2025-1600-0247 - ITB.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

DILLINGHAM JANITORIAL SERVICES

ITB 2025-1600-0247

ISSUED MARCH 26, 2025

THE ALASKA DEPARTMENT OF HEALTH, DIVISION OF PUBLIC HEALTH, IS SEEKING A VENDOR TO PERFORM

THRICE-WEEKLY AND WEEKLY EVENING AND TWICE-YEARLY JANITORIAL SERVICES AT THE DILLINGHAM PUBLIC

HEALTH CENTER, LOCATED AT 125 MAIN STREET, DILLINGHAM, ALASKA 99576.

ISSUED BY:

DEPARTMENT OF HEALTH

DIVISION OF PUBLIC HEALTH

PRIMARY CONTACT:

ANNELIESE ZLITNI

PROCUREMENT OFFICER

anneliese.zlitni@alaska.gov

BIDDERS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE PUBLIC

NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS DOCUMENT TO

RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE PROCUREMENT OFFICER

MAY RESULT IN THE REJECTION OF YOUR OFFER.

State of Alaska ITB 2025-1600-0247/1624-085 Department of Health Dillingham Janitorial Services

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.04 MANDATORY REQUIREMENTS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.07 SITE INSPECTION

SEC. 1.08 BID RETURN INSTRUCTIONS

SEC. 1.09 BID SUBMITTAL FORMS

SEC. 1.10 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.11 AMENDMENTS TO BIDS

SEC. 1.12 AMENDMENTS TO THE ITB

SEC. 1.13 ITB SCHEDULE

SEC. 1.14 ALTERNATE BIDS

SEC. 1.15 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SEC. 1.16 SUPPORTING INFORMATION

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK AND DUTY SPECIFICATIONS

SEC. 2.02 CONTRACT TERM

SEC. 2.03 CONTRACT TYPE

SEC. 2.04 CONTRACT ADMINISTRATION

SEC. 2.05 CONTRACT PERFORMANCE LOCATION

SEC. 2.06 CONTRACT PAYMENT

SEC. 2.07 BILLING INSTRUCTIONS

SEC. 2.08 ELECTRONIC PAYMENTS

SEC. 2.09 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.11 SUBCONTRACTORS

SEC. 2.12 JOINT VENTURES

SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.15 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.16 INDEMNIFICATION

SEC. 2.17 INSURANCE

SECTION 3. EVALUATION AND CONTRACTOR SELECTION

SEC. 3.01 EVALUATION OF BIDS

SEC. 3.02 APPLICATION OF PREFERENCES

SEC. 3.03 ALASKA BIDDER PREFERENCE

SEC. 3.04 ALASKA VETERAN PREFERENCE

SEC. 3.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

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SEC. 3.06 ALASKA PRODUCT PREFERENCE

SEC. 3.07 EMPLOYMENT PROGRAM PREFERENCE

SEC. 3.08 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 3.09 PREFERENCE QUALIFICATION LETTER

SEC. 3.10 EXTENSION OF PRICES

SEC. 3.11 METHOD OF AWARD

SEC. 3.12 NOTICE OF INTENT TO AWARD

SECTION 4. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 4.01 INFORMAL DEBRIEFING

SEC. 4.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 4.03 BUSINESS ASSOCIATE AGREEMENT (BAA)

SEC. 4.04 COMPLIANCE

SEC. 4.05 SUITABLE MATERIALS

SEC. 4.06 SPECIFICATIONS

SEC. 4.07 ORDER DOCUMENTS

SEC. 4.08 HUMAN TRAFFICKING

SEC. 4.09 RIGHT OF REJECTION

SEC. 4.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 4.11 DISCLOSURE OF BID CONTENTS

SEC. 4.12 ASSIGNMENTS

SEC. 4.13 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 4.14 DEFAULT

SEC. 4.15 SEVERABILITY

SEC. 4.16 CONTRACT CANCELLATION

SEC. 4.17 GOVERNING LAW; FORUM SELECTION

SEC. 4.18 QUALIFIED BIDDERS

SEC. 4.19 FEDERALLY IMPOSED TARIFFS

SEC. 4.20 PROTEST

SECTION 5. ATTACHMENTS

SEC. 5.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Health (DOH), Division of Public Health (DPH) is soliciting bids for janitorial services to be performed three (3) evenings per week, with additional weekly and twice-yearly tasks, at the Dillingham Public Health Center (PHC).

