5-RFB 4448 - Professional Cleaning Services for Park Facilities - FINAL.pdf

Professional Cleaning Services for Park Facilities/Restrooms

RFB 4448

BID OPENS: 2025-11-13 03:00 PM CDT

SCOPE:

The City of Owensboro (“City”) is seeking bids on professional cleaning services for the restroom facilities at six (6) locations, consisting of the following:

1. Dugan Best - Located at: 1003 Omega Street

2. Fisher Park Softball Complex - Located at: 3900 W. 5th Street Road

3. English Park - Located at: 2 Woodford Avenue

4. Chautauqua Park - Located at: 1301 Bluff Avenue

5. Kendall-Perkins Park - Located at: 1201 W. 5th Street Road

6. Centre Court - Located at: 2901 Bittel Road

It is the intent of this bid to award all locations to one contractor.

PRE-BID MEETING:

A Pre-Bid Meeting via Microsoft Teams is scheduled for Tuesday, November 4, 2025, at 10:00 a.m. CDT.

The Team meeting link can be found on the Bonfire portal. Although this pre-bid meeting is not mandatory, attendance is strongly encouraged, as bidders will be held responsible for items discussed.

VENDOR REGISTRY:

The bid/contract documents and all addenda can be downloaded from the City’s online Bonfire portal at https://owensboro.bonfirehub.com. Once registered, bidders can download all bid/contract documentation.

CONTRACT:

The Award Letter, along with the RFB and awarded vendor’s bid submission (including any negotiations), becomes the Contract between the City and Awarded Vendor. The Contract is contingent upon submission of all applicable contract documentation, including but not limited to, certificate of insurance and business license.

TERM OF CONTRACT:

The initial contract shall start on January 1st, 2026 through December 31st, 2026.

The contract may be renewed for four (4) additional one (1) year periods, at the current bid price, pending City budget approval. The first renewal shall be in January 1, 2027. The contract will auto renew unless successful bidder has requested a price increase to bids@owensboro.org, at least 30 days prior to the end of the contract period.

Any increase in price will be negotiated with written proof to justify proposed increase.

GENERAL COMPLIANCE:

Please read these instructions carefully.

“OR EQUAL”: It is not the intention of the specifications contained herewith to eliminate any bidder; however, quoted items must EQUAL or exceed stated specifications. PLEASE NOTE: Any brand name mentioned within this bid document are descriptive, but NOT restrictive, unless otherwise specified. Bids on equivalent items meeting the standards of quality indicated will be considered, providing the bid clearly describes the article offered and indicates how it differs from the referenced brands. Descriptive literature or manufacturer’s specifications, plus any supplemental information necessary for comparison purposes should be submitted with the bid, or the bid on that item may be rejected. Reference to literature submitted with a mailto:bids@owensboro.org https://owensboro.bonfirehub.com/

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previous bid or on file with the City’s Purchasing Department will not satisfy this requirement. The burden is on the bidder to demonstrate the item bid is equivalent to the item specified in this RFB.

ALTERNATE BIDS: Separate pricing options for different scopes of work outside the base bid scope must be approved by the City at least 7 days before bid opening to be considered.

BIDDER’S EXCEPTIONS: Any deviation from the specification or where submitted literature does not fully support meeting the specification(s), must be clearly cited on the attached page labeled “Exceptions to Bid Specifications.” No deviation below “minimum” specifications will be accepted.

BID SUBMISSION: Bids must be submitted through the online Bonfire Portal at:

https://owensboro.bonfirehub.com. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. (Javascript and browser cookies must be enabled.)

Contractors should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com for technical questions. Contractors can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible to be evaluated.

All submission documentation shall become the property of the City and will not be returned to the bidder, unless an agreement in writing is secured before the bid is submitted to the City.

At the time of bid submission, each bidder will be presumed to have read and to be thoroughly familiar with the bid specifications and requirements (including all Addenda, Public Q&A, and Public Notices). The failure or omission of any bidder to examine any form, instrument, or document shall in no way relieve any bidder from any obligation in respect to his bid.

A conditional or qualified bid will not be accepted.

BID OPENING: All submissions are due prior to the scheduled bid opening as shown on the Bonfire portal.

The bid opening will be held via a Microsoft Teams meeting. Teams link and information can be found in the events section of the Bonfire portal.

METHOD OF PROCUREMENT: Competitive Sealed Bidding (KRS 45A.365) will be the method of procurement for the purchase of the item(s) specified herein.

KENTUCKY OPEN RECORDS LAW: At the time a bid or proposal is submitted to the City, contractors shall identify any information that is submitted as part of the bid that is proprietary or confidential in nature and not subject to release for public inspection. The City will protect any proprietary or confidential information to the extent allowable under the Kentucky Open Records Act.

