Exhibit C - Marietta Schools Agreement - May 8, 2023 - DCSD Board Meeting Archive

American Facility Services, Inc.
5/1/20

Addendum to Proposal # 91039-21-01
BIDDING SCHEDULE / PRICE – BUSINESS PROPOSAL

Total Annual Total Total
Supervisors
Consumables Annual Annual Total Annual Cost per
Facility (if Total Annual Cost
Cleaning Custodial SQFT
applicable)
Supplies Services

Emily Lembeck Early Learning 1,116.54 2,791.35 15,817.65 19,725.54 1.06
A.L. Burruss Elementary 4,014.24 10,035.60 56,868.40 70,918.24 1.06
Dunleith Elementary 4,953.48 12,383.70 70,174.30 87,511.48 1.06
Hickory Hills Elementary 3,444.54 8,611.35 48,797.65 60,853.54 1.06
Lockheed Elementary 5,952.78 14,881.95 84,331.05 105,165.78 1.06
Park Street Elementary 5,062.20 12,655.50 71,714.50 89,432.20 1.06
MCAA 2,820.30 7,050.75 39,954.25 49,825.30 1.06

Sawyer Road Elementary 5,700.00 14,250.00 80,750.00 100,700.00 1.06

West Side Elementary 3,657.54 9,143.85 51,815.15 64,616.54 1.06
Marietta Sixth Grade 7,046.22 17,615.55 99,821.45 124,483.22 1.06
Academy

Marietta Middle School 15,470.64 38,676.60 219,167.40 273,314.64 1.06

Marietta High School 27,138.60 67,846.50 384,463.50 479,448.60 1.06
* Central 2,507.82 6,269.55 35,527.45 44,304.82 1.06
Office/Transportation
Performance Learning 1,122.12 2,805.30 15,896.70 19,824.12 1.06
Center

Totals 90,007.02 225,017.55 1,275,099.45 1,590,124.02

Other Cost: Services outside of the responsibilities including during day/afternoon/weekend
scheduled shifts:

Hourly Cost
Service Type/Description

Set up and take down of
events
16.00

Event Coverage - custodial 16.00

Emergency Clean-Up 16.00

Other Cost Comments: (provide additional list if needed)

All supervisors are included in the custodial services pricing.

*Pricing to bring 8 lead custodians on as AFS employees: $29,440 each per year, or $235,520 per year for 8 employees.
These employees will be paid approximately $14.00 per hour.

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American
Facility
SERVICES
Marietta City Schools Staffing Plan

Location Vendor Employees MCS
Custodians
Burruss Elementary 2.5 1
Early Learning Center/Community School 1 1
Dunleith Elementary 2.5 1
Hickory Hills Elementary 2.5 1
Lockheed Elementary 4.5 1
Park Street Elementary 3.5 1
MCAA 1 1
Sawyer Road Elementary 3.5 1
West Side Elementary 2 1
Marietta 6th Grade Academy 3.5 1
Marietta Middle School 9 2
Marietta High School 17 3
Central Office/Transportation 1 0
American
Facility
SERVICES

Contact: Kevin McCann, 770-740-1613
1325 Union Hill Industrial Court, Suite A
Alpharetta, GA 30004

RFP for Custodial Services
Marietta City Schools
COPY
American
Facility
SERVICES
Table of Contents
Response Form 1
Price Proposal 3
References 4
Immigration and Security Form 5
Business License 6
Company Information 7
Management Team 10
Project Plan 13
Staffing 15
Training 17
Employee Benefits 18
Quality Control Plan 19
Cleaning Procedures Manual 30
SELECTION CRITERIA

The Board of Education of the City of Marietta reserves the right to make its vendor selection based on
what it deems to be in the best interest of the school system. The proposal neither obligates the Board
of Education of the City of Marietta to award a contract nor commits the Board to pay any cost which
might be incurred by any company, entity, or individual in responding to this request.

The successful vendor will be approved and announced at a public meeting of Marietta City Schools.

Selection of vendor will be based on the following standards:

1. Firm Qualifications, Experience, and References (25 points)

2. Proposal Criteria (25 points)
 Proposal submitted on time.
 Proposal requirements met as detailed in Standard Terms and Conditions, Additional
Conditions sections.
 Service requirements met as detailed in SCOPE OF WORK and SPECIFICATIONS sections.

3. Cost (25 points)
 Determination based on price proposal in Bidder Response Sheet and Bidder Response
Form.

4. Qualifications and Experience of key personnel assigned to this contract (25 points)

BIDDER RESPONSE FORM

We propose to provide and deliver any and all of the deliverables and/or services named in
the attached RFP for which prices have been set. The price or prices offered herein shall
apply for the period of time stated in the RFP.

We further agree to strictly abide by all specifications, terms and conditions contained
in the RFP, all of which are made a part hereof. Any exceptions are noted in writing
and included with this bid.

It is understood and agreed that this bid constitutes an offer, which when accepted in
writing by Marietta City Schools, and subject to the terms and conditions of such
acceptance, will constitute a valid and binding contract between the undersigned and
Marietta City Schools.

It is understood and agreed that we have read Marietta City Schools’ specifications
shown or referenced in the RFP and that this bid is made in accordance with the
provisions of such specifications. By our written signature on this bid, we guarantee
and certify that all items included in this bid meet or exceed any and all such Marietta
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Addendum to Proposal # 91039-21-01
BIDDING SCHEDULE / PRICE – BUSINESS PROPOSAL

Total Annual Total Total
Supervisors
Consumables Annual Annual Total Annual Cost per
Facility (if Total Annual Cost
Cleaning Custodial SQFT
applicable)
Supplies Services

Sawyer Road Elementary 5,700.00 14,250.00 80,750.00 100,700.00 1.06

West Side Elementary 3,657.54 9,143.85 51,815.15 64,616.54 1.06
Marietta Sixth Grade 7,046.22 17,615.55 99,821.45 124,483.22 1.06
Academy

Marietta Middle School 15,470.64 38,676.60 219,167.40 273,314.64 1.06

Totals 90,007.02 225,017.55 1,275,099.45 1,590,124.02

Other Cost: Services outside of the responsibilities including during day/afternoon/weekend
scheduled shifts:

Hourly Cost
Service Type/Description

Set up and take down of
events
16.00

Event Coverage - custodial 16.00

Emergency Clean-Up 16.00

Other Cost Comments: (provide additional list if needed)

All supervisors are included in the custodial services pricing.

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REFERENCES
Please provide as references, the names of at least three (3) local corporate
clients you have served for at least two (2) years.

Atlanta Public Schools
1. Company Name: __________________________________________________

Address: 3399 Collier Drive, NW, Atlanta, GA 30331

Contact: Bobby Moncrief Phone: 404-886-8585

Douglas County Schools
2. Company Name: __________________________________________________

Address: P.O. Box 1077, Douglasville, GA 30133

Contact: Becky Eigel Phone: 770-651-2376

Whitfield County Schools
3. Company Name: __________________________________________________

Address: 1306 South Thornton Ave., Dalton, GA 30721

Contact: Jim Fugate Phone: 706-876-7284

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American
Facility
SERVICES
COMPANY INFORMATION
American Facility Services, Inc. (AFS) is pleased to submit for your review and consideration
our qualifications to perform the custodial service contract for the Marietta City Schools. We
have reviewed the entire solicitation and examined the requirements closely, and feel that our
ability to perform the required services is directly tied to our organization's experience and
capabilities in the janitorial business.

American Facility Services Company, Inc., 1325 Union Hill Industrial Court, Suite A, Alpharetta,
GA 30004, is a widely respected commercial janitorial firm. Established May 15, 1991, as a
Georgia Corporation, we began providing janitorial and custodial services for private
organizations and governmental agencies under the name of Atlanta Building Maintenance
Company, Inc. In December, 2007, the name was changed to better reflect our nationwide
presence. We have a long, successful history of performing work in the Southeast and are in
good standing with federal, state, and municipal jurisdictions.

AFS currently conducts business in nine southeastern states and has approximately 600
permanent employees, over 500 contracts in place, and services over 35 million square feet.
Over the past five years, we have maintained a similar customer base. Our range of customers
is wide, from small offices to large contracts with multiple facilities requiring specific
considerations and the majority of our customers renew their contracts with us.

AFS has over 20 years’ experience providing superior custodial and janitorial services to
K-12 schools. Our extensive experience with various school specifications and different
building types along with our time-tested management systems result in the highest levels of
customer satisfaction. Atlanta Public Schools has been our customer since 1998 and the Fulton
County Schools have been a customer since 2009.

For this project, our primary objectives will be to ensure that all services are performed on
schedule and to your complete satisfaction. The scope of work and requirements of this RFP
are very much within our abilities to accomplish and we take no exceptions to the terms and
conditions. American Facility Services, Inc. has extensive experience with various facility
specifications and requirements, as listed in our references. We fully understand and meet all of
the requirements for this project.

STABILITY

AFS has relationships that have been in place for many years, as with Fulton County, City of
Atlanta, City of Dallas, Texas Facilities Commission, and others that have been established
more recently. Our experience in handling many requirements allows us to adapt to any
necessary changes in service, enabling us to maintain superior levels of quality and satisfaction
in order to keep our relationships with our clients.

The stability of American Facility Services is also demonstrated by our low turnover rate, which
for the past two years has been less than 10%. Of that number, an average of 2% to 3% will
return to work for us. We pride ourselves on the family atmosphere of our company, where
many employees have been part of our organization since it was founded in 1991.

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American
Facility
SERVICES
Due to our established relationships with national manufacturers, we have quick access to the
latest and most innovative brand name equipment, tools, superb cleaning products and
supplies. With the client’s permission, we occasionally test new products, ideas and materials.
This enables us to stay on the cutting edge of the industry.

We never substitute private-label products. We use only top name brand chemicals and
cleaning solutions that meet strict safety requirements and pass rigid quality control standards.
All SDS Sheets will be posted in the janitorial office for quick reference. We also use industrial
grade, top of the line equipment that assures consistent, high quality results. We operate on a
daily basis in many different environments – and with different, sometimes complex cleaning
needs that demand quality products. No matter what the challenge, we can meet it with our
technical abilities and superior service. Our top priority is providing a healthy and safe working
environment for your employees and customers.

QUALITY

American Facility Services is committed to controlling quality at every level of functional and
administrative activity, across the project lines. As a result, our commitment to providing our
clients with superior service, AFS has recently implemented a state-of-the-art, web-based
Quality Assurance program to facilitate our inspection, reporting, and corrective action
procedures. With our detailed, standardized, app-based system, we are able to inspect,
document deficiencies, assign corrective actions, and document resolution of issues with real-
time reporting capabilities. All QC reports can be viewed immediately by our management and
clients.

Our Quality Control Plan for the referenced solicitation will be further tailored to promote and
maintain superior contract performance. It combines traditional, inspection-oriented processes
with progressive, education and training oriented protocols to form a Total Quality Management
package that will meet or exceed all contract requirements. American Facility Services
welcomes comments from our clients via e-mail, phone, verbal (which is immediately written
down by our employees) and any other avenue of communication available.

Our quality control plan is designed to ensure that on a regular and routine basis, all services
are performed:

 On schedule and to the complete satisfaction of our client
 In a manner that continually improves the quality and timeliness of services.

Further, all services will be inspected by the Contract Manager, on an unscheduled basis, and
by the Supervisor, on a more intense level.

AFS is assisting many of our clients with their goals to move towards more environmentally
conscious and Green Cleaning efforts. We have moved to a standard of utilizing ‘green seal’
approved cleaning products and environmentally friendly paper and plastic products. Our
cleaning equipment meets the sustainable cleaning criteria standards wherever possible and
available. Furthermore, our managers are CIMS certified to provide our customers with an
added level of assurance in our competence.

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American
Facility
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FINANCIAL QUALIFICATIONS

Our financial strength is demonstrated by our annual sales volume, which exceeds
$50,000,000. We have grown at an annual rate of approximately 10% over the past five years
and anticipate the same growth for the future by maintaining, monitoring and improving upon
the quality of our services. Additionally, we have a $20M bonding capacity with insurance
coverage that exceeds industry standards. We are registered with Dunn & Bradstreet, under
DUNS Number 78-451-9977. The Bank of North Georgia has been primary banking institution
since 1991 and will provide a reference letter upon request.

AFS owns our office building and warehouse at our corporate headquarters and have been at
this location for over twelve years. AFS has the financial resources to ensure that we are able
to provide the necessary equipment, chemicals, cleaning supplies and personnel to maintain
this contract for custodial services, and will be ready to proceed upon receipt of a notice to
proceed. Also, AFS has the financial means to ensure our employees and any sub-contractors
are paid on time each pay period.

Background checks on all new employees are performed using S2Verify. Their service checks
national criminal records, driving records, SSN/address verifications, credit histories, national
civil records, federal district court records, education verification, workers' compensation
histories, personal/ business references, and previous employment history. Once an employee
passes all our pre-employment screening and is offered a position, AFS maintains a Fidelity
Bond on all employees to add an additional layer of security to our clientele.

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American
Facility
SERVICES

MANAGEMENT

Harold Angel (Director of Operations) and Chip Newport (Contract Manager) will be fully
responsible for overseeing all aspects of the contract. Harold and Chip have over 50 combined
years of industry knowledge. Their current work experience enables them to have a clear
understanding of the scope of work and the means by which to deliver optimal, proactive
service. Their resumes can be found on the following pages. Our Contract Manager will work
exclusively on this contract and have full day to day responsibility for all operations.

AFS believes having highly competent managers is the key to providing superior service.
These individuals will provide the management that American Facility Services feels is vital to
successfully fulfilling a contract requiring sound hiring practices, training methods, proactive
periodical work and most of all, customer follow-up. We will have methods in place that will tell
you what we will do and when we will do it. We will follow that up with inspections processes
that will tell you what we find and if corrections are needed, when and how we will do it.

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American
Facility
SERVICES STAFF RESUME

Chip Newport
Project Manager
SUMMARY
Over twenty years' experience in facilities maintenance and the janitorial services industry. Serves as
the primary customer contact - resolving issues while building and maintaining long term relationships.

EXPERIENCE
American Facility Services, Inc., Alpharetta, GA
Project Manager, 2002 – Current
 Ensures smooth running services are being provided day to day to assigned accounts
 Human Resource responsibilities, applications and payroll
 Ensures purchasing budgets are met
 Responsible for Quality Control and Inspections
 Develops and monitors Safety and Training Schedules

MARTA, Atlanta, GA
Contract Services Inspector, 1998-2002
General Foreman of Landscape and Heavy Cleaning, 1992-1996
General Foreman/Contract Administrator, 1985-1992
Foreman, 1980-1982
 Maintained all bus facilities
 In charge of electrical, plumbing, HVAC, painting, and general maintenance
General Maintenance Inspector, 1974-1982

Lockheed Georgia Co., Georgia
“A” Classification Aircraft Tool Maker, 1966-1974
 Built aircraft assembly tools from engineering drawings

United States Air Force
1962-1966
Honorable discharge, April 1966

EDUCATION AND CERTIFICATIONS
 Spring City H.S., Spring City, TN, 1962
 Certificates from various in-house and off site management, computer and contract administration
courses
 Master Gardner (Dekalb County Extension Service) and courses in plant maintenance
management
 Over 1500 hours of continuing education courses

ASSOCIATIONS
Past Member Georgia Arbor Association
Past Member of Association of Facilities Engineering
Past Member of the Georgia Landscape Association
Past Member of Trees Atlanta
Past Member of DeKalb, Fulton, Cobb Counties and the cities of East Point, College Park and Marietta
Clean and Beautiful Commissions
Masonic Fraternity, 32 degree Scottish Rite and Shrine

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American
Facility
SERVICES STAFF RESUME

Harold Angel
Vice-President

SUMMARY

 Over 25 successful years of operations and human resource management in the
janitorial industry.
 Strong history of consistent and significant contributions to company goals for
business retention, growth and profitability.
 Experienced in driving product, process, and customer service improvements
while building partnerships with key business decision makers.
 Expert in estimating, developing and managing large scale accounts.

EXPERIENCE

American Facility Services, Inc., Alpharetta, GA
Vice-President, 1993 – Current

 Shares in the overall responsibility for sales, operations, customer service for all accounts.
 Manages all staff, including project managers, accounting, marketing and sales force.
 Proficient at estimating project costs to provide maximum value.
 Assures ongoing revenue stream and profitability.

Harry’s Farmers Market, Alpharetta, GA
Custodial Manager, 1993

 Responsible for all custodial operations.
 Managed all personnel and subcontractors.

Krispy Kreme Doughnut Company, Winston-Salem, NC
Operations Manager, 1986 - 1993

 Responsible for operations at eight metro Atlanta stores in their entirety.
 Managed all personnel, purchasing, and sales.

EDUCATION

Lake High School, Illinois

CERTIFICATIONS
CIMS Certification

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American
Facility
SERVICES
PROJECT PLAN
In order to facilitate a seamless transition from the former janitorial service provider to AFS, we
will utilize the following Management Transition Plan, which helps to ensure all aspects of the
contract requirements are being managed efficiently and effectively from the beginning of the
contract term. AFS also utilizes a detailed Schedule of Tasks and comprehensive Quality
Control Plan to ensure all work is completed on time and to the highest standards.

American Facility Services will provide an orientation session for all current and new service
workers and supervisors to introduce them to our company and excite them about joining the
American Facility Services team. Following this orientation session, and within the first two
weeks after the contract start date, all employees will be given cleaning procedure classes,
safety training and hazardous waste training. The Contract Manager will prepare the cleaning
schedules for tasks outside the daily requirements. Log forms and inspection forms will be
reviewed with the supervisors and cleaning crew and implemented for use.

All employees will have a job designation and work description will encompass all tasks within
the scope of work. Every cleaner will understand the scope of work and will understand their
daily duties will change in order to fully and completely clean the building. This will also include
project and weekly work. Any absenteeism or time off will be covered by our floater staff. Our
Floor Techs as well as our staff will have like-new or brand-new equipment to start the contract.
The floor staff will have working knowledge of all facilities and also have a complete
understanding of the scope of work. All floor burnishing, restroom scrubbing and any carpet
cleaning will proactively be scheduled so the Contract Manager as well as each site
representative will know when that work has been scheduled.

IMPLEMENTATION PLAN

Week 1 following Notice of Award: (Days 1-5)
• Review contract documents
• Request insurance certificates
• Project Principal meets with Contracting Officer and supporting staff
• Perform site surveys with management, staff and customer to provide overall planning
and coordination for the implementation
• Obtain recommendations for hiring existing custodial personnel
• Begin personnel selection for additional staffing needs
• Assessment of office space and janitorial closets provided by client
• Administrative staff is available to provide all needed technical assistance, payroll,
Human Resources, purchasing and contract administration

Week 2: (Days 8-12)
• Begin processing employment applications
• Identify remaining personnel needs and start recruiting and processing
• Review equipment and supply needs
• Submit detailed list of equipment and chemicals for approval
• Review uniforms needs and requirements and proceed with procurement
• Procure communication devices, equipment and chemicals not currently on hand

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Week 3: (Days 15-20)
• Run background checks and E-Verify reports
• Finalize employee hiring
• Establish and confirm delivery dates & location for delivery of equipment & chemicals
• Detail the back-up plan, contingency plans, inspection reports
• Establish janitorial tasks schedules for each building
• Review security and key control requirements
• Training for new crew members and supervisors by management and suppliers
• Confirm equipment & supply delivery
• Supply MSDS sheets in binder of all approved chemicals and ensure all manuals
applicable to the effort are available when needed.
• Ensure that all prerequisites have been fulfilled before the implementation date

Week 4: (Days 22-26)
• Re-inspect facilities with management & supervisor
• Pre- service conference with client’s management and AFS management
• Review billing and invoicing requirements
• Begin services
• Training, supervision and daily inspections to ensure compliance with task list
• Ensure staff is working as a team and supervisors are supported to provide the
necessary leadership

Week 5: (Days 29-33)
• Re-inspect facilities with management & supervisor
• Meetings with client’s management and AFS to go over any issues
• Management will continue training sessions and task inspections to ensure compliance
• Management and supervisors ensure equipment is performing as required
• Management and supervisors ensure compliance with proper chemicals use

Week 6: (Days 36-40)
• Re-inspect facilities with management & supervisor
• Communicate with client’s management to ensure all service goals are met
• Monitor staff levels and compliance with duties, tasks and techniques
• Ensure logs and checklists are adequate and serve the staff as designed
• Provide additional training to staff that are out of compliance and make changes if
necessary

Weeks 7 and 8: (Days 43-54)
• Project Principal inspections continue on a random basis
• Monitor staff levels and compliance with duties, tasks and techniques
• Ensure logs and checklists are adequate and serve the staff as designed
• Provide additional training to staff that are out of compliance and make changes if
necessary
• Project Manager verifies that client is satisfied with services

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Facility
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STAFFING
Immediately upon notification of contract award, AFS will fill all positions required. AFS will
make every effort to retain the current staff, as long as they continue to meet our qualifications.
All personnel must have at least two years’ experience in the janitorial field; be able to
communicate in writing and orally in English language; be a U.S. Citizen or possess an Alien
registration receipt card form 1051 and be legally able to work in the United States. E-verify
confirmation of the documentation presented by an applicant is performed, as well as personal
and previous employment reference checks. After all the above is verified to our satisfaction, all
new hires undergo a background check including fingerprinting. Any additional checks required
by our clients will be conducted with results available if required.

