1-IFB4337 - Janitorial Services.pdf

Invitation for Bid

Bid No. IFB4337

Subject: Janitorial Services – City Hall and The Caretaker’s House

Closing Date: Bids must be received no later than 1:30 p.m. on October 30, 2025. Bids should be submitted electronically. Hard-copy bids will also be accepted at the following address with the bid number and subject indicated on the envelope:

Office of the Purchasing Agent City of Jefferson 320 E McCarty St Jefferson City, MO 65101

Bids will be publicly opened at 1:30 p.m. on October 30, 2025 in the City Council Chambers.

Prebid Conference: Prebid conference will be held on October 20, 2025 at 9:30 a.m. in the

Boone/Bancroft Conference Room at 320 E McCarty Street, Jefferson City, MO.

Purchasing Agent: Megan Stephenson Mstephenson@jeffersoncitymo.gov

(573) 634-6324 mailto:Mstephenson@jeffersoncitymo.gov

Janitorial Services – City Hall and The Caretaker’s House

Introduction

The City of Jefferson, herein referred to as City, is requesting competitive pricing for janitorial services for the City Hall facility located at 320 E McCarty Street, Jefferson City, MO and The Caretaker’s House located in Riverside Park at 1505 Riverside Drive, Jefferson City, MO.

65101.

Prebid Conference

A prebid conference will be held on October 20 at 9:30 a.m. at 320 E McCarty Street, Jefferson City, MO in the Boone/Bancroft Conference Room. A tour of the facility will be provided at that time. This is the only time a tour will be provided. Bidders are encouraged to attend.

Bid Submittal

All bids must be firm for 12-months from date of award with two one-year renewal options. Bids must include all handling and shipping costs, FOB Destination, Jefferson City, MO.

Bids should be submitted electronically through Bonfire, the City’s free electronic procurement system: https://jeffersoncitymo.bonfirehub.com.

Bids may also be submitted hard-copy with the bid number (IFB4337) indicated on the outside of the envelope and must be submitted to the following address:

City of Jefferson Purchasing Agent 320 E McCarty Street Jefferson City, MO 65101

Bids must be received no later than 1:30 p.m. on October 30, 2025.

Bids will be publicly opened at 1:30 p.m. on October 30, 2025 in City Council Chambers at 320 E McCarty St, Jefferson City, MO.

Bids must include at a minimum:

• Pricing Form (Attachment A);

• Affidavit of E-Verify Compliance and E-Verify MOU (Attachment B);

• Anti-Collusion Form (Attachment C);

• Information regarding experience and qualifications of both the company and the persons that will be assigned to this project; (Attachment D)

• References of similar projects with contact names and phone numbers; (Attachment E)

• Description of how services will be performed (Method of Performance); (Attachment F) https://jeffersoncitymo.bonfirehub.com/

Evaluation and Award

Award will be made to the lowest and best response determined to be the most advantageous to the City. In determining lowest and best, the following criteria will be considered:

Criteria POINTS Experience and qualifications of the bidder and those indicated to be assigned to the project to include references

Method of Performance – how does the bidder propose to manage this project 20 Cost (includes renewal periods) 50

Total Points 100

The City may conduct interviews with bidders as deemed necessary by the City. The City will provide ample time for scheduling of the interviews. Interviews may be held in-person or via video conference.

Upon selection of awardee, the City will issue a formal contract with the selected vendor. A sample contract can be found in Exhibit 2 – Sample Contract. No contract is binding or official until the City approves and counter-signs the contract.

Contract Period

The initial contract period will be for one (1) year from date of contract award, approximately November 17, 2025 through November 16, 2026. The contract, its terms, prices, conditions and specifications may be automatically renewed for up to two (2) additional one-year periods. Any such extension will be contingent upon satisfactory performance of the contractor. Each year is subject to the annual appropriation of funds. Renewal pricing shall be as indicated on the Pricing Form.

Insurance

The contractor shall provide at their own expense all insurance required in connection with the operations of this contract. The insurance requirements are as specified in the sample contract. See Exhibit 2, Sample Contract.

Specifications

The City is soliciting bids for janitorial services for the City Hall building located at 320 E McCarty St., Jefferson City, MO and The Caretaker’s House at Riverside Park located at 1505 Riverside Drive, Jefferson City, MO. The City is needing the services to begin immediately upon a fully executed contract.

The square footage of the City Hall facility is approximately 16,033 square feet on the upper level and approximately 13,688 on the lower level. Exhibit 4 contains a layout of the building. It is not exact but it will give an idea of what the facility is like.

The required janitorial tasks and frequency of each task is outlined in Exhibit 1 – Janitorial Tasks. The days stated are the days that the task is currently being completed but these are open for change.

