XYZ CLEANING COMPANY 

Vendor Bid Specifications for Cleaning.

To insure that all Work Specifications are met, we are providing the
following specs on Training, Building Care, Chemicals and Equipment
that will meet or exceed all of your service requirements.

Customer: _____________________________________________________

Date: _________________

Address ________________________________________________________

City: __________________________________________ State: ________

Zip: _____________ Country: ________

Phone: ( ) _______ - __________

Fax: ( ) _______ - __________

Pager: ( ) ______ - __________

Contact: _________________________________________________________

Etc.: ________________________

Provided by: ______

your company__________________________________________

Date: ________________

Address: _________________________________________________________

City: __________________________________________ State: ________

Zip: _____________ Country: ________

Phone: ( ) _______ - __________

Fax: ( ) _______ - __________

Pager: ( ) ______ - __________

Contact: _________________________________________________________

Etc.: ________________________

__ your company__ will provide a complete automated floor maintenance
program consisting of the following elements.

• Survey
• Equipment
• Maintenance of equipment
• Chemicals
• Pads
• Account Quality Reports
• Training
• Costing

Special Requirements

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

Frequencies and Description of cleaning

The floor care program will provide all services to meet or exceed
the following frequencies of cleaning in all
corridor , Isles , ____ Etc.____ , _____ Etc. ____ , _____ Etc. ____ , and _____________ areas.

• ____________ dust mopping
• ____________ Auto washing
• ____________ weekly burnishing (on finished floors only)
• ____________ shower scrubs or top scrubs per year
• ____________ stripping and refinishing per year
• New Item _____________________________________________
• New Item __________________________________________ Etc.

Survey / Proposal

• __ your company__ has completed an inventory of hard
  surface square footage at the account. Using this information
  accompanied by a walk through of each individual building,
  we have compiled a proposal which will include no less than
  the following information.
• The optimal equipment and products needed for the individual
  buildings based on areas and floor types and care required is
  listed in the following.
• An analysis detailing the complete cost of labor, chemicals,
  and supplies needed to clean all hard surface areas has been
  produced to generate this proposal.
• An evaluation of periodic or as needed maintenance costs is
  included in this proposal.

This Survey / Proposal will be written and guaranteed by the
vendor to be accurate.

Equipment planned to match account needs
will be supplied as follows

******** Note! This page may change as one or more of these
machines may apply and can vary by job.*********

The vendor will provide the following equipment

• 20" Auto Scrubber that will meet or exceed the following
  Qty ______

1. Machine must have a pad size of no less than 20".
2. Machine must be self propelled of a transaxle drive
   motor design.
3. The machines drive controls must be of variable height
   for operator comfort.
4. The machines solution flow must be variable and solenoid
   activated.
5. Machine must have a pad speed no less than 275 rpm
6. The pads or brushes turn only when the drive mechanism
   is activated.
7. Machine must have variable down pressure up to no
   less than 90 pounds.
8. The maximum forward travel speed must be no less than
   270 feet per min.
9. The travel speed must be variable and pre setable.
10. The unit must be able to climb a 6 degree ramp
11. The run time must be up to 5 hours.
12. The machine must have foam filled tires and capable
    of safe transport.
13. Machine must be capable of complete finish removal
    with proper system strippers and processes.
14. Machine must be capable of no less than 100% water
    recovery, even through turns.

• 26" Auto Scrubbers that will meet or exceed the following
  Qty ______

1. Machine must have a cleaning path of no less than 26".
   
2. Machine must be self propelled by a chain driven
   motor into a limited slip differential drive to two wheels,
   the drive mechanism must be removable without battery
   removal or turning the machine on its side
3. The machines solution flow must be variable and solenoid
   activated.
4. Machine must have a pad speed no less than 400 rpm
   
5. The pads or brushes turn only when the drive mechanism
   is activated.
6. The run time must be up to 6 hours.
7. Machine must have variable down pressure from 75 lbs
   up to no less than 200 pounds.
8. The forward travel speed must be variable from 0 - 270
   feet per minute and presetable.
9. The machine must have foam filled tires and capable of
   safe transport.
10. Machine must be capable of complete finish removal
    with proper system strippers.
11. Machine must be capable of no less than 100% water
    recovery, even through turns.

• 20" Battery Scrubber /Burnishers that will meet or
  exceed the following
  Qty ______

1. The burnishers pad speed must equal or exceed 2500 rpm
   
2. The burnishers pad pressure must equal or exceed 40 pounds
   
3. The run time must be no less than 5 hours.
   
4. The burnisher must be capable of complete dust recovery.
   
5. The dust control system must be equipped with paper
   and / or cloth bags.
6. The maximum forward travel speed must be no less than
   265 feet per minute.
7. The pad turns only when the drive mechanism is activated.
   