The Custodians will perform all general facility and restroom cleaning functions using cleaning
industry best methods during the process. AFS will hire custodians with at least two years’
experience from the local employment pool to supplement our crews. All employees will have a
job description with daily as well as periodic tasks. All periodic tasks will complement those
tasks on the scope of work to ensure completion. All periodic floor and carpet tasks will be
scheduled, completed and inspected by the SS.

BACKUP PERSONNEL

AFS will create a project specific file of local backup personnel (referred to as “floaters”). These
additional resources will be maintained in our management office and will allow us to swiftly
respond to personnel requirements. Qualifications of floaters will be at least equal to those
requirements outlined above. All floaters will go through our intense hiring and training
procedures.

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TRAINING
Over the years, American Facility Services, Inc. (AFS) has developed proven and standardized
training methods to let employees know exactly what is expected at each job and within each
task. We have found that when shortcomings occur, inadequate training is usually the cause.
That’s why training plays such an important role in our contract management system. We take
considerable pride in ensuring that only a properly trained cleaning staff is involved in the
maintenance of your property.

In new contract jobs where our client’s existing service workers are retained, AFS will provide
an orientation session to introduce them to our company and excite them about joining the AFS
team.

Orientation: A new employee is welcomed to the company through our orientation program.
We recognize that the first two weeks on the job create a powerful and lasting impression, and
orientation training is designed to teach basic cleaning techniques and to show new workers the
meaning of teamwork.

In addition to hands-on training, all employees are required to pass the following courses given
online by Betco University. We have found that their training program incorporates all of the
most important features necessary to ensure that the proper techniques are taught which results
in superior cleaning. Each employee is also given a set of written rules and specific information
on their job assignments.

Required Training

 Basic Cleaning Techniques
 Restroom Sanitation
 Dilution Control
 Tools and Equipment
 HAZCOM
 OSHA Blood Borne Pathogens
 Worker Safety
 Disinfection Basics
 Infection Control Basics

Additionally, we will train the employees on site-specific tasks, such as securing the facility at
night and proper use of any security systems. At the beginning of each six-month period, AFS’s
management team will perform additional assessments of the work being performed to
determine if additional training is needed.

Advanced Techniques: Following our initial training efforts, AFS will incorporate additional
training techniques into our daily working environment. These will include:

 Simulation Training: Under this program, AFS duplicates exactly the cleaning
situation – either on an actual job site or in a simulation room. Such simulations are
conducted at times other than specified cleaning hours.

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 Classroom Training: Conducted by a Contract Manager, shift manager, supervisor,
or corporate officer, AFS training classes include slide presentations, videotapes, and
other professional training aids. Special presentations are tailored to demonstrate
special needs – such as clean room environments, medical areas, and electronic
manufacturing plants.

 Job Rotation: To ensure that service workers develop a broader array of skills than
those required merely to execute their assigned tasks, AFS has created a series of
planned job rotations. Under this program, employees will become proficient in many
areas, making AFS’s overall service more flexible to the special or changing needs of
clients and more valuable, too.

 On-The-Job Coaching: This is a form of continuing apprenticeship for workers who
have already achieved all the basic skills necessary to fulfill their job assignments. Such
coaching constitutes continuing education designed to raise skills above the basic levels
and to improve worker productivity.

Additional Training Topics

Powered Equipment
Resilient Floor Care
Slip and Fall Prevention
Carpet Care
Patient Room Disinfection
Educational Facility Disinfection
Wood Floor Care
Basic Chemistry Knowledge
Sustainable Cleaning
ISSA CIMS Certification

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Facility
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EMPLOYEE BENEFITS
AFS compensates hourly employees on a pay scale that rates above industry standard wages
for janitorial skill levels. We offer paid holidays (6/year) to all full-time employees. Employees
are eligible for holiday pay after they have completed ninety (90) days of consecutive
employment. AFS also offers paid vacations to all full-time employees. Employees are eligible
for one week (5 days, or 40 hours) of paid vacation time after each full year (12 consecutive
months) of employment has been completed.

American Facility Services will offer insurance to full-time employees following the sixty day
probationary period of employment.

BENEFITS SUMMARY

Coverage Available to Full- Premiums Partially Paid by
Time Employees? AFS?
Medical Yes Yes
Dental Yes No
Vision Yes No
Life Insurance Yes Yes

Employee Incentives:

American Facility Services is a company that promotes from within. Management teams review
personnel during their employment to look for qualities that AFS finds important in management
personnel:

 Good work ethic – absentee rate vs. time at job site
 Ability to work as part of a team.
 Ability to see assignments through to completion
 Ability to lead other employees. (Does this person appear to be trusted by others? Do
they work well inside their team? Do the other members of the team listen?)
 Ability to make viable suggestions in an effort to save time and cut costs while still
providing quality service
 Recommendations by other employees on site, and/or management staff

At AFS, our 24 years of success in providing high quality services is a direct result of our
management expertise. We understand that highly motivated employees produce superior
results for our clients and we have developed methods to ensure that the goal for each and
every employee is to provide our customers with the highest quality cleaning level possible. Our
Site Supervisors and Contract Managers are continually evaluating employee performance –
rewarding good performance and retraining and correcting where necessary.

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QUALITY CONTROL PLAN
AFS is dedicated to controlling quality at every level of functional and administrative activity,
across the project lines. As a result, our commitment to providing our clients with superior
service, AFS has recently implemented a state-of-the-art, web-based Quality Assurance
program to facilitate our inspection, reporting, and corrective action procedures. With our
detailed, standardized, app-based system, we are able to inspect, document deficiencies,
assign corrective actions, and document resolution of issues with real-time reporting
capabilities. All QC reports can be viewed immediately by our management and clients.

Our Quality Control Plan (QCP) for the referenced solicitation will be custom-designed to promote
and maintain superior contract performance. It will combine traditional, inspection-oriented
processes with progressive, education and training-oriented protocols to form a Total Quality
Management (TQM) package that will meet or exceed all contract requirements. Along with our
processes and training programs that show our accountability to the quality of our services, we
guarantee the satisfaction of our customers.

For this project, our primary TQM objectives will be to ensure that on a regular and routine
basis, all services are performed:

 On schedule and to the complete satisfaction of our client
 In a manner that continually improves the quality and timeliness of services.

The overriding objective of TQM is Continuous Process Improvement (CPI). The key to CPI is a
carefully planned, rigorously enforced inspection program, carried-out by qualified and
motivated team leaders at every functional level of program activity. The result of CPI is
enhanced productivity, improved performance, and exceptional customer relations. The following
sections provide a snapshot look at the policies and procedures we will implement.

General

By definition, Quality Control is the formal and informal process of inspections, deficiency
reports, and corrective action cycles used to quantitatively, systematically, and accurately verify
the quality and timeliness of services provided to our customers by AFS contract personnel.
Our traditional quality control directives combine self-inspection by motivated, qualified Site
Supervisors with random, informal observations and scheduled, formal inspections by an
independent Quality Control program faction. In this way, we reaffirm the responsibility of
supervision to provide quality services while validating those services through separate and
independent channels.

Key Personnel

Our Contract Manager and Site Supervisors will head our Quality Control Program. They will
report directly to our Director of Operations, Mr. Harold Angel, while maintaining a "dotted line"
relationship with our customers. This ensures quality control integrity while maintaining a daily
dialog between managers. The Contract Manager will make frequent visits to the project to
ensure that the QC Program is being executed properly and that the Site Supervisor is receiving
all required corporate support.

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Each manager and crew leader supports the Contract Manager. They act as supplemental
inspectors for recurring work and work orders. They also conduct and participate in preparedness
drills for safety and security. All levels of supervisory leadership participate actively in the TQM
process.

Inspection System

AFS will employ two specific methods for identifying and correcting deficiencies:

1. Quality Control Inspections
2. Quality Assurance Audits

Quality control inspections are examinations and observations performed by management and
supervisory personnel to determine completeness of work and conformance to established
standards. Inspections may be formal (using App-based inspection checklists) or informal
(consisting of professional observations). Whereas QC inspections examine work, QA audits
examine work processes and supporting documentation. Quality Assurance audits entail
extensive reviews of logs, reports, checklists, methods and procedures, performed at specific
intervals by our Site Supervisor. Of the two methods discussed above, by far the more prevalent
is inspections.

Our Site Supervisor will implement and oversee the day-to-day operations of our inspection
program. Our inspection program is designed to:

 Detect and correct minor deficiencies;
 Establish protocol for reporting, documenting, and tracking discrepancies; and
 Provide training and education to prevent reoccurrence.

The specific types of inspections AFS will employ on the project include:

 100% Inspection: This method ensures that all program activities during a
pre-determined performance period are evaluated for completeness, timeliness, and
quality. Our Contract Manager will perform 100% inspections not less than four times
each contract year, nor less than once each quarter. CO-approved checklists will be
employed. Results will be documented and maintained in the QC file at the Work
Control Office. In addition, our Contract Manager will perform a 100% inspection of all
work tasks that affect personnel safety or property security.

 Random Sampling: Random sampling is used when the work being checked is
repetitive and sufficiently voluminous to make 100% inspection impractical or
unaffordable. Recurring work, such as daily cleaning, will be inspected on a random
basis.

 Periodic Inspections: In-process inspections of all tasks occur on a continuous basis
by the Site Supervisor. Checklists are used to identify what to look for during the
inspection and to provide a method for determining whether the work in-progress is

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acceptable or unacceptable. Determination is based on the number of checklist items
that do or do not meet stated standards.

 Corrective Action Inspection: All corrected deficiencies are inspected by the Site
Supervisor to ensure conformance with program standards. The Contract Manager
reviews all inspection records and deficiency reports.

Inspection Frequencies

Quality inspections are conducted at various frequencies, depending on the facility or system to
be inspected. Based upon the specific requirement, our quality inspectors perform scheduled,
unscheduled and random visits to work sites. During these visits, each aspect of the system,
equipment or facility is subject to detailed observation to determine operability, adherence to
required maintenance frequencies, safety procedures utilized, and adherence to specifications.
Inspection frequencies range from daily observation performed by lead personnel and
management to quarterly inspections by the corporate office. A series of checklists that
breakdown each basic function being performed in relation to its component requirements are
used in the evaluation process. Quality inspections are conducted on all prime contract work as
well as on in-coming materials and equipment.

During phase-in, our Contract Manager will finalize formal (scheduled) QC inspection
frequencies for all required tasks and functions. Once done, all inspections will be included in
our Annual Work Plan and Master Schedule of activities.

Inspection Checklists

QC Inspection Checklists are all App-based and are used for evaluating procedures and
assessing quality and timeliness of service. Our Contract Manager, when conducting formal
inspections of both work-in-progress and completed tasks uses them. Checklists are specifically
tailored to the particular task or service being performed. Checklists are designed to:

1. Identify step-by-step procedures that make up a specific task;
2. Provide evaluation criteria;
3. Document deficiencies and corrective action; and
4. Provide an official record for AFS and our customer.

Detailed, site-specific QC checklists will be finalized during phase-in and submitted for approval
prior to contract start. A sample inspection form can be found below:

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Reports and Record Keeping

Our Quality Control program offers a variety of reporting options. All information is cloud-based,
and therefore reports are available immediately after inspections. The reports are designed to
assist Site Supervisors when assigning duties, supervising workers, and conducting inspections
of work, both in-progress, and completed. We combine these formal methods with
consideration to any and all customer comments on responsiveness and performance. We

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have found that a combination of proactive attention to detail, adherence to the principals of
Total Quality Management, and swift decisive response to customer feedback is key to
providing high quality services.

Any person involved in the evaluation of an activity may generate QC records. All periodic and
regularly scheduled inspections require the use of a checklist which, when completed, becomes a
QC record. Records are clearly identified to permit tracking. For example, records of inspection
indicate the inspection procedure used, the performance date, which performed the inspection,
area/section inspected and the results of the inspection.

The primary report associated with the QC Program is our Quality Control Details Report (See
Figure 1). All work not conforming to project standards is considered a deficiency. The Inspector
creates a Quality Control Details Report which is e-mailed to the appropriate supervisor for
immediate action. In addition, the Contract Manager may, at his discretion, recommend further
action to ensure against reoccurrence.

Such recommendations might include additional training, procedural changes, improved work
techniques, equipment changes, scheduling or location changes, personnel or responsibility
changes, or even disciplinary action. The report will be dated and signed by the Contract Manager
and filed in the Work Control Office. Our Contract Manager reviews all Discrepancy Reports.

Figure 1 - Quality Control Details Report

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Inspection Coordination

Our Contract Manager participates in planning all aspects of the contract to properly provide
required functions, but just as importantly, to ensure that quality control is factored into all
activities. The Contract Manager has the authority and responsibility to institute remedial and
preventive actions, as necessary, to safeguard an effective QC program.

We pursue a multi-faceted approach to quality control, regardless of which service area
(management, maintenance, environmental compliance, etc.) is being evaluated. The process
begins with a thorough evaluation of work specifications and related contractual requirements.
The second phase of our program relates to actual inspection and analysis.

We consider employee sensitivity, awareness of facility conditions, and user preferences to be
an integral part of employee training at all of our projects. As part of our quality process, TQM
and on-site training programs, our staff is required to be observant for potentially dangerous,
wasteful, or other undesirable conditions, and to notify a supervisor or lead when such
conditions are detected.

We instruct our workers to note minor problems such as burned out lights or dripping faucets
while engaged in routine activities. Workers note the location and the time observed and relays
this information to Work Control during or at the end of the shift. These items are then
coordinated with the customer and added to the service call backlog for correction. Our
employee training includes awareness of facility conditions, team responsibility and procedures
for identifying problem areas.

Each supervisor is responsible for conducting quality checks of all work performed (scheduled
and unscheduled) in his or her respective area of performance.

Deficiency Identification

Informal inspections are conducted to ensure contract compliance and the effective delivery of
quality service. Monitoring is expedited by reviewing specially developed, pre-printed checklists.
Deficiencies discovered during routine inspections are then discussed with the appropriate worker
and corrected, if possible, on the spot. Persistent problem areas are addressed at weekly
meetings in the spirit of collectively arriving at a solution. Our experience at other installations
reveals that the uniqueness of having quality control built into the performance of work, and not
merely as a matter of after the fact follow-up produces a higher level of quality service. Moreover,
because of the high quality standards set and adhered to, we believe our customer surveillance
tasks are being significantly reduced as well.

The Site Supervisor conducts the documented inspections on a random, unannounced basis.
Once completed, the report is immediately available to the Contract Manager for review.

Documentation

The Site Supervisor generates a summary of all quality inspections performed for that period and
that information is submitted to our contact. A monthly report is generated and e-mailed to the
Project Manager with a copy furnished to our corporate management and our contact if desired.

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This report includes an Inspection Summary and a copy of all inspection sheets and checklists.
The Inspection Summary provides each of the areas inspected; the number of inspections
performed; the number of deficiencies identified; and if the service was satisfactory or
unsatisfactory. A summary analysis of all customer complaints and re-work orders also will be
included in the report.

Review and Analysis

Monthly meetings are held between the Contract Manager and our corporate management.
These meetings provide the management team an opportunity to compare the most recently
completed month's performance to all previous months. Areas with potential problems receive
immediate attention to prevent the service from being unsatisfactory and to circumvent negative
trend development.

Annual Updates

Updates will be made to the Quality Control Plan at least annually. All changes to the plan will be
incorporated with a formal submittal made to our customer during the month of contract renewal
for each year. All changes are subject to approval.

Quality Assurance

Each manager and employee is asked to cooperate with and assist with the performance of this
contract. This includes working with them to ensure that they are kept abreast of routine and/or
changing conditions, as well as assisting them in the course of their inspections or surveillance.

Performance Evaluation Meetings

The Contract Manager will meet at monthly intervals with our contract contact to discuss project
performance. These meetings will provide a forum for discussing mutual matters of concern;
however they will not be a substitute for daily interface with our customer.

Tracking/Prevention of Performance Deficiencies

To reiterate, AFS uses a total quality management effort to update and ensure that our QCP is
functioning properly (see Figure 2). We combine this with our inspection system and
accompanying inspection schedule to detect quality control problems before they amount to a
deficiency or discrepancy. As part of the QCP, Deficiency Reports will be segregated by
functional areas to provide for ease of tracking, as well as to identify negative trends and
systematic problems by functional area. All inspection findings are documented so that the
following subsequent actions can be taken:

 Employees are recognized when their level of the work performance is
considered "noteworthy;"
 Employees are informed when their level of work performance has
diminished below previous levels, yet is still being performed at a
"satisfactory" level;
 A Deficiency Report is initiated to correct any task where the performance
level has diminished below previous levels;

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 A Corrective Action Request is initiated to correct any task that has been
rated less than "satisfactory;"
 Inspection Reports will be submitted to the Contract Manager, our Corporate
Office, and the Client.
 Routine monitoring activities, such as our continuous inspections, also
significantly reduce the potential for future situations by signaling the need for
timely corrective actions.
 A combination of these activities, carefully supplemented by the previously
identified methods, will be applied to prevent deficiencies and, where
necessary, attain the earliest possible correction.

Figure 2 - Corrective Action Cycle

Inspection as Required

Problem Identification Deficiency Report

Deficiency Corrected Reinspection

Information to QCM and PM
Trend Analysis for preventative measures
and/or policy changes

Corrective Actions, Long and Short Term

If a deficiency does occur, AFS uses a two-tier strategy to address the problem. First, in the
short term, the Site Supervisor will generate a Deficiency Report and initiate corrective actions
immediately to eliminate the situation. After correction, the work is re-inspected to ensure that
our customer’s and corporate quality control standards are met. The Site Supervisor will then
complete the report detailing what corrective actions were taken. Second, the Contract
Manager analyzes the Discrepancy Report for trends or procedural and systematic problems
and determines the course of action to correct the long-term problem. For example, he may
recommend:

 Additional training;

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 Procedural changes;
 Improved work techniques;
 Equipment changes;
 Personnel or responsibility changes;
 As a last resort, disciplinary action.

Documenting and Enforcing QC Operations

Our Site Supervisor will monitor the cloud-based record of inspections. The record will provide
evidence that the scheduled quality control inspections are being performed. The records will
contain:

 A copy of our QCP;
 Records of all completed quality control inspections;
 Records of all distributed quality control reports;
 Records of all corrective actions taken;
 Documentation of all service calls.

The inspection records will be systematically analyzed and used for the prevention, detection,
and correction of quality control situations. The Site Supervisor will make Quality Control
records available for review or inspection any time during the contract.

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PROPOSED COMMUNICATION PROGRAM

American Facility Services, Inc. can assure our clients that any incident occurring on a contract
job is handled professionally and in a timely manner. In a situation where something is
damaged, broken or reported missing, AFS will take the necessary steps to investigate and
remedy as quickly as possible. Any other type of incident that involves other matters are
reported directly to Headquarters and handled based on the situation.

Our employees are instructed to immediately report to their direct Supervisor any situation that
results in damage or broken property of the customer where they are working. Incidents of
missing or discarded items may also be reported to the Contract Manager or Headquarters staff
directly by the customer themselves. Emergency and office contact information is provided to
all clients at the start of the contract.

The AFS Contract Manager is responsible for documenting the incident, using all information
available from the cleaning staff and/or the customer. This report is used to conduct a formal
investigation into the matter, which may include formal interviews and inspecting the place of
occurrence and then further documenting any additional information that may be obtained.

Based on the final incident report, determination is made by Headquarters as to how to proceed
to resolve the situation. If possible, AFS will work directly with the customer to remedy the
incident if that is appropriate and acceptable by the customer. In some major instances, an
insurance claim may be filed or a claim filed against the AFS Fidelity Bond that will be in place
to protect the customer against any loss.

At AFS, we take responsibility for our employees and their actions. AFS strives to employ
personnel with the highest levels of integrity and experience. Because of our stringent hiring
practices, we have a very low occurrence of incidents on our contract jobs.

Resolution of Concerns

The AFS Contract Manager will be available at all times to receive calls regarding quality of
work concerns. The Contract Manager will respond by investigating the concerns and making
sure that the Site Supervisor understands the concerns and addresses them with the crew to
correct them immediately. The Contract Manager will then re-inspect and confirm the
corrections have been completed. He will also re-inspect at random intervals to ensure that the
problem does not reoccur. Please refer to our extensive Quality Control Plan.

EXAMPLE:
AFS had been providing janitorial services to an elementary school in Atlanta for five years, with
satisfaction scores of between 93% and 95% monthly. The contract was renewed for an
additional five years and then a new principal was assigned to the school. The new principal
informed us that the services were not being performed to her higher standards. After listening
to her concerns, we made improvements within two days and she was fully satisfied with the
outcome.

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Communication with District and School Administration

AFS encourages direct communication between school administration and our Site Supervisors,
or Contract Manager who are all available 24/7 via e-mail or phone. Our extensive training,
scheduling, management, inspections, inventory management and quality control measures are
designed to minimize the need for substantial communication with the administration. Our goal
is to provide service that will minimize any impact on your employees and students.