SEC. 1.02 BUDGET

The DOH, DPH estimates a budget of between $135,000 and $160,000 for this contract. Bids priced at more than $160,000 will be considered non-responsive.

Approval or continuation of a contract resulting from this ITB is contingent upon legislative appropriation or federal funding.

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 2:00 p.m., prevailing Alaska Time, on Wednesday, April 16, 2025, at which time they will be opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.04 MANDATORY REQUIREMENTS

To be considered responsive for this ITB, a bidder must meet the mandatory minimum requirements that are provided in mandatory requirements section of ITB 2025-1600-0247 – Submittal Forms. Failure to meet all these requirements will result in immediate disqualification.

SEC. 1.05 REQUIRED REVIEW

Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material in the ITB should be made in writing and received by the procurement officer at least ten (10) days before the deadline for receipt of bids. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective bid, upon which award cannot be made, and the resultant exposure of bidders' prices.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

All questions must be in writing and directed to the procurement officer. Two types of questions generally arise.

One may be answered by directing the questioner to a specific section of the ITB. Other questions may be more complex and may require a written amendment to the ITB. The procurement officer will make that decision.

SEC. 1.07 SITE INSPECTION

Potential bidders are encouraged to visit the work site so that they can see the conditions under which the work described in this ITB will be performed. The bidder's failure to visit the work site will in no way relieve the bidder of the responsibility of performing the work in strict compliance with the true intent and meaning of the terms, {ITB-3/v1/10.16.24} Page 5 of 29 conditions, and specifications of this ITB. The site may be inspected by contacting the Dillingham PHC at (907) 842- 5981.

This contact person is only empowered to allow potential bidders to view the work site. The contact person cannot and will not answer potential bidder questions regarding the work to be performed under this ITB or the terms, conditions, and specifications of this ITB. Any questions potential bidders have must be directed to the procurement officer as required in Section 1.06.

SEC. 1.08 BID RETURN INSTRUCTIONS

Bidders must submit their bids via email. The bid must contain the ITB number in the subject line. The maximum size of a single email (including all text and attachments) that can be received by the State is twenty-five (25) megabytes. If the email containing the bid exceeds this size, the bid must be sent in multiple emails that are each less than twenty-five (25) megabytes.

Please note that email transmission is not instantaneous. When emailing your bid, the State recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of bids. It is the bidder’s responsibility to contact the above email address to confirm that the bid has been received. The State is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.09 BID SUBMITTAL FORMS

Bidders shall use the ITB 2025-1600-0247 Submittal Forms, and any other forms identified in this ITB for submitting bids. The form must be signed by an individual authorized to bind the bidder to the provisions of the ITB.

By signature on the form, the bidder also certifies they comply with the items listed in the Certifications section of the form. If the bidder fails to comply with these items, the State reserves the right to disregard the bid, consider the contractor in default, or terminate the contract.

The form also requests the following information:

a) The complete name and address of bidder’s company along with the bidder’s Tax ID.

b) Information on the person the State should contact regarding the bid.

c) Addenda acknowledgement.

d) Conflict of interest statement.

e) Alaska preference qualifications.

A bidder’s failure to provide this information may cause the bid to be considered non-responsive and rejected.

SEC. 1.10 ASSISTANCE TO BIDDERS WITH A DISABILITY

The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a bid should contact the procurement officer no later than ten (10) days prior to the closing of the bid to make any necessary arrangements.

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SEC. 1.11 AMENDMENTS TO BIDS

Amendments to or withdrawals of bids will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of bids, in accordance with 2 AAC 12.140. No amendments or withdrawals will be accepted after the deadline unless the delay is due to an error of the contracting agency, in accordance with 2

AAC 12.160.

SEC. 1.12 AMENDMENTS TO THE ITB

If an amendment is issued before the deadline for receipt of bids, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the ITB and to those who have registered with the procurement officer after receiving the ITB from the OPN.

SEC. 1.13 ITB SCHEDULE

The ITB schedule below represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of bids, is delayed, the rest of the schedule may be shifted accordingly. All times are prevailing Alaska Time.

