Sendai City Sewerage Pipe Facility Maintenance Work Contract (Miyagino Ward, Wakabayashi Ward, Izumi Ward) Bidding Information Document Part 2 (PDF: 5,339KB)

Sendai City Sewerage Pipe Facility Maintenance Work Contract (Miyagino Ward, Wakabayashi Ward, Izumi Ward) Bidding Information Document Part 2 (PDF: 5,339KB) SPECIFICATIONS FOR CLEANING SERVICE CONTRACT FOR SENDAI CITY IZUMI WARD OFFICE BUILDING 1. APPLICABILITY (1) These Specifications for Cleaning Service Contract for Sendai City Izumi Ward Office Building (hereinafter referred to as "Specifications") apply to the Cleaning Service Contract for Sendai City Izumi Ward Office Building (hereinafter referred to as "Services"). (2) Specific details of each item and other operational matters shall be in accordance with the "Common Specifications for Building Maintenance Work (Supervised by the Minister's Secretariat, Building Bureau, Ministry of Land, Infrastructure, Transport and Tourism, Reiwa 5 Edition)". (3) The contractor shall, if difficult to comply with the preceding paragraph or if not explicitly stated in the Specifications, perform necessary work for building management in consultation with the client. 2. Service Name: Sendai City Izumi Ward Office Building Cleaning Service Contract 3. Performance Location: 2-1-1 Izumi-Chuo, Izumi-ku, Sendai City (1) Sendai City Izumi Ward Office Building (2) Parking Lot 4. Performance Period: From February 1, Reiwa 9 to September 30, Reiwa 11 (Long-term continuous contract based on Article 234-3 of the Local Autonomy Act) 5. Familiarization Period: Upon instruction from the client, the contractor shall receive handover of services from the person designated by the client and familiarize themselves with the necessary matters for performing the services during the period from contract signing to the start of services. In this case, the client shall provide the opportunity, and the contractor shall perform the work at their own expense and responsibility. 6. Service Overview: The purpose of this service is to maintain the Sendai City Izumi Ward Office Building and provide cleaning services that contribute to safe, hygienic, and comfortable use, in compliance with relevant laws and regulations, and with the diligence of a good manager. 7. Service Details: (1) Cleaning locations and details are as shown in Tables 1, 2, and 3. The contractor shall also respond promptly to non-routine cleaning and snow removal operations. (2) The contractor shall perform the services efficiently and promptly, ensuring thoroughness. (3) The contractor shall properly dispose of waste generated from the services. (4) The contractor shall pay attention to safety management and disaster prevention during operations and maintain a system to respond effectively in case of accidents or disasters. (5) Watering of plants installed within the building shall be performed as part of this service. However, the cultivation and management of said plants are outside the scope of this service, and the contractor shall not be liable for wilting or other poor growth. 8. Service Hours: (1) The contractor shall perform daily cleaning (including exterior areas, etc.) between 6:00 AM and 8:00 PM on weekdays and shall assign personnel available for temporary cleaning, etc. Floor cleaning in offices (including conference rooms) shall be performed between 6:00 AM and 8:00 AM or between 5:30 PM and 8:00 PM. However, work on holidays is permitted with prior notification and approval from the client. (2) The contractor shall, in principle, perform periodic cleaning within the building between 6:00 AM and 6:00 PM on holidays. However, with the client's approval and without hindering the client's operations, cleaning may be performed at other times. (3) The contractor shall perform daily cleaning of the areas colored in "Building Drawings (Loaned Materials)" between 6:00 AM and 8:00 PM on holidays and shall assign personnel available for temporary cleaning, etc. * "Holiday" refers to days specified in the Sendai City Ordinance on Holidays (1989 Sendai City Ordinance No. 61). (4) The contractor shall assign personnel available for temporary cleaning, etc., between 8:00 PM and 12:00 AM (midnight). 9. Cleaning Staff: (1) The contractor shall report the personnel engaged in the services (hereinafter referred to as "Cleaning Staff") to the client upon commencement of the services. Any changes to the Cleaning Staff must be reported to the client in advance. (2) The contractor shall ensure that the Cleaning Staff comply with the following: ① Wear clean uniforms with the company name, wear name tags, and maintain the dignity of cleaning staff. ② Pay attention to maintaining order within the building and avoid causing discomfort to staff and building users. (3) The contractor shall strive to provide various training to the Cleaning Staff to improve their cleaning skills. (4) The Cleaning Staff shall operate in compliance with laws such as the Labor Standards Act (compliance with daily working hours, overtime hours, statutory leave acquisition, various insurance, etc.). 