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State of Wisconsin – UW-Milwaukee
Wis. Statutes s.16.75
DOA-3070 (R08/2003) UWM-3070 (R10-13)
REQUEST FOR BID: D21-002-O THIS IS NOT AN ORDER
For Janitorial Services for the UWM School of Release date: 7/29/20
Continuing Education
Name(contact for further information): Donna Lumsden Deadline for Questions: 8/11/20 Noon
Email: uwmbids@uwm.edu Due Date: 8/20/20 at 2:00 PM
Available submission methods:
See section 3.4 for rules regarding communications during a Bid.
Physical Receipt by Purchasing Office (See Section 3.5.1. for instructions)
Email (See Section 3.5.2 for instructions)
BID RESPONSIVENESS: To be considered responsive, the Bidder must submit the following (Bidder must check the respective boxes to indicate
compliance with each requirement):
Request for Bid Cover Sheet (this page), signed by an authorized signatory.
Bid Response (Including Pricing Exhibit A)
Any exceptions to Contract Terms and Conditions. See section 4.1.
Vendor Forms other Than Pricing Exhibit A
The undersigned has legal authority to bind the Bidder to this Bid.
Yes No Note: Failure to check “Yes” will result in the Bid being considered non-responsive and ineligible for award.
The undersigned claims minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED
Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Administration. If you have questions concerning the certification
process, contact the Wisconsin Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI 53707 (608) 267-7806.
Yes No
The undersigned bidder is a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the
certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin
53702, (608) 266-2605.
Yes No
Wis. Stats. s. 16.754 directs the State to purchase materials which are manufactured to the greatest extent in the United States when all other factors are
substantially equal. Materials covered in our Bid were manufactured in whole or in substantial part within the United States, or the majority of the
component parts thereof were manufactured in whole or in substantial part in the United States.
Yes No Unknown
By signing this, the undersigned also certifies that neither bidder nor any person or entity associated with the bidder has, either directly or indirectly, entered
into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce
any other person or firm to submit or not to submit a bid; that this Bid has been independently arrived at without collusion with any other bidder, competitor
or potential competitor; that this Bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above
statements are accurate under penalty of perjury; that false, misleading or missing information may disqualify the bid; and that neither the bidder nor its
principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by
any federal department or agency (see www.sam.gov and https://acquisition.gov/far/current/html/Subpart%209_4.html).
Yes No
The undersigned and the respondent will comply with all terms, conditions and specifications set forth in this Bid.
Yes No Note: Failure to check “Yes” will result in the quote/Bid being considered non-responsive and ineligible for award.
Name of Bidder:: Date: Bidder’s phone number:
Address of Bidder: Full name and Title of authorized Bidder’s representative: Bidder’s email:
City, State, Zip Code of Bidder: Federal Employer Identification No (or social security if sole
____________________________________________ proprietor) (voluntary)
Signature of authorized Bidder representative
This form can be made available in accessible formats upon request to qualified individuals with disabilities
1.0 GENERAL INFORMATION
1.1 ISSUING AGENT: University of Wisconsin-Milwaukee issues this Bid on behalf of the Board of Regents of the
University of Wisconsin System as an agency of the State of Wisconsin. The University of Wisconsin-Milwaukee is
hereafter referred to as “UWM”.
1.2 DEFINITIONS:
1.2.1 “Bidder” means a firm submitting a Bid in response to this Request for Bid. May be referred to as “Vendor” or
“Supplier” or “Contractor.”
1.2.2 “Contract” means the document(s) constituting the agreement resulting from this Bid award.
1.2.3 “Bid Cover Sheet” means the first page of this Bid.
1.2.4 “State” means State of Wisconsin. UWM is an agency of the State and any legal obligations that run to the
benefit of the State apply equally to UWM.
1.2.5 “RFB” or “Bid” means this Request for Bid.
1.2.6 “Successful Bidder” means the Bidder to whom this Bid is awarded. May be referred to as “Contractor”,
“Vendor” or “Supplier” or “Contractor.”
1.2.7 “Spot Clean” means removal of a stain or stuck on dirt using an appropriate cleaner for the surface.
1.2.8 “Disinfect” means to destroy harmful micro-organisms with cleaning products that meet hospital grade
requirements and are EPA approved.
