicing ................................ ................................ ................................ ................................ .... 14
3.4 Insurance Requirements ................................ ................................ ................................ ............ 16
3.5 Security Requirements ................................ ................................ ................................ ............... 17
3.6 Problem Escalation Procedure ................................ ................................ ................................ ... 18
3.7 SOC 2 Type 2 Audit Report ................................ ................................ ................................ ...... 19
4 Procurement Instructions ................................ ................................ ................................ .................. 20
4.1 Pre-Bid Conference ................................ ................................ ................................ ................... 20
4.2 eMaryland Marketplace (eMM) ................................ ................................ ................................ 20

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4.3 Questions ................................ ................................ ................................ ................................ ... 20
4.4 Procurement Method ................................ ................................ ................................ ................. 21
4.5 Bid Opening Date and Time ................................ ................................ ................................ ...... 21
4.6 Multiple or Alternate Bids ................................ ................................ ................................ ......... 21
4.7 Receipt, Opening and Recording of Bids ................................ ................................ .................. 21
4.8 Confidentiality of Bids / Public Information Act Notice ................................ ........................... 21
4.9 Award Basis ................................ ................................ ................................ ............................... 22
4.10 Tie Bids ................................ ................................ ................................ ................................ ..... 22
4.11 Duration of Bids ................................ ................................ ................................ ........................ 22
4.12 Revis ions to the IFB ................................ ................................ ................................ .................. 22
4.13 Cancellations ................................ ................................ ................................ ............................. 22
4.14 Incurred Expenses ................................ ................................ ................................ ..................... 23
4.15 Protest/Disputes ................................ ................................ ................................ ......................... 23
4.16 Bidder Responsibilities ................................ ................................ ................................ .............. 23
4.17 Acceptance of Terms and Conditions ................................ ................................ ........................ 23
4.18 Bid/Proposal Affidavit ................................ ................................ ................................ ............... 24
4.19 Contract Affidavit ................................ ................................ ................................ ...................... 24
4.20 Compliance with Laws/Arrearages ................................ ................................ ........................... 24
4.21 Verification of Registration and Tax Payment ................................ ................................ .......... 24
4.22 False Statements ................................ ................................ ................................ ........................ 24
4.23 Payments by Electronic Funds Transfer ................................ ................................ .................... 24
4.24 Prompt Payment Policy ................................ ................................ ................................ ............. 25
4.25 Electronic Procurements Authorized ................................ ................................ ......................... 25
4.26 MBE Participation Goal ................................ ................................ ................................ ............ 26
4.27 VSBE Goal ................................ ................................ ................................ ................................ 26
4.28 Living Wage Requirements ................................ ................................ ................................ ....... 26
4.29 Federal Funding Acknowledgement ................................ ................................ .......................... 28
4.30 Conflict of Interest Affidavit and Disclosure ................................ ................................ ............ 28
4.31 Non-Disclosure Agreement ................................ ................................ ................................ ....... 28
4.32 HIPAA - Business Associate Agreement ................................ ................................ .................. 28
4.33 Nonvisual Access ................................ ................................ ................................ ...................... 28
4.34 Mercury and Products That Contain Mercury ………………………………………………… 30
4.35 Location of the Performance of Services Disclosure ………………………………………….30
4.36 Department of Human Services (DHS) Hiring Agreement ……………………………………30
4.37 Small Business Reserve (SBR) Procurement ................................ ................................ ............ 29

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4.38 Maryland Healthy Working Families Act Requirements ................................ .......................... 29
5 Bid Format ................................ ................................ ................................ ................................ .......... 30
5.1 One Part Submission ................................ ................................ ................................ ................. 30
5.2 Labeling ................................ ................................ ................................ ................................ ..... 30
5.3 Bid Price Form ................................ ................................ ................................ .......................... 30
5.4 Required Bid Submission ................................ ................................ ................................ .......... 30
5.5 Delivery ................................ ................................ ................................ ................................ ..... 32
5.6 Documents Required upon Notice of Recommendation for Contract Award ........................... 32
6 Bid Evaluation and Award ................................ ................................ ................................ ................ 34
6.1 Bid Evaluation Criteria ................................ ................................ ................................ .............. 34
6.2 Reciprocal Preference ................................ ................................ ................................ ................ 34
6.3 Award Determination ................................ ................................ ................................ ................ 34
6.4 Documents Required upon Notice of Recommendation for Contract Award ........................... 34
7 IFB ATTACHMENTS AND APPENDICES ................................ ................................ ................... 35
Attachment A. Pre-Bid Conference Response Form ................................ ................................ ......... 38
Attachment B. Bid Instructions & Form ................................ ................................ ............................ 39
Attachment C. Bid/Proposal Affidavit ………………………………………………………………42
Attachment D. Minority Business Enterprise (MBE) Forms ................................ ......................... 429
Attachment E. Veteran -Owned Small Business Enterprise (VSBE) Forms ................................ ... 50
Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts ................ 51
Attachment G. Federal Funds Attachments ................................ ................................ ....................... 53
Attachment H. Conflict of Interest Affidavit and Disclosure ................................ ........................... 56
Attachment I. Non-Disclosure Agreement (Contractor) ................................ ................................ . 57
Attachment J. HIPAA Business Associate Agreement ................................ ................................ ..... 58
Attachment K. Mercury Affidavit ................................ ................................ ................................ ....... 59
Attachment L. Location of the Performance of Services Disclosure ................................ ............... 60
Attachment M. Contract ................................ ................................ ................................ ....................... 61
Attachment N. Contract Affidavit ................................ ................................ ................................ ...... 77
Attachment O. DHS Hiring Agreement ................................ ................................ .............................. 80