Emergency and Special Event Cleaning

Due to our large local workforce, we are always able to handle any special event or emergency
incidents that may arise, with response times usually less than a couple of hours. The Contract
Manager will be on-call 24/7 and will be able to respond quickly to any emergencies. The
Supervisor will have an emergency action plan in place to ensure that immediate staffing and
supply needs are met. All employees are trained to handle emergency situations. These are
situations where our 24 years of experience can prove to be very valuable to our clients.

EXAMPLE: AFS was notified at 12:00 noon on a Sunday, via a phone call from an official at the
Atlanta Public Schools, of a MRSA outbreak at Maynard Jackson High School. He informed us
that we needed to disinfect the entire school before school began on Monday morning. Qualified
teams were called in immediately, and within two hours we had 40 employees on-site as well as
sufficient disinfectant to clean the entire school. The school was completely disinfected by
12:00 AM (midnight) that same night and was ready to open on Monday morning.

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Proper Cleaning Methods
The standard operating procedures within this • Buckets that contain cleaning solutions or rinse
chap-ter have been approved by AFS Management. water should be changed every three rooms, or
Following approved cleaning procedures is a before the bottom of the bucket cannot be seen,
critical component of infectious control within our and immediately after cleaning blood or other
facilities. We clean for health first, then body fluids.
appearance.
Cleaning efficacy is verified by our Quality
Proper Cleaning Assurance Evaluation Program.
Proper cleaning techniques can greatly reduce the
risk of cross-contamination and the spreading of
germs and bacteria. Follow these basic guidelines Project Cleaning
at all times: Even though we do a professional cleaning job daily,
• Wash hands thoroughly and always wear appro- a school facility is like our home. It sometimes
priate personal protective equipment, which AFS needs a little extra touch not as much as we do dur-
provides for you. ing summer cleaning but a little more detail than we
• Scrubbing is the best way to remove dirt, debris, can possibly do each day. This is what we refer to as
and microorganisms. project cleaning. Project cleaning means checking an
• Cleaning is required before any disinfection area (office, classroom, etc.) from ceiling to floor and
process because dirt, waste, and other materials performing the necessary cleaning tasks. The tasks
can lessen the efficacy of disinfectant/germicidal usually consist of cleaning the lights, spot-cleaning
cleaner. walls and windows, washing or polishing furniture,
• Clean from the cleanest to the dirtiest areas. and reconditioning the floor. Tile floors may need
• Clean from the highest to the lowest areas. only spray-buffing to restore their shine. If the floor
• Clean from the back or the farthest point from the is carpeted, it may only need to have the spots
door to the front of the room. removed or the high-traffic area cleaned.
• Both daily and project cleaning is needed to
maintain an acceptable standard of cleanliness. By performing project cleaning in one room or
• Do not leave your assigned area before the clean- area per night, each area on a custodian’s regular
ing is complete unless gloves are removed and schedule gets the extra touch it needs.
hands are washed first.
• Use chemical dispensing stations to the greatest A written record shall be maintained of all project
extent possible. The manufacturer’s mixing (dilu- work completed and/or scheduled.
tion) instructions must be followed when using
any chemical.
• Never store diluted products on the shelf for lon-
ger than the manufacturer’s instructions. Daily Office Cleaning
• Never mix a chemical with other chemicals. Offices are one of those areas that create first im-
• Follow the manufacturer’s instructions for the pressions. They should be properly cleaned daily.
contact time for disinfectants/germicidal cleaner.
(Contact-time is sometimes referred to as kill-
time).
• Dry sweeping, mopping, and dusting should be
done carefully to prevent dust, debris, and micro-
organisms from getting into the air and landing on
clean surfaces.
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Equipment Trash Receptacles
• Microfiber duster • Glass cleaner Wash the inside and the outside of trash receptacles.
• Wiping cloths • Sponge Replace plastic liners.
• Plastic trash liners • Vacuum
• Furniture polish • Putty knife Electronic Equipment
• Dust mop • Wet mop Dust all electronic equipment. Be careful not to
• Dustpan • Bucket and wringer unplug or change any settings on any equipment.
• Broom • Nonlatex disposable Clean all glass with glass cleaner.
• All‑purpose detergent gloves/Personal
protective equipment
Floor
If the floor is carpeted, vacuum thoroughly, remov-
Glass and Windows ing spots if necessary. Move all chairs, and vacuum
Doors and partition glass in the office area should be underneath.
spot-cleaned or cleaned several times a day.
If the floor is resilient tile, dust-mop, spot-mop, and
Dust windowsills, and clean all glass. spray-buff if needed.
Restrooms Walls
If there are restrooms in the office area, refer to rest- Check walls and doors for spots.
room cleaning procedures.

High-Dusting Office Project Cleaning
Use the microfiber duster with extension to dust Offices should also be project-cleaned frequently in
ceiling vents, lights, wall hangings, and any other order to keep them looking their best.
articles that are too high for the low duster.
Remember, regular project work makes summer
Low-Dusting cleaning much easier.
Use the microfiber duster for wall vents, baseboards,
chair rails, bookcases, etc. Equipment
• Microfiber duster • Carpet shampoo
Furniture • Sponge • Carpet bonnet or
Dust top and sides of desks, being careful not to dis- • Wiping cloths carpet extractor
turb paperwork that is left on the desktops. Lift such • Vacuum • Mop bucket and wringer
articles as telephones, staplers, and picture frames, • Plastic liners • Plastic pail
and dust underneath them. • Furniture polish • Red or blue floor pad
• Dust mop • Spray-buff solution
Use furniture polish to remove fingerprints if neces- • Dustpan • Floor finish
sary. Most Formica on desktops will streak if furni- • All‑purpose detergent • Floor machine
ture polish is used. If streaking occurs, try a microfi- • Glass cleaner • Wet mop
ber cloth; this usually works better. • Putty knife or • Nonlatex disposable
razor-blade scraper gloves/Personal
Dust all file cabinets and bookcases, and polish as • GFCI (ground fault protective equipment
necessary. circuit interrupter)

It is helpful to notify office staff members ahead of High- and Low-Dusting
time for scheduled project work. By doing this, it Perform high- and low-dusting as described in the
may be possible for staff members to clear the top of daily cleaning brochures.
their desks, file cabinets, and areas more than usual Windows and Walls
for a more complete cleaning. Wash windows and spot-clean walls.

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Furniture that cannot be reached with the duster without
Polish all furniture tops and sides. extension.

Floor Remember, if some high-dusting is performed each
Spot-clean and shampoo carpet as described in day, project work will be a lot easier.
“Carpet Cleaning Procedures.”
Low-Dusting
Perform the necessary procedures for resilient tile Low-dust such items as bookcases, window ledges
flooring as described in the floor-care procedures— (adjust shades to the top of lowest window pane at
spray-buff, light-scrub, and refinish, or strip and this time, and check window locks), and teacher’s
refinish. desk (do not disturb any paperwork), and remember
to dust vertical surfaces as well as horizontal sur-
Classroom/Office Cleaning faces of furniture and fixtures.
Classrooms are probably the easiest areas to be
Desk
cleaned if kept in good condition. In order to keep Next, wash desktops using all‑purpose detergent or
these areas up to par at all times, follow a proper germicidal detergent solution. Use a scrub sponge
daily cleaning schedule and project-clean at regular since the abrasive side will help remove marks and
intervals. The amount of daily cleaning performed other debris.
will play a large part in determining your project-
cleaning requirements. Remember, what you miss All dirty desktops should be washed daily. This will
tonight will usually double by tomorrow night and make project time easier, and desktops will stay in
take twice as long to clean. good condition daily. If only one night a week is des-
ignated to washing desktops, it is a very time‑con-
First, assemble all your supplies and equipment and suming task and the desks are unsightly for students
make sure everything is in good working order. who use them daily.
Equipment There are times—such as cold and flu season—when
• Cleaning cart • Dust mop it is advisable to use disinfectant cleaner dispensed
• Mop tank and wringer • Corn broom by spray bottle to avoid cross-contamination when
• Wet mop • Trash can liners wiping desktops, doorknobs, etc.
• Plastic pail • All‑purpose detergent
• Glass cleaner • Vacuum, if required Carpeted Floors
• Putty knife • Nonlatex disposable Pick up all debris that is too large for the vacuum.
• Scrub sponge gloves/Personal protective Remove any spots on the carpet by spraying with
• Wipes equipment a shampoo solution from a spray bottle. Let solu-
• Microfiber duster tion soak into spot for two to five minutes, and then
attempt to remove by blotting with a damp cloth.
When all equipment has been assembled and cart Always blot from outside of the spot toward the
has been stocked, move to designated area. Place center to prevent spreading. If spot remains, repeat
cart outside the classroom next to the wall. Equip- procedure.
ment left in the corridor should always be placed
flush with the wall. Don’t attempt to remove ink spots since this requires
the attention of a trained carpet specialist. Certain
Trash ink spots will spread very rapidly when you attempt
First, empty pencil sharpener and trash. to remove them. Submit a work order for the Carpet
Cleaning and Repair.
High-Dusting
Next, perform high-dusting: tops of whiteboards,
maps, light fixtures, top of TV, and any other areas

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Once spots have been removed, vacuum the carpet, A professionally cleaned classroom is a welcome
moving desks and other furniture if necessary. Make and pleasant sight for students and teachers in the
sure all desks in the classroom are left in the same mornings.
order in which you found them.
Classroom Project Cleaning
Tile Floors
In addition to daily cleaning, it is necessary to
Dust-mop all resilient floors, using putty knife to re-
project-clean classrooms. A regular schedule should
move gum, etc. As you dust, tilt desk with one hand
be followed for project cleaning classrooms. For
while pulling the dust mop underneath the desk with
instance, if a custodian is responsible for 20 class-
your other hand. Proceed by pushing the mop back
rooms on a run and project-cleans 1 each night,
through the aisle between desks, and repeat same
then every 20 days, each classroom gets a thorough
procedure with the next row of desks.
cleaning. This is necessary because of the constant
use and wear and tear on the floors. Although the
Be sure to keep the same side of the dust mop in the
floors are dust-mopped and damp-mopped daily,
forward position at all times with microfiber mop
after a while they need to be spray-buffed or lightly
strands out in front to trap the dust. Try not to lift
scrubbed and refinished in order to remove scuffs
the mop unless it is necessary to remove collected
and black marks and to restore the floors to their
dust. Sweep trash outside the classroom door for
original shine. Neglected classroom floors can
pickup. (Dust mops should be brushed or vacuumed
become very unsightly in a very short time. With a
and taken outside daily for a good brushing. A dust
good spray-buff program and daily spot-mopping,
mop can be used repeatedly and can be very effec-
floors can look great every day. It will not take long
tive if vacuumed and brushed daily.)
for the unkempt floor to need a major stripping,
which involves a lot of hard work and is very time-
The floor should be spot-mopped or damp-mopped
consuming.
where necessary. It is most important to spot-mop
floors daily in order to keep them in good condition
The first thing to do is assemble all equipment and
and looking good. Floors that are not spot-mopped
supplies necessary for the job.
daily will not hold up because the spots get tracked
onto the rest of the floor and the surface soil cuts the
Equipment
finish. This very quickly results in a very dull and
unsightly floor. When this happens, it will take a lot • Microfiber duster • Floor machine
of time and work to put it into shape again. with extension • Spray-buff solution
• Scrub sponge • Corn broom/Dustpan
Restrooms • Microfiber cloth • Furniture polish
If there are restrooms inside the classroom, paper • Putty knife • All‑purpose detergent
supplies, hand soap, etc., will have to be replenished. • Plastic pail • Glass cleaner
Check “Restroom Procedures” for proper cleaning • Microfiber dust mop • Nonlatex disposable
and disinfecting instructions. • Wet mop gloves/Personal
• Trash-can liners protective equipment
Walls and Glass • Doodlebug with • GFCI
The last cleaning procedure now is to spot-clean scrub pad
walls and clean the door glass. Spot-clean the wall • Mop tank and wringer
around light switch, pencil sharpener, and other
areas as necessary. Remember that the door glass If floor is carpeted, you will need a carpet bonnet or
has two sides, and remember to spot-clean the door carpet extractor. Follow carpet-cleaning procedures.
while you are cleaning the glass.
Trash
Remove all cleaning equipment from the room, and First, empty pencil sharpener and remove trash.
take a last good look around to make sure nothing
has been forgotten. Turn out the light, and close and
lock the door.
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High-Dusting Using all‑purpose detergent in cold water, damp-
Using the duster with extension, dust overhead lights, mop entire floor to remove surface soil and grit.
vents, all ledges, and any overhead objects. When completing damp-mopping, change mopping
solution after damp-mopping 1,000 square feet of
This is a good time to check windows, shades, and floor space.
other articles in the room to make sure everything
is in good working order. If anything needs to be Mount the drive block and spray-buff pad on floor
repaired and preventive maintenance will not correct machine, mist a small amount of spray-buff solution
it, report to the night lead or plant operator. on a small section to the side of the floor machine,
and buff back and forth until the floor is dry and a
Low-Dusting luster is visible. After floor is buffed, dust-mop to
Next, low-dust window ledges, bookcases, student remove dust and grit.
desks, file cabinets, and teacher’s desk. Be sure to
check windows and adjust shades to the top of lowest Use a GFCI when you are operating electrical equip-
pane. ment where water/liquid is present.

Furniture If scuffs and black marks cannot be removed by
Clean teacher’s desk and other furniture with furni- spray-buffing, it will be necessary to light-scrub
ture polish. Do not use furniture polish on Formica. (blue pad) and refinish.
A microfiber cloth will work better. Be careful not to
disturb any paperwork. Mix all‑purpose detergent in cold water and wet
mop floor, one section at a time. Mount blue scrub
If the whiteboard has no writing on it, you may wipe pad on the floor machine and scrub in one direction,
it with a dry wipe. Do not erase anything that has overlapping each pass. Crisscross scrub in the same
been left on the board. manner. Remember, you only want to remove scuffs
and black marks. Pick up solution with wet vacuum,
Wash desktops and window ledges, and wipe the TV and mop with clean, cold rinse water. Pick this water
screen with microfiber cloth. up with the wet vacuum. Dip mop in rinse water,
and damp-mop. When floor is dry, apply one coat
Walls and Glass of finish, staying at least 12 inches from the wall to
Spot-clean walls and doors; clean door glass and prevent buildup.
windows.
When floor is dry, put all furniture back in place and
Restrooms clean and store all equipment. The job is complete.
If the classroom has a restroom, refer to “Restroom
Cleaning Procedures.” Remember to take one last look around to make sure
nothing has been forgotten.
Tile Floor
The purpose of dust mopping is to remove dust, Whiteboards
litter, and soil from floors or in preparation for wet- Daily cleaning consists only of dusting the top edge.
cleaning. Do not lift dust mop off of the floor when Never erase anything from the board unless you are
dust mopping. Dust-mop the floor using the corn asked by a teacher or supervisor to clean it. Special
broom to get into the corners, behind univents, or in cleaners are available for all types of boards, such as
other areas where the dust mop will not reach. whiteboards, and for the few chalkboards still in use.
Experience will tell you whether the floor can be Whiteboard cleaner is an odorless liquid recommend
restored by spray-buffing or by light-scrubbing and for use on melamine or porcelain. This cleaner is
refinishing. If it has been kept up to par, all that will nonflammable and safe for use in classrooms and
be necessary is a damp-mopping and spray-buffing offices.
with a spray-buff solution.

34
Daily Restroom Cleaning Be sure to wear nonlatex disposable gloves/per-
sonal protective equipment.
Restrooms are the number one source of com-
plaints—keep them clean and stocked!
High-Dusting
First, take the duster and corn broom, and remove
The old saying “An ounce of prevention is worth
dust from vents, sills, and ledges. From time to time,
a pound of cure” certainly holds true with rest-
you will need the corn broom to remove toilet tissue
room cleaning. There are no shortcuts in cleaning
from the ceiling.
a restroom. Plenty of water, germicidal disinfectant
detergent, and proper daily cleaning are the only
Trash
solution for clean and odor‑free restrooms. Odors
Empty the trash, and replace the trash can liner.
are caused by germs and bacteria that are breeding.
Areas around pipes, underneath sinks, the outside of
Sweeping
a toilet bowl or urinal, and the floor drain are favor-
Using the push broom, sweep the floor. Use the corn
ite breeding places for germs and bacteria. If you
broom for corners and in areas that are too small for
kill the germs and bacteria, you kill the odors.
the push broom.
Using deodorizing blocks in toilets and urinals for
a repetitive fragrance is not recommended. Getting
Paper Supplies
to the source of the odor is the best way to alleviate
Replace towels, toilet tissue, and soap cartridges.
problems.
Mirrors
The first step, as in any cleaning job, is to assemble
Using the scrub sponge and pail of germicidal dis-
all equipment and supplies on your cart.
infectant, wash the mirrors. Start in one corner, and
work from right to left using circular cleaning mo-
Equipment
tions. Dry the mirrors with a dry wiping cloth.
• Germicidal disinfectant
• Dustpan
• Scrub sponge
• Paper supplies Sinks and Fixtures
• Plunger
• Hand soap Wipe the towel cabinets, the soap dispensers, and
• Putty knife
• Wiping cloths the wall around the sink. Dip the sponge into the
• Mop tank and wringer
• Commode brush solution several times (do not wring it out); scrub the
• Wet mop
or mop sink bowl, around the faucets, and underneath the
• Doodlebug
• Trash can liners sink bowls. Be sure to clean the pipes and the wall
• Duster
• Plastic pail around them.
• Push broom and
• Gong brush
corn broom
• Nonlatex disposable Glass and chrome are the only items you dry. Allow
• Wet floor sign
gloves/Personal the rest to air-dry. This will help kill the germs and
protective equip- bacteria.
ment
Urinals
Germicidal Disinfectant Detergent Using the scrub sponge and plenty of solution, clean
Dilution of the germicidal disinfectant is controlled the urinals inside and outside. Clean the pipes and
by the chemical dilution system. Remember, more is wall around the urinal. Wipe the chrome dry.
not better. Using too much will only cause problems,
such as too many suds or streaking, and it may cause Partitions
the floor to be sticky. Most important, it may be Clean the partitions with the sponge or Doodlebug
harmful to skin. Since we never rinse germicidal and plenty of germicide. Start at the bottom, and
disinfectant, it is vitally important that we do not wash upward to prevent streaking. Remember to
add to the manufacturer’s controlled dilution ra- clean the bottom and top of the partition.
tio. Cold water should always be used with a germi-
cide since hot water weakens its ability to kill germs.

35
Ventilation drain, the water in the drain trap will evaporate, al-
Check daily to ensure the ventilation system within lowing sewer gas to come back up the drain.
restrooms is working properly. Replace belts and
submit appropriate work orders as needed. Be sure to wear gloves/personal protective equip-
ment and to wash hands after cleaning each rest-
Commodes room. This will help prevent spreading germs from
Take the plunger, and lower the water level in the one restroom to another.
toilet. Clean and store your supplies and equipment.

It may be necessary to use toilet-bowl cleaner at cer- A restroom properly cleaned every day will never
tain intervals but not daily. If bowl cleaner is used, have offensive odors. Remember, no shortcuts! Rest-
hold bowl mop over the toilet bowl, pour the cleaner room cleaning is a top priority.
on the mop, and then clean the inside of the toilet
bowl. Restroom Project-Cleaning
Using the scrub sponge and plenty of germicide, With proper daily cleaning, we can be assured our
clean the pipes, the wall around the commode, and restrooms will always have a pleasing smell and at-
the outside of the toilet bowl and base. When all tractive appearance. From time to time, however, it
fixtures are cleaned, check the walls and partitions will be necessary to project-clean the restrooms in
for graffiti and spots. Clean the top and bottom of order to give them an extra-thorough cleaning and to
the seat. Use the gong brush to clean the wall behind keep them odor-free.
the commode and a little of the floor around the base
of the commode. Almost every area in a restroom is a breeding
ground for bacteria, which causes unpleasant odors.
Dry the chrome and the top of the toilet seat if the In order to eliminate these odors, we must apply a
seat is to be used very soon. germicidal detergent solution to all surfaces. How
often will you need to project-clean a restroom?
Floors Let’s say as needed. Your professional experience
The final step is wet-mopping the floor. Using the will tell you when project work needs to be done, or
germicidal solution in the mop tank, saturate the you can set it up on a regular schedule.
floor. (Do not wring out the mop; simply lift it up,
and let some of the excess solution run off.) Starting Equipment
at the farthest corner from the door, lay the solu- • Germicidal detergent • Scrub brush or
tion on the floor. Always work toward the door so • Scrub sponge stripping pad
you don’t get boxed in and have to step over and • Commode plunger • Wet vacuum
contaminate freshly cleaned surfaces. Be careful not • Putty knife • Hand soap
to splash the baseboards. Go back to the bucket as • Mop tank and wringer • Paper supplies
necessary for more solution. When the entire floor is • Wet mop • Wiping cloths
covered, wring out the mop and pick up the excess • Duster • Ladder or scaffold
solution. • Doodlebug • Wet floor sign
• Doodlebug pads • Nonlatex disposable
This is wet-mopping. Never damp-mop a restroom • Push broom gloves/personal
floor. You need liberal solution on the floor long • Dustpan and brush protective equipment
enough to kill the germs and bacteria and to leave • Floor machine with • GFCI
the restroom odor-free. brush block

Pour the remainder of the germicidal disinfectant Getting Ready
solution down the floor drain, a favorite breeding Assemble all cleaning supplies on the cleaning cart,
place for bacteria and a source of odors. In addition, and take them to the restroom. Leave all supplies
and equipment just outside the door and close to the
if liquid is not occasionally poured down the floor
wall.