ACTIVITY TIME DATE

Issue Date / ITB Released Wednesday, March 26, 2025 Deadline for Receipt of Questions 12:00 p.m. Friday, April 4, 2025 Deadline for Receipt of Bids / Bid Due Date 2:00 p.m. Wednesday, April 16 2025 Bid Evaluations Complete Friday, April 18, 2025 Notice of Intent to Award Monday, April 21, 2025 Contract Issued Friday, May 2, 2025

This ITB does not, by itself, obligate the State. The State's obligation will commence when the contract is approved by the Commissioner of the Department of Health or the Commissioner's designee. Upon written notice to the contractor, the State may set a different starting date for the contract. The State will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the State.

SEC. 1.14 ALTERNATE BIDS

Bidders may only submit one bid for evaluation. In accordance with 2 AAC 12.830 alternate bids (bids that offer something different than what is asked for) will be rejected.

SEC. 1.15 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in the ITB, and which must be complied with at risk of bid rejection for non-responsiveness.

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SEC. 1.16 SUPPORTING INFORMATION

Provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the State reserves the right to request supplemental information or product samples from the bidder, after the bids have been opened, to ensure that the products or services offered completely meet the ITB requirements. The requirement for such supplemental information will be at the reasonable discretion of the State and may include the requirement that a bidder will provide a sample product(s) so that the State can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the State, may cause the State to consider the offer non-responsive and reject the bid.

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SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK AND DUTY SPECIFICATIONS

The Alaska Department of Health (DOH), Division of Public Health (DPH) is soliciting bids for janitorial services at the Dillingham Public Health Center (PHC). The PHC serves Dillingham and nearby communities with a wide range of outpatient medical needs. As such, this facility requires janitorial services beyond typical office cleaning to ensure compliance with health and safety standards and to help prevent the spread of illness and provide a clean, safe facility for clinic patients, who include parents and expectant mothers; children of all ages (infants, toddlers, school-age, adolescents, young adults); adults of all ages, including elderly; and State and janitorial staff.

A. WORK WEEK/HOURS

1) Thrice-weekly janitorial services will be performed Monday, Wednesday, and Friday, except State-observed holidays (see Attachment 3), after 4:30 p.m. and prior to 8:00 a.m.

2) Twice-yearly services will be performed within the two (2) specific months agreed upon, in advance, by the project director and successful bidder. Any changes to these months must be arranged with the project director, and changes may not be acted upon without prior written authorization from the project director.

3) Thrice-weekly and twice-yearly services are discussed in greater detail in Section 3.02 – Deliverables.

B. BUILDING CHARACTERISTICS:

1) One level

2) Approximately 1,300 square feet

3) Three (3) offices

4) One (1) exam room

5) One (1) laboratory

6) One (1) staff break area

7) One (1) restroom

8) One (1) waiting room

9) One (1) janitor room

10) One (1) storage room

11) Multiple foyers, corridors, hallways/lobbies, entryways

12) Parking area and sidewalk, adjacent to the building, of approximately two hundred (200) square feet and seventy-five (75) square feet, respectively. A floor plan and parking layout are included as Attachment 6 to this ITB. See also Section 1.12 – Site Visits.

C. AREAS INCLUDED IN THE CONTRACT: All offices, exam room, laboratory, break area, restroom, waiting room, janitor room, storage room, foyers, corridors, hallways/lobbies, and entryways. This also includes interior windows, partitions, and glass doors, exterior pedestrian entry glass door, exterior entryway glass, inside surface of exterior windows, and parking areas and sidewalks adjacent to the building.

D. CLEANING SUPPLIES: Contractor shall furnish all required cleaning supplies such as disinfectants, all-purpose cleaners, glass cleaner, stainless steel polish, carpet shampoo supplies, and permeable surface

{ITB-3/v1/10.16.24} Page 9 of 29 cleaners, etc. The cost of these supplies shall be the responsibility of the contractor. As all public health centers are fragrance-free, cleaning supplies must not cause a lingering scent that could result in irritation/reactions to/in staff or clients. The project director will advise contractor if any product is causing an irritating smell and contractor will be responsible for securing another product.

The contractor shall provide standard commercial grade products, supplies, equipment, paper goods, and restroom supplies of types and sizes to fit existing State-provided dispensers. These items are subject to inspection and approval by the State. The contractor may not use alternative restroom product dispensers in lieu of those already in place without the approval of the project director.

E. CONSUMABLE SUPPLIES: Contractor shall furnish all required consumable supplies such as light bulbs, toilet paper, fragrance-free deodorizers, liquid hand soap, paper towels, toilet seat covers, trash can plastic liners, large trash bags for paper shredder (trash bags must be of heavy plastic that resists tearing when filled), traction sand, and ice melt. The cost of these supplies shall be the responsibility of the contractor. The contractor will use only State-approved consumable supplies.