NEW GOODS, FRESH STOCK: Unless otherwise specifically stated, all Contractors shall provide new commodities, fresh stock, latest model, design or package.

https://vendorsupport.gobonfire.com/hc/en-us mailto:Support.Bonfire@eunasolutions.com

BID OPENS: 2025-11-13 03:00 PM CDT

METHOD OF AWARD: This bid will be evaluated on the evaluation criteria established in the bid specifications.

The City reserves the right to accept or reject any and all bids received, to take exception to these bid specifications, or to waive any informalities, to negotiate all terms and conditions, or to cancel or amend in part, or entirety, this bid. The right is also reserved to award bids based on the best interest and/or most advantageous to the City. The City reserves the right to consider as a part of the bid evaluation the stated warranty, stated delivery schedule, and payment terms.

Award will be made to the lowest responsive and responsible bidder meeting specifications.

PRICING: All prices shall be quoted exclusive of any taxes. The City is exempt from Federal excise, transportation and/or Kentucky sales tax. Any items supplied directly to the City from a supplier/manufacturer are exempt from sales tax. Any items purchased by a contractor that will be used in the fulfillment of a contract are not exempt from sales tax.

In case of a discrepancy in the extension of a unit price, the unit price shall govern the total price.

Bidders must provide manufacturer’s product literature if available and appropriate with the bid submission.

Prices quoted shall remain firm and open to acceptance by the City for a minimum period of sixty (60) days after bid opening.

PAYMENT: The bid must clearly state the payment terms, including prompt payment discounts and payment due dates. Discounts should be figured into the unit price of the quoted item. The City reserves the right to select the most beneficial terms.

FAILURE TO PERFORM: Any contractor awarded a contract who fails to fulfill all obligations on this contract may be disqualified from bidding on any City procurement opportunity for a period of up to five (5) years.

Should the contractor fail to perform as indicated herein the City reserves the right to procure the required services elsewhere at its discretion, either temporarily or permanently, and to either suspend or cancel all or part of the contract. Should such action be taken the contractor shall be responsible for all excess costs incurred by the City.

RIGHT OF CITY TO TERMINATE CONTRACT: City may terminate a contract because a contractor fails to perform its contractual duties.

If a contractor is determined to be in default, the City shall notify the contractor in writing and may either 1) terminate the contract immediately or 2) set a date by which the contractor shall cure the identified deficiencies.

The City may proceed with termination if the contractor fails to cure the deficiencies within the specified time.

A default in performance by a contractor for which a contract may be terminated shall include, but not be limited to:

Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

BID OPENS: 2025-11-13 03:00 PM CDT

Failure to diligently advance the work under a contract for services;

The filing of a bankruptcy petition by or against the contractor;

or Actions that endanger the health, safety or welfare of City or its citizens.

If, during the terms of this Contract, funds are not appropriated for the payment of the City’s obligations hereunder, the City’s rights and obligations herein shall terminate on the last day for which an appropriation has been made.

AT WILL TERMINATION: Notwithstanding the above provisions, the City may terminate this contract at will in accordance with the law upon providing thirty (30) days written notice of that intent. Payment for services received prior to termination shall be made by the City provided those services were completed in a manner acceptable to the City. Payment for those services shall not be unreasonably withheld.

SAFETY: The contractor must perform work in a safe and timely fashion, maintain a clean and safe work environment, follow safety requirements established by OSHA and the City, and may be required to provide safety equipment. If, in the opinion of the City, safety precautions are not in existence, work will cease immediately until corrective action is taken. Work will begin again only when the contractor demonstrates to the satisfaction of the City that conditions are without risk. The contractor is responsible for any damage to the work area and/or surrounding areas.

BID SECURITY: Not required.

PERFORMANCE BONDS: Not required.

PAYMENT BONDS: Not required.

INSURANCE REQUIREMENTS: The successful bidder covenants and agrees to maintain and keep in force during the term of the contract worker’s compensation, property, casualty, and general liability in the following minimum amounts:

Type of Insurance Limits Worker’s Compensation Statutory Commercial General Liability $1,000,000 (per occurrence)/$2,000,000 (aggregate) Commercial Automobile Liability $1,000,000 CSL

On all general and automobile liability policies of insurance, as primary and non-contributory, contractors shall have the City named as an additional insured and shall further require that their liability carrier(s) notify the City at least thirty (30) days prior to the effective date of any change(s) in or cancellations of said insurance policies. A waiver of subrogation shall also be provided for all insurance policies, as allowed by law. A current copy of bidder’s insurance certificate providing proof of insurance as stated above must be on file in the Purchasing Department prior to bid award. Submission of insurance certificate copy may be included with the bid package.

HOLD HARMLESS AGREEMENT: The contractor/subcontractor covenants to save, defend, keep harmless, and indemnify the City and all of its officers, departments, agencies, agents, and employees from and against all claims, loss, damage, injury, fine, penalties, and costs including court costs and attorney’s

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fees, charges, liability, and exposure however caused resulting from, arising out of, or in any way connected with the contractor’s/subcontractor’s negligent performance or non-performance of the terms of the contract.