10. Business Manager, etc.: (1) The contractor shall appoint one Business Manager and one Deputy Business Manager and report them to the client upon commencement of the services. The Business Manager must have a direct and continuous employment relationship with the contractor. Any changes to the Business Manager, etc., must be reported to the client in advance. (2) The Business Manager shall be exclusively assigned and shall be responsible for the following: ① Be on-site to plan and create work schedules, supervise Cleaning Staff, and manage operations. However, on-site presence is not required on holidays and nights. ② Coordinate with the client regarding the performance of services. ③ Perform other necessary tasks to achieve the objectives of this contract. (3) The Deputy Business Manager shall act on behalf of the Business Manager when the Business Manager is absent. (4) The client may issue requests and instructions to the Business Manager regarding the performance of services. 11. Technical Qualifications of Cleaning Staff: One or more individuals among the Business Manager, Deputy Business Manager, or Cleaning Staff must hold a Building Cleaning Skills qualification and be assigned on-site. 12. Submission of Cleaning Implementation Plan, etc.: (1) The contractor shall submit an annual cleaning plan to the client and obtain approval before commencing the services. (2) The contractor shall submit a cleaning implementation plan for the following month to the client by the 25th of each month and obtain approval. (3) Upon completion of the work, the contractor shall have it confirmed by the client and, if any deficiencies are found, shall correct the work and obtain reconfirmation from the client. (4) The contractor shall submit a cleaning implementation report to the client by the day after the work is completed. (5) The contractor shall undergo on-site inspections upon request from the client. (6) The contractor shall conduct internal quality control inspections of the work progress at regular intervals (at least once a month) and report the results to the client. 13. Implementation and Reporting of Internal Quality Control Inspections: For the purpose of improving cleaning quality, the contractor shall appoint a Building Cleaning Management Evaluation Qualification Holder (1st or 2nd grade) and conduct inspections by said holder once a year. The results shall be submitted to the client as a report (Quality Sheet, Evaluation Summary, Improvement Instruction) and opinions on cleaning quality shall be exchanged. If improvement guidance is requested by the client, necessary measures shall be taken. The Building Cleaning Management Evaluation Qualification Holder (1st or 2nd grade) must have a direct and continuous employment relationship with the contractor. 14. Payment of Contract Fee: Upon completion of monthly services, the contractor shall submit a work completion notification to the client without delay. The client shall conduct an inspection within 10 days of receiving the work completion notification and, upon passing the inspection, shall pay the contract fee upon the contractor's request according to the breakdown in the attached payment breakdown document. 15. Cleaning Equipment and Supplies, etc.: (1) The contractor shall use appropriate and high-quality machinery, equipment, and supplies for the work, suitable for floors, walls, and other cleaning areas. (2) The contractor shall bear the cost of cleaning equipment, supplies (detergents, waxes, etc.), and consumables (toilet paper (coreless, 100% recycled paper), soap, garbage bags, etc.) used for the work, and shall install dust-absorbing mats. 16. Prevention of Danger During Work and Other Precautions: (1) When working at heights or in passageways, the contractor shall take measures to ensure the safety of staff and passersby without hindering the client's operations. (2) When moving desks or other items for work, the contractor shall handle them with care to avoid damage and shall promptly return them to their original positions after completing the work. (3) If the contractor damages facilities or equipment during work, or discovers any damage or other abnormalities, they shall immediately contact the client and take appropriate action. (4) If the contractor discovers documents or other items that appear not to be general waste during waste collection, they shall immediately contact the client and take appropriate action. (5) If the contractor discovers prohibited items mixed in during paper recycling, they shall immediately contact the client and take appropriate action. 17. Cleaning Staff Rest Area, etc.: (1) The client shall provide a rest area for Cleaning Staff to the contractor free of charge. However, the contractor shall maintain and manage it with the diligence of a good manager. (2) The client shall bear the costs of electricity, water, etc., necessary for the work. However, the contractor shall limit usage to the minimum necessary. 