36
Empty and clean the trash container, replace the Partitions
liner, and place the container outside the restroom. Clean with a scrub sponge or Doodlebug, and rinse
Remove toilet tissue and paper towels from the hold- the same way the walls were done. Don’t forget to
ers and cabinets. clean the bottom and top of partitions.

Dilution of the germicidal disinfectant is controlled Windows
by the chemical dilution system. More is not better; Wash windows with solution, and dry them.
it will cause problems with sudsing and streaking, or
it can be harmful to skin. Be sure to wear nonlatex Fixtures
disposable gloves/personal protective equipment. Clean all the fixtures, sinks, commodes, urinals,
etc., and use the scrub sponge to clean the inside and
High-Dusting outside. Clean the chrome on the fixtures, and don’t
Using the duster with extension (and ladder, if forget to clean underneath the sinks.
needed), dust vents and clean the light fixtures. If
the light fixtures need washing instead of just dry- Rinse the fixtures with the germicide, and allow
dusting, make sure to turn off the electricity and them to air-dry. Use a wiping cloth to dry only the
follow lock-out/tag-out procedures. mirrors and chrome.

Dust all ledges and windowsills. Restroom Floors
Ceramic and quarry tile floors can be project-
It may be necessary to use the broom to remove toi- cleaned with any of three types of machines: a
let paper that sometimes gets stuck on the ceiling. conventional, low-speed floor machine; an automatic
scrubber; or a cylindrical brush/rotary wash ma-
When high-dusting is finished, sweep the floor. chine. No matter what type of equipment you use, a
brush attachment—not a pad—should be used with
Walls restroom floors. Brush bristles reach below the tile
When washing a wall, always start at the bottom and level to the surface of the grout.
wash up. The wet solution will cause the dry wall to
streak as it runs down. Use a GFCI (ground fault circuit interrupter) when
you are operating electrical equipment where water/
The germicidal solution can be applied directly to liquid is present.
the wall with the Doodlebug. This method saves
time and reduces the amount of water used for this In this procedure, one custodian applies the solution
procedure. and operates the floor machine. The other custo-
dian rinses the floor and changes the rinse water as
Scrub the wall with the Doodlebug and pad. Dip necessary. If a ceramic or quarry tile floor has floor
the Doodlebug into the mop bucket containing the drains, you can rinse the floor with a hose, squeegee
cleaning solution, and wash the wall from the bot- excess water to the drain, and mop dry.
tom to the top. Dip the Doodlebug again, and rinse 1. Select the correct brush for the machine you are
from the top to the bottom. A gong brush works well using and the floor surface. Too coarse a brush
to scrub around the baseboard. can damage tile grout.
2. Sweep and dust-mop the floor.
Rinse the wall with the same solution, starting at the 3. Remove gum and other sticky substances.
top and rinsing down. 4. Set up a “Wet Floor” sign to warn of slippery
conditions.
If the restroom is not equipped with a water hose 5. Apply solution with a mop to a 10' x 10' area or
hookup, simply use a 44-quart mop bucket for wall- through machine operation. Avoid splashing the
washing. solution on walls or baseboards. With an automat-
ic scrubber, wet-vacuum removal of the solution
This method is very effective and does not require will take place on the same machine pass as the
excessive equipment. It also is a much safer method application and scrub-in of the cleaning solution.
for applying the germicide than spraying.
37
6. Machine-scrub the solution (in straight lines in tion until it is well-saturated, and wring it out to get
a slow, steady motion with the cylindrical brush it as dry as possible. Using a figure-8 motion, start at
machine; in the usual back-and-forth motion with the farthest corner from the door and mop yourself
a conventional floor machine; and in the usual back out of the door. (This keeps you from walking
straight path with an automatic scrubber). Overlap on the damp floor, which may leave ugly footprints
each just-scrubbed area. After you have finished on the floor.)
scrubbing one area, back away toward the next
area. Dip the mop in the solution, and wring it out as often
7. Wet-vacuum the surface to pick up remaining as possible. Change water when it gets dirty. Don’t
solution (may not be necessary with automatic ever mop a floor with a dirty mop or dirty mop
scrubber). water—this would only defeat the purpose. When
8. Rinse twice. If you use a mop rinse, mop in the mopping, always “cut in” first (“cutting in” is mop-
shape of a figure 8 or “S.” Stroke in one direction ping edges and corners, keeping mop parallel to the
for the first rinse, and then for the second rinse, wall). Be sure to overlap each pass of the mop.
mop at right angles to the direction of the first
rinse. Wet-Mopping
9. Hand-clean all edges and corners. Wet-mopping is a different procedure from damp-
mopping. Wet-mopping allows you to soak off heavy
Finish soil and is normally done daily in the cafeteria.
When the floor is dry, replace soap cartridges, toilet
tissue, and paper towels. Place the trash can in the Dip the mop into the tank until it is well saturated.
proper place, and you should be finished. Don’t wring it out—hold it over the bucket, and let
the excess solution run out. Never flood the floor
with water; it could damage a tile floor.
Damp-Mopping and
Wet-Mopping Starting at the farthest corner from the door, using
Like dust-mopping, frequent damp-mopping and the figure-8 motion, lay the solution on the floor. Dip
wet-mopping are key factors in floor care. In order to the mop back into the tank as necessary for more
keep resilient tile floors clean and shiny, it is neces- solution.
sary to keep the surface dust and soil removed. If
dust and dirt are allowed to remain on the floors, When you have wet-mopped a limited area, dip the
they act like tiny cutting particles, which destroy the mop back into the solution and wring it out to get it
finish, causing it to powder and walk off. as dry as possible. Do not allow water to stand on
tile floor for very long or to pool to any appreciable
Damp-Mopping depth.
Always use wet floor signs when mopping floors.
Damp-mop daily or as often as possible in class- Pick up the solution, and rinse and wring the mop as
rooms, corridors, and offices. needed.

Use all‑purpose detergent for mopping. This should loosen and lift the soil, leaving the floor
clean and odor-free.
Don’t use your damp mop for any other purpose,
especially restrooms. Using a mop in more than one Stripping and Refinishing
type of cleaning agent can cause a chemical reaction Maintaining resilient tile floors can be one of the
that can ruin your floor finish. easiest cleaning tasks we perform if the floors are
properly maintained on a daily basis. If, however,
Mark your mop with “daily mopping” and “all‑pur- they are not maintained daily, keeping them up be-
pose detergent” so you won’t get them confused. comes one of the most time-consuming housekeep-
ing tasks.
Dilution of all-purpose cleaner is controlled by the
chemical dilution system. Dip the mop into the solu-

38
Proper care of your floors will allow you to go a Use a GFCI when you are operating electrical equip-
long time without having to do the time-consuming ment where water/liquid is present.
tasks of stripping and refinishing.
Stripping Procedure
When it is necessary to strip and refinish, never Place the mop in the stripping solution, lifting in and
take shortcuts, no matter how tough, messy, and out. Do not wring the mop, but allow some solution
time-consuming the job may be. If the job is not to run back into the mop tank. Starting well away
done right, the finish will not last. It will mean that from the door wall, apply the solution to about a 10'
a lot of time and hard work will have been done in x 10' area. Remember, use the minimum amount of
vain. It is impossible to cover up or mend a poorly solution that it takes to scrub this area. Too much
stripped floor. It will just have to be redone. water and stripping solution can cause damage.
Generally, hot water is preferred, but cold water
Equipment evaporates more slowly, allowing the solution to stay
As in any task, the first thing to do is get all your wetter longer. Never flood the floor with excessive
equipment and supplies together and make sure stripping solution. After applying the solution to the
everything is in good working order. 10' x 10' area, apply it carefully next to the base-
boards. This will keep the mop from splattering the
• Floor machine and • Doodlebug and pad walls since it will not be so full of solution.
pad holder (or walk- • Dustpan
behind scrubber, • Broom Place the stripping pad in the bucket, and saturate
if available) • Putty knife/Razor blade it with the solution. This will help it do a better job
• Five wet mops scraper when you start scrubbing. Remember, never scrub
• Stripping pads • Pail an area larger than 10' x 10' since the solution should
(red, or blue if your • Wiping cloths be scrubbed and picked up as rapidly as possible to
floor is asbestos) or • Stripper avoid damage to floor tiles, and you must easily be
stripping brushes • Floor finish able to “walk off” slippery area. Place the stripping
• Wet-pickup machine • Wet floor signs pad on the floor, and center the floor machine on the
• Four mop tanks • Nonlatex disposable pad. Begin scrubbing, moving the machine from side
• Three wringers gloves/Personal to side, overlapping each pass about half the width
• Dust mop protective equipment of the machine. After you have scrubbed the area in
• GFCI one direction, change direction and go over the area
in a crisscross pattern. Scrub as close to the base-
Preparation boards as possible, moving the machine from left to
Mark your mop handles so they are used in one right to eliminate splattering. Keep the baseboards
particular solution and task. Label one for stripping, wiped free of stripper as you work.
two for rinsing, one for damp-mopping, and one for
applying the finish. Use the Doodlebug around the baseboards and other
areas where the floor machine will not reach. Some
Move all of your equipment and supplies to the job handwork will have to be done in the corners. A
site. Move as much furniture out of the area as pos- putty knife will be needed for this. Do not quit strip-
sible to make the area easier in which to work. ping edges and corners of floors until it has the same
appearance as the center floor tiles (no dark areas).
After all the furniture and objects are moved, dust-
mop the area thoroughly and pick up the dirt. As soon as a portion of the floor has been thorough-
ly scrubbed, immediately pick up the solution with a
Use only approved dilution controlled dispenser for wet vacuum. If the area begins to dry out before you
floor stripper. get the solution picked up, swirl the mop in the area
to keep it wet.
Stuff towels or rags under doors to prevent stripping
solution from running onto floors that connect to the
one you are stripping.

39
When the stripping procedure is finished, you can during a previous stripping. If no residue appears on
begin stripping another 10' x 10' area while the first your hand and there is no visible evidence of un-
one is being rinsed. stripped finish, the floor is now ready for new finish.

After a stripped area has been vacuumed, check it Cleanup After Stripping Floor Tile
carefully. If any finish remains, repeat the stripping It is important to clean up all the equipment used in
procedures. Floors that have been poorly maintained the stripping operation before the stripper and old
for a long time may require several stripping opera- finish have been allowed to dry and accumulate.
tions to remove buildup of old finish.
Rinse the mops until the water runs clear. Wring
Never use straight stripper to remove old finish. them out, and hang them head down to dry. Never
It will very likely damage the floor tile. It is much leave wet mops in a tank of water. Clean them im-
safer to repeat the stripping operation. mediately after use.

Remember: Strip only about a 10' x 10' area at a Wearing nonlatex disposable gloves/personal pro-
time when stripping with a standard side-by-side tective equipment, dispense some stripping solution
floor scrubber so that the solution does not stay on from your chemical dispensing system. Scrub and
the tile any longer than necessary and you always rinse the wringers and the mop tanks, and store
have a dry walk-off area. them in the proper place. Scrub the floor machine
head, handle, and cord. If stripper is left on the cord,
Walk-Behind Scrubbers it can damage the floor at a later date if it comes in
Basically, the same procedures are followed for contact with water on the floor.
stripping floors when a facility has a large indus-
trial scrubber for use in lieu of a side-by-side floor Empty and wipe the vacuum, wash the outside, and
scrubber. Naturally, larger areas can be completed wipe the cord.
in a shorter amount of time by using an industrial
scrubber. Follow the same stripping procedures as Finish Procedure
outlined in this document in conjunction with the After all equipment is cleaned and stored and the
equipment manufacturer’s instructions for usage. floor is dry, you are ready to apply the floor finish.
Floor must be sealed or finished before traffic is al-
Rinsing Procedure lowed to enter. Pour the finish into a mop tank.
After all the finish is removed, the floor must be (Tip: Line your mop tank with a large, plastic trash
rinsed well. This is done with two rinses and one bag, and throw it away when you are finished. Then
damp-mopping. Use clean, clear water. Using a rinse you will have no finish dried on your mop tank.)
mop, lay a thin solution on the floor, and immedi- Pour only the amount of finish that you will use in
ately pick it up with the wet vacuum. Repeat this the mop tank. You can always pour more finish into
procedure. the tank. Unused finish cannot be saved; never pour
unused finish back into the container because it will
Using the second rinse mop, damp-mop the entire contaminate the good finish.
floor, wringing out the mop each time. Be sure all
the corners are clean, and rinse the baseboards while Dip your finish mop into the tank. Work the finish
you are at it. into the mop well, wringing finish through the mop
several times to be sure it is completely saturated.
When the rinsing is complete, take a damp cloth or Remember, if you are using a new mop, soak it in
sponge and wipe any splashes off walls, woodwork, water overnight prior to using it to apply floor finish,
and baseboards. to remove the spinning oils and sizing.

When the floor is completely dry, run your hand Lift the mop from the tank, and place it in the
across it to see if any residue is left. If there is, the wringer—do not wring it out. Just apply enough
floor will have to be rinsed again. This residue con- pressure to the mop handle to squeeze out excess
sists of stripper and the finish that was not removed finish. The first coat should be a medium, uniform
coat to act as a base. Apply the finish to the floor.
40
Stay away from the walls, corners, and edges. Frame As you can see, stripping and refinishing floors is a
in the sides of the area to which you are applying time-consuming and difficult task. With a properly
finish with straight strokes, staying about 16 inches stripped and finished floor and good daily main-
away from the walls and edges. Then, use figure-8 tenance, stripping and refinishing rarely should be
mop strokes to the rest of the area you have framed. necessary.
Return to the finish tank for more finish as needed.
Spray-Buffing
Drying time between coats should be a minimum of
30 to 45 minutes. However, if the humidity is high The best assurance for keeping a well-maintained
it could take longer. Do not recoat too soon. Just and attractive floor is to have a regular spray-buff
because it feels dry to the touch in a short time does program. Spray buffing will allow you to keep an
not mean it is ready to recoat. The recommended attractive floor with minimal effort while prolonging
drying time allows the finish to bond to the floor. the life of the floor finish and reducing the need for
If the finish is recoated too soon, it will soften the stripping and refinishing.
previous coat and cause the completed job to streak,
powder, and walk off. Note: Buffing is to be scheduled when students are
not in the building (before or after school hours).
The longer you allow finish to dry between coats, Equipment
the better the final results will be. Some, when pos- • Dust mop • Buffing pad
sible, will allow overnight drying time or at least • Dustpan • Spray bottle
several hours between coats. • Pickup brush (properly labeled)
• Putty knife • Spray-buff solution
Repeat the recoating procedures for the second coat, • Floor machine • Mop tank and
wringing out the mop a little more. The second and and pad holder wringer
final coats can be lighter. Again, stay away from • All‑purpose detergent • Wet mop
walls and edges until the final coat. Change direc- • GFCI • Nonlatex disposable
tion when applying the second coat, crisscrossing gloves/Personal
the previous coat. Change direction each time you protective equipment
recoat. Experience will tell you how many coats the
floor needs; usually three to six coats are considered Preparation
a minimum, depending on the procedures used for Before spray-buffing, the floor must first be dust-
daily maintenance of the floor. Remember, each time mopped and damp-mopped to remove all of the
you buff you will be taking a very thin layer of fin- surface soil. Use the putty knife to remove gum and
ish off. This is the way the scratches and scuffs are other deposits from the floor. Pick up walk‑off mats,
buffed out. and take them outside. Shake them vigorously to
remove the grit and soil. If possible, wash them with
On your last coat, apply the finish all the way to the a hose and water.
wall and edges.
Dispense all-propose solution, mixed with cool wa-
Finish Cleanup ter, into a mop tank. Using a clean mop, damp-mop
Clean and store all equipment. Make sure to get all the area to be buffed. Follow the procedures given in
the finish rinsed off the wringer. The tank should the section on damp-mopping.
require little cleaning since you have it lined with
a plastic bag. Remove the plastic bag from the mop Prepare your spray-buff solution in a properly la-
tank, and throw it away. If it is not removed, the fin- beled spray bottle. Although there are ready‑to‑use
ish will dry and build up on equipment and make it spray-buff solutions, a mixture of half water and half
unusable over a period of time. floor finish will work.

Use a GFCI when you are operating electrical equip-
ment where water/liquid is present.

41
Procedure Note: Check furniture and/or such items as locker-
Holding the spray bottle in your free hand, turn on tops. You may need to dust surfaces nearby after
the floor machine. Spray a small amount of buff buffing.
solution on the floor to one side of the machine,
and begin to buff. Continue to buff until a shine is Finish
obtained. Continue this procedure, moving the One very, very important thing to remember is to al-
machine from side to side and overlapping each ways dust-mop and damp-mop before spray-buffing.
pass of the ma-chine with the previous pass. To If you don’t, the surface soil is ground into the floor,
prevent buildup around the edges, do not spray the causing browning and powdering of the finish.
solution close to the walls.
The big plus regarding spray-buffing is that the more
you buff, the harder the finish becomes, making it
When a heel mark or other hard-to-remove mark is less likely to scratch, scuff, and mark.
encountered, spray the area and rub lightly with the
center piece from a buffing pad. Use your foot to ap- Guide to Frequency of Spray-Buffing to Maintain
ply slight pressure. Do not rub too hard, and do not a High Appearance Level
“heel” the machine on such spots; this removes the
finish and leaves a dull spot, which will soil rapidly Recommended Spray-
and detract from the floor’s overall appearance. Traffic Level Buffing Frequency
Very heavy....................................... Daily
From time to time, it is necessary to clean the buff- Heavy............................................... Daily—every second day
ing pad. Lay the machine down, remove the pad, Moderate.......................................... Twice per week
and brush it briskly with a stiff‑bristled brush over Light................................................. Weekly
a waste container. If this is inconvenient, brush the Use walk-off mats at every entrance.
pad in place on the pad holder and then clean up the
debris from the floor.

When one side of the pad becomes too loaded with Propane Floor Machines
soil and finish to do a good job, turn it over and use
the other side. It is possible to go a long way on one It is important to remember that local Fire Marshall
pad. regulations require all propane tanks be stored out-
side the school buildings.
If you have a high‑speed floor machine, follow the
Propane tanks may not be stored inside any room or
same procedure, but do not buff side to side. Buff in
area of a school building. Storage of tanks must be
a straight line up and down. The best procedure is to in a separate building away from your school
spray the area to your side as you are making your facility. Propane equipment may only be used when
pass. Then you buff this strip on your return pass. In no stu-dents are in the building.
other words, you are always spraying one strip ahead
of yourself.

When spray-buffing is complete, go over the entire
floor thoroughly with a dust mop again. Pick up any
dust or debris you have created.

42
If you have propane equipment at your school, you • Broom • Two mop tanks
must maintain a product Material Safety Data Sheet • Dustpan and wringers
(MSDS) on propane just as you do for all cleaning • Wet-vacuum pickup • All-purpose solution
chemicals. • Putty knife • Three mops
• Floor machine • Wet floor signs
Terrazzo and Concrete Floors (or walk-behind
scrubbers if available)
• Nonlatex disposable
gloves/Personal
Installation warranty and floor maintenance • GFCI protective equip-
guidelines differ. In some instances, terrazzo ment
floors are installed with a sealer that negates
the need for waxing. Mark your mops for solution, rinse, and finish.