Public areas are the entry-ways, lobby areas, etc. It is anything that is open for the public to have access to.

If an area, such as a conference room or office, is occupied or the door is locked when cleaning is to be completed, that room may be skipped for that night and completed the following night.

Services are to be performed Monday through Friday (excluding City holidays) from 5:00 p.m.

to 9:00 p.m. unless other arrangements have been made. A list of City holidays will be provided to the contractor.

The square footage of the Caretaker’s House facility is approximately 3,380 square feet. The required janitorial tasks and frequency of each task is outlined in Exhibit 1 – Janitorial Tasks.

Materials, Supplies, and Equipment – A janitorial closet is located on the upper and lower level of City Hall for materials, supplies, and equipment. These closets and stored items shall be kept clean and in an orderly manner by the contractor at all times. The City will provide all paper products (toilet paper and paper towels), hand soap, and trash can liners. The contractor shall provide all other supplies and equipment. It is the contractor’s responsibility to notify the City when the paper items and soap is low so the City can restock. Notification should provide lead time to order and receive the items prior to running out.

Contractor shall have all material safety data sheets on file in the janitorial closet for all cleaning products used.

Security - Keys and/or cards to the facility will be furnished by the City. It shall be the contractor’s responsibility for safe keeping of all keys and/or cards in their custody. Any lost keys shall be reported immediately to the City. If the contractor loses a key, the contractor shall be required to pay the City’s cost to replace the key, lock, or have the lock re-keyed whichever is required. The charges shall be deducted from monthly payments due to the contractor. If any keys issued to the contractor during the term of the contract are not returned at the expiration date of the contract, replacement keys or hardware replacement as described above shall be deducted from the final payment to the contractor. If the contractor’s employee is suspected of theft, violence, harassment or other improper conduct while working at the City’s facility, the vendor shall be required to fully cooperate. The contractor’s employees shall not prop open, block open, or leave unlocked any facility door, window, or other access points and shall not allow anyone in that isn’t authorized access to the facility. The contractor’s employees cannot move or read papers on any desks or trash cans, open any desk drawers or cabinets, use telephones or any other office equipment.

Confidentiality-

1. In the process of performing the requirements of the contract, the contractor and/or the contractor’s personnel may become aware of information required by law to be kept confidential. Therefore, the contractor and/or the contractor’s personnel must not at any time disclose, directly or indirectly, any information gained during the performance of the janitorial services.

2. The contractor shall agree and understand that all discussions with the contractor and all information gained by the contractor as a result of the contractor’s performance under the contract shall be confidential and that no reports, documentation, or material prepared as required by the contract shall be released to the public without the prior written consent of the City.

3. If required by the City, the contractor and any required contractor personnel must sign specific documents regarding confidentiality, security, or other similar documents upon request. Failure of the contractor and any required personnel to sign such documents shall be considered a breach of contract and subject to the cancellation provisions of this document. A sample confidentiality agreement is included as Exhibit 3.

Background Checks – Background checks are required of all personnel working on this contract.

The contractor shall ensure all of the contractor’s personnel submit fingerprints to the Missouri State Highway Patrol and pay for the cost of such background checks. The City has the right to refuse to allow access to the City’s facility for any reason. Costs for background checks are the responsibility of the contractor.

Personnel Requirements – Persons performing the services for the City shall:

• Be trained on proper cleaning techniques,

• Maintain a positive working relationship with City staff;

• Ensure completion of each required task;

• Be properly dressed and groomed, neat and clean, and wear an article of clothing identifying the contractor;

• Not loiter in the building or smoke anywhere in the building; and

• Promptly notify the City of any unusual activity or breakage during the performance of their cleaning services.

Contacts – The contractor shall be available during normal business hours (8:00 a.m. – 5:00 p.m.) for telephone conversations and/or meetings with City staff. Contacts will be established with the contractor at the time of contract signing.

Information for Bidders

1. Bids shall be submitted F.O. B. Jefferson City, Missouri 65101.

2. Items to be shipped as specified in the request for bid.

3. All bids must be submitted on the attached forms, and be signed by the bidder with his name and address.

4. Bidders may withdraw their bid after depositing with the Purchasing Agent at any time prior to the stipulated time for opening of such bids. No bid may be withdrawn within thirty (30) days after the opening thereof, unless obvious errors are apparent.

5. Right to Accept or Reject Bids. The right is hereby reserved to accept or reject all or part of any bid, to waive informalities and to request new bids as the interest of the City may require.

6. Delivery may be made a basis for award. The award may be based upon delivery as well as price; whichever serves the best interest of the city.