18. Basic Cleaning Methods: (1) Floor sweeping and mopping: Sweep with a floor brush or similar tool to remove large dust, then wipe with a wet mop or cloth to remove fine dust and dirt. Use a vacuum cleaner for dust removal. (2) Wet mopping: Always use clean water and use a mop or cloth wrung out tightly to avoid splashing dirty water. (3) Floor washing: After removing dust, wash the floor with an appropriate detergent using a floor machine, then wet mop. (4) Surface cleaning and resin wax finish: After removing dust, wash the floor with an appropriate detergent using a floor machine, then apply a cross-coat of wax. (5) Stripping and resin wax finish: Apply a stripping agent to the floor, remove the resin wax layer with a floor machine, then apply a cross-coat of wax. (6) Window cleaning: Wash the glass surface with an appropriate detergent, then wipe with a specialized squeegee. For high-altitude work outdoors, the contractor shall prepare rolling towers, original ladders, etc., for the work. (7) Cleaning and finishing of glass fixtures, mirrors, ceramics, brass, stainless steel, and other metal items shall be done by polishing with a high-quality dry cloth. (8) Cleaning of baseboards, skirting boards, doors, etc.: Wipe with a dry cloth or wet mop, then remove dirt with an appropriate detergent as needed. (9) Carpet cleaning: Remove surface dust and dirt with a vacuum cleaner. Clean carpets thoroughly along the weave to avoid damage. (10) Carpet washing: After vacuuming, wash with detergent foam using a specialized washing machine, then dry and groom. For OA floors, minimize water usage and be careful not to affect equipment or wiring. Also, minimize water usage in areas where electrical wiring is present. (11) Metal polishing: Finish with a specialized polishing agent. (12) Ash tray and waste bin cleaning: After collecting contents in the designated area, wipe the containers. (13) Desks, chairs, benches, bookshelves, etc.: Wipe with a dry cloth or wet mop, then remove dirt with an appropriate detergent as needed. (14) Floor stains, etc.: Remove promptly with an appropriate detergent without leaving marks. (15) Door handle cleaning: Wipe with a dry cloth or wet mop, then remove dirt with an appropriate detergent as needed. (16) For the community hall floor, air conditioning outlets are installed. Take extreme care not to allow water, detergent, wax, stripping agent, or dust to enter the outlets. Avoid excessive water around the outlets and clean with a vacuum cleaner or a tightly wrung mop as needed. Also, be careful not to damage the outlets, stone edges, or airflow adjustment parts with cleaning machinery, etc. 19. Protection of Personal Information, etc.: The contractor shall not disclose or use for improper purposes any personal information or other confidential matters learned during the performance of this service. 20. Handover of Services: Upon instruction from the client, the contractor shall, during the final month of the service period, in addition to performing regular duties, hand over necessary matters for the performance of services to the person designated by the client. 21. Emergency Measures: In case of fire or other emergencies, or upon notification thereof, the contractor shall take the best possible action, then promptly report to the designated staff according to the emergency contact system (instructions provided separately) and follow their instructions. 22. Repairs: If requested by the client to make repairs, the contractor shall promptly complete the repairs and obtain confirmation of completion from the client. 23. Cooperation with Sendai City Environmental Action Plan and Green Procurement Promotion: When performing services, the contractor shall strictly adhere to and comply with the following: (1) When using building facilities and performing services, cooperate with the operation of Sendai City's environmental management system and consider environmental impact, such as preventing environmental pollution, conserving energy and resources, and reducing and recycling waste. (2) When using substances that may affect the water environment, such as detergents and waxes, strive to use appropriate amounts. (3) When procuring tools and supplies, prioritize the procurement of environmentally friendly products (green procurement), such as those made from recycled materials, non-PVC materials, or designed for long life with replaceable parts. 24. Promotion of Elimination of Discrimination Based on Disability: The contractor shall provide reasonable accommodation in accordance with the Sendai City Staff Response Guidelines and Precautions for the Promotion of Elimination of Discrimination Based on Disability. (https://www.city.sendai.jp/somu-jinji-jinji/shise/shokuin/jinji/shogai.html) 25. Damages: Damages incurred in the course of performing services (including damages caused to third parties) shall be borne by the contractor. However, damages caused by reasons attributable to the client shall be borne by the client.