BIDDER’S QUALIFICATIONS: The contractor must demonstrate to the satisfaction of the City that it has adequate equipment, personnel, experience and understanding of the specifications to perform service under the contract.

No contract will be awarded to any bidder who, in the opinion of the City, is not qualified to perform satisfactorily due, but not limited, to the following:

A previously unfavorable performance Reputation or lack of experience Organizational stability Insufficient Equipment Insufficient Personnel to conduct and complete the services in accordance with the terms and conditions of the contract.

The City may make such investigations as deemed necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the agreement and to complete the work contemplated therein.

Successful bidder must comply with the City Occupational License Fees ordinance, and any other ordinances which may apply to any particular bid package.

BUSINESS LICENSE: Awarded contractor must obtain a business license from the City.

1. Resident contractor must have a valid City business license.

2. Non-resident contractor providing services, delivering products via a private carrier (as defined below), or delivering products via contractor’s employees must have a valid City business license.

Non-resident contractor does not have to obtain a business license if the contractor spends less than twelve (12) hours or twelve (12) visits per year for the purpose of reporting, delivering and receiving instructions.

Non-resident contractor does not have to obtain a business license if the contractor acquires merchandise by using the Kentucky Master Agreement (unless the Master Agreement requires local licensing).

Resident: An individual, co-partnership, association, corporation or other entity domiciled or having a business situs within the corporate limits of the city.

Nonresident: An individual, corporation, partnership, fiduciary, association or other entity domiciled outside the corporate limits of the city.

BID OPENS: 2025-11-13 03:00 PM CDT

The business license application and applicable fees can be found under the “Occupational/Net Profit License Fee Forms” at the following link: https://www. owensboro.org/departments/finance . The contractor has 10 business days from the date on the award letter to submit the application and applicable $75 fee.

SUBCONTRACTORS: NO SUBCONTRACTORS shall be allowed on the bid. Successful bidder shall be responsible for all requirements of this bid.

Subcontractor means anyone and/or any company that would perform work under/on behalf of the awarded contractor that is not a W-2 employee for the awarded contractor.

SPECIAL REQUIREMENT: The vendor, and all employees for the vendor, must wear some form of identification showing their company name and/or logo on clothing (shirts, uniforms or hats) while performing work on City property.

EQUAL OPPORTUNITY STATUTES: The City is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, marital status, physical or mental disability, or any other characteristic protected by law. The City is also committed to employing only United States citizens and aliens who are authorized to work in the United States. The City complies with the Immigration Reform and Control Act of 1986. Therefore, the successful bidder must demonstrate to the satisfaction of the City that he also conforms to all Federal, state, and local equal opportunity statutes. Further, the contractor will reimburse the City for any damages incurred due to any violation of the above-mentioned statutes by the contractor while under contract to the City.

ADDENDA AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications or other bid documents will be made to any bidder orally.

Any communication related to solicitations, including the posting of Addenda, will be available at https://owensboro.bonfirehub.com. Any questions can be asked through the available “Ask A Question” button within the solicitation in the Bonfire portal. Contractors must be registered and logged in to ask questions and should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com, if they have any issues.

To be given consideration, questions/clarification requests must be received 7 days before the bid due date.

The “question due date” is also displayed on the Bonfire portal. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his/her bid as submitted. All addenda so issued, or answer(s) posted through the Bonfire portal shall become part of the contract documents.

SECURITY CLAUSE: In accordance with KRS 61.932, any party that contracts with the City and has access to, possesses, or maintains “personal information,” as a part of that contract, shall implement, maintain, and update security and breach investigation procedures and practices that are appropriate to the nature of the information disclosed. Such procedures and practices shall be designed to protect the personal information from unauthorized access, use, modification, disclosure, manipulation, or destruction and shall be at least as stringent as the security and breach investigation procedures and practices established by the Kentucky Department for Local Government in Protection of Personal Information, Security and Incident Investigation Procedures and Practices for Local Governmental Units, Fall 2014 edition.

A Contractor that is provided access to personal information by the City, or that collects and maintains personal information on behalf of the City as a part of this contract shall notify the City in the most expedient time possible mailto:Support.Bonfire@eunasolutions.com https://www.owensboro.org/departments/finance

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and without unreasonable delay but within seventy-two (72) hours of determination of a security breach relating to the personal information in the possession of the Contractor. The notice to the City shall include all information the Contractor has with regard to the security breach at the time of notification. The cost of the notification and investigation of a security breach required by KRS 61.933 shall be borne by the Contractor.