F. STANDARD QUALITY: The required consumable supplies furnished by the contractor shall be the brand listed below or equivalent. The equivalent brand must fit the existing dispensers.

1) Toilet paper, KC04460

2) Trash bags, TYCO PXR33, 24” x 33” and TYCO PXR48, 40” x 48”

3) Towels, KC1510 C-fold style

4) Soap, Spartan Clean Express Lotionized Liquid Hand Cleaner

G. BUILDING SECURITY: Contractor is required to turn off all lights and lock all outside doors and windows at the end of each work period. The contractor will ensure that outside doors are kept locked at all times except when the building is normally open to the public. Interior building doors must remain locked except while work in the immediate area is in progress. All doors are to be securely closed and locked when the contractor and employees leave the building.

H. KEY CONTROL AND SECURITY: Special emphasis is placed on key control. If contractor or a contract employee loses any key, all locks affected will be re-keyed and all keys will be re-issued. This is a very expensive process, and the contractor will be held financially liable for all cost of re-keying and re-issuance. No duplicate keys are to be made by the contractor. The necessary key(s) will be issued by the designated Dillingham PHC staff member.

I. COMMUNICATION AND AUTHORIZED PERSONNEL: The contractor will be responsible for all on-site employees. At least one (1) person who can speak, read, and write English fluently must always be present when work is performed. Persons who are not employed by contractor specifically for the work set out in this ITB are not permitted on the premises during the hours when contractor would be performing the duties of resultant contract. Minors are prohibited from performing work on this contract and are not permitted on the premises when work is being performed.

The awarded bidder must forward to the procurement officer a list of employees within seven (7) days after the notice of Intent to Award has been issued. Any changes to the employee list may only be made with the prior written approval of the project director.

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J. CONDUCT OF WORK: All services shall be performed during the frequency schedules prescribed in this

ITB. All contract work shall be completed without interfering with the proper performance of State business or work being done by other contractors. The contractor shall prevent employees from disturbing material on the desks; opening drawers or cabinets; or using telephones, copy machines, typewriters, computers, or printers provided for official State use. If furniture is moved for cleaning convenience, these must be replaced in their original locations.

K. MINIMUM EQUIPMENT NECESSARY TO PROVIDE SERVICES AND USAGE OF STATE-OWNED EQUIPMENT:

All required contractor-owned equipment must be in good working condition and is subject to inspection by the State. Contractor may use existing State-owned wet/dry vacuum cleaner, low-speed floor machine, and weed trimmer. When/if any of this equipment becomes non-functioning, it will be the contractor’s responsibility to replace it at their expense. Any equipment purchased by the contractor will remain their property at the end of the contract. Any equipment provided by the State will remain State property at the end of the contract. The State will provide electricity. Contractor will supply all fuel and additives for grounds maintenance equipment. The contractor must provide adequate backup equipment to ensure all services are provided as scheduled. The following minimum equipment is required:

1) One (1) commercial wet/dry vacuum cleaner with at least ninety (90) inches of static water lift, minimum six- (6-) gallon tank, and equipped with attachments for vacuuming up stripper solution;

2) One (1) low-speed floor machine (175 RPM) for stripping/scrubbing/polishing floors;

3) One (1) snow blower, gas (Cub Cadet, 208cc); and

4) One (1) weed trimmer, electric (Black + Decker GrassHog)

5) All other tools and equipment such as shovels, brooms, mops, buckets, sponges, etc., necessary to complete the tasks outlined in this ITB.

L. SUPPLY AND EQUIPMENT STORAGE: Limited storage space (janitor room) will be made available to the contractor for storage of equipment, materials, and supplies used in the performance of the contract. The contractor must keep this area neat, orderly, and odor free at all times.

M. SMOKING AND EATING: Smoking and eating are prohibited. Drinking (from covered cups), if necessary, is to be conducted in an area specified by project director, and contractor/contractor staff must clean up and properly dispose of all resultant debris.