Scrubbing
Use a GFCI when you are operating electrical equip-
ment where water/liquid is present.
Light-Scrubbing and Refinishing Apply the solution to about a 10' x 10' area, and im-
Light-scrubbing is often referred to as “top-scrub- mediately begin to scrub the floor. It is not necessary
bing.” to scrub completely up to the baseboards or other
stationary objects. The finish in these areas probably
Light-scrubbing and refinishing are very effective will still be in good shape. Make one pass with the
and simple floor-care procedures used to restore or floor machine, overlapping half the width of the pad
recondition a floor when total stripping isn’t really on each pass. Crisscross-scrub using the same pat-
necessary but the finish is so scuffed or marred that tern. You can light-scrub very quickly since you are
spray-buffing doesn’t do the job. only removing the surface scuffs.
Light-scrubbing means you just remove the top layer
For medium soiled floors, use a red scrubbing pad.
of finish in order to remove the scuffs and marks,
For heavily soiled floors, place a blue or green scrub
and then you put a coat of fresh finish on it. Since
pad on your floor machine.
you are not completely taking off all the finish, you
must be careful not to damage the base coat you are
leaving. Rinsing
After the scrubbing process is finished, pick up the
Since there are two things that very quickly harm dirty solution with a wet-vacuum pickup. Immediately
floor finish, it is common sense not to use them. wet-mop the floor with cold water, and again pick up
These two things are hot water and too much deter- with a wet vacuum. One wet-mop rinse is usually suf-
gent. Remember, never use stripper when light- ficient when you light-scrub.
scrubbing. Although you may think you can use a
small amount, there are chemicals in the stripper Using the same rinse, wring the mop as dry as possi-
that are made just to break down the finish, and ble and damp-mop the entire floor. When the floor is
these chemicals make it unbond the finish from the dry, rub your hand over the surface to see if it is free
surface. of grit and dirt. If there is a powdery film on your
hand, it will be necessary to rinse again.
The proper scrubbing solution for light-scrubbing is
the same solution used for general mopping: dis- Finishing
pense all-purpose solution using cold water through Pour the amount of floor finish you think you will
your dilution-control dispensing station. need into a clean, lined mop tank. You are only going
to apply one light coat of finish to the floor, so don’t
Equipment pour more than you think you will need.
Assemble the equipment you will need, and move it
to the job site. Apply finish using the procedure given in the section
• Dust mop • Blue scrub pads on stripping and refinishing tile floors. Don’t apply all

43
the way to the baseboards or areas where you did not Housekeeping Supplies Other
scrub. You want to avoid buildup around the edges.
Than Dispensing Unit
Now that you are finished, clean and store your • AFS follows environmentally friendly cleaning
equipment. Follow up your efforts with good, daily practices.
dust-mopping and damp-mopping and with good • Hand-held dispensing unit is to be used for stripper.
spray-buffing programs. You can go for a long, long • Cleaning products are standardized to the greatest
time before another restoration is needed. extent possible. In those rare occasions in which a
specialty product is required, follow AFS pur-
chasing procedures and guidelines.
Chemical Dilution Dispensing • The use of aerosol products is discouraged.
System • Contact Housekeeping Services before ordering if
the MSDS for the product rates the product stron-
• First, make sure all water connections are tight ger than an irritant!
and not leaking.
• Divert water flow to the dilution-control unit by
turning the lever at the faucet so that no water is
flowing into the sink.
• Choose the type of container you wish to place
the desired product into.
• Secondary containers, such as spray bottles, must
be properly labeled.
• Always remember to turn off the water sup-
ply when you are finished dispensing products.
This is a matter of safety. If you leave water pres-
sure on, this can cause undo stress on the supply
hose and, over a period of time, the hose could
leak.
• This dispensing unit can also provide just water.
This is done by following instructions above and
simply pointing the arrow on the dial knob at the
words rinse water.
• Proper product dilution not only improves but en-
sures consistent performance, maximizes product
efficiency, and minimizes waste.
• Dispenser unit is color-coded.
• Contact distributor immediately if unit is not
working properly. (Contact information is labeled
on unit, or contact Housekeeping Services if ad-
ditional information is needed.)

44
Troubleshooting Guide
The following troubleshooting guide is intended to highlight the most common causes of floor problems. The
most likely causes shown for each problem are listed in rank order of likely occurrence. The information can
provide a useful tool in identifying problems and implementing a remedy.

Problem—Poor Gloss (Gloss level below normal)
Most Likely Cause Solution
• Insufficient coats applied (recoat schedule off or area • Scrub, rinse, and apply additional coats (maintain
not properly identified as main vs. secondary traffic) four to six coats).
• Thin coats of finish • Apply in medium coats, not with a wrung-out mop.
• Wrong scrubbing or buffing pads/brushes used • Use approved pads or brushes, and follow recoat pro-
(usually too aggressive) cedures.
• Use approved walk-off mats and runners of sufficient
• Excessive amount of sand and grit is on floor
length and width.
• Thoroughly dust mop before cleaning.
• Floor not properly rinsed before recoat • Remove grit, etc., outside doors.
• Strip, properly rinse, and apply new finish.
• Ammonia, bleach, or stripping solution used in scrub- • Use approved cleaners only. AFS Housekeeping
ber or mop bucket for routine cleaning never purchases bleach.
• Dirty equipment used to apply finish (stripper mop • Strip, properly rinse, and apply new finish using clean
used, etc.) equipment.
• Apply additional coats of finish.
• Tile becoming old or very porous
• Use sealer before finishing floor.
• Additional coats applied before previous coat dry (will • Allow next coat to dry sufficiently. If the problem is
likely experience mop drag and look hazy) not solved, strip, rinse, and reapply.

45
Troubleshooting Guide
Problem—Scuffing and Scratching of Finish
Most Likely Cause Solution
• Wrong scrubbing or buffing pads/brushes used • Use approved pads and brushes.
• Use approved mats and runners.
• Excessive dirt and grit on floor
• Thoroughly dust-mop before cleaning.
• Verify that areas are correctly classified as main or
• Not scrubbing or buffing often enough secondary traffic areas.
• Follow recommended procedures.
• Some unauthorized floor finishes do not resist scuffs and • Use only AFS approved floor finishes.
scratches very well.
• Adjust pad pressures.
• Unequal pad pressures on twin pad scrubber/buffers
• Submit equipment repair work order if needed.
• Check work area to avoid this problem (may need
• Stones and/or grit not picked up by autoscrubber or mop
to dust mop again prior to buffing in problem areas:
(grit buffed into floor or dragged by squeegee)
doorways, etc.).

Problem—Floor Finish Discolored (Yellow or Brown)
Most Likely Cause Solution
• New cotton mops used to apply finish before soaked • Deep-scrub to remove dirt and color; clean mops thor-
and cleaned (Sizing can release and yellow floor.) oughly.
• Not using automatic scrubber for daily cleaning,
particularly when on ultra-high program prior to any • Must use autoscrubber and proper pads/cleaner on daily
buffing (grinding dirt into finish) basis; damp mopping is not sufficient.

• When using a mop, always change water frequently and
• Damp-mopping with dirty water (spreading dirt)
use two-pail system.

• Excessive dirt, sand, and grit allowed to enter facility
• Use approved mats and runners.
and being ground into finish

• Water trails left by scrubber • Minimize trails with equipment maintenance and opera-
tor training. Submit equipment repair work order.
• Dirty mops used to pick up water trails from scrub- • Train scrubber operator, use clean mop, and change rinse
ber leaves dirt that can be buffed into finish. water frequently.
• Buffing pads contain dirt and finish accumulations. • Always use clean pads; rotate or replace as needed.

46
Troubleshooting Guide
Problem—Floor Finish Discolored (Yellow or Brown) (continued)
Most Likely Cause Solution

• Incorrect concentration of cleaner; too much cleaner • Never alter controlled dilution ratios as dispensed
can soften finish and/or leave residue, which can hold from system.
dirt deposits. Too little cleaner will not permit ad-
equate dirt removal.

• Applying floor finish before floor has been properly • Strip, rinse, and reapply finish.
scrubbed and rinsed (dirt coated into floor finish)

• Getting buildup by applying finish to edges every time • Do not recoat outer four to six inches every time floor
floor is coated (edges turning color) is finished—one thin coat total is all that is needed for
this edge.

• Fans used to force-dry floor finish, resulting in dirt- • Never direct fans at floor finishes. If fans are used,
catching bubbles and pockets (Dirt can then be buffed aim upward for air circulation in area.
into finish.)

• Dirty mops • Always use clean mops. If dirty mops or equipment
are used, strip rinse and reapply finish.

• Contaminated floor finish (Unused finish should never • Dispose of unused finish.
be returned to original container.)

• Using incorrect buffing pads allows a color transfer to • Use approved pads.
high spots in the floor.

Problem—Powdering of Floor Finish
Most Likely Cause Solution

• Applying coats too thin • Use medium coats.

• Wrong buffing pads or brushes used (too aggressive) • Use recommended pads and brushes.

• Floor not rinsed before floor finish applied; cleaner • Floor must be thoroughly rinsed before applying floor
residues can prevent good adhesion.* finish.

• Dirty buffing pads being used • Change or rotate pads during buffing, and clean pads
after each use.

*To test finish adhesion to floor, apply one medium coat to small area and let dry (30 to 40 min.). Apply good
masking tape or Scotch tape to finish, and pull up with a quick jerk. If finish comes off with tape, you do not
have good adhesion.

47
Troubleshooting Guide
Problem—Powdering of Floor Finish (continued)

Most Likely Cause Solution

• Fans used to force-dry floor finish; surface may dry • Never direct fans at floor finish! If fans are used, aim
too quickly and not allow finish to form a good bond them upward for air circulation in area.
(good adhesion) (also occurs with coats that are ap-
plied too thin).
• Hardeners surfacing from floor (Composition floors, • If finish does not adhere, apply sealer before applying
such as Terrazzo, prevent adhesion.) floor finish.

• Finish designed for low-speed buffing in being • Always match the finish to the buffing rpm.
burnished

• Finish applied before floor or previous coat dry (finish • Strip, rinse, and allow floor to dry before applying
not sticking to floor) finish.

• Stripper residue left on floor due to poor rinsing (finish • Strip, rinse thoroughly, and reapply finish.
not sticking to floor)

• Old floor finish not completely removed (incompatibil- • Use only AFS-approved finish.
ity of coatings) • Do not apply soft, buffable finishes over harder fin-
ishes.

• Factory finish not stripped off of new tile before finish- • Strip, rinse thoroughly and reapply finish.
ing

• Frozen floor finish (may bead up on floor during ap- • Do not proceed with finish; replace with good
plication) product. Change supply storage procedures.

Problem—Streaks in Floor Finish and/or Floor Finish Exhibiting an Alligator Effect
Most Likely Cause Solution

• Floor finish or seal not thoroughly dry before applying • Strip, rinse, and reapply. Do not recoat if mop drags.
additional coats

• Contaminated mops or pails used to apply finish (i.e., • Strip, rinse, and reapply floor finish using clean equip-
dirty strip mop used) ment.

• Floor finish frozen or stored in extreme heat • Replace damaged product.
• Strip, rinse, and reapply new finish.
• Change supply storage procedures.

• Floor finish applied over factory finish on new tile • Strip, rinse, and reapply finish. (Check warranty direc-
tions!)

48
Troubleshooting Guide
Problem—Streaks in Floor Finish and/or Floor Finish Exhibiting an Alligator Effect (continued)
Most Likely Cause Solution

• Contaminated finish put back in container • Do not use leftover finish.
• Dispose of contaminated finish.
• Strip, rinse, and reapply finish.

• Floor improperly rinsed floor before coating • After scrubbing or stripping, rinse floor before floor
finish is applied.

• Dirty mop or equipment used when applying finish • Ensure that equipment is clean before applying finish.

• Floor not thoroughly scrubbed and rinsed before • Scrub and rinse floor thoroughly before applying finish.
applying finish

Problem—Floors Seem Slippery

Most Likely Cause Solution
• Silicone-base products (furniture polishes, glass clean- • If silicone-base products are used, apply to rag prior to
ers) getting on floor due to overspray or accidental use to reduce the chance of overspray hitting floor.
spills • Scrub floor thoroughly to remove. If floor is still slip-
pery after cleaning, apply a medium coat of finish over
affected area.

• Ice melting compounds on floor • Clean contaminated floor (normally near entrances
and at end of runners) thoroughly with clean water to
remove. Do not use detergents or vinegar when spot-
cleaning.
• Control amount of ice-melting chemicals used.
• Use approved mats and runners.
• Clean mats and runners occasionally with a wet-dry
vac or wet-extraction cleaner, using plain water.

• Powder residue left on floor after burnishing, etc. • Dust-mop floor after burnishing.

• Dirt and grit on floor • Use approved mats and runners.
• Dust-mop thoroughly.

• Unapproved floor finish on floor • Use only AFS-approved finishes.

Use of acids (vinegar) in cleaning water; acids will • Always use chemical dispensing system which con-
destroy the cleaning ability of detergents. trols dilution. Do not add vinegar.

49
New Vinyl Floors The standard 175 rpm floor machine will be used. A
Newly installed vinyl floors require special care un- high-speed machine will not be used in stripping.
til they are cured and ready to finish. If not properly
cared for, the mastic (the cement used to glue down Maintenance of Vinyl
the tile) may begin to bleed up around the edges of Asbestos Tile
the tile and cause a never‑ending problem with the
Make sure floor is clean and damp-mopped prior to
finish and the appearance of floors.
buffing.
First and foremost, follow instructions given by
Vinyl asbestos tile floors can be buffed or burnished
floor-tile manufacturer and/or installer. Not do-
with a standard-speed or high-speed floor machine
ing so will have an impact on any warranty that
as long as a minimum of four coats of floor finish
may exist.
remain on the floor.
If you are unsure of the warranty guidelines, contact
Spray-buffing will be performed with the standard
the School Planning Unit or the manager of House-
floor machine and red pad. Burnishing will be per-
keeping Services. The following are general guide-
formed only with the ultra high-speed (white) pad
lines that may be used with most new vinyl floors:
and high-speed floor machine. The red pad should
not be used with the high-speed floor machine.
• Lightly scrub the floor using the normal scrub-
bing procedures. The floor must be scrubbed or
Since each buffing or burnishing cycle removes a
the finish will not bond. The tile comes from the
small amount of floor finish, an additional coat of
manufacturer with a protective coating that must
finish should be applied after each sixth repetition of
be removed before applying the finish. Most new
buffing or burnishing.
vinyl tile that is now being manufactured requires
only light top-scrubbing—using all-purpose
detergent to remove the initial protective coating Training
before rinsing and applying finish. Use the least All custodial employees receive two hours of
amount of water as possible when scrubbing and Asbestos-Awareness Training during their initial
rinsing. Again, follow instructions given by the employment training with AFS and annual refresher
floor tile manufacturer and/or installer. training.
• After scrubbing, apply finish to the floor, follow-
ing the normal finishing procedures. Carpet Care
• You must wait until the floor has completely As with any other type of floor, a carpeted floor re-
cured before stripping and refinishing. The manu- quires a regular maintenance program to look good
facturer/installer will advise you regarding rec- and to ensure maximum wear.
ommended timelines for these procedures. After
this, you will be able to fully appreciate the true First, daily vacuuming and spot-cleaning are neces-
beauty of the new floor. sary. If daily vacuuming is not done, the soil goes
deeper and deeper into the carpet fiber, becomes
more difficult to get out, and acts as sharp cutting
edges, causing the carpet to wear. So vacuum daily.

An effective way to clean the carpet between major
cleaning is to use a carpet pad (bonnet) and your
floor machine. This provides good surface cleaning
and is fast and simple to perform.

50
Carpets must be left as dry as possible to help Spray another area, rinse the pad, and repeat this
avoid mold, mildew, and odors. Fans should be procedure until the entire carpeted area has been
used for speed-drying. The door to the areas cleaned.
should remain open, and lights should be left on
until the carpet is completely dry. Use this method of cleaning on soiled traffic areas as
needed.
Equipment
• Floor machine and • Carpet detergent A good, daily maintenance program and this clean-
pad holder • Putty knife ing procedure will extend the life of your carpet and
• Carpet pads • Wiping cloths will keep it looking better a long time.
• Mop bucket and wringer • Measuring cup
• Vacuum cleaner • Nonlatex disposable Carpet Extraction Method of Cleaning
• Pressure sprayer gloves/Personal When a carpet extractor is available, this method of
• GFCI protective equip- carpet cleaning may be used in lieu of bonnet clean-
ment ing. Follow the equipment manufacturer’s directions
for equipment usage.
Procedure
Mix the cleaning solution according to the manu- Which method to use is most often an individual
facturer’s directions. Pour solution into the pressure preference or based upon equipment availability.
sprayer, and fill your mop tank about two-thirds full Both methods are effective.
of water.
Soap and carpet-cleaning chemicals attract dirt, so
Move all your equipment to the work site. do not overmix chemicals. As always, follow the
manufacturer’s directions for dilution ratio, and
First, vacuum the carpet thoroughly and remove any rinse.
gum, etc.
With either method, it is extremely important that
Next, spray an area about 10' x 10' using a once you clean the carpet, you extract as much mois-
side‑to‑side motion, overlapping the previously ture as possible, leaving the newly cleaned carpet as
sprayed area. If you spray too large an area, the dry as possible.
chemical will evaporate before you can clean it.
Stain Removal Tips
Wait about five minutes before starting to scrub to The following is a list of some common stains found
allow the chemical to work. in a school and how to remove them. The list was
developed primarily for carpet.
Saturate the pad in the mop bucket of water, and
wring out as dry as possible. Never use bonnet too General
wet because this could damage carpet/flooring. Basically, there are three types of stains: unknown,
greasy, or water-based. On carpet, never use a
Use ground fault circuit interrupters (GFCI) when
circular motion, but use a blotting motion with a
you are operating electrical equipment where water/
white cloth or several layers of paper towels. Try
liquid is present. Mount the floor machine on the
an inconspicuous area first to be sure that the color
pad, and begin cleaning. Work in a straight path
won’t be affected. Common stain-removal chemicals
from side to side. Each time you change direction,
and supplies are as follows:
overlap the previous pass about half the width of the
• Paper towels or white terry cloths
pad.
• Hand dishwashing detergent soap (no bleach or
lanolin content) (1/4 tsp. per quart)
Turn the pad, and crisscross-clean the same area.
• Properly labeled spray bottle(s)
This will prevent missing areas, which could result
• Household ammonia (1 tbsp. per 1/2 cup of water)
in a striped effect.
• Isopropyl rubbing alcohol
51
• Hydrogen peroxide solution—3 percent spray-rinse, blot-dry, blot with hydrogen peroxide,
• White vinegar solution (1/3 cup per 2/3 cup water) and pad-dry.
• A spoon and a dull knife • Cola—Blot up, blot with detergent, spray-rinse,
pad-dry, blot with hydrogen peroxide, and pad-
Procedure for Unknown and Grease Removal dry.
Remove as much foreign material as possible by • Crayon—Scrape with knife, blot with alcohol
blotting or by using a dull knife. Blot with isopropyl solution, blot with detergent, spray-rinse, blot with
alcohol. (Do not allow saturation of carpet backing hydrogen peroxide, and pad-dry.
with alcohol.) Try blotting with detergent, and if it • Excrement—Remove wearing nonlatex gloves,
works, continue using it. Rinse lightly with water in neutralize with germicidal solution to remove pro-
spray bottle and blot. If not completely removed, blot tein matter, blot, apply small amount of detergent,
with hydrogen peroxide, let stand for one hour, rinse, blot, spray-rinse, blot with hydrogen peroxide, and
and blot as before. Dry with pad of paper towels pad-dry.
weighted down. • Grease—Follow procedure listed under Excre-
ment.
Procedure for Water-Based Spot Removal • Ink—Blot with alcohol, blot with detergent,
Blot up as much as possible. Use wet vacuum if a spray-rinse, blot with hydrogen peroxide, and pad-
large spill is involved. If spot has dried, wet lightly dry.
with spray bottle of water, let stand one minute, and • Milk—Blot up, blot with alcohol, blot with de-
blot. Continue this procedure, and blot until dry. If tergent, spray-rinse, blot with hydrogen peroxide,
needed, use the detergent method described above. and pad dry.
• Oil Paint—Blot up, scrape with knife, blot with
Stains That Cannot Be Removed From Carpet alcohol, blot with detergent, spray-rinse, blot with
Submit a work order. hydrogen peroxide, and pad-dry.
• Oil—Follow procedures listed under Grease.
The following can cause permanent stains in carpet: • Tar—Blot up, scrape with knife, blot with alco-
• Acids, such as toilet bowl cleaner hol, blot with detergent, spray-rinse, blot with
• Acne medication hydrogen peroxide, and pad-dry.
• Alkaline drain cleaners • Urine—Using nonlatex gloves, blot up, neutralize
• Bleach with germicidal solution, blot, spray-rinse, blot
• Hair dyes with hydrogen peroxide, pad-dry, blot with deter-
• Iodine gent, spray-rinse, and pad-dry.
• Fertilizers • White Glue—Scrape with knife, blot with deter-
• Mustard gent, spray-rinse, blot with hydrogen peroxide,
• Oil used for band instruments and pad-dry.

Specific Stain Removal Tips Remember, always blot-clean all stains on fabric or
(following the above procedures) carpets so stain does not spread outward. Housekeep-
• Asphalt—Scrape with knife, blot with alcohol, ing Services maintains a database and can be called
blot with detergent, spray-rinse, blot, use hydro- for suggestions if your best efforts are not successful,
gen peroxide, and pad-dry. or submit a work order for Housekeeping Services.
• Blood—Blot with ammonia solution, use cool so-
lutions, blot with detergent, spray-rinse, pad-dry, Tips on Measuring Chemicals
blot with hydrogen peroxide, and pad-dry.
• Candy—Scrape with knife, blot with detergent, The various chemicals and cleaning products avail-
spray-rinse, pad-dry, blot with hydrogen peroxide, able from the custodial warehouse are heavy-duty,
and pad-dry. commercial-grade products and, in many cases,
• Chewing Gum—Freeze gum with ice cube, shat- highly concentrated.
ter gum, and vacuum.
• Coffee—Blot up all liquid, blot with detergent,

52
Chemical-dilution dispensing systems are currently Ground Fault Circuit Interrupters
being used to the greatest extent possible. Many
disinfectants, cleaners, and strippers are corrosive in (GFCIs)
their concentrated form. Many disinfectants have a These are provided and should be used whenever
dilution of only 1/2 ounce per gallon. Read all labels you are operating electrical equipment where water/
carefully for proper dilution. liquid is present.