8. This machine must also be capable of operating as an automatic
   scrubber with complete water recovery even through turns. The
   scrubbing speed will be 2500 rpm.
9. The machines solution flow must be variable and solenoid
   activated.

Propane Burnishers Where the survey indicates a need the machines must meet or
exceed the following.

• 21" Propane Burnisher that will meet or exceed the following
  Qty _____

1. The pad will be equal to 21" in diameter
   
2. The base will be of a cast aluminum magnesium alloy design.
   
3. The machine will have an electric start.
   
4. The horsepower will meet or exceed 12.5 horsepower and
   be equipped with an oil alert system.
5. The machine will possess a emission control system which
   will disable the engine when the carbon
   dioxide level in the room exceeds the legally safe State ,
   Federal and Local guidelines. The vendor
   will provide the State , Federal and Local guidelines for
   propane use.
6. The machine will include a propane tank with a chrome finish.
   

• 27" Propane Burnishers that will meet or exceed the following
  Qty _____

1. The pad will be equal to 27" in diameter
   
2. The base will be of a cast aluminum magnesium alloy design.
   
3. The machine will have an electric start.
   
4. The horsepower will meet or exceed 14 horsepower and be
   equipped with an oil alert system.
5. The machine will possess a emission control system which will
   disable the engine when the carbon
   dioxide level in the room exceeds the legally safe State , Federal
   and Local guidelines. The vendor
   will provide the State , Federal and Local guidelines for propane
   use guidelines .
6. The machine will include a propane tank with a chrome finish.
   

• Cord Burnishers Qty ______

All cord burnishers specified in the survey will meet of exceed the following specifications.

1. The machine will be capable of complete dust control.
2. The machine will contain a disposable dust bag.
3. The machine will have an operating speed will equal or exceed 2400 rpm.
4. The machine will be direct drive without connecting belts or pulleys.
5. The motor will be of an direct current rectified design.
6. The motor will have an optimum amperage draw not to exceed 15 amperes.

    

   • Equipment Maintenance

   For all the above specified equipment __ your company__ will arrange a
   planned maintenance program that will seek to maintain all functions of the
   machines to factory specifications. The cost of this program will be the
   responsibility of the vendor. The vendor will maintain an automated database
   that will monitor the status of this program to reduce equipment down time at
   the account location.

    

   • Equipment Repairs

   __ your company__ will be responsible for all equipment own by same and
   will maintain an automated database that will monitor the status of all repairs
   thus keeping all equipment operational with in 48 hours of a operational
   failure.

Chemicals

__ your company__ will provide the following chemicals to produce the
customer desired results and meet all safety needs.

Finish

__ your company__ will provide _________ finish capable of providing extended life and high gloss levels under the above mentioned maintenance schedule. The finish must also equal or exceed the following.

• The finish will be no less than ______ % solids content.
  
• This product must be capable of being completely removed
  from the floors with conventional strippers.
  
• The finish must meet or exceed all Federal, State , and Local
  requirements for slip resistance.
  
• The vendor will provide periodic slip testing of in use product
  and submit documentation when necessary.
  
• The finish must exceed a spectacular gloss reading of _____ on
  installation of same, and produce a gloss reading of ______
  when washed, restored and burnished.
  
• The finish must be compatible with all methods of application
  and applicators.
  
• The finish must be capable of being restored with light or
  medium top scrubbings, by removing one or two mill thickness
  for recoating of same.
  
• The finish will show no more than 5% black marking in any
  given area, which must be removable by normal washing
  processes.
• The finish must be capable of daily appearance renewal by a
  normal wash and burnishing.
  
• The finish must be capable of easy removal with conventional
  strippers in cold water.

Cleaner Restorer

__ your company__ will provide a cleaner restorer product that will meet
or exceed the following requirements.

• The product must be able to remove a daily soil load in a facility
  without adding additional detergents. The product must be meet this
  requirement when used through an autoscrubber or mopped on from a
  bucket.
• The restorer shall be in a color that is conducive to training of building
  maintenance staff.
• Restorer shall contain a pleasant odor without any heavy chemical
  smells.
• The restorer will not be damaged if walked on while still wet.
  
• The product must leave a microfilm on the floor after being recovered
  by an autoscrubber or after drying when mopped on. This microfilm
  will provide a protective coat over the finish and act as a polishing
  agent for burnishing.
• The product must be removable and repairable with each subsequent
  application.
• The product will be formulated to be burnished after application.
  
