0196-K.pdf

RFP 0196-K, Page 1 of 23

BOILERPLATE

REVISED SEPTEMBER 2022

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0196-K

WYOMING GAME AND FISH DEPARTMENT

JANITORIAL SERVICES AT THE

PINEDALE REGIONAL OFFICE

PROPOSAL DUE DATE AND TIME

APRIL 30, 2025 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

MILES ANDERSON

PROCUREMENT REPRESENTATIVE:

Jordan Tompkins

Jordan.tompkins@wyo.gov

307-777-6799 mailto:Jordan.tompkins@wyo.gov

RFP 0196-K, Page 2 of 23

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL 3

SECTION 2: GENERAL PROVISIONS 5

SECTION 3: SPECIAL PROVISIONS INFORMATION 7

SECTION 4: KEY DATES 10

SECTION 5: ADMINISTRATIVE BACKGROUND 11

SECTION 6: REQUIREMENTS/SPECIFICATIONS 12

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS 17

SECTION 8: EVALUATION METHODOLOGY 19

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE 22

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0196-K, Page 3 of 23

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing janitorial services at the Pinedale

Regional Office for the State of Wyoming, Wyoming Game and Fish Department (Agency) through the

Public Purchase online bidding system. Proposals are due no later than 2:00:00 P.M. (Mountain Time) on

April 30, 2025.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with

Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to

RFP 0196-K, Page 4 of 23 the firm, determined to have the most responsive and responsible proposal by the Wyoming Game and Fish Department.

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the

State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: March 21, 2025

State of Wyoming

Procurement Section

Buyer: Jordan Tompkins

RFP 0196-K, Page 5 of 23

SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this

Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended one year at a time, for a total contract period not to exceed three (3) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for

Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of

RFP 0196-K, Page 6 of 23 venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms

“hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

RFP 0196-K, Page 7 of 23

SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON APRIL 30, 2025 PROPOSALS RECEIVED AFTER

THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the

Wyoming Game and Fish Department (Agency).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of the Wyoming Game and Fish Department is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on April 14, 2025. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the

Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

RFP 0196-K, Page 8 of 23

5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system.

It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

RFP 0196-K, Page 9 of 23

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

RFP 0196-K, Page 10 of 23

SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date 03/25/2025

Closing Date for Questions 04/14/2025 2:00 P.M.

Response to Questions Returned 04/21/2025 2:00 P.M.

Pre-Proposal Conference 04/07/2025 10:00 A.M.

RFP Submission Due Date 04/30/2025 2:00:00 P.M.

Tentative Award Date 05/15/2025 N/A

Tentative Work Begins Date 07/2025 N/A

RFP 0196-K, Page 11 of 23

SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The Pinedale Regional Office is located at 432 East Mill Street, Pinedale, WY. Our agency intends to contract a janitorial service provider who can meet the specifications outlined in this Request for Proposal (RFP) and in any resulting contract.

1.2. Reliability, experience, and the ability to respond promptly to our agency’s needs are the primary considerations for this RFP.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer janitorial services at the Pinedale Regional Office to meet the Agency’s needs and expectations, as described within this RFP.

3. STAKEHOLDERS:

3.1. The stakeholders are the Wyoming Game and Fish Department and its customers who utilize the resources available at the Pinedale Regional Office.

RFP 0196-K, Page 12 of 23

SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

Briefly describe the general scope of work. State the features, functions and final deliverables of the project. State the desired starting/ completion dates and location of the project.

2. GENERAL REQUIREMENTS:

Briefly describe the general scope of work. State the features, functions and final deliverables of the project. State the desired starting/ completion dates and location of the project.

2.1. Project Specifications:

2.1.1. Cleaning Hours: The contractor will be given a code to the outer back door to the main office and a code to the shop building. Janitorial services are to be provided once a week for the duration of the contract. Cleaning may take place after 6:00 pm on weekdays or on weekends as not to conflict with occasional after ours public meetings. Cleaning schedule is to be coordinated with Agency staff upon award of the contract.

2.1.2. Supplies: Cleaning supplies and products will be provided by the Agency. The contractor is responsible for notifying the office manager or Habitat and Access

Supervisor when supplies are needed.

2.1.3. Expectations: An Agency Representative will review and approve all finished work to ensure project specifications are met routinely. The contractor will be notified if cleaning specifications are not satisfactory.