It is very important that chemicals be mixed prop-
erly. More is not better. Sometimes, improperly
Microfiber Dust Mop Systems
mixed chemicals can give just the reverse effect Taking care of microfiber products is easy; there are
from that desired: streaking floor or fixtures, leaving just a few things that you should remember to keep
a film on surfaces being cleaned, or a sticky floor. products effective and long lasting. You can wash
In some cases, improper mixing can be physically and dry microfiber products in the washer and dryer
harmful to the skin or the respiratory system. with warm water and low heat. To keep your micro-
fiber like new:
The following chart shows the commonly used dilu- • Do not use bleach.
tions. • Do not use fabric softener.
Units of Measure • Do not wash with other cotton products.

1 to 256 = 1/2 oz. per gallon of water AFS does not allow the usage of bleach, and mi-
1 to 128 = 1 oz. per gallon of water crofiber products do not like bleach. Bleach breaks
1 to 64 = 2 oz. per gallon of water down the polyester and polyamide microfilaments,
1 to 32 = 4 oz. per gallon of water rendering them less effective.
1 to 16 = 8 oz. per gallon of water
1 to 8 = 16 oz. per gallon of water Fabric softeners provide a layer of softness that is
1 to 4 = 32 oz. per gallon of water nice for clothing, but this coating clogs the microfi-
bers, rendering them less effective.
Always use a measuring cup or some measuring
device for both chemical and water! It is not that microfiber products do not like cotton
products or other fabrics; it is that when you wash
Always follow the manufacturer’s directions your cotton products with microfiber the microfiber
for dilution ratio. Spray bottles, pails, and mop products grab and hold onto the lint that the cotton
buckets ordered from the custodial warehouse produces. So, if you do not want your microfiber
are marked for ease in measuring. Make sure towels to lint, then you should not wash them with
that you measure both the chemical and the water cotton products.
for proper dilution. All spray bottles (secondary
containers) must be properly labeled. Kitchen Areas
The custodial staff responsibilities in these areas
Never mix chemicals. have been jointly agreed to by the Safety, Environ-
mental, and Housekeeping Services Unit and the
Always use the appropriate personal School and Community Nutrition Services Depart-
protective equipment as recommended and ment. The job responsibilities have been established
provided (e.g., gloves, goggles). as daily/weekly responsibilities and summer clean-
ing responsibilities. They are as follows:
Do not stock bleach in the custodial ware-house
because some of our cleaning products contain Daily/Weekly
ammonia. If bleach and ammonia are mixed, • Sweep and damp-mop cafeteria floor daily.
they form a poisonous gas! • Dust and spot-clean cafeteria windows.
• Wash cafeteria windows as necessary.
• Spot-clean cafeteria walls.
• Wet-mop as necessary.
53
American
Facility
SERVICES

WHY AFS IS THE BEST CHOICE

 AFS has over 25 years of experience in providing high quality janitorial service.

 Our range of customers is wide, from small offices to large contracts with multiple
facilities requiring specific considerations.

 Our projects include a variety of building types and specifications.

 We have numerous renewal contracts as a result of our ability to exceed the
expectations of our customers in a cost-effective manner.

 We will use our long-standing relationships with our vendors to ensure that the best
products and equipment are used on this project. We will use our proven quality control
methods to ensure that our employees are providing superior service.

 Our experienced management team will be providing the support to this project to
ensure that the Marietta City Schools becomes another of our long-standing satisfied
customers.

54
MARIETTA CITY SCHOOLS
Grant Rivera, Ed.D, Superintendent
250 Howard Street
REQUEST FOR PROPOSAL
Marietta, GA 30060 Custodial Services
(678) 695-7257

REQUEST FOR PROPOSAL #: 91039-21-01

MATERIAL OR SERVICE: Custodial Services

DUE DATE: February 26, 2020 no later than 10:00 A.M. (Time/Date Stamp)

OPENING LOCATION: Marietta City Schools Central Office
250 Howard Street
Marietta, GA 30060

PRE-BID CONFERENCE DATE: February 12, 2020 at 10:00 a.m.
Marietta High School
1171 Whitlock Avenue
Marietta, GA 30064

This solicitation may be obtained by emailing a request to Devlin Brewer at dbrewer@marietta-city.org.
Any interested firms without internet access may obtain a copy of this solicitation during regular
business hours at Marietta City Schools Central Office, 250 Howard Street, Marietta, GA 30060. If you
experience any problems receiving this solicitation, please call (678) 695-7257.

SPECIAL NOTE TO PROPOSERS

Be sure your name, address, telephone number, email address and fax number has been recorded
with the School System so you will receive copies of any amendments or additions to these Proposal
Specifications.

In addition, all requests for additional information must be made in writing, and emailed to Devlin
Brewer, Executive Secretary (Operations) at dbrewer@marietta-city.org. In order to allow all vendors
to use the same information, requests for information will not be honored after February 24th, 2020.

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Responses Due: February 26, 2020 not later than 10:00 A.M.

Proposals will be received at: Marietta City Schools
Central Office
250 Howard Street
Marietta, GA 30060

Proposals for the material or services specified will be received by Marietta City Schools, at the above
specified location, until the time and date cited.

All other information contained in the proposal shall remain confidential until award is made. If you
need directions to the Central Office, please call (678) 695-7257.

Sealed proposals shall be in the actual possession of the Marietta City Schools, at the location indicated,
on or prior to the exact time and date indicated above. Late proposals may not be considered.

Proposals must be submitted with the Firm’s name and address clearly indicated on the envelope or
within the email including the following statement: Request for Proposal: Custodial Services RFP#
91039-21-01.
All proposals must be written legibly in ink or typewritten. Additional instructions for preparing the
proposal are provided herein.

Bidders are strongly encouraged to carefully read the entire Request for Proposal, instructions, and the
terms and conditions on the attached sheets. Failure to adhere to these instructions and term and
conditions may result in rejection of bid.

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Table of Contents
Introduction ...................................................................................................................................... 4
Minimum Qualifications .................................................................................................................... 4
Calendar of Events ............................................................................................................................ 4
Instructions ....................................................................................................................................... 5
Standard Terms and Conditions ......................................................................................................... 6
Additional Conditions ...................................................................................................................... 12
Scope of Work and Specifications .................................................................................................... 18
Selection Criteria ............................................................................................................................. 21
Bidder Response Form .................................................................................................................... 21
References ...................................................................................................................................... 23
Attachment 1 – Cleaning Standards/APPA Appearance Level Definitions .......................................... 24
Attachment 2 – Floor Plans .............................................................................................................. 33
Attachment 3 – Square Footages ..................................................................................................... 50

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INTRODUCTION

Marietta City Schools has issued this Request for Proposal; hereafter referred to as “RFP”, except
where noted for clarity, for the purpose and intent of obtaining bid responses from licensed, qualified
firms to provide to provide custodial services for fifteen (15) school district facilities.

Marietta City Schools reserves the right to waive technicalities, to accept or reject any and all proposals
and to waive any irregularity in proposals received, to award the entire bid to one bidders or to
multiple bidders or to make awards by group or location, whichever is in the best interest of Marietta
City Schools; hereafter referred to as “MCS”, except where noted for clarity.

Marietta City Schools is an equal opportunity employer.

All questions concerning this RFP should be directed to Charles Gardner, Chief Operations Officer,
Marietta City Schools. All inquiries must be in writing and emailed to cgardner@marietta-city.org.

MINIMUM QUALIFICATIONS

• Each bidder should provide evidence of a current, valid Georgia Business License with
each bid submittal. A photocopy of your business license is acceptable.
• Bidders shall also submit the completed “Georgia Security and Immigration Compliance
Act OCGA 13-10-90” document.

CALENDAR OF EVENTS

ACTION DATE/DEADLINE

Announcement/Issuance of RFP January 29, 2020

Pre-Bid Conference February 12, 2020 10:00 A.M.

Bid submission deadline February 26, 2020 10:00 A.M.

Bid Opening/Evaluation Period February 26, 2020 2:00 P.M.

Recommendation to BOE (projected) March 17, 2020

Contract Initiation July 1, 2020

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INSTRUCTIONS

1. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an
officer or employee having authority to bind the company or firm. The signatory of the bid must
initial corrections or changes on any document. Bidders will not be allowed to modify their
proposals after designated closing date and time.

2. Bidders should provide all of the information required on all forms and shall sign the Standard
Terms and Conditions.

3. The bid submitted by the vendor in response to this solicitation shall constitute an offer which
shall remain open for acceptance by Marietta City Schools for a period of 90 days from the date of
opening.

4. Sealed proposals shall be in the actual possession of the Marietta City Schools, at the location
indicated, on or prior to the exact time and date indicated above. Late proposals may not be
considered. Proposals must be submitted with the Firm’s name and address clearly indicated on
the envelope or within the email including the following statement: Request for Proposal:
Custodial Services

5. Bid responses containing a minimum order/ship quantity or dollar value, unless otherwise called
for in the RFP, may be treated as non-responsive and may not be considered for award.

6. In the event there is a discrepancy between the unit price and extended price, the unit price shall
govern.

7. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve
to obligate MCS to purchase any minimum amount; nor shall any such reference serve to
establish any maximum amount the bidders are required to furnish.

8. Proposals containing provisions for late or interest charges will not be considered.

9. Prepayment and/or progress payment requirements contained in responses will be treated as
non-responsive and will not be considered.

10. MCS reserves the right to amend this RFP prior to the due date.

11. Any contract awarded pursuant to this RFP will be awarded to the most responsive and
responsible bidder who provides the bid that is within the budget parameters for the project and
whose bid response meets the requirements and criteria set forth in this RFP.

12. Purchases of the Marietta City Schools are not subject to sales taxes. Tax exempt certificates will
be furnished upon request.

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STANDARD TERMS AND CONDITIONS

1. In order to comply with MCS policy, the awarded vendor's employees are required to sign in at
each location and document their visit to the school. The employee(s) shall be required to
display a positive identification badge on his/her person at all times when inside any Marietta
City Schools’ facility.

2. The awarded vendor is required to provide MCS with schedules for work at the designated
school location(s) two weeks prior to beginning of the actual work or contract term. If
necessary, the awarded vendor must be willing to meet with MCS personnel to ensure that
the school locations can be serviced at the times specified.

3. The awarded vendor is required to notify the designated MCS contact one week in advance
of any days that the services will not be performed.

4. The awarded vendor is required to notify the designated MCS contact, Jimmy Pace, Director
of Maintenance, at jpace@marietta-city.org or (678) 695-7257 by 9:00 a.m. of any service
that is delayed or not operating on a scheduled service day.

5. The awarded vendor must perform research of missing and disputed items at no charge. This
research must be completed within 24 hours of request. If the 24 hour deadline cannot be
met, the vendor must inform the designated MCS contact of the reason for the delay and an
expected time that the information will be received.

6. All services must be provided in a good and workmanlike manner.

7. All proposals submitted shall be in accordance with the terms of this Marietta City Schools RFP
and the laws of the State of Georgia.

8. Successful bidder shall be required to supply an original invoice, and to reference all
invoices to the proper authorization order number. No invoice will be processed for
payment until all contractual obligations have been met.

9. All invoices and/or financial correspondence shall be directed to Director of Accounting,
Marietta City Schools.

10. Invoices must be for the actual work completed. The invoice must itemize each location and
dates of service.

11. PROOF OF INSURANCE - The successful bidder shall supply to MCS proof of insurance for
automobile, workers ’ compensation, and general liability. Contractor must maintain insurance
coverage for duration of contract with MCS, including all renewals. Contractor shall furnish to
MCS a certificate of liability insurance evidencing required coverage, naming the Board of
Education of the City of Marietta, its elected officials, agents, and employees as additional
insured under the Comprehensive General Liability coverage, and providing that no policies may
be cancelled without ten days advance written notice to MCS. Said policies will remain in full
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force and effect until the expiration of the terms of the contract or until completion of all duties
to be performed hereunder by the contractor, whichever will occur later.

12. Supplier hereby waives, releases, relinquishes, discharges and agrees to indemnify, protect and
save harmless members of the Board of Education (BOE), MCS and its officers, agents and
employees (hereinafter collectively referred to as “Indemnities”), of and from any and all claims,
demands, liabilities, loss, costs or expenses for any loss or damage (including but not limited to
reasonable attorneys’ fees) growing out of, or otherwise occurring in connection with this
contract, due to any act or omission on the part of Supplier, its agents, employees,
subcontractors, or others working at the direction of Supplier or on its behalf; or due to any
breach of this contract by Supplier; or due to the application or violation of any pertinent
Federal, State or local law, rule or regulation by Supplier, its agents, employees, subcontractors,
or others working at the direction of Supplier or on its behalf.

As permitted by Georgia law, this indemnification shall apply notwithstanding the fact that the
Indemnities may be partially responsible for the situation giving rise to the claim. This
indemnification shall apply notwithstanding the fact that a claim results in a monetary obligation
that exceeds any contractual commitment. This indemnification shall not apply if the situation
giving rise to the claim results solely from the negligence or willful acts of Indemnities.

This indemnification extends to the successors and assigns of the Supplier, and this
indemnification and release survives the duration of his contract, the termination of this
contract and the dissolution or, to the extent allowed by law, the bankruptcy of the Supplier.

Supplier shall, at its expense, be entitled to and shall have the duty to participate in the defense
of any suit against the Indemnities. No settlement or compromise of any claim, loss or damage
asserted against Indemnities shall be binding upon Indemnities unless expressly approved by the
Indemnities.

13. If applicable, the successful bidder shall be required to furnish and pay for satisfactory
Performance and Payment Bond(s) in the amount of 100% of the contract amount. These bonds
are to be executed by a surety company licensed to do business in the State of Georgia.

14. This project will be awarded subject to the availability of funds.

15. MCS reserves the right in its sole and complete discretion to reject any or all proposals and to
waive technicalities and informalities. MCS anticipates that the contract will be awarded to the
most responsive and responsible bidder who provides the bid that is within the budget
parameters for the project and whose bid response meets the requirements and criteria set
forth in this RFP. In judging whether the bidder is responsible, MCS will consider, but is not
limited to consideration of the following:
a. Whether the bidder or its principals are currently ineligible, debarred, suspended, or
otherwise excluded from bidding or contracting by any State or Federal agency,
department or authority.
b. Whether the bidder or its principals have been terminated for cause or are
currently in default on a public works contract.
16. MCS reserves the right to award these services in any way economically feasible or in the best
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interest for matching purposes.

17. MCS reserves the right to request clarification of information submitted and to request
additional information of one or more proposers.

18. MCS reserves the right to require a financial statement and/or Dun and Bradstreet rating from
any supplier(s) who submits a proposal. The supplier(s) must submit a current financial
statement and/or Dun and Bradstreet rating within 48 hours after notification of such
requirement.

19. MCS reserves the right to (i) reject any and all proposals in their entirety, for any
reason, (ii) award the contract to the most qualified applicant as determined solely by
MCS at its discretion and/or (iii) if the selected bidder does not execute a contract within
30 days after the award of the bid, or such lesser time as MCS may prescribe, MCS reserves the
right to award the contract to another bidder and recover any damages to which it may be
legally entitled from the initially selected bidder.

20. The acceptance of a bid may be subject to the execution of a definitive agreement
between the parties. Any agreement or contract resulting from the acceptance of a bid
shall be on forms either supplied by or approved by MCS and shall contain, at a minimum,
applicable provisions of this RFP. MCS reserves the right to reject any vendor-proposed
agreement that does not conform to this RFP and to any MCS requirements for agreements
and contracts.

21. MCS assumes no responsibility or obligation to the bidders and will make no payment for
any costs associated with the preparation or submission of a bid.

22. All proposals submitted become the property of MCS.

23. MCS standard terms for payment will be Net 30 days from the date of delivery of goods or
services, or date of receipt of correct invoice, whichever is later. All payments will be made
in accordance with MCS’s policies and procedures. MCS does not pay interest, late fees or
attorneys’ fees.

24. DEBARRED, SUSPENDED, AND INELIGIBLE STATUS. Supplier certifies that the supplier and/or
any of its subcontractors (if applicable) have not been debarred, suspended, or declared
ineligible by an agency of the State of Georgia or as defined in the Federal Acquisition
Regulation (FAR) 48 C.F.R. Ch. 1 Subpart 9.4. Supplier will immediately notify MCS in writing if
supplier is debarred by the State of Georgia or placed on a Consolidated List of Debarred,
Suspended, and Ineligible Contractors by a federal entity. C.F.R. Section 180.300 requires that
when MCS enters into a covered transaction with an entity at a lower tier, the School District
must verify that the entity is not suspended, debarred or otherwise excluded. “Covered
transactions” include those procurement contracts for goods and services awarded under a
grant or cooperative agreement that are expected to equal or exceeded $25,000. Furthermore,
grantees and sub-grantees must not make any award or permit any award at any tier to any
party which is debarred or suspended or is otherwise excluded. By signing this contract, you are
affirming that neither you, the Supplier, nor any principal of the Supplier are at the date of your
signature suspended, debarred or otherwise excluded.
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25. NON COLLUSION. The supplier, by affixing its signature to this solicitation, certifies that that this
proposal is made without prior understanding, agreement or connection with any corporation,
firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all
respect fair and without collusion or fraud. The supplier understands that collusive bidding is a
violation of State and Federal law and can result in fines, prison sentences, and civil damage
awards.

26. OBLIGATION TO MAINTAIN CONFIDENTIALITY. Supplier acknowledges that some material and
information which may come into its possession or knowledge in connection with the RFP, or
the performance hereof, may consist of confidential and private information of MCS, its
students, or employees, the disclosure of which to or use by third parties may be damaging or in
violation of applicable law. Supplier therefore agrees to hold such material and information in
strictest confidence, not to make use thereof other than as is necessary for performance of this
contract, and not to release or disclose any information to any other party except as may be
required by law. Supplier hereby expressly agrees to immediately remove any subcontractor or
any of Supplier’s employees from performing any work in connection with this contract upon
MCS giving notice to Supplier that MCS reasonably believes such person has failed to meet the
confidentiality obligations or standards of this contract. Any employee or subcontractor so
removed shall be replaced as provided under the staffing requirements of this contract.
Confidential information is educational records, proprietary information, a trade secret,
copyrighted material, or documents otherwise not subject to disclosure or use, as defined under
O.C.G.A. § 50-18-72, O.C.G.A. § 10-1-760, 34 CFR §99.31, 20 U.S.C. §1232 (g), 45 CFR §
741.6(c)(3), 45 CFR §84.14(d) and 20 U.S.C. §§ 1400-1491. Supplier acknowledges that
confidential information includes, but is not limited to, employee data, educational records,
health records, physician and provider notes, medical bills, claims and other written information
of a personal nature, which is to be safeguarded to ensure that it is not improperly disclosed.
Notwithstanding the foregoing, this agreement is subject to the Georgia Open Records Act,
O.C.G.A. § 50-18-70 et seq.

27. RECORDS RETENTION - The supplier must retain all books, records and documents in accordance
with generally accepted accounting principles and procedures and which sufficiently and
properly document and calculate all charges billed to MCS throughout the term of the Contract
for a period of at least five (5) years following the date of final payment or completion of any
required audit, whichever is later. Records to be maintained include both financial records and
service records.

28. TERMINATION

a. MCS reserves the right to terminate the contractual relationship with Supplier at any
time without cause and without penalty on 30 days’ written notice to Supplier. MCS
shall pay supplier for the work performed prior to the date of notice of termination.
Supplier shall not be paid for any work performed or incurred after the receipt of the
notice of termination, nor for costs incurred by its suppliers. In addition, MCS may
terminate the contract with Supplier in the event Supplier breaches any of its duties and
obligations under this contract and Supplier fails to cure such breach within thirty (30)
days after receiving notice from MCS specifying the breach.