N. MISCELLANEOUS INFORMATION

1) Definitions of cleaning agents:

i. Tuberculocidal/virucidal/fungicidal/bactericidal are defined as follows:

1. Tuberculocidal: Refers to an agent that is effective against the bacteria Mycobacterium tuberculosis, which causes tuberculosis;

2. Virucidal: Describes an agent that kills viruses, rendering them not-infectious;

3. Fungicidal: Refers to an agent that kills fungi, including yeast; and

4. Bactericidal: Describes and agent that kills bacteria.

ii. Never use washing solution stronger than necessary (no bleach).

iii. Provide current Material Safety Data (MSD) sheets for all cleaning fluids brought into the facility.

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iv. Cleaning solutions are to be kept in the provided, locked janitor room in the original container or with a copy of the manufacturer’s label on container.

v. Apply washing solution only long enough to loosen dirt.

vi. Rinse clean surfaces with clear, clean water.

vii. Do not spill solutions on surfaces not to be cleaned.

viii. Use steel wool, scouring powders, and abrasives only when absolutely necessary.

ix. Untreated feather dusters are not allowed.

x. Carpet, tile, and vinyl maintenance must be performed in accordance with manufacturer’s specifications.

2) Personnel must be free from communicable diseases. The State may require removal of any worker from the work area whose continued presence is deemed contrary to the public or the State’s best interests.

3) Contractor must report any maintenance issues to designated Health Center staff.

4) All contractual matters must be communicated via email to the project director.

5) Prior to award of the contract, the designated Health Center staff may inspect contractor-owned equipment the contractor proposes to use in fulfilling contract obligations. If equipment is not available for inspection, the procurement officer may require the contractor to provide proof of purchase or anticipated delivery date of equipment.

DUTIES

O. THRICE-WEEKLY NIGHTLY SERVICES (MONDAY, WEDNESDAY, FRIDAY)

1. Empty all garbage receptacles and replace used plastic liners with appropriately sized new liners.

Wash/wipe garbage receptacles thoroughly if they become unsanitary or malodorous. Remove any boxes, containers, or other items marked as garbage. Secure trash collected from building receptacles in two- (2-) mil thick, twenty- (20-) gallon plastic garbage bags and dispose of garbage bags in the designated on-site container. After disposal, the contractor must close and secure the container lid(s)/door(s).

2. Clean and disinfect exam room, lab, and break area sinks, all fixtures, counters and exam tables, pediatric and baby scales, reception counter, break area table, and all doorknobs, light switches, and phone receivers with appropriate tuberculocidal/virucidal/fungicidal/bactericidal disinfectant cleaning wipes. For exam tables, use State-supplied tuberculocidal/virucidal/fungicidal/bactericidal cleaning wipes.

3. Clean all mirrors and interior glass. Leave all interior mirrors and glass in a clean and streak-free condition. Clean and disinfect all drinking fountains and leave in a clean, sanitary, and germ-free condition. Polish all stainless-steel fountains and fixtures after cleaning/disinfecting and leave in a clean and streak-free condition.

4. Clean bugs and cobwebs from windows, corners, behind doors, walls, ceilings, and other areas observed. Clean all flat surfaces and windowsills with appropriate tuberculocidal/virucidal/fungicidal/bactericidal disinfectant.

5. Pick up/put away toys, games, books, and magazines in waiting room, child health screening areas, and in exam room. Remove soiling if present. Disinfect plastic and other non-material/non-paper children’s toys, books, and games. Wipe material books, games, and toys with a clean, damp cloth.

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6. Vacuum and spot clean fabric furniture. Clean and disinfect non-material furniture with appropriate tuberculocidal/virucidal/fungicidal/bactericidal cleaning wipes. Contractor may use appropriate tuberculocidal/virucidal/fungicidal/bactericidal State-supplied cleaning wipes on vinyl furniture if not contraindicated by manufacturer instructions.

7. Clean bathroom sinks, fixtures, toilets, urinals, areas around and under toilets and urinals, and shower stall with appropriate tuberculocidal/virucidal/fungicidal/bactericidal disinfectant cleaner. Remove mold growth as well as mineral and calcium deposits. Remove mold growth as well as mineral and calcium deposits.

8. Fill all paper, sanitary napkin, wax liner/toilet-set covers, soap and other dispensers/receptacles in bathroom, break area, exam room, lab, and janitor room. Damp-wipe all dispensers and leave in a clean and usable condition and filled with products of proper size and type to sufficiently meet PHC needs.

9. Replace burned-out light fixture bulbs as required. Wash, dry, and replace the light fixture covers at the same time.

10. Check for spots on all carpeted floors and clean any stains or spots with a solvent or cleaning method recommended by manufacturer. Vacuum all carpeted floors, including edges, corners, and behind and under furniture. Foreign materials must be removed from floor manually if unfeasible with vacuum.