RFP 0196-K, Page 13 of 23

2.2. MAIN OFFICE

2.2.1. WEEKLY

2.2.1.1. Empty all wastebaskets (change trash bags).

2.2.1.2. Dust tops of all desks, tables, furniture, and file cabinets that are free of paperwork.

2.2.1.3. Dust and disinfect front counter and conference room tables.

2.2.1.4. Clean all smudges and hand/fingerprints from glass in all entryways.

2.2.1.5. Clean and disinfect all doors, wall switches and doorknobs.

2.2.1.6. Clean and sanitize all water fountains.

2.2.1.7. Vacuum all carpeting in common areas (offices, library, and conference room) spot clean any soiled or stained carpeting.

2.2.1.8. Sweep or vacuum and damp mop all tile floors (hallways, bathrooms, break room, and entry ways) and desk mats in offices.

2.2.1.9. Spot clean all walls as needed.

2.2.1.10. Remove all cob webs, including on taxidermy.

2.2.1.11. Clean office and old office/shop restrooms (see schedule for old office/shop below) to include:

2.2.1.11.1. Clean and sanitize toilets and urinals, countertops, sinks, faucets, towel and soap dispensers. Replace urinal deodorizers as necessary.

2.2.1.11.2. Clean and polish mirrors and faucets.

2.2.1.11.3. Clean hard water mineral deposits from all fixtures.

2.2.1.11.4. Refill all paper dispensers, partial tissue rolls may be left on top of dispenser. No paper products of any kind should be left on the backs of toilets or on counter tops.

2.2.1.12. Breakroom to include:

2.2.1.12.1. Clean and sanitize countertops, tabletop, sink and faucet.

2.2.1.12.2. Clean table, seating, outside surfaces of appliances.

2.2.1.12.3. Sweep or vacuum tile floor and mop.

RFP 0196-K, Page 14 of 23

2.2.2. MONTHLY

2.2.2.1. Dust tops of door frames, window frames, window blinds, fronts and sides of desks, bookcases, picture frames and other furnishings.

2.2.2.2. Clean ceiling vents in offices and bathrooms as needed.

2.2.2.3. Move paper shredder in copy/mail room and vacuum area.

2.2.2.4. Remove dust and bugs from light fixtures in offices, conference room, hallways, bathrooms and break room (notify Habitat and Access

Supervisor of burnt out light bulbs for replacement).

2.2.2.5. Agency staff will be responsible for emptying recycle containers.

2.2.3. OUTSIDE

2.2.3.1. Pick up and dispose of any trash along curbs, walkways, security fencing, and around parking areas.

2.2.4. WINDOW CLEANING - Two times per year (spring and fall):

2.2.4.1. All windows washed inside and outside on schedule coordinated with

Agency staff.

2.2.5. CARPET CLEANING – Once per year:

2.2.5.1. All carpeted areas of regional office shall be shampooed and dried on a schedule coordinated with Agency staff. Shampooer and cleaners will be supplied.

2.2.6. WATER BLEED LINES – spring and fall (prevent water lines from freezing)

2.2.6.1. Bleeder lines for municipal water supply shall be turned on in the fall and turned off in the spring when the town of Pinedale recommends their use. Bleeder line for fire system will be monitored by Agency staff.

RFP 0196-K, Page 15 of 23

2.3. SHOP BUILDING

2.3.1. WEEKLY

2.3.1.1. Empty all wastebaskets (change trash bags).

2.3.1.2. Sweep or vacuum and damp mop all tile floors (hallways, bathrooms, break room, and entry ways) and desk mats in offices.

2.3.1.3. Spot clean all walls as needed.

2.3.1.4. Clean and sanitize toilets and urinals, countertops, sinks, faucets, towel and soap dispensers. Replace urinal deodorizers as necessary.

2.3.1.5. Clean and polish mirrors and faucets.

2.3.1.6. Clean hard water mineral deposits from all fixtures.

2.3.1.7. Refill all paper dispensers, partial tissue rolls may be left on top of dispenser. No paper products of any kind should be left on the backs of toilets or on counter tops.

2.3.2. MONTHLY

2.3.2.1. Remove dust and bugs from light fixtures in offices, conference room, hallways, bathrooms and break room (notify Habitat and Access

Supervisor of burnt out light bulbs for replacement).