7. Bidders should submit complete descriptive literature, a detailed specification of the brand/item bid and detailed instructions on how each piece of equipment is to operate.

8. Payment will be made upon receipt and acceptance of goods or services provided. Invoices for City Hall must be sent to Purchasing, 320 E. McCarty Street, Jefferson City, MO. 65101.

Invoices for The Caretaker’s House must be sent to Parks, Recreation and Forestry Department, 1299 Lafayette St., Jefferson City, MO 65101. Partial payment may be made for partial receipt of goods or services.

9. The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax-exempt certificate will be furnished when requested.

10. Cooperative Procurement. The City has entered into cooperative purchasing agreements with Cole County and the Jefferson City Housing Authority. Cole County and/or the Jefferson City Housing Authority may or may not request an unknown quantity of goods or service under this bid during the bid period or resulting agreement period at the same prices, terms and conditions stated herein.

It is understood and agreed that each participating political subdivision will make its own separate contract with the successful bidder, that each participating political subdivision shall only be liable to the successful bidder for materials or supplies contracted for by such political subdivision without any liability for purchases contracted for by any other participating political subdivision, and each successful bidder shall be required to bill each participating political subdivision directly for the materials or supplies purchased by it.

Other City Departments, such as Police Department and Public Works Department, may also utilize the contract resulting from this bid.

11. Restrictive Clause. Bidders must contact the Office of the Purchasing Agent at least five (5) days prior to the bid opening if any of the specification contains restrictive language or requirements that render him unable to bid.

12. Proprietary Products. Any piece of equipment described herein that is a proprietary product, or the use of a manufacturer’s or vendor’s brand name, is referenced with the intent to indicate a standard of design desired by the buyer and shall not be construed to exclude other manufacturer’s products of comparable quality. The buyer reserves the right to determine the quality of the equipment offered.

13. Preference for U.S. Manufactured Goods. On purchases in excess of $25,000, the city shall select products manufactured, assembled or produced in the United States, if quantity, quality, and price are equal. Every contract for public works construction or maintenance in excess of $25,000 shall contain a provision requesting the contractor to use American products in the performance of the contract.

14. Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request.

15. Changes to Bid Documents Changes to contract documents prior to bidding will be by addendum issued by the City.

16. Termination - The City reserves the right to terminate the contract at any time, for the convenience of the City, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination.

The contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted by the City pursuant to the contract prior to the effective date of termination.

EXHIBIT 1 – JANITORIAL TASKS

City Hall Janitorial Tasks Frequency

Daily Weekly Monthly Other Empty all trash cans and replace plastic liners as needed X Clean bathroom and restock supplies - clean and disinfect all hard surfaces, sinks, toilets and urinals, stall doors, paper towel dispensers, and mirrors; sweep and mop floors, restock paper products and soap; turn off fans; sterilize light switches and door handles X Clean and disinfect water fountains X Clean public area glass to include inside and outside doors, entry-ways, glass near stairway and all other glass X Clean both kitchens to include washing and disinfecting all hard surfaces and sinks; run dishwasher and put dishes away; sweep floors; restock paper towel dispensers; mop floors as needed X Clean and sterilize door handles and light switches X Clean and disinfect elevator control pads X Check all entrance doors to ensure locked/turn off all lights X Clean counter tops in front of Finance and Utility Billing X Spot vacuum all carpets X Vacuum all carpets (see Vacuum conference rooms) X Vacuum conference rooms and Council Chambers X Clean Council Chambers - Clean and disinfect all hard surfaces and chairs, clean glass, sanitize door handles and light switches X Floors and stairs – dust mop and wet mop; vacuum rugs, clean entry-way floors * Empty all recycle bins Thursdays Clean doors and walls of elevator X Clean the tops, fronts, and sides of all vending machines X Clean door glass in Finance and Human Resources and Lower Level X Kitchens – dust and sweep and mop floors X Copier rooms – dust, sweep and mop floors X Clean Utility Billing (Rm 206) - Dust, vacuum and do glass in Utility Billing Fridays Empty the two trash cans in front and trash can on loading dock Fridays Empty two butt cans on side of building Fridays

City Hall Janitorial Tasks (Continued)

Daily Weekly Monthly As

Needed Check air freshener in bathrooms and hallways, replace if needed X Clean conference rooms (Boone Bancroft, Finance, Admin (Upper Level), MO River, Mill Bottom, and Thomas Jefferson (Lower Level))- Clean and disinfect all hard surfaces, sanitize door handles and light switches

X

Pour five gallons of water in drain in bathrooms X Dust all blinds X Dust all other flat surfaces (excluding desks or cubicle work surfaces)

Spot clean carpet X Clean the area 15 feet outside all entrance doors X Sweep the stairwell X

*Task is to be completed at least twice a week but may need to be more often during times of inclement weather.

