Contract Responsibly

Qualified Bidders

In an effort to rid unscrupulous contractors from the pool of applicants, establish a process to identify “Qualified Bidders” including:

• References relevant to arena of current RFP
• Biographical history of applicant
• Last two years of financial statements
• Workers compensation certificate of insurance
• Performance Bond
• Experience modification rate (relevant to workers’ compensation)
• General liability insurance certificate
• In person interview
• History of labor disputes, including violations of minimum labor standards or local ordinance

Monitoring

It can be challenging to enforce the law in the janitorial industry which is why many contractors deliberately break it. To protect the client companies’ interest and liability, awarding bodies must consistently monitor contracts with the following:

• Quarterly auditing of payroll records and time sheets
• Unannounced worksite inspections for employee interviews
• Establish a penalty structure for non compliance
• Employer submit copy of Cal/Osha 300 log
• Employer submit copy of injury and illness prevention program
• Anonymous visit to programmatic meetings
• Employer submit copy of HR/personnel manual
• Survey tenants regarding service performance

General Requirements:

• Contractor must advise of their intent to cancel their workers’ compensation policy within 10 days
• All work must be self-performed (no subcontracting)
• All employees must be reported properly (no misclassifying as 1099 independent contractors)
• If leasing employers or professional employee organizations are utilized, they must also be signatory to terms of contract
• Identify fixed (hourly) staffing
• Contractors should submit cost sheet for on-call services that you may require
• Contractors must advise the awarding body of any labor dispute that involves a violation or allegation of minimum labor standards or local ordinance

Facility Issue:

• Implement controlled access points
• Move towards implementing card systems