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Appendix 1. – Abbreviations and Definitions ................................ ................................ ......................... 82
Appendix 2 . – Bidder Information Sheet ................................ ................................ ................................ 84

Appendix 3. - Walk Through Affidavit ………………………………………………………………… 85

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1 Minimum Qualifications
1.1 Bidder Minimum Qualifications
To be considered responsive , the Bidder must document in its Bid that it satisfies the following
Minimum Qualifications:
1.1.1 The Bidder shall have minimum of one (1) y ear of experience in providing J anitorial Services ,
as defined below, for commercial and/or governmental properties .
As proof of meeting this requirement, the Bidder shall provide with its Bid one (1) or more
references from the past five (5) years that attest t o the Bidder’s required year of experience in
providing Janitorial Services.

THE REMAINDER OF THI S PAGE IS INTENTIONA LLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work
2.1 Summary Statement
2.1.1 The Department of Human Services (DHS or the Department ) is issu ing this Invitation for Bid s
(IFB) in order to procure the services as specified in this IFB, from a Contract between the
successful Bidder and the Department.
2.1.2 It is the State’s intention to obtain services , as specified in this IFB, from a Contract betwee n the
selected Bidder and the State.
2.1.3 The Department intends to make a single award as a result of this IFB. See IFB Section 4.9
Award Basis for more Contract award information.
2.1.4 A Bidder , either directly or through its subcontractor(s), must be able to provide all goods and
services and meet all of the requirements requested in this solicitation and the successful Bidder
(the Contractor) shall remain responsible for Contract performance regardless of subcontractor
participation in the work.
2.2 Background and Purpose
The Carroll County Department of Social Services (CCDSS) is seeking Bids from qualified Vendors for
Janitorial Cleaning Services for two (2) CCDSS offices in accordance with the terms, conditions and
specifi cations set forth in this IFB. The two (2) offices, Suite A and Suite D, are located at: 1232 Tech
Court, Westminster, Maryland 211 57 (collectively, the Building ), which is man aged under the authority
of DHS.
2.3 General Requirements
The Contractor shall:
2.3.1 Furnish all labor, equipment and supplies (except those specified in Section 2.9 if this
IFB) necessary to perform the daily, bi -weekly, weekly, monthly, semi -annual and annual
cleaning of the Building in strict conformation with the standards specified in this IFB.
2.3.2 Be responsible for the below approximate net cleanable square footage and approximate
number of cleanable areas within the Building:
CCDSS, Suite A
Carpet: 15,720 sq. ft.
Vinyl Tile: 15,340 sq. f t.
Approximate Total net cleanable square footage: 31,060 sq. ft.
Window Glass 1,740 sq. ft.
Restrooms 7

CCDSS -Child Support Administration – Suite D
Carpet: 3,567 sq. ft.
Vinyl Tile: 2,615 sq. ft.
Approximate Total net cleanable square footage: 6,182 sq. ft.
Window Glass 716 sq. ft.
Restrooms 4

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All details on square footage and numbers of units are approximate. It is the
responsibility of the Bidder to v erify the areas, sizes and quantities of all surfaces and
items listed above.

2.3.3 Own or acquire, prior to the NTP Date, all necessary commercially rated equipment for
the proper performance of the Contract, said equipment must be at the building and be
fully operational at the NTP Date, see Section 2.10 below .
2.4 Work Hours
2.4.1 Standard operating hours of the Building are 8 :00 a.m. to 4:30 p.m.
2.4.2 The Contractor’s janitorial employees (Janitorial Staff ) shall perform the daily, bi -
weekly, weekly, monthly, bi -yearly and annual janito rial tasks as specified below
(Janitorial Services), from Monday through Friday, between the hours of 3:30 p.m. and
11:00 p.m.
2.4.3 The Janitorial Staff shall not perform the Janitorial Services on State Holiday s, as listed
below, or on weekends without the prior written approval from the Contract Monitor.
2.5 Staffing Requirement
2.5.1 Janitorial Staff must be able to read and understand English and demonstrate proficiency
to follow the directions printed on the pa cking of the cleaning supplies.
2.5.2 On the first day of the Contract, the Supervisor, as defined below, and Janitorial Staff
shall arrive at the Building at 3:00 p.m. to meet with the Contract Monitor and review the
total specification requirements, tota l workload and the cleaning methods proposed by the
Contractor.
2.5.4 Failure of the Contractor to provide Janitorial Staff in accordance with the specifications
of the IFB shall be considered a breach of Contract and may result in termination of the
Contr act.
On-Site Supervisor
2.5.5 The Contractor shall provide an onsite supervisor (Supervisor) who will represent the
Contractor and all matters concerning this Contract. The Supervisor must have a t least
one (1) year of experience in supervising Janitorial Services.

2.5.6 The Supervisor must have the ability to speak, understand and write in English and shall
be available to communicate with the Contract Monitor, between the hours of 8:30 a.m.
to 4:00 p.m., Monday through Friday, for the purposes of obtain ing instructions,
information or regarding deficiencies in Janitorial Services.