Caretaker’s House at Riverside Park

Daily Weekly Monthly As

Needed Empty all trash cans and replace plastic liners as needed

Clean bathroom and restock supplies - clean and disinfect all hard surfaces, sinks, toilets and urinals, stall doors, paper towel dispensers, and mirrors; sweep and mop floors, restock paper products and soap; sterilize light switches and door handles; remove trash to dumpster

Sweep and Mop Entry and Hallway floors

Inside cleaning of glass doors

Inside cleaning of windows and window ledges

Vacuum rugs and carpet

Clean Kitchen to include clean and sanitize sink; wipe counters and tables; wipe outside of appliances; sweep and mop floors; remove trash to dumpster; vacuum

Wipe tables in Large and Small Conference rooms X Vacuum Large and Small Conference rooms X Remove Trash and replace bags as needed in Large and Small Conference rooms

EXHIBIT 2 – SAMPLE CONTRACT

CITY OF JEFFERSON

CONTRACT FOR PROFESSIONAL SERVICES

THIS CONTRACT, made and entered into the date last executed by a party as indicated below, by and between the City of Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as "City", and the __________________, hereinafter referred to as "Contractor".

WITNESSETH:

THAT WHEREAS, the City desires to engage the Contractor to render certain services for janitorial services for City Hall located at 320 E McCarty Street, Jefferson City, Missouri (“City Hall”), hereinafter described in Exhibit A.

WHEREAS, Contractor has made certain representations and statements to the City with respect to the provision of such services and the City has accepted said proposal to enter into a contract with the Contractor for the performance of services by the Contractor.

NOW THEREFORE, for the considerations herein expressed, it is agreed by and between the City and the Contractor as follows:

1. Scope of Services.

Contractor agrees to provide all supervision, labor, tools, equipment, materials and supplies for certain janitorial services for City Hall as set forth in Exhibit A. In the event of a conflict between this agreement and any attached exhibits, the provisions of this agreement shall govern and prevail.

2. Payment.

The City hereby agrees to pay Contractor for the work done pursuant to this contract according to the payment schedule set forth in the contract documents upon acceptance of said work by an Agent of the City of Jefferson’s ___________, and in accordance with the rates and/or amounts stated in the bid of Contractor dated ___________, which are by reference made a part hereof. No partial payment to Contractor shall operate as approval or acceptance of work done or materials furnished hereunder. No change in compensation shall be made unless there is a substantial and significant difference between the work originally contemplated by this agreement and the work actually required. The total amount for services rendered under this contract shall not exceed __________ Dollars ($_______).

3. Term.

This contract shall commence on ____________, and continue until ___________. The parties may agree to extend this contract for two (2) additional one (1) year periods upon expiration of this contract.

4. Additional Services.

The City may add to Contractor services or delete therefrom activities of a similar nature to those set forth in Exhibit A, provided that the total cost of such work does not exceed the total cost allowance as specified in paragraph 2 hereof. The Contractor shall undertake such changed activities only upon the direction of the City. All such directives and changes shall be in written form and approved by the City and shall be accepted and countersigned by the Contractor or its agreed representatives.

5. Personnel to be Provided.

The Contractor represents that Contractor has or will secure at its expense all personnel required to perform the services called for under this contract by the Contractor. Such personnel shall not be employees of or have any contractual relationship with the City except as employees of the Contractor.

All of the services required hereunder will be performed by the Contractor or under the Contractor's direct supervision and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. None of the work or services covered by this contract shall be subcontracted except as provided in Exhibit A without the written approval of the City.

6. Contractor's Responsibility for Subcontractors.

It is further agreed that Contractor shall be as fully responsible to the City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons it directly employs. Contractor shall cause appropriate provisions to be inserted in all subcontracts relating to this work, to bind all subcontractors to Contractor by all the terms herein set forth, insofar as applicable to the work of subcontractors and to give Contractor the same power regarding termination of any subcontract as the City may exercise over Contractor under any provisions of this contract. Nothing contained in this contract shall create any contractual relations between any subcontractor and the City or between any subcontractors.

7. Independent Contractor.

The Contractor is an independent contractor and nothing herein shall constitute or designate the Contractor or any of its employees as agents or employees of the City.

8. Benefits not Available.

The Contractor shall not be entitled to any of the benefits established for the employees of the City and shall not be covered by the Workmen's Compensation Program of the City.

9. Nondiscrimination.

The Contractor agrees in the performance of the contract not to discriminate on the grounds or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age or political affiliation, against any employee of Contractor or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder.