2.3.2.2. Agency staff will be responsible for emptying recycle containers.

3. RESOURCE RESPONSIBILITIES:

3.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal and contact point for all proposer business matters relating to the project. An individual resume, a list of their qualifications, years of experience, current work assignments and office location should be included. Confirm that the project manager will:

3.1.1. Be the single point of contact for the duration of the engagement.

3.1.2. Be responsible for timely completion of all phases of the project.

3.1.3. Be responsible for meeting all contractual requirements for the duration of the project.

3.1.4. Attend status, quality review and acceptance meetings as required and present status and progress reports on the project.

3.1.5. Remain assigned to the project through completion of the project as determined by the

Agency.

3.1.6. Identify project responsibilities and job functions.

3.1.7.

3.2. Resource Management and Staffing Plan: the proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

3.2.1. Staffing Levels (estimated by staff disciplines by month for the duration of the project).

RFP 0196-K, Page 16 of 23

3.2.2. The agency shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

RFP 0196-K, Page 17 of 23

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

1. PRE-PROPOSAL CONFERENCE:

1.1. A pre-proposal conference will be conducted in relation to this RFP.

1.1.1. This pre-proposal conference will be mandatory. The pre-proposal conference will be held at the Pinedale Regional Office on Monday, April 7, 2025 at 10:00 A.M. MT. This conference is an opportunity for proposers to address any additional questions and/or concerns regarding this RFP. Proposers must attend in person. This conference will be facilitated by the Agency.

1.1.1.1. All costs (including travel expenses) will be the responsibility of the proposers and these costs will not be reimbursed by the State.

1.1.1.2. Proposers are welcome to submit initial questions prior to the conference via the

Public Purchase online bidding site. These questions should be tied directly to the RFP by referencing the proposal number to which each question relates. State staff will make every effort to answer questions at the pre-proposal conference, as long as the questions are received in a timely manner.

1.1.1.3. Written (official) answers will be provided for all questions placed in writing during the pre-proposal conference. Written questions will be accepted until the date and time specified in Section 4.

2. TECHNICAL PROPOSAL, FORMAT AND CONTENTS:

2.1. Proposals should be submitted in two major sections: the Technical Proposal and the Cost

Proposal. Omission of this section or any item within this section may result in the proposal being eliminated. The proposer should, at a minimum, address the following points:

2.1.1. Table of Contents: The table of contents should include all items listed in this section.

2.1.2. Executive Summary: The executive summary will condense and highlight the contents of the technical proposal in such a way as to provide the State with a broad understanding of the proposer’s qualifications and approach to meeting the requirements of the RFP.

2.1.3. Proposer’s Background and Experience: The proposer should include a company summary including the company history, location, office location(s), company size, financial statements (if applicable), and the statement of technical areas of expertise. The proposer should be able to substantiate to the satisfaction of the Agency that the proposer has sufficient resources to complete the project successfully within the time requirements.

2.1.4. References: Corporate references are required from at least two (2) prior clients. Whenever possible, an alternative point of contact for each reference should be listed with a phone number and email address. Each reference should depict relevant experience that can be brought to bear during the term of this RFP. In order to ensure current expertise, all work for client references provided should have been completed no more than three years prior to the release date of this RFP.

2.1.4.1. References may be verified during the proposal evaluation by telephone calls made by members of the Evaluation Committee or through e-mail or the United States Postal

Service.

2.1.4.2. If contact with the referenced contact person or an alternative that has knowledge of the proposer is not made after reasonable attempts during the designated evaluation

RFP 0196-K, Page 18 of 23 period, the reference will be classified as unsatisfactory. All attempts to contact a referenced client will be documented, including the date and time of the attempt.

2.1.4.3. The Agency reserves the right to contact other State of Wyoming agencies regarding engagements they may have had with the proposer’s company in the past, in addition to the references provided in the proposal.

2.1.5. Single Point of Contact: The proposer should identify a single point of contact for all contract management activities. The proposer’s Project Manager’s name and resume should be submitted with the proposal. The successful proposer should not change the Project Manager without written Agency approval.

2.1.6. Proposer’s Project Work Plan: The proposer should submit a work plan that meets the needs of the RFP and indicates a thorough understanding of the scope of work as outlined in Section

6. The proposer should identify realistic person hours of effort and responsibilities for the deliverables and each work activity.