11. Sweep all non-carpeted floors, including at edges, corners, and behind and under furniture, removing all foreign materials. Mop all non-carpeted floors with liquid disinfecting detergent, removing any black or scuff marks. Rinse non-carpeted floors with clean water, then mop floors dry.

12. Provide high quality, safety-designed entry mats at all entryways.

13. Maintain all entry mats in a clean; dirt- and foreign object-free; safe; and functional condition.

Mats must not present any tripping hazards.

14. Contractor will provide year-round ground maintenance (see Attachment 6). During spring/summer/fall: maintain lawn area at normal height not to exceed three (3) inches. Police all sidewalks and parking areas; planter strips and boxes; landscaped areas; and around Dumpsters by collecting and removing all trash and other discarded materials. The contractor must notify designated PHC staff member if weather delays or prohibits this maintenance.

15. During winter: snow removal is to be performed when snow accumulation is one (1) inch or greater on the walkway and/or two (2) inches or greater in the State vehicle parking area. Snow may be piled on the south side of the PHC if needed. Traction material (sand and ice melt) must be spread whenever snow or ice appears, remains, or accumulates to maintain a non-slick surface.

P. WEEKLY SERVICES

1) Clean all dust and dirt/smudge marks from walls, counters and tables, cabinets, doors, fixtures, and window frames without damaging surfaces. Clean bugs and cobwebs from windows/sills, corners, behind doors, walls, ceilings, and other areas observed.

2) Dust and wet-wipe window coverings (blinds), removing any visible dust or debris.

3) Dust all flat surfaces, including file cabinets, bookshelves, and windowsills, and clean with appropriate tuberculocidal/virucidal/fungicidal/bactericidal disinfectant.

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4) Maintain air-vent grills in a dust-, lint-, and cobweb-free condition and clean baseboards where accessible. Check toilet lid screws to make sure they are tight. If loose, notify designated PHC staff.

Q. TWICE-YEARLY SERVICES (EVERY SIX MONTHS) – The services below are to be performed two (2) times per year on date(s) and time(s) agreed upon between the project director and contractor. (See Section

2.01 A. Work Week/Hours.)

1) Wash the inside and outside of all exterior glass (windows, doors, walls); leave all exterior glass in a clean and streak-free condition. Wipe water spots from sills and frames. Use drop cloths as required to protect adjacent surfaces, fixtures, and furniture. Remove all light fixture covers from the light fixtures, wash and dry all covers, and replace.

2) Shampoo all carpets. Ensure that all shampooed carpets are completely dry prior to the beginning of the State’s normal business hours.

3) Strip all wax from all linoleum floors, scrub with detergent and water, rinse with clean water, and mop dry. Apply new wax to all linoleum floors and buff to a luster finish.

SEC. 2.02 CONTRACT TERM

The length of the contract will be from the date of award, approximately Friday, May 2, 2025, with the option to renew for four (4) additional one- (1-) year terms under the same terms and conditions as the original contract.

Renewals will be exercised at the sole discretion of the State.

Any extension of the contract beyond the exercised renewal options will be upon mutual agreement between the State and the contractor and effected with a contract amendment processed by the procurement officer and signed by both parties. All other terms and conditions of the contract, including those previously amended, shall remain in full force and effect. Unless otherwise agreed to by both parties, the procurement officer will provide written notice to the contractor of the intent to cancel an extension at least thirty (30) days before the desired date of cancellation.

SEC. 2.03 CONTRACT TYPE

This contract is a firm fixed contract.

SEC. 2.04 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the procurement officer or person appointed by the Department of Health, Division of Public Health.

SEC. 2.05 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed is:

125 Main Street Dillingham, Alaska 99576

Travel to other locations will not be required.

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By signature on their bid, the bidder certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the bidder cannot certify that all work will be performed in the United States, the bidder must submit a request, set out in a separate document in their bid, that provides a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason that is necessary.

Failure to comply with these requirements may cause the State to reject the bid as non-responsive or cancel the contract.