10. Illegal Immigration.

Prior to commencement of the work:

a. Contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services.

b. Contractor shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services.

c. If Contractor is a sole proprietorship, partnership, or limited partnership, Contractor shall provide proof of citizenship or lawful presence of the owner.

11. Notice to Proceed.

The services of the Contractor shall commence upon execution of this Agreement, and shall be undertaken and completed in accordance with the schedule contained in Exhibit A.

12. Termination.

If, through any cause, the Contractor shall fail to fulfill in timely and proper manner its obligations under this contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least five (5) days before the effective day of such termination. The City reserves the right to terminate this contract for convenience by giving at least fourteen (14) days prior written notice to Contractor, without prejudice to any other rights or remedies of the City, provide Contractor shall be entitled to payment for all work completed by Contractor through the date of termination. The Contractor may without cause terminate this contract upon 30 days prior written notice. In either such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other materials prepared by the Contractor under this contract shall, at the option of the City, become its property, and the compensation for any satisfactory work completed on such documents and other materials shall be determined.

Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any such breach of contract by the Contractor.

13. Waiver of Breach.

Failure to insist upon strict compliance with any of the terms covenants or conditions herein shall not be deemed a waiver of any such terms, covenants or conditions, nor shall any failure at one or more times be deemed a waiver or relinquishment at any other time or times by any right under the terms, covenants or conditions herein.

14. Authorship and Enforcement.

Parties agree that the production of this document was the joint effort of both parties and that the contract should not be construed as having been drafted by either party. In the event that the City successfully enforces the terms of this contract through litigation, the City shall be entitled to receive, in addition to any other relief, its reasonable attorney’s fees, expenses and costs.

15. Severability.

If any section, subsection, sentence, or clause of this contract shall be adjudged illegal, invalid, or unenforceable, such illegality, invalidity, or unenforceability shall not affect the legality, validity, or enforceability of the contract as a whole, or of any section, subsection, sentence, clause, or attachment not so adjudged.

16. Assignment.

The Contractor shall not assign any interest in this contract, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the City thereto. Any such assignment is expressly subject to all rights and remedies of the City under this agreement, including the right to change or delete activities from the contract or to terminate the same as provided herein, and no such assignment shall require the City to give any notice to any such assignee of any actions which the City may take under this agreement, though City will attempt to so notify any such assignee.

17. Existing Data.

All information, data and reports as are existing, available and necessary for the carrying out of the work, shall be furnished to the Contractor without charge by the City, and the City shall cooperate with the Contractor in every reasonable way in carrying out the scope of services. The Contractor shall not be liable for the accuracy of the information furnished by the City.

18. Confidentiality.

Any reports, data or similar information given to or prepared or assembled by the Contractor under this contract which the City requests to be kept as confidential shall not be made available to any individual or organization by the Contractor without prior written approval of the City.

19. Indemnity.

To the fullest extent permitted by law, the Contractor will defend, indemnify and hold harmless the City, its elected and appointed officials, employees, and agents from and against any and all claims, damages, losses, and expenses including attorneys' fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property (other than the work itself) including the loss of use resulting therefrom and (2) is caused in whole or in part by any negligent act or omission of contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph.

20. Insurance.

Contractor shall provide, at its sole expense, and maintain during the term of this agreement commercial general liability insurance with a reputable, qualified, and financially sound company licensed to do business in the State of Missouri, and unless otherwise approved by the City, with a rating by Best of not less than “A,” that shall protect the Contractor, the City, and the City’s officials, officers, and employees from claims which may arise from operations under this agreement, whether such operations are by the Contractor, its officers, directors, employees and agents, or any subcontractors of Contractor. This liability insurance shall include, but shall not be limited to, protection against claims arising from bodily and personal injury and damage to property, resulting from all Contractor operations, products, services or use of automobiles, or construction equipment at a limit of $500,000 Each Occurrence, $3,000,000 Annual Aggregate; provided that nothing herein shall be deemed a waiver of the City’s sovereign immunity. An endorsement shall be provided which states that the City is named as an additional insured and stating that the policy shall not be cancelled or materially modified so as to be out of compliance with the requirements of this section, or not renewed without 30 days advance written notice of such event being given to the City.

21. Documents.

Reproducible copies of tracings and maps prepared or obtained under the terms of this contract shall be delivered upon request to and become the property of the City upon termination or completion of work.

Copies of basic survey notes and sketches, charts, computations and other data prepared or obtained under this contract shall be made available, upon request, to the City without restrictions or limitations on their use. When such copies are requested, the City agrees to pay the Contractor its costs of copying and delivering same.