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b. The rights and remedies of MCS as stated above shall not be exclusive and are in
addition to any other rights and remedies provided by law or under the contract.

c. To terminate the agreement pursuant to O.C.G.A. § 20-2-506, MCS must give notice to
the supplier at least thirty (30) days prior to the end of each calendar year during the
term of this Agreement. Further and pursuant to O.C.G.A. § 20-2-506 , in the event
appropriated funds are determined no longer to exist or to be insufficient for purposes
of fulfilling MCS’ obligations hereunder, MCS may terminate this Agreement by
providing thirty (30) days written notice of termination to the supplier. Notice of
termination shall include a certification by MCS of the unavailability or insufficiency of
funding, and such certification shall constitute an agreement by MCS not to replace the
services covered hereunder in whole or in part with any service obtained from a
provider other than the supplier before the earlier of the end of the calendar year
following the year in which the notification of such certification is received by the
supplier or the date this Agreement expires on its own terms, whichever first occurs.
MCS shall be obligated for payments to the supplier through the date of termination.

d. The occurrence of any one or more of the following events shall constitute cause for
MCS to declare the Supplier in default of its obligations under the contract:

i. The Supplier fails to deliver or has delivered nonconforming goods or services or
fails to perform, to MCS’ satisfaction, any material requirement of the contract
or is in violation of a material provision of the contract, including, but without
limitation, the express warranties made by the Supplier;

ii. MCS determines that satisfactory performance of the contract is substantially
endangered or that a default is likely to occur;

iii. The Supplier fails to make substantial and timely progress toward performance
of the contract;

iv. The Supplier becomes subject to any bankruptcy or insolvency proceeding
under federal or state law to the extent allowed by applicable federal or state
law including bankruptcy laws; the Supplier terminates or suspends its business;
or MCS reasonably believes that the Supplier has become insolvent or unable to
pay its obligations as they accrue consistent with applicable federal or state law;

v. The Supplier has failed to comply with applicable federal, state and local laws,
rules, ordinances, regulations and orders when performing within the scope of
the contract;

29. TERM; RENEWAL OPTIONS - Unless sooner terminated in accordance with Section 28 above, the
initial term of this Agreement will be for a period of one (1) year. Thereafter, this Agreement
may be renewed by MCS as provided in Section 1 of the Additional Conditions.

30. NO ASSIGNMENT, DELEGATION, OR SUBCONTRACT WITHOUT MCS’ CONSENT - Except as may
be specifically permitted by the RFP, Supplier shall not delegate, subcontract, assign or
otherwise permit anyone other than Supplier personnel to perform any of the work and/or

10
provide any of the services required of Supplier under this Contract, or assign any of its rights or
obligations hereunder, without the prior written consent of MCS, which consent may be
withheld by MCS in its sole discretion. No subcontract, which Supplier enters into with respect
to the performance of work and/or provision of services under this Contract, shall in any way
relieve Supplier of any responsibility for any performance or obligation required of it by this
Contract. Supplier hereby accepts responsibility for ensuring that all subcontractors who
perform any of the services under this Contract also comply with the terms and conditions of
this Contract; and Supplier expressly agrees to indemnify and hold harmless MCS from any and
all claims, demands, liabilities, losses, damages, costs and expenses which result from any failure
by any such subcontractor to comply with any of the terms and conditions of this Contract.
Supplier shall give MCS immediate notice in writing by registered or certified mail of any claim,
action or suit filed against Supplier by any subcontractor, and prompt notice of any claim made
against Supplier or any subcontractor, which may result in litigation, related in any way to this
Contract. Supplier must notify MCS of all subcontractors used to fulfill this contract, including
those contracted by their agents (such as delivery services). MCS reserves the right to require
that a subcontractor be removed from the contract.

31. TAXES - Supplier will timely pay all taxes lawfully imposed upon Supplier with respect to this
Contract. MCS makes no representation whatsoever regarding any tax liability of Supplier, nor
regarding any exemption from tax liability related to this Contract.

32. COMPLIANCE WITH LAWS - Supplier shall, at its own expense, obtain all necessary permits, give
all notices, pay all license fees and taxes, and comply with all applicable local, State and Federal
Laws, ordinances, rules and regulations in connection with its performance under this contract.

33. RELATIONSHIP OF PARTIES - This contract is not intended by the parties to constitute or create a
joint venture, pooling arrangement, partnership or formal business organization of any kind, and
the rights and obligations of the parties shall be only those expressly set forth herein. The
Supplier shall be deemed an independent contractor, and the employees and agents of the
Supplier shall not be deemed to be the employees or agents of MCS. MCS is not responsible for
the payment of any taxes, insurance or benefits on behalf of the firm’s employees.

34. SEVERABILITY - Any section, subsection, paragraph, term, condition, provision or other part of
this contract which is held, found or declared to be voidable, void, invalid, illegal or otherwise
not fully enforceable shall not void any other section, subsection, paragraph, term, condition,
provision or part of this contract, and the remainder of this contract shall continue to be of full
force and effect. Any agreement of the parties to amend, modify, eliminate or otherwise
change any section, subsection, paragraph, term, condition, provision or other term of this
Contract shall not affect any other section, subsection, paragraph, term, condition, provision or
part of the contract, and the remainder of this contract shall continue to be of full force and
effect.

35. WAIVERS - The failure of either party to assert any claim or right against the other party
regarding its obligations hereunder, in any one or more instances, shall not constitute a waiver
of such claim or right with respect to future performance of such obligations and other
obligations under this contract.

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36. AMENDMENTS IN WRITING - No amendment of any term or condition contained in this
contract, including the RFP and Supplier’s Response shall be effective unless it is in writing and
signed by duly authorized representatives of the parties. No representation, request,
instruction, directive or order, made or given by any official, employee or agent of MCS,
whether verbal or written, shall be effective to amend this agreement or excuse or modify
performance hereunder unless reduced to a formal amendment and executed as set forth
above. Supplier shall not be entitled to rely on any such representation, request, instruction,
directive or order and shall not, under any circumstances whatsoever, be entitled to additional
compensation, delay in performance or other benefit claimed for relying upon or responding to
any such representation, request, instruction, directive or order.

37. PARTIES BOUND - This contract shall be binding on and inure to the benefit of the parties to this
contract and their respective heirs, executors, administrators, legal representatives, successors,
and assigns.

ADDITIONAL CONDITIONS

1. CONTRACT PERIOD – The contract period for this contract is one (1) year. Contract
performance shall begin on the date stated in the contract award letter. In addition to the
base period of one (1) year, there are three (3) one-year options to be exercised at the sole
discretion of MCS at the same terms, conditions, and pricing, except as otherwise provided in
the contract.

2. LIQUIDATED DAMAGES – If the Contractor fails to perform the services in accordance with the
specifications in the contract and fails to respond telephonically within three (3) hours of
notification of unsatisfactory work to correct the problem, MCS shall deduct the sum for each
occurrence from monthly payment.
First Occurrence $500.00

Second Occurrence $1,000.00

MCS shall deduct the sum of $1,000 for each failure to respond after the second failure from the
Contractor’s monthly payment. Liquidated damages are intended to compensate MCS for failure of the
Contractor to perform services in accordance with contract specifications; this is not a punishment.

3. DAMAGE, THEFT, ILLEGAL OR INAPPROPRIATE CONDUCT – The Contractor shall be responsible
for repairing or replacing, to the satisfaction of MCS owner’s representative, any damage caused
by any willful or negligent act of its employees. The Contractor is also liable for any theft proven
to be either committed by its employees or made possible by willful or negligent action of its
employees. The Contract must reimburse any costs incurred by Marietta City Schools due to
illegal or inappropriate conduct by the Contractor’s employees. Such costs shall include, but are
not limited to

a. Re-keying or restoring of locks.

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b. Service charges levied by security alarm Contractors, law enforcement agencies or
security companies in response to false alarms.

c. Payments to law enforcement agencies or security companies for investigations of
conduct that prove a Contractor’s employee’s inappropriate or illegal conduct.

d. Replacement Cost of items missing or damaged, due to an employee’s conduct

4. SUMMER CLEANING – All summer cleaning, when required, shall be completed by July 15th of
each contract period.

5. CRIMINAL HISTORY BACKGROUND CHECKS – Contractors awarded contracts resulting from this
solicitation shall ensure prior to the onset of the contract, that criminal history background
checks are performed on all employees assigned to perform services under the contract. The
Contractor shall be notified in writing of MCS’ intent to award a contract, and shall proceed at
that time, to coordinate the criminal history background checks with the MCS Human Resources
Department. If the criminal history summary report reveals any felony convictions or no final
disposition of a charge, MCS representatives will determine if the Contractor’s employee is
eligible/ineligible to perform services for MCS. Contractors shall not employ for the services of
MCS, any person who does not pass the criminal history summary background check, as
determined by MCS. The Contractor shall ensure that all persons hired to perform services for
this contract after the contract has begun, shall undergo a criminal history background check,
and be deemed eligible to perform services for MCS, as determined by the MCS Human
Resources Department.

Note: The Contractor shall provide to the Operations Department, the names of all personnel
assigned to perform services for MCS prior to the start of work.

6. BADGES – All Contractor employees deemed eligible to perform services shall be issued a badge
by the MCS Human Resources Department. Contract employees shall not report to any MCS
school or facility at any time to perform services without the badge. If so, the employee shall
not be allowed to enter the building to perform services. Badges shall be worn at all times when
on MCS property. Upon termination of a contract employee, the Contractor shall immediately
retrieve the badge from the ex-employee. Additionally, the Contractor shall inform the Director
of Maintenance, Maintenance Foreman of Environmental Services, and Principal.

7. KEYS – Upon award of a contract, MCS may provide keys and an access code to allow entrance
to and exit from the school. Note: Badges issue to employees allow keyless access to the
appropriate facility.

8. FLOOR PLANS – Floor plans included herein are provided to illustrate the building layout only.
Bidders shall verify and make their own determination regarding the square footage to be
cleaned. MCS makes no claim to the accuracy of the attached floor plans and the square
footage measurements presented in this document. Floor plans are for information purposes
only. The Contractor is responsible for visiting sites to see actual areas to be cleaned or

13
attending the site visit.

9. SUBCONTRACTING – The Contractor shall perform all of the actual work with its own work force,
unless otherwise approved by the Chief Operations Officer. Any approved subcontractors and
their employees assigned to perform services under this contract must pass criminal history
background checks in the same manner as Contractors and their employees.

10. CONTRACT MANAGEMENT TEAM – The Contractor will provide a manager who shall be
responsible for all services provided for MCS through the negotiated contract. The manager
shall be responsible for all staffing actions and training of all employees as necessary. The
Manager shall be responsible for maintaining supplies and equipment and inspecting work
throughout the district. All communications concerning the facilities shall be directed to the
MCS maintenance supervisor. The Manager must have a cell phone with a local number and
email access. The Manager shall be available for emergencies as required.

11. SAFETY - Proposer shall be familiar and in complete compliance with, OSHA, AHERA, SCDHEC,
and EPA requirements and shall immediately report any loss of time or major injuries to the
MCS maintenance supervisor. The proposer shall be responsible for training his employees as
well as MCS employees if requested in the application of chemicals and the use of equipment
to facilitate safe conditions for the employees, students, staff and faculty. The proposer shall
be responsible for training his employees in an approved Asbestos Awareness Program.

12. WORKMANSHIP - The proposer’s employees shall be thoroughly experienced and/or trained
and certified in the particular trade or class in which they are employed. All work shall be
performed according to the specifications covering the class or type of work and shall meet the
approval of the MCS maintenance supervisor. The proposer shall be responsible for providing
the proper training for all of proposer’s employees regarding the proper handling of equipment
and application of cleansers, polishes, waxes, and other chemical substances. Documented
quarterly training of all employees in cleaning techniques and safety regulations will be
required. Damages resulting from the improper application or use of chemical substances will
be the responsibility of the proposer. Additionally, the proposer is responsible for providing all
training for his employees as required by AHERA, SCDHEC, OSHA, and EPA regulations. The
proposer must have a semi-annual meeting with entire cleaning staff to discuss safety and
district concerns. The MCS maintenance supervisor must be present at the meeting.

13. SECURITY - The proposer shall be responsible for training employees in security requirements
of the District and shall be responsible for the enforcement of the same. The District security
requires that you provide them with a list of all employees hired by name, social security
number, date-of -birth, sex, race, and address. The proposer shall have E-Verify checks of all
applicants prior to employment. A copy of the E-Verify report must be issued to the MCS
maintenance supervisor upon request. Additionally, each employee shall be informed of the
following:

a. The proposer shall be responsible for safeguarding against loss, theft, or damage of all
District’s property, materials, equipment, and accessories that might be exposed to the
proposer’s employee.
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b. The manager, head custodian, including day or night custodian will be trained to secure
buildings and set alarms. The manager will do this training with assistance from the MCS
maintenance supervisor.
c. The MCS maintenance supervisor will provide the proposer the appropriate security code
numbers for each building.
d. Guns, knives, or other dangerous weapons shall not be allowed on District property.
e. The proposer’s employees working after normal school hours shall secure and keep all
outside doors and windows locked while performing their duties, keep fire doors operable,
and monitor unauthorized entry. The proposer’s employees shall report any issues to the
Principal or manager immediately. Proposer’s employees shall perform a “fire watch”
function, shall upon completion of work secure doors and windows, turn off general lighting
and shall report to the principal or site manager actions of students that abuse the physical
plant.
f. The Contractor shall secure all outside doors locked after the official closing hour of MCS,
shall lock securely all windows and other means of access, and set the alarm upon
completion of their work.

14. BUILDING ALARMS
a. Each school is protected by an electrical surveillance system. Procedures to arm and disarm
the system will be explained and provided to the proposer’s manager, head custodian and
day or night custodians. Security system codes will only be provided to those proposer’s
employees absolutely essential to have them.
b. Alarms caused by failure to disarm the system upon entry into the school or by carelessness
on the part of the proposer’s employees will result in a fine of $100.00 per occurrence to be
deducted from the monthly contract payment.

15. DRUG FREE WORKPLACE - All forms of tobacco products, alcohol, and drugs are prohibited on
District property.

16. CONTRACTOR EMPLOYEES
a. All matters pertaining to recruiting, screening, hiring, compensating, retaining, and
terminating shall be the exclusive responsibility of the proposer. These matters shall be
done fully in compliance with all state and federal statutes and regulations pertaining to
affirmative action, non-discrimination, wage and hour, insurance, background checks, and
any other stipulations prudent to employee management.
b. Only those employees who have been properly trained shall be assigned duties under this
proposal.
c. Any employee whose work habits and/or conduct are deemed objectionable shall be
removed from the School District upon request of the MCS maintenance supervisor.
d. The proposer agrees to be responsible for and shall provide general supervision of all his
employees working under this proposal. Whenever any employee is working, there shall be
a designated supervisor directing all work.
e. Any substitute worker or newly assigned custodian shall report to the main office
immediately upon entering the school building.

17. RULES FOR CONTRACTOR EMPLOYEES - The proposer shall ascertain that all his employees abide
by the following rules. Upon written request of the MCS maintenance supervisor to the
proposer, any proposer’s employee who fails to abide by these rules will be immediately
15
removed from the School District and replaced.

a. All employees shall be dressed in a manner authorized by the proposer. The employee shall
be neat and clean in appearance. Uniforms shall be worn which fully identify the employee
as a member of the proposer’s work force. Picture identification badges must be worn at all
times while on the premises.
b. Employees shall be of good integrity and character. A criminal background check shall be
conducted as previously stated. Employees shall not disturb any papers, boxes, or other
materials except that in trash receptacles or designated areas for trash or unless such
material is properly identified as trash.
c. Employees shall report any property loss or damage to the head custodian immediately. The
head custodian shall report such damage, within 24 hours to the manager who will then
contact the MCS maintenance supervisor specifying the location and extent of the damage.
Failure to report such damage, as required, may be construed as default of the contract.
d. Employees shall not open drawers, file cabinets or use any telephones or use any
equipment, kitchen or otherwise, unless given specific approval by the school principal or
principal’s designee.
e. Employees will be expected to honor reasonable requests from the building principal to
rearrange or move furniture to accommodate changes in enrollment or to prepare for
special activities.
f. Employees shall not engage in idle or unnecessary conversation with school employees,
other employees of the proposer or visitors to the building.
g. Employees shall not remove any article or materials from the premises, regardless of value.
This is to include the contents of any item found in the trash containers in or around the
premises. Trash items are to be placed in dumpsters or trash cans designated for that
purpose.
h. Employees shall abide by rules and regulations set forth by the District administration and
policies set forth by the District Board of Education.
i. Proposer’s employees shall not use any part of the building and/or grounds other than for
purposes expressly stated in this agreement.
j. Proposer’s employees shall not allow any unauthorized persons in the school buildings
(children, friends, or anyone else not authorized by the District of the proposer).

18. WORKING HOURS - Proposer’s concentrated night cleaning must be undertaken after normal
office/school hours. Proposer will provide services for day and night shifts Monday through
Friday (as requested) between the hours of 6:30 a.m. and 11:30 p.m. with occasional Saturday
and Sunday shifts as needed; for a total of 220 days/1760 hours per year for regular custodians
and for a total of 230 days/1840 hours per year for head custodians (if the head custodian
option is chosen). From time to time the school building or part thereof, are used for meetings
or program fulfillment before and after normal working hours. It is the cleaning proposer’s
responsibility to perform all duties with the frequencies required by this proposal regardless of
the time vacated. (School principal is to provide a monthly activity calendar to assist proposer
with schedule.)See Attachment “A” for Day Custodian’s Duties and Hours. Each school is to be
manned daily by custodian(s) who are to keep the building neat and attractive by providing
light cleaning and whatever other duties the principal may assign. The custodian shall be
accessible during the entire school day. All evening work shall be started after 4:00 p.m. and
ended at a minimum of 10:00 pm. at all schools. Times of evening hours must meet District
approval. Proposer shall provide full staff on all school staff work days, per school calendar,
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which will not be less than 190 days. This includes normal days of operation, furlough days and
teacher work days.

19. INCLEMENT WEATHER – If schools/locations are closed for inclement weather, Proposer’s staff
will NOT report to work.

20. LIGHT MAINTENANCE - Proposer will be required to accomplish minor maintenance within each
individual facility. The responsibilities will be accomplished on an as required basis and will be
at the specific instruction of the school Principal. All maintenance related supplies will be
provided by MCS. The following job responsibility outline is a sample overview for the nature of
maintenance activities and responsibilities that will be required of and performed by the
daytime custodians at each location.
a. Replace light bulbs.
b. Replace ceiling tiles when damaged.
c. Cut off water supply until maintenance employees can respond.
d. Assist maintenance employees in monitoring mechanical and boiler rooms for
mechanical problems.
e. Clean all HVAC return and supply air grills in all classrooms and common areas on a
quarterly basis.

21. SPECIAL CLEANING

a. Any cleaning for, or any requirements for a custodian being present during special
events or activities in the schools sponsored by the school will be considered a part of
the cleaning proposal. Opening, closing and securing of all polling places (schools) is a
responsibility of the proposer and will be coordinated by District employees.
b. Any outside group allowed to the use the facilities by the District will be charged for
cleanup and/or custodian being present. The proposer will submit a separate invoice
along with the monthly invoices to the MCS maintenance supervisor.
c. Clean prior to and immediately after all home games and/or activities located at school
athletic facilities when used. Areas include but are not limited to stadiums, ball fields,
practice fields, press boxes, ticket booths, field houses and restrooms. Cleaning of
areas must meet district approval. Proposer’s employees may be removed from
schools during normal working hours to perform this task.
d. The proposer may be required to provide a custodian at each location during all District
or Operation’s in-service days 7:30am – 4:00pm or other times which may be
designated. The summer and any school break work schedules during this time will be
at the discretion of the principal and/or the MCS maintenance supervisor.
e. The proposer will be required to assume all daily custodial duties in any District
location of this proposal during summer school classes, any summer programs or any
summer service areas the District provides to its students at no additional charge to the
District.
f. Proposer shall provide the District the manpower needed to move furniture and other
items deemed appropriate by the principal for any employee moving to another
location within the same school facility.
g. Proposer shall provide the District the manpower needed to remove damaged/broken
furniture, boxes, pallets, etc. from District premises at no additional charge to the

17
District. This service will be on an “As Needed” basis.
h. Emergency and/or call service will be provided at an agreed upon rate.

SCOPE OF WORK AND SPECIFICATIONS

Marietta City Schools seeks a qualified Contractor to provide Custodial Services for twelve (12) district
facilities. The following chart specifies the number of positions to be provided by the contractor. All
Lead Custodians will be MCS employees.

Location Vendor MCS
Employees Custodians
Burruss Elementary 2.5 1
Early Learning Center/Community 1 1
School
Dunleith Elementary 2.5 1
Hickory Hills Elementary 2.5 1
Lockheed Elementary 4.5 1
Park Street Elementary 3.5 1
MCAA 1 1
Sawyer Road Elementary 3.5 1
West Side Elementary 2 1
Marietta 6th Grade Academy 3.5 1
Marietta Middle School 9 2
Marietta High School 17 3
Central Office/Transportation 1 0

1. GENERAL –It is the intent of these specifications to provide for MCS the highest level of cleaning
in an educational institution. All methods used in performing the work specified herein shall be
in accordance with the best current practices of the Building Cleaning Industry. All services shall
be completed in a manner and at a time so as not to disturb administrative functions as
determined by MCS. MCS shall provide space, in reasonable amounts and locations for
Contractor to store equipment, materials, and supplies required in the bid/performance of duties
as outlined. MCS shall also provide space for a desk for use by the Contractor's foreman in
charge of operations on the school system property. All joint services set forth in the
specifications shall be performed five (5) nights a week, Monday night through Friday night
unless the MCS’ Coordinator of Environmental Services has given prior approval for a deviation
to the schedule.

a. All sanitary chemicals shall have UL approved label. Abrasive cleaners and
polishes shall not be used routinely. When these are essential they shall be
used with great care and caution. The Contractor shall submit for approval
such samples of these chemicals to MCS upon request. The Contractor
shall not use any hazardous materials.