2.5.7 In the event that the Supervisor fails to respond to the Contract Monitor within two (2)
Business Hours, and without a reasonable explanation, the Contracto r may be subj ect to
invoice deductions, see Section 2.15 .

2.5.8 The supervisor and Janitorial Staff shall be given a copy of the below specifications and
the appropriate schedules and performance standards. The Contract Monitor and the
Supervisor will schedule dates and times with the monthly, semi -annual and annual
Janitorial Services will be accomplished.

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2.5.9 The Supervisor shall ensure that the Janitorial Services are performed in accordance with
all the requirements of this IFB.

2.5.10 The Supervisor shall be accountable for the behavior of all Janitorial Staff assigned to
this Contract.
2.6 State Holidays
The Contractor shall not provide Janitorial Service s, on the below listed holidays:

New Year’s Day Columbus Day
Martin Luther King’s Birthday Veteran’s Day
President’s Day Thanksgiving Day
Memorial Day American Indian Heritage Day
Independence Day Christmas Day
Labor Day
2.7 Emergency Tasks
Should an emergency condition requiring immediate attention occur (Emergency Task), for
example, flooding of a p articular section of the Building, the Contractor shall divert its Janitorial
Staff as directed by Contract Monitor, as necessary from their normal assigned duties to attend to
the Emergency Task. When the Janitorial Staff, are no longer required for the Emergency Task,
the Janitorial Staff shall be directed to return to their normal Janitorial Services and the
Contractor shall not be penalized because the normal daily work, which otherwise would have
been performed had been neglected.
2.8 Building Closures
Whenever State employees are excused early as the result of inclement weather and/or hazardous
conditions, the Contractor shall make every reasonable effort to provide Janitorial Services. In
the event that the Contractor is unable to perform the Janitori al Services, Janitorial Services shall
be performed on the next available day. If the next available day is a State holiday or on the
weekend, following the written approval of the Contract Monitor , the Contractor shall provide
Janitorial Services so that the Building is clean prior to office hours on the following working
day. If the Contractor is not able to provide Janitorial Services at all for that period, it must notify
the Contract Monitor in writing. The Contractor shall not receive payment for J anitorial Services
not performed as a result of the Building being closed.
2.9 Supplies, Services and Utilities to Be Provided by the State
The State shall:

2.9.1 Furnish all paper hand towels, toilet paper, toilet seat covers, trash can liners, hand soap,
sanitary napkin bags, disinfectant, and cleaners. These supplies shall be stocked in the
janitorial closets by State personnel. Records of usage of these suppli es will be
maintained by the State. The Contractor will be held accountable for any excessive usage
of these supplies.

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2.9.2 Supply the Contractor with light, heat and power, hot and cold water for the cleaning of
the Building. (Note: hot water tempera ture is regulated by the State’s energy guidelines
and cannot be increased above the current guideline temperature.)

2.9.3 Provide janitorial closets for the housing of the Contractor’s equipment and supplies.
These closets will be supplied with locks to safeguard the Contractor’s property. These
closets must be maintained in a clean, neat and orderly condition by the Contractor. Keys
to the janitorial closets will be provided to the Contractor. Should the Contractor lose
these or any other keys to the Building, it shall be responsible for the cost or replacing or
re-keying the applicable locks.

2.9.4 Supply large trash receptacles (dumpsters) for the final disposal of trash collected in the
Building. The Contractor shall deposit all trash collected i n the Building in the
receptacles provided and ensure that all lids, doors, or other openings to the receptacles
are closed and latched.
2.10 Supplies, Materials, Equipment to Be Supplied by the Contractor
The Contractor shall:

2.10.1 Furnish all cleaning mate rials not listed above, including, but not limited to, mops, mop
heads, dust rags, brooms, sweepers, and all equipment necessary to perform the Janitorial
Services. Fifteen (15) Business Days prior to Contract Commencement Date, the
Contractor shall submi t to the Contract Monitor a list giving the names of the
manufacturers, brand names, and intended use of each of the chemicals that the
Contractor proposes to use in performance of Janitorial Services. The Contractor shall
not use any material that the Co ntract Monitor determines would be unsuitable for its
purpose, or harmful to the surfaces to which applied, or to any other part of the Building,
its contents or equipment.

2.10.2 Furnish all necessary commercially rated cleaning equipment including, powe r driven
floor scrubbing machines, polishing machines, industrial -HEPA -type vacuum cleaners
required for the performance of the Janitorial Services. Internal combustion engine
driven power equipment shall not be used. Contract must possess the written ap proval of
the Control Monitor before using such equipment.

2.10.3 All supplies utilized for the Janitorial Services shall be “Green Certified” and purchased
from Blind Industries and Services of Maryland (BISM) to the extent they are available.
Additiona l information may be obtained from BISM direct by calling Gregg Kalifut at
410-737-2616. As this is a mandatory requirement, failure to comply will be considered
breach of Contract. A copy of the Contract will be provided to BISM for follow up.