SEC. 2.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Health or the Commissioner's designee. Under no conditions will the State be liable for the payment of any interest charges associated with the cost of the contract. The State is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

SEC. 2.07 BILLING INSTRUCTIONS

All invoices produced by the contractor must contain the following information at a minimum:

1. Itemized invoice

2. Progress report

3. Invoices must reference contract number (1624-085)

4. Invoices must be included as attachment to an email

Invoices must be sent to the ordering agency's email address shown on the awarded contract. The State will make payment after it receives the goods or services and the invoice, and the invoice has been approved by the project director. Questions concerning payment must be addressed to the ordering agency.

SEC. 2.08 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). Bidders may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

Any single contract payments of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 2.09 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the State will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

https://doa.alaska.gov/dof/vendor.html

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The contractor will not commence additional work until the procurement officer has secured required State approvals necessary and issued a written contract amendment.

SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

Because of the additional administrative and accounting time required of the State when third party financing agreements are permitted, they will not be allowed under this contract.

SEC. 2.11 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 2.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the State may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the State makes such an inspection, the contractor must provide reasonable assistance.

SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE

DELIVERABLES

The contractor is responsible for providing all products or the completion of all work set out in the contract. All products or work is subject to inspection, evaluation, and approval by the State. The State may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

The State may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the State to terminate the contract. In this event, the State may require the contractor to reimburse monies paid (based on the identified portion of unacceptable products or work received) and may seek associated damages.

SEC. 2.15 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and Health Insurance Portability and Accountability Act (HIPAA). The contractor must promptly notify the State in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

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Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the State or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the State to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

Additional information that the contractor shall hold as confidential during the performance of services under this contract include: contractor shall prevent their employees from disturbing material on the desks; opening drawers or cabinets; or using telephones, copy machines, typewriters, computers, or printers provided for official State use.

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the State with written notice of the requested disclosure (to the extent such notice to the State is permitted by applicable law) and giving the State opportunity to review the request. If the contractor receives no objection from the State, it may release the confidential information within thirty (30) days. Notice of the requested disclosure of confidential information by the contractor must be provided to the State within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the State, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 2.16 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency,” as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

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SEC. 2.17 INSURANCE

Without limiting the contractor's indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits.

If the contractor's policy contains higher limits, the State shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to contract approval and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

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SECTION 3. EVALUATION AND CONTRACTOR SELECTION

SEC. 3.01 EVALUATION OF BIDS

After bid opening, the procurement officer will evaluate the bids for responsiveness. Bids deemed non-responsive will be eliminated from further consideration. An evaluation may not be based on discrimination due the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the bidder.

SEC. 3.02 APPLICATION OF PREFERENCES

Certain preferences apply to all State contracts, regardless of their dollar value. The Alaska Bidder and Alaska Veteran preferences are the most common preferences involved in the ITB process. Additional preferences that may apply to this procurement are listed below. Guides that contain excerpts from the relevant statutes and codes, explain when the preferences apply and provide examples of how to calculate the preferences are available at the following website:

https://oppm.doa.alaska.gov/policy-oversight/policy-resources/user-guide-matrixes/

• Alaska Military Skills Program Preference – AS 36.30.321(l)

• Alaska Products Preference - AS 36.30.332

• Recycled Products Preference - AS 36.30.337

• Local Agriculture and Fisheries Products Preference - AS 36.15.050

• Employment Program Preference - AS 36.30.321(b)

• Alaskans with Disabilities Preference - AS 36.30.321(d)

The Division of Vocational Rehabilitation in the Department of Labor and Workforce Development keeps a list of qualified employment programs and individuals who qualify as persons with a disability. As evidence of a business’s or an individual's right to the Employment Program or Alaskans with Disabilities preferences, the Division of Vocational Rehabilitation will issue a certification letter. To take advantage of these preferences, a business or individual must be on the appropriate Division of Vocational Rehabilitation list prior to the time designated for receipt of proposals. Bidders must attach a copy of their certification letter to the proposal. A bidder’s failure to provide this certification letter with their proposal will cause the State to disallow the preference.

SEC. 3.03 ALASKA BIDDER PREFERENCE

An Alaska Bidder Preference of 5% will be applied to the total bid price. The preference will be given to a bidder who:

1) holds a current Alaska business license prior to the deadline for receipt of bids;

2) submits a bid for goods or services under the name appearing on the bidder’s current Alaska business license;

https://oppm.doa.alaska.gov/policy-oversight/policy-resources/user-guide-matrixes/

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3) has maintained a place of business within the state staffed by the bidder, or an employee of the bidder, for a period of six (6) months immediately preceding the date of the bid;

4) is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company (LLC) organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.06 or AS 32.11 and all partners are residents of the state; and

5) if a joint venture, is composed entirely of ventures that qualify under (1)-(4) of this subsection.