1.2.9 “High Contact Surface” means surfaces with frequent human contact (Railings, reception counters, common area
furniture/tables, Plexiglas installations)
1.2.10 “Functional Touch Points” means surfaces requiring human contact for functionality (door knobs/handles/push
bars, elevator buttons, faucet handles, dispensers, flush handles, toilet seat lids, privacy partition handles/locks,
sanitary napkin lids, trash receptacle doors/flaps)
1.2.11 “Continuous/Repetitive Tasks” means tasks that need to be done on a continuous basis throughout the day;
meaning, they are repeated throughout the day on a frequency established by the appropriate point of contact for
the facility
1.2.12 “Priority Request” means a Task that supersedes other tasks due to an immediate (in the moment) need. Priority
requests are designated by the appropriate point of contact for the facility, and are often due to incidents that
occur through public usage of the facility (ex. spill, water on restroom floor, clogged toilet). Communication of
priority requests are communicated in person or via cell phone to onsite janitorial staff.
1.2.13 “Janitorial Services Manager” means the primary point of contact for the University that intakes monthly
schedule, intakes service issues and manages onsite janitorial staff. This individual does not need to be located
at the site. Must be able to meet monthly with the appropriate point of contact for the facility. Meetings can be
conducted virtually, unless onsite presence is requested in advance.
1.2.14 “Onsite Janitorial Staff” means the staff performing janitorial services.
1.2.15 “Conference Room” means rooms that are reserved and accessed by the general public for meetings/events.
1.2.16 “Work Room” means rooms accessed by University staff copying and kitchenette needs.
1.2.17 “Reception Area” means the general public entry point for each floor of the building.
1.2.18 “Common Space/Corridors” means areas used to navigate the building and/or lounge areas located outside of
Conference Rooms.
th
1.2.19 “6 Floor” means mostly staff office space with 4 Conference Rooms that will be factored into Conference
Room janitorial services.
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1.2.20 “7 Floor” means mostly public Conference Rooms, Commons Spaces and Corridors.
1.2.21 “Contract Manager” means the UWM School of Continuing Education staff member, or their designee, who will
be the primary point of contact with the awarded Contractor.
1.3 GENERAL DESCRIPTION/PURPOSE OF THE REQUEST FOR BID: The purpose of this document is to provide
interested parties with information to enable them to prepare and submit a Bid for Janitorial Services for the UWM
th th
School of Continuing Education located on the 6 and 7 floor of the John Plankinton Building, 161 W. Wisconsin
Avenue, Suite 6000, Milwaukee Wisconsin 53203. The items sought pursuant to the Bid will be used for awarding a
contract for these services. Please note, if a State of Wisconsin Certified Work Center, bidding on this contract, meets
the specifications and is determined to be bidding at fair market value, the Wisconsin Certified Work Center will be
awarded the contract.
Due to the Covid 19 pandemic, The School of Continuing Education is planning to reopen for the entire fall
semester with on-line instruction only, and a reduction of staff working on site. Due to this, the need for janitorial
services will necessarily change over time, as conditions allow for instruction to take place on site and there are
more staff working in the building. This is more likely to occur in the spring semester or later. It is possible that a
need for a service reduction may occur, if conditions warrant, during the course of the contract. The successful
vendor must be able to accommodate these needed changes with notice.
2.0 SPECIFICATIONS
2.1 MANDATORY TECHNICAL REQUIREMENTS. Typically, mandatory services are required by Day Shift, Night Shift,
and Blended Shift, as noted in the General comments that follow. However, as noted in the General Description/Purpose
of the request for bid, above, due to the Covid 19 pandemic, service requirements will vary as conditions require.,
2.1.a SHIFTS: Janitorial Services will be available on an as needed basis Monday through Friday, during the time
range specified for shifts.
i. Day Shift: Onsite presence of janitorial staff generally between the hours 8:30am to 5:30pm. Primary
focus is on daily continuous/rotational disinfection of high contact surfaces and touch points, spot
cleaning, removal of waste/recycling (if at capacity), restroom maintenance/refreshing, restocking
hygiene supplies (hand sanitizer, soap, paper products), and priority requests from appropriate facility
contact (needs that arise due to current facility usage - spills, clogged toilets, etc.). Secondary focus is
on weekly, monthly and project janitorial needs. Day shift janitorial services will be provided while the
facility is in public usage, and performance of duties will need to minimize the disruption of scheduled
events. Full outline of day shift janitorial service needs are included in table 2.
ii. Evening Shift: Services performed generally between the hours of 8:00 PM and 2:00 AM, except for
the 7th floor restrooms, which cannot be serviced before 9:00 PM, until services are completed. Primary
focus is full service restroom clean/disinfect, full service workroom clean/disinfect, full service
drinking fountain clean/disinfect, maintaining/cleaning slop sinks and janitorial closets, trash/recycling
removal, vacuuming, conference room cleaning, and monitoring janitorial request log created by
appropriate facility contact. Secondary focus is on weekly, monthly and project janitorial needs.