2.10.4 Ensure that each piece of equipment delivered to the Building for use contains a serial
number and is appropriately identified with a plate affixed thereon. The Contractor must
provide the Contract Monitor with a listing of all the equipm ent delivered to t he Building
with the corresponding serial numbers. On a schedule established by the Contract
Monitor, an inventory is to be made of the equipment. The purpose of the inventory is to
ensure that all equipment is in operating condition and that the quantit y agreed upon at
the award of the Contract is the same. The Contractor shall accompany the Contract
Monitor and/or his/her designee conducting the inventory. All equipment shall be

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operative at all times. Any inoperative equipment shall be repaired and/ or replaced
within a 24 -hour period.

2.10.5 Notwithstanding the above, in conjunction with the Contract Monitor, an inventory of all
the materials and equipment on hand during the final month of the Contract period shall
be performed, along with the devel opment of a list of all materials and equipment that
have been paid for by the State. Any material and/or equipment remaining at the
termination of the Contract has been paid for by the State will remain the property of the
State.
2.11 Work Excluded From This Contract
All mechanical rooms, electrical rooms, and any areas used exclusively for the Building’s
maintenance are excluded from this Contract.
2.12 Janitorial Schedule, Tasks and Performance Standards
2.12.1 The Contract Monitor shall determine whether the tasks have been performed, and that
the performance is in accordance with the standards set forth in these specifications. If
the Contractor fails to perform a task to the specified standards , CCDSS may initiate
invoice reductions for non -performance and /or terminate the Contract in accordance with
Section 2.15 of this IFB.

2.12.2 The Contractor shall perform the following tasks, at the frequency and to the standards
set forth herein:

DAILY TASKS

Task D -1: Empty Trash Cans and Remove Trash from Inside and Outside the
Building

Frequency: Daily
Locations: Waiting Area, Cubicles, Offices, Conference Rooms, Corridors, Lunchroom,
Restrooms
Standards:
A. All trash from trash cans is removed and placed in the dumpster provided.
B. All small loose tra sh is placed in large pl astic bags and deposited in dump ster
provided.
C. Large plastic bags are closed and tied and are free from holes which would allow
trash or liquids to escape.
D. All emptied trash cans have liners that are free of soil and stains caused b y liquids,
coffee grounds, cigarette ashes, food, garbage or any other substance which creates
an odor or will cause other trash to adhere to the side of the liner.
E. All items marked as trash are removed and boxes are broken down prior to placement
in dumps ter or alternatively, in the recycling receptacle .

Task D -2: Clean Glass

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Frequency: Daily
Locations: Building’s Entry Doors, Front of Building, First Floor Employee Entrances
Standards:
A. Glass shall be free from smears, smudges, fingerprints and be uniform in appearance
without residue or haze.

Task D -3: Clean and Disinfect Water Fountains

Frequency: Daily
Locations: Lobbies, Corridors and Lounges
Standards:
A. All water spots, dirt, and smudges are removed from water fountain.
B. Stubborn stains are r emoved and no damage is done to surfaces or water fountains.

Task D -4: Refill Paper Towels, Toilet Tissue and Liquid Hand Soap

Frequency: Daily
Locations: All Restrooms, Employees Lunchroom
Standards:
A. All paper towel dispensers are filled to dispenser’ s specifications and dispensed easily and
correctly from dispenser.
B. All toilet paper dispensers are filled and rolls are properly installed in dispensers.
C. All hand soap dispensers are filled with new soap bags when emptied and soap dispenser
has been resto red to proper operating condition.

Task D -5: Clean and Disinfect Basins, Toilets, Urinals, Sanitary Napkin
Depositories, Baby Changing Stations and Interview Counters

Frequency: Daily
Locations: All Restrooms, Conference Rooms, Employees Lunchroom and Interview Counters (I -1
through I -11)
Standards:
A. Basins, counter tops, dining tables and plumbing fixtures disinfected and free from stains,
dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipes shined.
B. All interior/exterior or microwave s in lunch room are to be wiped cleaned.
C. Toilets and urinals disinfected and free from stains, dirt, hair, smudges, smears, water spots,
encrustation, rust and odor. Exterior or depositories are free of smears, film and haze.
Contents of depositories bag ged in plastic bags, plastic bags tied and deposited in dumpster.
D. All of the counter tops in the Interview Area Cubicles (Rooms I -1 through I -11) are to be
cleaned and disinfected. Any paperwork encountered on the counters should not be
removed.

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Task D-6: Dust Mop Followed By Wet Mop of All Ceramic Tile and Vinyl Tile
Floors

Frequency: Daily
Locations: Main Entrance Area, Waiting Areas, Restrooms, Employees Lunchroom and All
Corridors
Standards:
A. All dirt, dust, and trash removed from floors.
B. No dirty water or cleaning solution residue or mop marks shall be visible on floors.
C. All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust. Trash; dirty
water residue, cleaning solution residue and wax build up. All easily moved fur nishings
shall be moved and cleaned under/behind.

Task D -7: Vacuum Carpeted Areas

Frequency: Daily
Locations: Offices, Carpeted Work Areas, Carpeted Reception Areas, Conference Rooms
Standards:
A. Carpets free from all dirt, dust, paper clips, and small pie ces of paper or other trash.
B. Furnishings that are easily moved shall be moved to clean under/behind. Furnishings shall
be returned to original position.

BI-WEEKLY TASKS (TWICE A WEEK)

Task BW -1: Spot Clean Carpet Stains

Frequency: Bi-Weekly
Locations: All Carpeted Areas
Standards:
A. Carpet is to be free of stains, spots, or marks of any kind which can be removed by
Industrial carpet cleaners.