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b. Disinfectants used in clinics, weight rooms, showers, PE Facilities and
restroom cleaning shall be certified to kill Methicillin Resistant
Staphylococcus Aureus (MRSA) and other disease causing pathogens and
viruses. All disinfectants must carry an EPA registration.

c. In the event that Indoor Air Quality (IAQ) concerns develop, the
Contractor shall be prepared to assist in the resolution of the concern by
providing wet wiping, carpet extraction and removing flood waters from
Vinyl Composition Tile (VCT), LVT, or carpet as directed by MCS
representative at no additional expense to the system.

d. Deodorants and odor masking material shall not be used. Contractor shall
not utilize Clorox or other bleach in performing services per this contract.
Contractors shall note that trash is excessive during the last week of
school and before winter break.

e. Contractor shall be required to strip and re-finish all floors prior to opening.
*School year shall begin in August 2020 and shall end in June 2021,
according to the opening and closing dates set by the Board of Education.

2. SUPPLIES & EQUIPMENT:

a. The Contractor shall furnish all supplies and equipment necessary to
provide janitorial services set forth in these specifications including,
without limitation all hand soap, toilet tissue, and paper towels which are
also to be stocked and replenished by the Contractor. The Contractor is
responsible for supplying the trash can liners.
b. All chemicals and supplies utilized for daily/periodic cleaning and hard
floor care shall be approved by the MCS Operations Department prior to
use and provision by the Contractor.

3. CLEANING STANDARDS – All facilities should meet the minimum cleaning
standards for APPA Level 2. School clinics should meet cleaning standards for
APPA Level 1. The specific standards are listed in Attachment I.

4. BUILDING SECURITY AND SAFETY - A representative (designee) of MCS in company
with the Contractor's representative shall each day inspect the building(s) covered
by this contract to ensure the building is being adequately secured before
Contractor assumes responsibility for the day's cleaning. The Contractor shall
instruct his employees to enter and leave MCS’ buildings by only one (1) specified
door. Contractor shall further check to ensure that the employees do not leave
the premises with school system property.
a. The Contractor shall keep all outside doors locked after the official closing

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hour of MCS, shall lock securely all windows and other means of
access, and set the alarm upon completion of the work, unless
otherwise directed by the on-site Building Administrator or his/her
designee. The Contractor or his employees shall not allow any person to
enter the building after the closing hour except properly authorized MCS’
personnel and persons employed by the Contractor to perform work
under this contract. A fine of $500.00 will be levied when security is
breached.

b. The Contractor shall keep all interior doors locked except in areas being
cleaned while performing work after the official closing hour of MCS.
Upon completion of each day's work, all lights shall be turned off except
those required by the fire laws and those directed to be left on by the
authorized representative of MCS.

c. The Contractor shall be responsible for instructing his employees in
appropriate safety practices designed to eliminate fire hazards, health
hazards, and bodily injuries and requiring the observance thereof. The
Contractor shall provide and use appropriate signs in marked areas
rendered dangerous by cleaning operations (wet floor).

5. UNSATISFACTORY WORK - If upon inspection the Contractor is found to have missed cleaning or
has not properly cleaned an area or room, the Contractor shall be notified and shall respond
telephonically within three (3) hours to the complaint. The Contractor shall subsequently return
to the site and provide appropriate labor, resources, and supervision to the site to take
corrective action (See Liquidated Damages). In most situations, unsatisfactory work shall be
corrected when the contract employees return to work the next day.

6. INITIAL ONE-TIME CLEANUP - An initial one-time cleanup may be performed that shall include,
but not be limited to, the following:

a. Shampooing and hot water extraction of all rugs and carpet in the
building. (Carpet must be completely dry within twenty-four (24)
hours).
b. Stripping and refinishing of all resilient tile flooring with four (4) to
six (6) applications of floor finish - two (2) seal, four (4) finish;
Remove wax from cove base.
c. Cleaning of all walls, ceilings, light fixtures, diffusers and vents, sinks and
countertops.
d. Scrubbing of all restroom floors; deep clean and disinfect all
restroom fixtures, clean ceilings, lights, walls and partitions and
wash receptacles.
e. Clean all storage areas.
f. Window washing (inside/outside).
g. Washing of blinds.
h. Cleaning classroom furniture.
i. High dusting.

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SELECTION CRITERIA

The successful vendor will be approved and announced at a public meeting of Marietta City Schools.

Selection of vendor will be based on the following standards:

1. Firm Qualifications, Experience, and References (25 points)

3. Cost (25 points)
 Determination based on price proposal in Bidder Response Sheet and Bidder Response
Form.

4. Qualifications and Experience of key personnel assigned to this contract (25 points)

BIDDER RESPONSE FORM

It is understood and agreed that this bid shall be valid and held open for a period of 90
days from the quote submission date.
Bidder Name: ______________________________________________
Authorized Signature:

Print Name:
Date:

BID SIGNATURE AND CERTIFICATION
I certify that this bid is made without prior understanding, agreement, or connection with any
corporation, Contractor, or person submitting a bid for the same materials, supplies,
equipment, or services and is in all respects fair and without collusion or fraud. I understand
collusive bidding is a violation of State and Federal Law and can result in fines, prison
sentences, and civil damage awards. I agree to abide by all conditions of the bid and certify
that I am authorized to sign this bid for the proposer. I further certify that the Official Code of
Georgia Annotated, Sections 45-10-20 et.seq. have not been violated and will not be violated
in any respect.

Authorized Signature

Date

Print/Type Name

Print/Type Company Name

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REFERENCES
Please provide as references, the names of at least three (3) local corporate
clients you have served for at least two (2) years.

1. Company Name: __________________________________________________

Address:

Contact: Phone:

2. Company Name: __________________________________________________

Address:

Contact: Phone:

3. Company Name: __________________________________________________

Address:

Contact: Phone:

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ATTACHMENT 1 – CLEANING STANDARDS

The following standards have been adopted from the Association of Physical
Plant Administrators (APPA)

ENTRANCES, LOBBIES, RECEPTION, FOYER – APPA Level 2 FREQUENCY

Tiled and linoleum floors will be dust mopped and damp 5 days per week
mopped/washed

Doormats will be lifted and vacuumed both sides 5 days per week

Carpeted areas will be vacuumed and spot cleaned 5 days per week

Litter receptacles will be emptied and cleaned 5 days per week

Door glass and partition glass will be cleaned both sides 1 day per week

Door glass will be kept free (clean) of stains, marks, etc. 5 days per week

Entrance doorframes, side glass panels and top glass panels will be cleaned 1 day per week

Finger and other marks will be removed from wall to 2m high 1 day per week

Horizontal surfaces will be dusted 1 day per week

Stainless steel kick plates will be cleaned 1 day per week

Exterior garbage containers (within 5m) will be emptied and damp wiped 5 days per week

STAIRS AND LANDINGS – APPA Level 2 FREQUENCY

Stairs and landings will be swept and damp mopped/washed 5 days per week

Doors will be kept free of finger marks 5 days per week

Handrails will be dusted and damp wiped 2 days per week

Walls will be spot cleaned to 2m high 1 day per week

Stainless steel kick plates will be cleaned 1 day per week

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CORRIDORS, HALLWAYS – APPA Level 2 FREQUENCY

Tiled and linoleum floors will be dust mopped and damp mopped 5 days per week

Carpeted floors will be vacuumed and spot cleaned 5 days per week

Horizontal surfaces will be dusted 1 day per week

Waste receptacles will be emptied and cleaned 5 days per week

Drinking fountains will be cleaned 5 days per week

Walls will be spot cleaned to 2m high 1 day per week

Tiled and linoleum floors will be sprayed and buffed 1 day per week

Door glass and partition glass will be completely cleaned both sides 1 day per month

ELEVATORS – APPA Level 2 FREQUENCY

Floors will be dust mopped and damp mopped/washed 5 days per week

Doors and wall will be kept free of marks 5 days per week

Glass ceiling panels will be cleaned 1 day per month

Stainless steel panels will be polished 1 day per week

LOUNGES, STAFF ROOM – APPA Level 2 FREQUENCY

Supplies will be replenished 5 days per week

Upholstered furniture will be vacuumed 1 day per week

Tables will be damp wiped 5 days per week

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Walls will be spot cleaned to 2m high 1 day per week

Chairs will be damp wiped 1 day per week

Carpet will be vacuumed and spot cleaned 5 days per week

Stainless steel sinks and counters will be cleaned 5 days per week

OFFICES – APPA Level 2 FREQUENCY

Tiled and linoleum floors will be dust mopped and damp mopped 1 day per week

Carpets will be vacuumed and spot cleaned 1 day per week

25
Wastebaskets and recycling bins will be emptied and cleaned 5days per week

Furniture and horizontal ledges will be dusted 1 day per week

Finger marks removed from walls and partitions will be spot cleaned to a height of 2m
1 day per week
Telephones will be cleaned and disinfected 1 day per week

Horizontal and vertical blinds dusted 2 times per year

Horizontal and vertical blinds spray cleaned in the summer 1 time per year

WASHROOMS, SHOWERS, CHANGE ROOMS (I.E. LOCKER ROOMS, FIELDHOUSES, FREQUENCY
WEIGHTROOMS) – APPA Level 1

To maintain the general health and wellbeing of students and staff, all areas should be
checked on a regular basis throughout the day and addressed as needed.

In particular, Contractor should provide specific details on how they will manage bathrooms
facilities, including how they will maintain, monitor and react to bathroom cleanliness issues.
All fixtures will be cleaned, i.e. bowls, urinals, basins, mirrors, chrome surfaces and interface
5 days per week

Waste receptacles will be emptied and cleaned 5 days per week

All supplies will be replenished 5 days per week

Walls will be spot cleaned to a height of 2m 5 days per week

Walls will be washed floor to ceiling 1 day per month

Toilet partitions will be damp wiped 1 day per week

Floors will be swept and washed 5 days per week

Floor drains will be primed 1 day per week

Walls and toilet partitions will be kept free of graffiti 5 days per week

Floor drains will be cleaned and floor drain lids lifted and cleaned 1 day per month

LIBRARY – APPA Level 2 FREQUENCY

Carpets vacuumed throughout and spot cleaned 5 days per week

Tile and linoleum floors dust mopped and damp mopped 5 days per week

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Desks, counters, sills, and ledges dusted 3 days per week

Doors, door glass and any partition glass cleaned 1 day per week

Lighting fixtures dusted 1 day per month

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Walls, stairwells, railings, landings spot cleaned to 2m 1 day per week

CAFETERIA SEATING AND CIRCULATION AREAS – APPA Level 1 FREQUENCY

Floors will be swept and damp mopped/washed 5 days per week

Walls will be spot cleaned up to a height of 2m 5 days per week

Waste will be removed to outside container 5 days per week

Horizontal ledges will be wiped 1 day per week

Glass doors will be cleaned 5 days per week

Chairs, tables and table legs will be damp wiped 1 day per week

Waste containers will be cleaned – cleaning to include wiping of the outside and washing
1 day per week
inside with disinfectant
Walk-off mats will be vacuumed 1 day per week

Remove gum from all surfaces 1 day per month

MEETING ROOMS, CONFERENCE ROOMS, MULTI PURPOSE ROOMS – APPA Level 2 FREQUENCY

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Carpets vacuumed 5 days per week

Upholstered furniture vacuumed 1 day per week

Tables damp wiped (policed daily) 3 days per week

Walls spot cleaned to a height of 2m 1 day per week

Chairs damp wiped 1 day per week

MEETING ROOMS, CONFERENCE ROOMS, MULTI PURPOSE ROOMS – APPA Level 2 FREQUENCY

Carpets spot cleaned 5 days per week

CLASSROOMS, LECTURE THEATRES, GYMNASIUM – APPA Level 2 FREQUENCY

Carpets will be vacuumed and spot cleaned 5 days per week

Tiled, linoleum and hardwood floors will be dust mopped and damp mopped/washed 5 days per week

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

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Desks, counters, sills, ledges, and computer monitors will be dusted 1 day per week

White boards will be cleaned 5 days per week

Floor grills will be cleaned 1 day per month

Door glass and partition glass will be cleaned both sides 1 day per month

Horizontal and vertical blinds will be dusted 2 times per year

Horizontal and vertical blinds will be spray cleaned in the summer 1 time per year

COMPUTER LABORATORIES – APPA Level 2 FREQUENCY

Carpets will be vacuumed and spot cleaned 5 days per week

Tiled and linoleum floors will be dust mopped and damp mopped/washed 5 days per week

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Desks, counters, sills, ledges, and computer monitors will be dusted 1 day per week

White boards will be cleaned 5 days per week

Door glass and partition glass will be cleaned both sides 1 day per month

Horizontal and vertical blinds will be dusted 2 times per year

Horizontal and vertical blinds will be spray cleaned in the summer 1 time per year

SCIENCE LABORATORIES – APPA Level 2 FREQUENCY

Carpets will be vacuumed and spot cleaned 5 days per week

Tiled and linoleum floors will be dust mopped and damp mopped/washed 5 days per week
Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Desks, counters, sills, ledges will be dusted 1 day per week

White boards will be cleaned 5 days per week

Stainless steel sinks and counters will be cleaned 5 days per week

Eyewash stations will be cleaned 2 days per week

Door glass and partition glass will be cleaned both sides 1 day per month

Horizontal and vertical blinds will be dusted 2 times per year

Horizontal and vertical blinds will be spray cleaned in the summer 1 time per year

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FIRST AID ROOMS – APPA Level 1 FREQUENCY

To maintain the general health and wellbeing of students and staff, all areas should be
checked on a regular basis and addressed as needed.

All fixtures will be completely cleaned, i.e. bowls, basins, mirrors and chrome surfaces 5 days per week

Waste receptacles will be emptied and cleaned as per medical waste disposal regulations 5 days per week

All supplies will be replenished 5 days per week

Walls will be spot cleaned to a height of 2m 5 days per week

Floors will be swept and damp mopped/washed with germicide 5 days per week

Floor drains will be primed 1 day per week

Floor drains will be cleaned 1 day per month

Sinks will be cleaned 5 days per week

GENERAL OFFICE SPACE – APPA Level 2 FREQUENCY

Tiled and linoleum floors will be dust mopped and damp mopped 2 days per week

Carpets will be vacuumed and spot cleaned 2 days per week

Wastebaskets and recycling bins will be emptied and cleaned 5 days per week

Furniture and horizontal ledges will be dusted 1 day per week

Finger marks will be removed from walls and partitions spot cleaned to a height of 2m 1 day per week

Telephones will be cleaned and disinfected 1 day per week

Horizontal and vertical blinds dusted 2 times per year

Horizontal and vertical blinds spray cleaned in the summer 1 time per year

OTHER AREAS – GENERAL CLEANING SERVICES – AREAS NOT SPECIFIED – APPA Level 2 FREQUENCY

Furniture will be spot cleaned Weekly

Mops to be cleaned/laundered to avoid odor Weekly

Floor will be spray buffed Monthly

Dust exterior doors and frames of lockers, partitions, and ledges Weekly

29
Thoroughly clean all floor drains – flush with water and an enzyme product Weekly

All linoleum floors will be swept with a treated dust mop; spillage will be removed 3 times per week

All carpets will be vacuumed and all stains removed 3 times per week

Finger marks will be removed from glass desks, table tops, door glass, and display cases 3 times per week

Finger marks and smudges will be removed from walls and other surfaces, where
3 times per week
accessible
All graffiti shall be removed as it appears Daily

Exterior sidewalk cleaning; all sidewalk extensions of buildings to be swept and kept clean 5m
Daily
on either side of and perpendicular to entrance

All outside garbage receptacles at building entrance to be emptied Daily

Clean and sanitize all waste receptacles, sinks, tables and countertops Daily

Window ledges and tracks will be dusted and wiped Monthly

All metal surfaces, including push plates and kick plates will be cleaned and polished Monthly

Spot cleaning of ceramic tile grout Monthly

Clean the exterior of all paper towel and soap dispensers Monthly

PROJECT WORK FREQUENCY

Wash all walls in entrances, hallways, and classrooms 1 time per year

Hard surfaces scrubbed and recoated (two coats) 2 times per year

Hard surfaces burnished As Needed

Hard surfaces stripped and refinished 1 time per year

Hard surfaces spray buffed As Needed

Wash walls in offices 1 time per year

Extraction clean all carpets 1 time per year

Vacuum clean all fabric furniture, wash all vinyl/plastic furniture 1 time per year

Wash all building outside perimeter windows 1 time per year

All interior glass unless otherwise specified 2 times per year

All supply, return and exhaust air diffuser grills will be vacuumed and washed 2 times per year

30
Clean and sanitize tables and chairs including tops and underneath surfaces, legs and
2 times per year
arms, including removing gum, etc.

Service rooms: boiler, electrical, mechanical, and communications rooms to be dusted, swept,
1 time per year
and/or vacuumed
Note: Not all areas will receive floor care at the frequencies noted and reductions may be made for low
traffic areas and increased for high traffic areas.
APPA APPEARANCE LEVELS DEFINITIONS

Level 1 – Orderly Spotlessness

Floors and base moldings shine and/or are bright and clean; colors are fresh. There is
no buildup in corners or along walls.

c. All vertical and horizontal surfaces have a freshly cleaned or polished appearance
and have no accumulation of dust, dirt, marks, streaks, smudges or fingerprints.
Lights all work and fixtures are clean.
d. Washroom and shower tile and fixtures gleam and are odor free. Supplies are adequate.
e. Trash containers and pencil sharpeners are empty, clean and odor-free.

Level 2 – Ordinary Tidiness

f. Floors and base moldings shine and/or are bright and clean. There is no buildup
in corners or along walls, but there can be up to two days’ worth of dirt, dust,
stains or streaks.
g. All vertical and horizontal surfaces are clean, but marks, dust, smudges, and
fingerprints are noticeable with close observation. Lights all work and fixtures
are clean.
h. Washroom, shower fixtures, and tile gleam and are odor free. Supplies are adequate.
i. Trash containers and pencil sharpeners are empty, clean and odor-free.

Level 3 – Casual Inattention
j. Floors are swept clean, but upon observation dust, dirt and stains as well as a
buildup of dirt, dust and/or floor finish in corners and along walls, can be seen.
There are dull spots and/or matted carpet in walking lanes and streaks and
splashes on base molding.
k. All vertical and horizontal surfaces have obvious dust, dirt, smudges, fingerprints and
mark.
l. Lights all work and all fixtures are clean.
m. Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.

Level 4 – Moderate Dinginess

n. Floors are swept clean but are dull. Colors are dingy and there is a conspicuous
buildup of dirt, dust and/or floor finish in corners and along walls. Base molding is
dirty, stained, and streaked.
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o. There is a dull path and/or obviously matted carpet in walking lanes. Base
molding is dull and dingy with streaks or splashes.
p. All vertical and horizontal surfaces have conspicuous dust, dirt, smudges and
fingerprints that will be difficult to remove. Lamp fixtures are dirty and some
lamps (up to 5 percent) are burned out.
q. Trash containers and pencil sharpeners have old trash and shavings. They
are stained and marked. Trash containers smell sour.

Level 5—Unkempt Neglect

r. Floors and carpets are dull, dirty, dingy, scuffed, or matted. There is a conspicuous
buildup of old dirt or floor finish in corners and along walls. Base molding is dirty,
stained, and streaked. Gum, stains, dirt, dust balls, and trash are broadcast.
s. All vertical and horizontal surfaces have major accumulations of dust, dirt,
smudges, and fingerprints, all of which will be difficult to remove. Lack of
attention is obvious.
t. Light fixtures are dirty, with dust balls and flies. Many lamps (more than 5
percent) are burned out.
u. Trash containers and pencil sharpeners overflow. They are stained and
marked. Trash containers smell sour.

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ATTACHMENT 2 – FLOOR PLANS

33
34
Park Street Elementary

35
36
37
38
PLC/Woods Wilkens

39
40
41
1
Gymnasium
25750

4040

1
Physical Education
2537 4041

42
43
44
45
46
47
48
49
ATTACHMENT 3 – SQUARE FOOTAGE/FLOORING CONSIDERATIONS

Please note that square footages are approximate as previously stated.

Building Square Footage/Flooring Considerations

Emily Lembeck Learning Center 18,609 (LVT/Carpet)

A.L. Burruss Elementary 66,904 (LVT/Carpet)

Dunleith Elementary 82,558 (LVT/Carpet)

Hickory Hills Elementary 57,409 (VCT, Carpet, Ceramic Tile)

Lockheed Elementary 99,213 (VCT/Carpet)

Park Street Elementary (New Facility) 84,370 (LVT/Carpet)

Sawyer Road Elementary 95,000 (VCT/Carpet)

West Side Elementary 60,959 (VCT/Carpet)

MCAA 47,005 (LVT/VCT/Carpet)

MSGA 117,437 (Ceramic Tile/Carpet)

Marietta Middle School 257,844 (VCT/Ceramic Tile/Carpet)

Marietta High School 452,310 (VCT/LVT in New 55,000 addition/
Carpet)

PLC/Woods Wilkins 18,702 (VCT/Carpet)

Transportation 15,050 (VCT/Carpet)

Central Office 26,747 (VCT/Carpet)

Agenda Item