22. Books and Records.

The Contractor and all subcontractors shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred in connection with this contract, and shall make such materials available at their respective offices at all reasonable times during the contract and for a period of three (3) years following completion of the contract.

23. Nonsolicitation.

The Contractor warrants that they have not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this contract, and that they have not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the City shall have the right to annul this contract without liability, or, in its discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gifts, or contingent fee.

24. Delays.

That the Contractor shall not be liable for delays resulting from causes beyond the reasonable control of the Contractor; that the Contractor has made no warranties, expressed or implied, which are not expressly set forth in this contract; and that under no circumstances will the Contractor be liable for indirect or consequential damages.

25. Amendments.

This contract may not be modified, changed or altered by any oral promise or statement by whosoever made; nor shall any modification of it be binding upon the City until such written modification shall have been approved in writing by an authorized officer of the City. Contractor acknowledges that the City may not be responsible for paying for changes or modifications that were not properly authorized.

26. Governing Law.

The contract shall be governed by the laws of the State of Missouri. The courts of the State of Missouri shall have jurisdiction over any dispute which arises under this contract, and each of the parties shall submit and hereby consents to such courts exercise of jurisdiction. In any successful action by the City to enforce this contract, the City shall be entitled to recover its attorney's fees and expenses incurred in such action.

27. Notices.

All notices required or permitted hereinunder and required to be in writing may be given by first class mail addressed to the following addresses. The date and delivery of any notice shall be the date falling on the second full day after the day of its mailing.

If to the City: If to the Contractor:

City of Jefferson Name Department of Law Attn:

320 East McCarty Street Address Jefferson City, Missouri, 65101 Address

[Signatures to follow on next page]

CITY OF JEFFERSON, MISSOURI CONTRACTOR

Ron Fitzwater, Mayor Title:

Date: __________ Date: __________

ATTEST: ATTEST:

City Clerk Title:

APPROVED AS TO FORM:

City Attorney

EXHIBIT 3 – SAMPLE CONFIDENTIALITY AGREEMENT

CITY OF JEFFERSON

CONFIDENTIALITY AGREEMENT

THIS CONFIDENTIALITY AGREEMENT ("Agreement") is entered into and made effective as of the day last signed by a party as indicated below, by and between the City of Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as the "City" and VENDOR NAME, hereinafter referred to as the "Contractor"; the Contractor and the City shall be individually referred to herein as a "Party" and collectively as the "Parties".

RECITALS:

WHEREAS, the City has requested certain information related to the Contractor's janitorial services, including janitorial services for City Hall, located at 320 E McCarty Street, hereinafter referred to as "City Hall".

WHEREAS, the Contractor is a company engaged in the business of providing janitorial services, and in the provision of such services Contractor may have direct or indirect contact with Confidential Information of the City;

WHEREAS, public release of Confidential Information is a security concern and potentially endangers the provision of certain City services provided to residents of the City; and

WHEREAS, the Parties have entered into this Agreement in order to assure the confidentiality of all such information present or originating from within City Hall.

NOW, THEREFORE, in consideration of the mutual promises and covenants made herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, and with the intent to be legally bound hereby, the Parties agree as follows:

1. Confidential Information.

The term "Confidential Information" as used in this Agreement shall mean any and all information, regardless of the origination of the Confidential Information, which is not generally known about the City or its operations. Confidential Information includes not only the information itself, but also all documents containing such information, and any and all such information maintained in an electronic or other form.

The Parties hereby acknowledge and agree that the term "Confidential Information" applies regardless of whether such information was received prior to or after the execution of this Agreement. The term "Confidential Information" shall not include information that is or becomes otherwise publicly available through no act or omission of the City.

2. Contact with Confidential Information.

The Contractor may have direct or indirect contact with Confidential Information, but shall not undertake any actions to interact with, obtain, or view Confidential Information located within City Hall beyond what is necessary to comply with the terms of the Janitorial Services contract for which Contractor's services were enlisted.

3. Disclosure and Use of Confidential Information.

The Contractor agrees to keep confidential all Confidential Information and shall not disclose such Confidential Information to any third party, firm, corporation or entity without the City's prior written consent. The Contractor shall take all precautions necessary to limit the disclosure of the Confidential

Information to the fullest extent possible while conforming the applicable Missouri and Federal law. The Contractor shall use the Confidential Information shall not make any use, in whole or in part, of any such Confidential Information without the prior written consent of the City, of which there are no purposes of authorized use by the Contractor. The Contractor agrees to use the same means it uses to protect its own confidential proprietary information, but in any event not less than reasonable means, to prevent the disclosure and to protect the confidentiality of the Confidential Information. The Contractor agrees to be responsible for any breach of this Agreement by their respective representatives.