Task BW -2: Spot Clean Waiting Area Furniture and Interview Area Furniture

Frequency: Bi-Weekly
Locations: Customer Waiting Area Furniture and Interview (Rooms I -1 through I -11)
Standards:
A. All dirt, dust, smudges, smears and fingerprints shall be removed from furniture.
B. Furniture exhibits clear shine free of residue or haze.
C. Sanitize available chair arms.

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WEE KLY TASKS

Task W -1: Clean Glass Mirrors

Frequency: Weekly
Locations: Restrooms
Standards:
A. Glass shall be free of smears, smudges, fingerprints and be uniform in appearance without
residue or haze.

Task W -2: Buffing All Ceramic, Vinyl Tile

Frequency: Weekly
Locations: Lobbies/Waiting Area, Tiled Corridors, Tiled Lunchroom
Standards:
A. Floors shall be thoroughly dusted, and wet mopped prior to buffing. Furnishings shall be
moved/ removed to assure complete buffing of the floors.
B. Spray Buff cleaner and Polish 3M ready to use (RTU) or equivalent shall be used as the
medium for spray waxing and buffing. Diluted solutions of glass cleaners of other such
solutions shall not be used.

Task W -3: Sweep Outside Stairs, Landings and Front Entrance

Frequency: Weekly
Locations: Two Employee Entrances and Receiving Area Steps on South Side of Building and
Public Entrance in Front of Building
Standards:
A. Steps shall be cleared of all trash, gravel, leaves and other debris.

Task W -4: Vacuum Floor Mats
Frequency: Weekly
Locations: Main Entrance & All Side Entrances
Standards:
A. All dirt, dust, and trash removed from floor mats.
B. Floor mats returned to their original positions.

Task W -5: Dust All Surfaces

Frequency: Weekly
Locations: Offices, Lobbies, Corridors, Lunch Room, Conference Rooms

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Standards:
A. All window ledges, file cabinets, storage cabinets, wooden furniture, Venetian blinds and
all other surfaces are to be free of dust and trash.
B. All ceiling exhaust vent covers in all the bathrooms are to be free from dust.
C. All HVAC ceiling vent covers throughout building are to be free from dust.

Task W -6: Spot Clean Building Surfaces

Frequency: Weekly
Locations: Waiting Area, Offices, Conference Rooms, Corridors, Lunch Rooms and Restrooms
Standards:
A. All vinyl, painted, or ceramic tile walls and restroom partitioning shall be free from
smudges, smears, marks, dirt, and fingerprints.
B. Surfaces shall be free of detergent residue, streaks, film or haze.

BI-ANNUAL TASKS

Task 1: Refinish All Vin yl and Ceramic Tile Floors

Frequency: Twice a Year, on the Second Saturday or March and October or on Dates As Determined
by the Contract Monitor
Locations: Vinyl and Ceramic Floor Areas in Waiting Area, Corridors, Lunchroom, and Restrooms
Standards:
A. Desks, benches, chairs shall be moved to permit refinishing of the entire floor surface.
B. All old wax removed from tile floors.
C. All wax stripping solution removed from floor and surrounding wall areas.
D. New wax applied evenly and buffed to a clean high gloss including, corners and doorways.
E. No traces of dirt or marks on tile surfaces, no wax on vertical surfaces of adjacent areas.
F. Floors are to have an even gloss sheen, free of any buffing or swirl marks and present a
uniform appearance. Furnishings moved sh all be returned to original position by janitorial
personnel before leaving the building.

ANNUAL TASKS

Task 1: Clean and Shampoo Carpeting

Frequency: Once a Year
Locations: All Carpeted Areas of Building
Standards:
A. Desks, chairs, and other movable furn iture shall be moved to permit cleaning of the entire
carpeted area.
B. Carpet is to be free of all dirt, stains, shampoo residue or other marks/stains.

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C. Carpet presents a uniform appearance.
D. Furniture moved shall be returned to its original position by janitorial personnel before
leaving the building.

Task 2 : Clean All Lighting Fixtures

Frequency: Once a Year
Locations: All Lighting Fixtures throughout the Building
Standards:
A. Dismount grids/grills and remove lamps.
B. Interior reflectors free of dirt, dust and streaks.
C. Exterior diffuser or globes free of dirt, dust and streaks.
D. Fluorescent tubes cleaned and free of dirt, dust and streaks.
E. Lighting fixtures reassembled to their proper operating condition.

Task 3 : Clean Venetian Blinds/Interior Window Co verings

Frequency: Once a Year
Locations: Throughout the Building
Standards:
A. Clean blinds and slats – free from dirt, dust and streaks.