2.1.7. Project Delays: Proposer should also describe how project delays will be addressed should they occur. This should include assurances that sufficient resources and knowledgeable, experienced staff are available to meet any project schedule.

2.1.8. Contract Exceptions: Proposers should state agreement with all General Provisions and should furnish any exceptions to these provisions.

3. COST PROPOSAL FORMAT AND CONTENT:

3.1. Cost Proposal Price Sheets: These pages are required by the A&I Procurement Section and are the

State’s official pricing documents. Each applicable proposer should upload the Technical Proposal and the Cost Proposal Sheets as separate documents, and identify them as such, using the Public

Purchase online bidding system. The price to be entered on this page is the total fixed price.

4. ORAL PRESENTATIONS / INTERVIEWS:

4.1. Oral Presentations will not be held in connection with this RFP.

RFP 0196-K, Page 19 of 23

SECTION 8: EVALUATION METHODOLOGY

1. OVERVIEW:

1.1. The Agency will conduct a comprehensive, fair, objective and impartial evaluation of proposals received in response to this Request for Proposal. Proposals will be evaluated independently by the evaluation committee members. The evaluation committee shall be made up of members representing the project subject expertise. The evaluation committee will review and score all proposals independently and consolidate the scores in order to determine the award.

2. COMPLIANCE WITH MANDATORY REQUIREMENTS:

2.1. To be considered responsive, a submitted proposal should meet the minimum requirements defined in this RFP. The minimum requirements are intended to ensure that evaluation of the Technical

Proposal can proceed and that the Contractor agrees to perform all responsibilities within the RFP.

3. TECHNICAL SCORING AND RANKING:

3.1. PROPOSER BACKGROUND, EXPERIENCE, QUALIFICATIONS, AND STAFF TRAINING:

20 Points. Proposer should present materials describing its organization capability to successfully perform the responsibilities of this contract.

3.1.1. Background

3.1.1.1. Company Overview: A brief description of the company, including its history, mission, and vision. This section should convey the company’s credibility and track record.

3.1.1.2. Relevant Experience: Highlight any experience in providing janitorial services, specifically in environments similar to the client’s (e.g., offices, healthcare, schools, industrial spaces). Include the duration the company has been providing janitorial services, which builds trust.

3.1.1.3. Client List or Case Studies: Provide references or examples of past and current clients, showcasing success stories and demonstrating the proposer’s ability to meet various needs.

3.1.2. Experience

3.1.2.1. Scope of Work Experience: Detail the proposer’s experience in handling the specific services requested in the solicitation (e.g., daily cleaning, floor care, window washing, and restroom sanitation). Address the scope of work and how their experience aligns with the client’s needs.

3.1.2.2. Team and Resource Management: Outline how the proposer manages resources and personnel.

3.1.2.3. Performance Metrics and Results: Provide information about past performance.

3.1.3. Qualifications

3.1.3.1. Licenses and Certifications: Mention any relevant certifications. These demonstrate that the proposer follows industry best practices.

3.1.3.2. Compliance with Standards: Explain how the company adheres to regulatory requirements (e.g., OSHA guidelines, EPA regulations).

RFP 0196-K, Page 20 of 23

3.1.3.3. Staff Certifications: Mention any specific training or certifications that staff members may have, such as specialized cleaning certifications.

3.1.4. Staff Training

3.1.4.1. Training Program: Detail the company’s training program for new hires and ongoing employee education. This should include onboarding procedures, safety protocols, cleaning methods, and customer service expectations.

3.1.4.2. Health and Safety Training: Emphasize the company’s commitment to safety, including training on proper handling of cleaning chemicals, use of personal protective equipment (PPE), and adherence to health and safety regulations.

3.1.4.3. Quality Control: Explain how staff is trained in quality control measures, including how they conduct inspections, report issues, and maintain the highest standards of service.

3.2. REFERENCES: 10 Points. The proposer should provide at least two (2) project references for current or recently completed (within the last three (3) years) contracts similar in nature to the services required by the Agency for this contract will be included in this section. Contract references should include the name, position, title, and current phone number of the client.

3.3. PROPOSER’S CLEANING SERVICE APPROACH AND CHECKLIST: 10 Points.

3.3.1. The Proposer should provide an explanation of the cleaning methods and equipment that will be used to meet the specifications of the RFP.