Evening shift janitorial services are primarily provided while the facility is not in usage by the public;
however, in the event there is overlap, performance of duties will need to minimize the disruption of
scheduled events. Full outline of evening shift janitorial service needs is included in table 3.
iii. Blended Shift: At the start of this contract, the building serviced will experience limited usage due to
the ongoing COVID-19 situation. While experiencing limited usage, the day/night shifts tasks can be
combined, resulting in one shift with onsite presence of janitorial staff generally between the hours
9:30am to 6:30pm. Primary focus during the first 1/2 of shift is continuous/rotational disinfection of
high contact surfaces and touch points, spot cleaning, removal of waste/recycling (if at capacity),
restroom maintenance/refreshing, restocking hygiene supplies (hand sanitizer, soap, paper products),
and priority requests from appropriate facility contact (needs that arise due to current facility usage -
spills, clogged toilets, etc.). Primary focus during the second ½ of shift is full service restroom
clean/disinfect, full service workroom clean/disinfect, full service drinking fountain clean/disinfect,
maintaining/cleaning slop sinks and janitorial closets, trash/recycling removal and priority requests
from appropriate facility contact (needs that arise due to current facility usage - spills, clogged toilets,
etc.). Secondary focus is on weekly, monthly and project janitorial needs. Combined day/night shift
janitorial services will be provided while the facility is in usage by University staff and while in limited
(by appointment only) usage by public. Full outline of combined day/night shift janitorial service needs
are included in table 4.
b. GENERAL REQUIREMENTS:
Contractor shall coordinate a cleaning schedule of days and times with the Contract Manager for the facility.
Schedules must be submitted to the appropriate point of contact on the first working day of each month for the
st
subsequent month’s janitorial needs. For example, October 1 schedule would be provided on, or before,
st
September 1 . Day shift needs will be more volatile based off facility usage and secondary janitorial needs
(weekly, monthly & project), while evening shift needs will be more standardized.
i. The contractor must provide a janitorial services manager that will be responsible for coordinating work
hours/work schedule for janitorial services with the Contract Manager.
ii. Contractor’s janitorial services manager must be able to communicate in writing and verbally in
English, with primary communication via email.
iii. Contractor’s Janitorial services manager must have an established email address and phone number,
with a response time of 1 hour after notification.
iv. Contractor’s Janitorial services manager must be available for an onsite meeting (if requested to discuss
janitorial service issues) within 5 business days of request, in addition to the one time per month
meeting, unless the one time per month meeting is waived by the UWM Contract Manager.
v. Onsite janitorial staff must be able to communicate in writing and verbally in English, with primary
communication via checklists provided by the Contract Manager. At least one onsite janitorial staff will
need to be accessible via cell phone during both day and evening shifts. If needed, the University will
provide a cell phone that can be checked out during shifts and checked in at the conclusion of a shift.
vi. Daily, the Contract Manager will provide a day checklist and a night checklist to guide the janitorial
activity for each shift. If needed, the checklists can be sent 24 hours in advance to the Contractor’s
janitorial services manager for distribution to onsite janitorial staff; or, onsite janitorial services staff
can access the checklist at the start of their shift. Changes to the established checklist for a shift will be
communicated verbally (in person or via cell phone) as a priority request.
c. ON-SITE ESSENTIAL UWM CONTRACTOR WORK PRACTICES:
In addition to the specifications and requirements in this section, the attached document titled “On-Site Essential
UWM Contractor Work Practices” is incorporated into the mandatory technical requirements.
d. SPECIFIC TASKS:
Cleaning tasks to be completed as described and at the locations and the frequency, specified, in the tables that
follow.
i. Successful Contractor is to supply all appropriate products and cleaning equipment, to include cleaning
solutions and products, and equipment such as mops, buckets, buffers, brooms, carts, vacuums as
needed, to appropriately remove dust, dirt and debris, sanitize surfaces, where indicated, and replace
trash and recycling container liner, as needed. Products used for cleaning should not damage the item
being cleaned or the area surrounding the object being cleaned. For example, in the past there have
been problems with wood doors being damaged, and carpet discoloration due to a water fountain
cleaning product dripping on the carpet adjacent to the fountain.
ii. The University will supply the following products: toilet paper, paper hand towels, trash receptacle
liners, feminine hygiene products and receptacle liners, hand soap, and hand sanitizer for dispensers.
iii. Successful Contractor will be required to turn off all lights and lock doors. Successful Contractor will
be supplied with keys and codes to access the site.
iv. Contractor must keep a logbook at the site to sign in and sign out, and to communicate with the UWM
staff at the site. Contractor should document in the logbook any observed irregularities, maintenance,
notification of the need to resupply UWM provided products, or other concerns to be considered by the
UWM staff. UWM Staff will also use the logbook to communicate back to the Contractor or to
document UWM concerns.
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