Task 4 : Clean All Interior Windows

Frequency: Once a Year
Locations: Throughout the Interior of the Building
Standards:
A. Windows are free from dirt and streaks (both inside and outside)
B. Glass presents a uniform appearance.
2.13 Conduct of Janitorial Staff
2.13.1 Contractor shall ensure that all Janitorial Staff refrain from behavior or activities that disrupt
the workplace an d shall ensure that Janitorial Staff do not:
A. Remove any State property or personal property, equipment, monies, forms, or any other
item from the building;
B. Engage in loud or boisterous behavior;
C. Play music on any sound amplification devices;
D. Be under the i nfluence of alcohol or drugs;
E. Gamble while at work;
F. Operate any equipment other than the Contractor’s equipment;

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G. Use any State telephone except a telephone designated by the Contract Monitor for the
purpose of performing his/her duties. The Contractor sha ll reimburse the State for any
costs for misuse of telephone attributable to the Contractor’s employees;
H. Open any desk, file cabinet or storage cabinet;
I. Consume any food or beverage, other than that brought with the employee or purchased
from vending machi nes, and only in areas designated by the Contract Monitor;
J. Engage in horseplay;
K. Touch or remove any article(s) from desks;
L. Sleep while on duty;
M. Engage in long conversations with security guards, staff of the Department of other
individuals;
N. Take photographs of the building or its contents;
O. Remove any documents, records, forms or paper of any kind that is not either in trash can
or clearly marked as trash;
P. Use any tobacco or tobacco substitute product in any form;
Q. Engage in any activity that is det rimental to the performance of this Contract;
R. Have any visitors, bring child(ren) or pets to work or allow any unauthorized individuals
into the Building at any time.
2.13.2 Should the State find any of the Janitorial Staff in violation of any clause contained in this
IFB, the State shall immediately notify the Contractor, followed by a written notification to the
Contractor. The Contractor shall be responsible for the conduct of that janitor and liable for
any action or inaction of that janitor while performing work under this Contract.
2.14 Contractor’s Employees
2.14.1 The Contractor shall require all Janitorial Staff to wear distinctive uniforms while performing
their duties and assure that all Janitorial Staff wear the proper attire when on duty. A below -
waist work smoc k is acceptable. Any color or color combination as approved by the contract
Monitor may be used.
2.14.2 All of Contractor’s employees shall wear approved identification badges when on State
property.
2.15 Reductions for Non -Performance
2.15.1 Reductions for below standard work will be made if, after the second documented notification,
the contractor has not corrected the deficiency.
2.15.2 Reductions for non -performance or “No Shows” will be made if the task(s) were not
completed and State worker(s) have to be assigned immediatel y to perform the task(s).
2.15.3 The following reductions shall be used in adjusting the Contractor’s invoice when the
Contractor fails to perform any task required in these specifications or performs any task
below the standards as required in these specificatio ns.
For each twelve (12) month period of the Contract:

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A. First occurrence: written documentation notice from the Contract Monitor to the
Contractor.
B. Second occurrence: written documentation and deduction of 5% of monthly invoice
amount.
C. Third occurrence: written documentation and deduction of 10% of monthly invoice
amount.
D. Each additional occurrence: written documentation and deduction of 15% of
monthly invoice amount.
Note: Copies of all correspondence regarding this clause must be submitted to the Contractor
Monitor. Reductions for “No Shows” may be based on the normal number of Contractor’s
personnel assigned to the Building multiplied by the hours normally worked b y the Contractor, at
the hourly billing rate of the Bid. Reductions for below standards work may be made if, after the
second documented notification, the Contractor has not corrected the deficiency. If, in the
judgment of the Contract Monitor, a deficie ncy goes unaddressed by the employees or another
outside firm/contractor to do the work in question and deduct the full cost of that work from the
Contractor’s monthly invoice.
2.15.4 Notwithstanding the aforementioned, in the event that the Supervisor fails to r espond the
Contract Monitor pursuant to Section 2.5.7 above, the Contractor shall be subject to t a 10%
deduction of the monthly invoice amount.
2.15.5 The referenced conditions may result in termination of the Contract for Default by the
Contractor.
2.16 Disputes Ari sing From Reductions
2.16.1 Should the Con tractor dispute the validity of a reduction determination made by the Contract
Monitor, the Contractor may appeal the reduction to Lori Rush, Assistant Director of
Administration (“LGA”) (email address – lori.rush@maryland.gov ) within seven (7) Calendar
Days of the receipt of the determination.
2.16.2 The LGA will review the reduction and make written determination as to its validity within
seven (7) Calendar Days of the receipt of the appeal from the Contractor.
2.17 Deferred Maintenance
2.17.1 The Contract Monitor or designee may defer any task of the Janitorial Services, or requirement
of the Contract, if the Contract Monitor deems it in the best interest of the State to do so. This
act may be i nitiated by verbal notice to the Contractor, followed by written notice to the
contractor, and may be implemented at any time during the term of this Contract (“DFO”).
2.17.2 Upon issuance of a DFO, the Contractor’s monthly invoice will be adjusted to reflect the
reduced value of the Janitorial Services.
2.18 Inspections and Approval of Work
The State will demand strict conformance to the standards, and on the frequency specified. The Contract
Monitor will inspect all completed work and will ascertain that the tasks h ave been satisfactorily
accomplished.