3.3.2. The proposer should detail their process used to ensure the cleaning meets the agreed upon standards designated in the RFP.

3.3.3. The proposer should provide a checklist outlining the detailed tasks the company will perform.

3.4. RESPONSIVENESS TO CLEANING REQUESTS: 10 Points. The proposer should detail how they plan to handle and respond to the Agency’s requests for the completion of those contracted services the Agency deems have not been completed adequately. These details should include the following:

3.4.1. Standard response time for contracted services that have not been completed adequately.

3.4.2. A point of contact for escalating if there is dissatisfaction with the contracted services provided.

4. COST SCORING AND RANKING:

4.1. COST ANALYSIS: 50 Points. The cost shall be presented as key deliverables in the form of individual cost and a project total (sum of the deliverables). The State of Wyoming reserves the right to conduct a cost analysis of the proposer’s budget proposal. The analysis will include a review of all the associated costs based on the technical content of their submission. The total project cost should include all of the items listed in the scope of work. If any of the scope of work services cannot be provided in the proposal or the requirement cannot be met, this is to be clearly explained as to why and what alternative approach will be and its associated cost. If there are no exclusions or exceptions, it will be determined that all of the criteria have been met for the price quotes, inclusive of all personnel, overhead, travel, equipment usage, and other miscellaneous costs for the specified contract period.

RFP 0196-K, Page 21 of 23

5. EVALUATION POINT SUMMARY:

Background, Experience, Qualifications, and Staff Training 20 Points

References 10 Points

Cleaning Service Approach and Checklist 10 Points

Responsiveness to Cleaning Requests 10 Points

Cost Analysis 50 Points

Total 100 Points

6. FINAL RANKING OF PROPOSALS:

The State of Wyoming will be the sole authority of evaluating proposals. The firm that best meets the conditions of each of the criterion will be awarded the highest (not necessarily maximum) points for that criterion. The balance of the proposals will be rated based on their evaluated points. After each criterion is evaluated, the proposer with the highest number of points will be notified. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality of technical defect in the proposals, or to award the contract in whole or in part, if deemed in the best interest of the State to do so.

RFP 0196-K, Page 22 of 23

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

The undersigned agrees to provide janitorial services at the Pinedale Regional Office to the Wyoming Game and Fish Department in accordance with the Request for Proposal, General Provisions, Special Provisions and Proposal Price Sheet for Request for Proposal Number 0196-K.

Total Evaluated all-inclusive price for one year - 1st Year

Total Evaluated all-inclusive price for one year - 2nd Year

Total Evaluated all-inclusive price for one year - 3rd Year

1. BY SUBMISSION OF A PROPOSAL, THE PROPOSER CERTIFIES:

1.1. Prices in this proposal have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition.

1.2. The Proposer has not and will not attempt to induce any other person or firm to submit a proposal for the purpose of restricting competition.

1.3. The person signing this proposal certifies they are authorized to represent the company and are legally responsible for the price and supporting documentation provided as a result of this advertisement.

1.4. Proposer will comply with all applicable state and federal regulations, policies, guidelines and requirements.

Prices in this proposal have not been knowingly disclosed by the proposer nor will they be disclosed prior to award.

2. GENERAL INFORMATION:

Proposer Name: Phone:

Email Address:

Mailing Address:

City: State: Zip:

Employer Identification Number (EIN):

3. OWNERSHIP AND CONTROL:

Proposer’s Legal Structure

Sole Proprietorship General Partnership Corporation

Limited Partnership Other

The proposer shall provide to the Agency a certificate of good standing from the Wyoming Secretary of

State or other proof that proposer is authorized to conduct business in the State of Wyoming before

RFP 0196-K, Page 23 of 23 performing work under this Contract. The proposer shall ensure all annual filing and corporate taxes due and owing to the Wyoming Secretary of State’s office are up-to-date before signing the contract. Proposers may contact the Wyoming Secretary of State’s office, Corporate Division at (307) 777-7311 for assistance.

4. VENDOR VERIFICATION

I certify under penalty of perjury, that I am a responsible official (as identified above) for the business entity described above as the proposer, that I have personally examined and am familiar with the information submitted in this disclosure and all attachments, and that the information is true, accurate and complete. I may be charged significant penalties for submitting false information, including criminal sanctions, which can lead to fines and/or imprisonment.

Signature Date

Name Title