• The product will provide a slip resistance of no less that .50 after
  burnishing and be considered anti-slip.

Strippers

__ your company__ will provide a (example: non-ammoniated ) stripper
that will meet or exceed the following.

• Following the above maintenance schedule the stripper must be able
  to remove a minimum of six coats of the above finish.
• The stripper will require no more than one rinse before finish
  application.
• The stripper must be capable of use in the auto-scrubbing equipment
  without causing any machine damage.
• The stripper must be effective with cold water use.

Daily Cleaner

__ your company__ will provide a daily cleaner to be used through an
autoscrubber or in a mop bucket that will meet or exceed the following.

• The cleaner shall be considered a multi-purpose product by industry
  standards. Capable of cleaning all floor surface types.
  
• The cleaner when used at a dilution rate of one half ounce per gallon
  will remove a daily soil load in an educational facility without
  adversely affecting gloss levels or powdering of the finish. The
  product will not remove finish coats at this dilution rate.
  
• The product will also be capable of removing no less than one and no
  more than three coats of finish when used in a dilution rate of five
  ounces per gallon with proper processes.
  

Pads

__ your company__ will provide pads that when used with the above specified
equipment and previously mentioned cleaning frequencies will meet or exceed
the following requirements.

Wash pads

Wash pad for the 26" and 20" automatic scrubbers

• The pad must be of an abrasion level that will provide for complete
  soil removal
• The pad must be of an abrasion level that will remove no more than
  1% of the finish per month.
• The pad will have a life of no less than 100,000 sq. ft. coverage per
  set.

Wash pad for the 20" scrubber Burnisher

• The pad must be of an abrasion level that will provide for complete
  soil removal
• The pad must be of an abrasion level that will remove no more than
  1% of the finish coats per month.
• The pad will have a life of no less than 100,000 coverage per set.
  
• The pad must be of an ultra high speed design that will not pull,
  stretch, of disintegrate at a speed of 2500 rpm

Burnish pads

• All burnish pads will be of a natural and synthetic mix that will bring
  the above mentioned finish used with the above mentioned cleaner
  restorer to a high gloss with a maximum of 5% finish loss over the life
  of the finish.
• The pad shall have no less than 20% natural hair content.
  

Scrub Pads

Scrub Pads for the 26" and 20" autoscrubbers.

__ your company__ shall provide two separate scrub pads

1. When used with the above mentioned equipment and detergent, this
   pad shall remove 1 - 2 coats of finish during the light scrubbing
   operations.
2. When used with the above mentioned equipment and detergent, this
   pad shall remove 2 - 3 coats of finish during the heavy scrubbing
   operations.

Scrub Pads for the 20" scrubber burnisher.

• When used with the above mentioned equipment and detergent, this
  pad shall remove no less than 1 and no more than 2 coats of finish.
  
• The pad must be capable of operating at no less than 2500 rpm.
  

Training

__ your company__ will provide and maintain training for all of employees on
the above mentioned machines and products that will include no less than the
following.

1. Complete use and daily care of all equipment
2. Operator certification and testing on safe use and handling of propane
   equipment and Tanks.
3. Vendor certification and testing on cleaning processed including Daily
   care, Project work, and route

   systems.

4. Use and application of all chemicals.
5. Instruction on proper pad usage.
6. General safety instructions for working around building occupants.
   
7. Workers will be provided with certificates of completion when
   training and testing is completed.

Account Quality Reports

__ your company__ will provide the account with weekly inspection sheets
evaluating overall appearance which will be used to monitor customer needs and
satisfaction.

Costing

In addition to the above, all Services will be delivered as a complete package
( system ) that will provide for all areas of responsibility such as daily cleaning,
project cleaning, and all other proposed services as listed. All prices are matched
to above listed services, and are proposed in the attached quotation provided by
__ your company__

for services at ___ CUSTOMER ACCOUNT NAME ___ .

Vendor Bid Specifications

Purpose:

The vendor bid specs allow you to create a additional tool to secure the following.

Item:

1. To set customer standard or needs.
2. Show that your company has met all customer desires.
3. To spec items or services that only your company can deliver.
4. Force other vendors to meet the same standards and bid on matched services.
5. Helps to build a Professional presentation package.
6. Establishes true value of services your company will deliver vs. all others.
7. Separates your company from companies that do not use similar tools.
8. Documents what will be delivered for future reference.

The items listed above are a few of the examples of using tools like the Vendor Bid Specs which can help to secure new customer accounts.