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3 Contractor Requirements: General
3.1 Contract Initiation Requirements
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.2 End of Contract Transition
3.2.1 The Contractor shall provide transition assistance as requested by the State to facilitate the
orderly transfer of services to the State or a follow -on contractor, for a period up to thirty (30)
days prior to Contract end date, or the termination thereof . Such transition efforts shall consist ,
not by way of limitation, of:
a) Provide additional services and support as requested to successfully complete the transition ;
b) Maintain the services called for by the Contract at the required level of proficiency ; and
c) Provide c urrent o perating procedures (as appropriate) .
3.2.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with
the directions of the Contract Monitor . The Contract Monitor may provide the Contractor with
additional i nstructions to meet specific transition requirements prior to the end of the Contract.
3.2.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed
are transferred to the custody of State personnel or a third party, as dir ected by the Contract
Monitor.
3.3 Invoicing
3.3.1 General
a) The Contractor shall send the original of each invoice and signed authorization to invoice to
the following address:
Carroll County Department of Social Services
Finance Officer
1232 Tech Court
Westminster, Maryland 21157
All invoices for services shall be verified by the Contractor as accurate at the time of submission.
An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot
be processed for payment. To be consid ered a Proper Invoice, invoices must include the following
information, without error:
1) Contractor name and address;
2) Remittance address;
3) Federal taxpayer identification (FEIN) number, social security number, as
appropriate;
4) Invoice period (i.e. time period during which services covered by invoice were
performed);
5) Invoice date;
6) Invoice number;

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7) State assigned Contract number;
8) State assigned (Blanket) Purchase Order number(s);
9) Goods or services provided;
10) Amount due; and
11) Any additional documentation required by regulation or the Contract.
The DHS reserves the right to reduce or withhold Contract payment in the event the Contractor does not
provide the DHS with all required deliverables within the time frame specified in the Contract or
otherwise breaches the term s and conditions of the Contract until such time as the Contractor brings itself
into full compliance with the Contract .
Any action on the part of the DHS , or dispute of action by the Contractor, shall be in accordance with the
provisions of Md. Code Ann. , State Finance and Procurement Article §§ 15 -215 through 15 -223 and with
COMAR 21.10.04.
The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of
Columbia sales taxes and transportation taxes. The Contractor , howe ver, is not exempt from such sales
and use taxes and may be liable for the same.
Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work
requirements have been completed and no further charges are to be incurred under the Contract . In no
event shall any invoice be submitted later than 60 calendar days from the Contract termination date.
3.3.2 Invoice Submission Schedule
The Contractor shall submit invoices in accordance with the following schedule:
a) For items of work for which there is annual pricing, see Attachment B–Bid Form , those
items shall be billed in equal monthly installments for the applicable Contract year in the
month following the performance of the services.
3.3.3 For the purposes of the Contr act an amount will not be deemed due and payable if:
a) The amount invoiced is inconsistent with the Contract ;
b) The proper invoice has not been received by the party or office specified in the Contract ;
c) The invoice or performance is in dispute or the Contracto r has failed to otherwise comply
with the provisions of the Contract ;
d) The item or services have not been accepted ;
e) The quantity of items delivered is less than the quantity ordered ;
f) The items or services do not meet the quality requirements of the Contract ;
g) If the Contract provides for progress payments, the proper invoice for the progress payment
has not been submitted pursuant to the schedule ;
h) If the Contract provides for withholding a retainage and the invoice is for the retainage, all
stipulated condit ions for release of the retainage have not been met ; or
i) The Contractor has not submitted satisfactory documentation or other evidence reasonably
required by the Procurement Officer or by the Contract concerning performance under the
Contract and compliance with its provisions.

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3.3.4 Hourly billing rate:
The Contractor shall submit the hourly billing rates with the Bid for Janitorial Staff and the
Supervisor. This rate may be used when required by the State to work special hours providing
additional Janitorial Services under the Contract. The hourly billing rate will be used to calculate
additions to the Scope of the Work defined by these specifications. Any changes to the Scope of
Work shall be approved by change order issued by the Procurement Officer.
3.3.5 Travel Reimbursement
Travel will not be reimbursed under this IFB.
3.4 Insurance Requirements
The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum
requirements established by law if higher, for the duration of t he Contract, including option periods, if
exercised:
3.4.1 The following type(s) of insurance and minimum amount(s) of coverage are required:
a) Commercial General Liability - of $500,000 combined single limit per occurrence for bodily
injury, property damage, and personal and advertising injury and $ 1,000,000 annual
aggregate. The minimum limits required herein may be satisfied through any combination
of primary and umbrella/excess liability policies.
b) Errors and Omissio ns/Professional Liability - $500,000 per com bined single limit per claim
and $1 ,000,000 annual aggregate.
c) Crime Insurance/ Employee Theft Insurance - to cover employee theft with a minimum
single loss limit of $1,000,000 per loss, and a minimum single loss retention not to exceed
$10,000 . The State of M aryland and the DHS should be added as a “loss payee.”
d) Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as
required under Workers’ Compensation Acts, the Longshore and Harbor Workers’
Compensation Act, and the Fede ral Employers’ Liability Act , to not be less than one million
dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of
coverage). Coverage must be valid in all states where work is performed.
e) Automobile or Commercial Truck Ins urance - The Contractor shall maintain Automobile or
Commercial Truck Insurance (including owned, leased, hired, and non -owned vehicles) as
appropriate with Liability, Collision, and PIP limits no less than those required by the State
where the vehicle(s) is registered, but in no case less than those required by the State of
Maryland.
3.4.2 The State shall be listed as an additional insured on the faces of the certificates associated with
the coverages listed above, including umbrella policies, excluding Workers ’ Compensation
Insurance and professional liability.
3.4.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier provide
the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non -
renewa l, cancellation, or expiration. The Contractor shall notify the Procurement Officer in
writing, if policies are cancelled or not renewed within five (5) days of learning of such
cancellation or nonrenewal. The Contractor shall provide evidence of replaceme nt insurance
coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance
policy then in effect.