4. Required Disclosure.

In the event that the Contractor is requested or required by oral questions, interrogatories, requests for information or documents, subpoena, civil investigation, demand, valid request under Chapter 610 RSMo., or similar process to disclose any Confidential Information the Contractor may come into possession of or knowledgeable about due to its provision of janitorial services, the Contractor will provide to the City immediate notice of such request(s) and City may utilize reasonable efforts to resist disclosure, until an appropriate protective order may be sought and/or a waiver of compliance with the provisions of this Agreement granted. If, in the absence of a protective order or the receipt of a waiver hereunder, the Contractor is nonetheless, in the written opinion of their respective counsel, legally required to disclose Confidential Information received pursuant to this Agreement, then, in such event the Contractor may disclose only that information which is reasonably required in the aforementioned opinion of counsel without liability hereunder, provided that the City has been given a reasonable opportunity to review the text of such disclosure before it is made, provided nothing shall compel the Contractor to.

5. Return of Documents.

The City may elect at any time to terminate further access to the Confidential Information. The Contractor agrees to return any and all Confidential Information, as well as any other information, disclosed to it by the City upon written request from the City, including all originals, copies, translations, notes, or any other form of said material, without retaining any copy or duplicate thereof, and shall promptly destroy any and all written, printed or other material or information derived from the Confidential Information.

6. Survival of Obligations.

Regardless of any election to terminate further access to Confidential Information pursuant to Section 4, the obligations and commitments established by this Agreement shall remain in full force and effect indefinitely. The Contractor acknowledges that the indefinite nature of its obligations hereunder, are reasonable considering the potential for security breaches if such Confidential Information is disclosed.

7. Nature of Information.

The Contractor hereby accepts the representations of the City that the Confidential Information is of a special, unique, unusual, extraordinary, and intellectual character and that money damages would not be a sufficient remedy for any breach of this Agreement by it or its representatives and that specific performance and injunctive or other equitable remedies for any such breach shall be available to it. The Contractor also acknowledges that the interests of the City in such Confidential Information may be irreparably injured by disclosure of such Confidential Information. The remedy stated above may be pursued in addition to any other remedies applicable at law or equity for breach of this Agreement. Should litigation be instituted to enforce any provision hereof, the Party that prevails will be entitled to recover all costs, including reasonable legal fees, cost of investigation and cost of settlement.

8. Governing Law.

The validity and interpretation of this Agreement and the legal relations of the Parties to it shall be governed by the laws of the State of Missouri, without regard to conflict of laws principles.

9. No Representation or Warranties.

With respect to any information, including but not limited to Confidential Information, which the City furnishes or otherwise discloses, directly or indirectly, to the Contractor, it is understood and agreed that the City does not make any representations or warranties as to the accuracy, completeness or fitness for a particular purpose thereof. It is further understood and agreed that neither the City nor its representatives shall have any liability or responsibility to the Contractor or to any other person or entity resulting from the use of any information so furnished or otherwise provided. Neither this Agreement, nor the transfer of Confidential Information hereunder, shall be construed as granting any license or rights to any information or data now or hereafter owned or controlled by the City to the Contractor and all such Confidential Information shall remain the property of the City.

10. Signatures.

Contractor will have each or its employees who will be providing services to the City acknowledge this Confidentiality Agreement by appending such employees’ signature to this Agreement, which such appended signatures shall be produced to the City upon requested.

CITY OF JEFFERSON, MISSOURI CONTRACTOR

Date: _______________ Date: _______________

ATTEST:

City Clerk

APPROVED AS TO FORM:

City Attorney

Acknowledging Employees:

Printed Name Signature Date

EXHIBIT 4 – CITY HALL BUILDING LAYOUT

LOWER LEVEL

PARTIAL UPPER LEVEL – SHOWS ADDITION

UPPER LEVEL PRIOR TO ADDITION

ATTACHMENT A – PRICING FORM

(Only use this for if submitting a hard-copy bid)

The City of Jefferson is seeking firm fixed prices for janitorial services for the City Hall building located at 320 E McCarty St, Jefferson City, MO.

ITEM DESCRIPTION

UNIT

PRICE

ORIGINAL

CONTRACT

PERIOD

RENEWAL

PERIOD 1

RENEWAL

PERIOD 2

Janitorial services for City Hall, 320 E McCarty Street, Jefferson City, MO

Per Month

Indicate the number of hours and staff required per night

Janitorial services for The Caretaker’s House, 1505 Riverside Drive, Jefferson City, MO

Per Month

Indicate the number of hours and staff required per week

Discount for prompt payment on invoices only ____________%___________days. Discount will not be evaluated on bid.