Alaska Bidder Preference Certification Form To receive the Alaska Bidder Preference, the bid must include the Alaska Bidder Preference Certification Form attached to this ITB. A bidder does not need to complete the Alaska Veteran Preference questions on the form if not claiming the Alaska Veteran Preference. A bidder’s failure to provide this completed form with their bid will cause the State to disallow the preference.

SEC. 3.04 ALASKA VETERAN PREFERENCE

An Alaska Veteran Preference of 5%, not to exceed $5,000, will be applied to the total bid price. The preference will be given to a bidder who qualifies under AS 36.30.990(2) as an Alaska Bidder and is a:

a) sole proprietorship owned by an Alaska veteran;

b) partnership under AS 32.06 or AS 32.11 if a majority of the partners are Alaska veterans;

c) limited liability company organized under AS 10.50 if a majority of the members are Alaska veterans; or

d) corporation that is wholly owned by individuals, and a majority of the individuals are Alaska veterans.

In accordance with AS 36.30.321(i), the bidder must also add value by actually performing, controlling, managing, and supervising the services provided, or for supplies, the bidder must have sold supplies of the general nature solicited to other State agencies, other government, or the general public.

Alaska Veteran Preference Certification To receive the Alaska Veteran Preference, the bid must include the Alaska Bidder Preference Certification Form attached to this ITB. A bidder’s failure to provide this completed form with their bid will cause the state to disallow the preference.

SEC. 3.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

An Alaska Military Skills Program Preference of 2%, not to exceed $5,000, will be applied to the price in the proposal. The preference will be given to an offeror who qualifies under AS 36.30.990(2) as an Alaska bidder and:

a) Employs at least one person who is currently enrolled in, or within the previous two years graduated from, a United States Department of Defense SkillBridge or United States Army career skills program for service members or spouses of service members that offers civilian work experience through specific industry training, pre-apprenticeships, registered apprenticeships, or internships during the last 180 days before a service member separates or retires from the service; or

b) has an active partnership with an entity that employs an apprentice through a program described above.

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In accordance with AS 36.30.321(i), the bidder must also add value by actually performing, controlling, managing, and supervising the services provided, or for supplies, the bidder must have sold supplies of the general nature solicited to other state agencies, other government, or the general public.

Alaska Military Skills Program Preference Certification In order to receive the Alaska Military Skills Program Preference, the bid must include the Alaska Bidder Preference Certification Form attached to this ITB. A bidder’s failure to provide this completed form with their bid will cause the state to disallow the preference.

In addition, proof of graduation of the qualifying employee from an eligible program as described in AS 36.30.321(l) must be provided to the procurement officer at time of bid submission. Bidders must provide clarification or additional information requested by the procurement officer related to the preference not later than 5:00 PM Alaska Time one (1) business day following the date of the request. Failure to provide sufficient documentation will result in the bidder not receiving the Military Skills Program Preference.

SEC. 3.06 ALASKA PRODUCT PREFERENCE

A bidder that designates the use of an Alaska Product which meets the requirements of the ITB specifications and is designated as a Class I, Class II, or Class III Alaska Product by the Department of Community & Economic Development (DCCED) may receive a preference in the bid evaluation in accordance with AS 36.30.332 and 3 AAC 92.010.

To qualify for the preference, the product must have received certification from DCCED, be listed in the current published edition of the Alaska Products Preference List, and the bidder must provide the qualified product on a 100% basis. There are no provisions under Alaska Statutes or Regulations that allow for a product exchanges/substitutions or permit the product to be co-mingled with other products. Rather, AS 36.30.330 provides for a penalty for failing to use the designated Alaska products.

Products are classified in one of three categories:

• Class I products receive a 3% preference.

• Class II products receive a 5% preference.

• Class III products receive a 7% preference.

When the bids are evaluated, the preference percentage will be deducted from the product price. If a bidder fails to specify the brand being offered, no preference will be given. For more information on the Alaska Product Preference and to see the list of products currently on the Alaska Product Preference List, use the following web link:

https://www.commerce.alaska.gov/web/dcra/AlaskaProductPreferenceProgram.aspx

Brand Offered If offering a product that qualifies for the Alaska Product Preference, the bidder must indicate the brand of product they intent to provide.