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3.4.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized
to do business in the State.
3.4.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed
coverages, limits and requirements set forth in this section within five (5) Business Days from
notice of recommended award. During the period of performance for mul ti-year contracts , the
Contractor shall provide certificates of insurance annually or as otherwise directed by the
Contract Monitor.
3.4.6 The Contractor shall require any subcontractors to obtain and maintain comparable levels of
coverage and shall provide the Contract Monitor with the same documentation as is required of
the Contractor.
3.5 Security Requirements
The following requirements are applicable to the Contract:
3.5.1 Employee Identification
a) Contractor Personnel shall display his or her company ID badge in a vis ible location at all
times while on State premises . Upon request of authorized State personnel, each Contractor
Personnel shall provide additional photo identification.
b) Contractor P ersonnel shall cooperate with State site requirements , including but not limited
to, being prepared to be escorted at all times, and providing information for State badge
issuance.
c) All Janitorial Staff are required to be registered with the Contract Monitor prior to
performing Janitorial Services. Registrations will c onsist of the Contractor completing a 3”
x 5” identification card for all Janitorial Staff assigned to this Contract. The 3” x 5”
identification cards will be supplied by the contract Monitor or his/her designee.
d) The 3” x 5” identification card will requi re the Contractor to provide the following employee
information: name, address, telephone number, employee’s signature and a 2” x 1 -1/2”
picture of the employee.
e) Contractor shall remove any Contractor Personnel from working on the Contract where the
State determines, in its sole discretion that Contractor Personnel has not adhered to the
Security requirements specified herein.
f) The State reserves the right to request that the Contractor submit proof of employment
authorization of non -United States Citizens, prior to commencement of work under the
Contract .
3.5.2 Security Clearance / Criminal Background Check
a) A criminal background check for any Contractor Personnel providing Janitorial Services and
shall be completed prior to each Contractor Personnel providing an y services under the
Contract .
a) The Contractor shall obtain at its own expense a Criminal Justice Information System (CJIS)
State and federal criminal background check, including fingerprinting, for all Contractor
Personnel listed in sub -paragraph A . This c heck may be performed by a public or private
entity.
b) The Contractor shall provide certification to the DHS that the Contractor has completed the
required criminal background check described in this IFB for each required Contractor

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Personnel prior to assignment, and that the Contractor Personnel have successfully passed
this check.
c) Persons with a criminal record may not perform services under the Contract unless prior
written approval is obtained from the Contract Monitor. The Contract Monitor reserves the
right to reject any individual based upon the results of the background check. Decisions of
the Contract Monitor as to acceptability of a candidate are final. The State reserves the right
to refuse any individual Contractor Personnel to work on State premises, based upon certain
specified criminal convictions, as specified by the State.
3.5.3 On-Site Security Requirement(s)
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.5.4 Information Technology
(a) Contractors shall comply with and adhere to the State IT Security Policy and Standards.
These policies may be revised from time to time and the Contractor shall comply with all
such revisions. Updated and revised versions of the State IT Policy and Standards are
available online at: www.doit.maryland.gov – keyword: Security Policy.

(b) The Contractor shall not connect any of its own equipment to a State LAN/WAN without
prior written approval by the State. The Contractor shall complete any necessary
paperwork as directed and coordinated with the Contract Monitor to obtain approval by the
State to connect Contractor -owned equipment to a State LAN/WAN.

3.6 Problem Escalation Procedure
3.6.1 The Contractor must provide and maintain a Problem Escalation Procedure (PEP) for both routine
and emergency situations. The PEP must state how the Contractor will address problem situations
as they occur during the performance of the Contract, especially problems that are not resolved to
the satisfaction of the State within appropriate timeframes.
3.6.2 The Contractor shall provide contact information to the Contract Monitor , as well as to other
State personnel as directed should the Contract Monitor not be available.
3.6.3 The Contractor shall provide the PEP no later than ten (10) Business Days after notice o f
recommended award or after the date of the Notice to Proceed, whichever is earlier . The PEP,
including any revisions thereto, must also be provided within ten (10) Business Days after the
start of each Contract year and within ten (10) Business Days after any change in circumstance
which changes the PEP . The PEP shall detail how problems with work under the Contract will be
escalated in order to resolve any issues in a timely manner . The PEP shall include:
a) The process for establishing the existence of a problem;
b) Names, titles, and contact information for progressively higher levels of personnel in the
Contractor’s organization who would become involved in resolving a problem;
c) For each individual listed in the Contractor’s PEP, the maximum amount of tim e a problem
will remain unresolved with that individual before the problem escalates to the next contact
person listed in the Contractor’s PEP;
d) Expedited escalation procedures and any circumstances that would trigger expediting them;
e) The method of providin g feedback on resolution progress, including the frequency of
feedback to be provided to the State;

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f) Contact information for persons responsible for resolving issues after normal business hours
(e.g., evenings, weekends, holidays) and on an emergency basis; and
g) A process for updating and notifying the Contract Monitor of any changes to the PEP.
3.6.4 Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State
which may be allowed by the Contract or applicable law.
3.7 SOC 2 Ty pe 2 Audit Report
A SOC 2 Type 2 Report is not a Contractor requirement for this Contract.