This bid is firm for __________days.

Do you agree to cooperative procurement by Cole County? YES_____NO_____

Do you agree to cooperative procurement by Housing Authority? YES_____NO_____

I/We the undersigned do hereby certify that the information presented in this proposal is true and accurate and agree to provide the specified products and services at the price and time stated if awarded the bid. I/We also certify that I am a duly authorized representative of the business entity below and that I possess the legal authority to sign on behalf of the business for which I am acting.

NAME OF COMPANY____________________________________________________

AGENT AND TITLE______________________________________________________

ADDRESS______________________________________________________________

TELEPHONE____________________________________________________________

EMAIL ADDRESS _________________________________________________________

BIDDERS SIGNATURE___________________________________________________

Form of Business: ___ Sole Proprietorship ___ Partnership ___ Corporation ___ Limited Liability Corporation

ATTACHMENT – B

Affidavit of Compliance with Section 285.525-285.550 RSMo For All Services in Excess of $5,000.00

State of ________________________ ) ) ss County of ______________________ )

I, __________________________, am an authorized agent of _________________________ (Bidder). This business is enrolled and participates in a federal work authorization program for all employees working in connection with services provided to the City of Jefferson. This business does not knowingly employ any person that is an unauthorized alien in connection with the services being provided. Documentation of participation in a federal work authorization program (signature page of the MOU with Homeland Security) is attached to this affidavit.

Furthermore, all subcontractors working on this contract shall affirmatively state in writing in their contracts that they are not in violation of Section 285.530.1 RSMo, shall not thereafter be in violation and submit a sworn affidavit under penalty of perjury that all employees are lawfully present in the United States.

Affiant Date

Subscribed and sworn to before me this _______ day of ___________, ______.

Notary Public

My commission expires: ___________________

If bidder is an individual and does not have any employees of any sort, complete this section.

I, the undersigned, being at least eighteen years of age, swear upon my oath that I am either a United States citizen or am classified by the United States government as being lawfully admitted for permanent residence.

Date Signature

Subscribed and sworn to before me this _______ day of ___________, ______.

Notary Public My commission expires: ___________________

Sample E-Verify Memo of Understanding – MOU Electronic Signature Page

Company ID Number: XXXXXXX

Approved by:

Employer Your Company Name Name (Please Type or Print) John Doe

Title

Signature

Electronically Signed

Date

05/27/2019

Department of Homeland Security – Verification Division

Name (Please Type or Print) USCIS Verification Division

Title

Signature

Electronically Signed

Date

05/27/2019

ATTACHMENT C - ANTI-COLLUSION STATEMENT

STATE OF _____________________________)

COUNTY OF ___________________________)

___________________________________________________________________ being first duly sworn, deposes and says that he is ______________________________ of

(Title of Person Signing)

_______________________________ that all statements made and facts set out in the bid for (Name of Bidder) the above project are true and correct; and that the bidder (the person, firm, association, or corporation making said bid) has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with such bid of any contract which results from its acceptance.

Affiant further certifies that bidder is not financially interested in, or financially affiliated with, any other bidder for the above project.

(BY) _____________________________________

(BY) _____________________________________

Sworn to before me this ________ day of ________________, 20___.

Notary Public

My commission expires: ____________________________________

ATTACHMENT D – STAFF AND EXPERIENCE

Bidder shall list all staff and their experience to be assigned to project for the City of Jefferson work under this request. Attach additional sheets if needed.

List total number of staff assigned to this work: ___________________

Name ___________________________Classification _____________________________

Years with this firm _____ Years of experience: ________

Certifications (attach copy of certification): ______________________________________

Description of Training and Experience

Certifications (attach copy of certification): ______________________________________

Description of Training and Experience

Certifications (attach copy of certification): ______________________________________

Description of Training and Experience

ATTACHMENT E - REFERENCES

Name of Firm ________________________________ Address ____________________________________

Contact Person __________________________________ Telephone No. ________________________

Date of Services _________________________ Number of Personnel _________________________

Description of Services: ___________________________________________________________________

Project Responsibilities: ___________________________________________________________________

Date of Services _________________________ Number of Personnel _________________________

Description of Services: ___________________________________________________________________

Date of Services _________________________ Number of Personnel _________________________

Description of Services: ___________________________________________________________________

Date of Services _________________________ Number of Personnel _________________________

Description of Services: ___________________________________________________________________

ATTACHMENT F – METHOD OF PERFORMANCE

Offeror may use this form, or any format desired, to present a written plan for performing the requirements specified in the request.