The term "personal information" means an individual's first name or first initial and last name; personal mark; or unique biometric or genetic print or image, in combination with one (1) or more of the following data elements:

(a) An account number, credit card number, or debit card number that, in combination with any required security code, access code, or password, would permit access to an account;

(b) A Social Security number;

(c) A taxpayer identification number that incorporates a Social Security number;

(d) A driver's license number, state identification card number, or other individual identification number issued by any agency;

(e) A passport number or other identification number issued by the United States government; or

(f) Individually identifiable health information as defined in 45 C.F.R. sec. 160.103 except for education records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. sec.

1232g.

**A copy of the Protection of Personal Information Security and Incident Investigation Procedures and Practices for Local Government Units can be viewed at http://bit.ly/2J9Cmwr t .

CONFLICTS OF INTEREST: All bidders are responsible for complying with the following KRS 45A.455:

“Conflicts of Interest - Gratuities and Kickbacks - Use of Confidential Information.”

It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination; claim or controversy; or other matter pertaining to any contract or subcontract, and any solicitation or proposal therefore, in which to his knowledge:

He, or any member of his immediate family has a financial interest therein; or a business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or any other advisory capacity.

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

http://bit.ly/2J9Cmwr

BID OPENS: 2025-11-13 03:00 PM CDT

The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency’s written contract and solicitation, therefor.

It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

For further information on the conflict-of-interest statutes, see the “Recovery of Value of Anything Transferred or Received in Breach of Ethical Standards” at KRS 45A.460, and “Definitions for Terms Used in KRS 45A.445 to 45A.460” at KRS 45A.445.

TECHNICAL SPECIFICATIONS

SUPPLIES PROVIDED BY CITY: The City will provide disposable wash room supplies such as tissue, towels, soap; as well as plastic trash liners and disposable paper cups at drink fountains for all facilities.

EQUIPMENT, SUPPLIES AND PERSONNEL: The vendor will provide all supervision, labor, equipment, and materials to provide cleaning services to the Owner as set forth in these specifications.

The City expects professional performance in fulfilling this Contract. All equipment used is to be commercial quality. Bidder shall be experienced in this type of work. A minimum of two (2) years’ experience owning or working for a cleaning service is required.

All cleaning materials (chemicals) used by the vendor shall be accompanied with appropriate labeling on all containers and a copy of the applicable Material Safety Data Sheet to be maintained within the designed storage space (preferably in binder form).

The locations specified in this bid are public facilities and accessible to the public; therefore, under NO circumstance are any cleaning materials or chemicals to be left unattended and/or stored on-site.

Vendor’s personnel do not have the authority to authorize access to a City facility by anyone except authorized contract or building personnel, or City employees having keys.

The vendor shall submit a minimum of three (3) references with Company Name, Contract Person, Address, and Phone and a list showing previous experience of your firm.

A list is also required, upon request, showing names and addresses of your employees who will be performing janitorial duties. This list must include the name(s) assigned to each location.

The City reserves the right to do police checks on any and all employees and to reject any employee.

Upon any change of employees, the City shall be notified and given the new employee’s complete name and address. The City reserves the right to do police checks on all new employees, and reject any employee, at the sole discretion of the City.

The vendor agrees to comply with all wage and hour laws for anyone under the age of 18 working on

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City property.

Bidder is also required to submit a detailed listing of the total man-hours you have estimated will be required to perform the work specified. This list should show what hours each week you will be at City locations.

All information is to be submitted with your bid proposal.

DEVIATION OF REGULARLY SCHEDULED TIME: The vendor is required to get approval from the Owner before there is any change made to the regularly scheduled cleaning times at any of the facilities.

DAILY CHECKLIST: The vendor will be furnished a checklist of services to be performed and are to initial as duties are performed. This will serve as a reminder of services to be performed and insure that services are being performed as required. The vendor shall be informed prior to the commencement of work where the checklist shall be turned in or where on site it shall be kept.

INSPECTION MEETINGS: In order to insure timely performance of the Contract and the full-scale cleaning program's conformance with these specifications, the City reserves the right to conduct, as often as needed, inspection meetings between representatives of the City and the vendor. The vendor's representative shall have the authority to make decisions regarding the Work. Inspection sheets will be completed during inspection of facilities. Problem areas that are noted and continually not cleaned per Owner’s specifications by following meeting may be grounds for void of contract.

RESPONSE TIME: In the event of Owner complaint, a decision making representative of the vendor, must be on site within one (1) hour after contact. Cleaning crew must be sent within two (2) hours to complete omitted work per contract. Failure to respond may be grounds for void of contract.

RESTROOM CLEANING: All restrooms shall be cleaned by noon daily, beginning April 1st in the current year through October 31st of the same year. The only exceptions are the following:

Centre Court, which shall be cleaned by noon daily year round.

English Park, which shall be cleaned by noon as needed.

The following items shall be done at each location:

Refill dispensers, empty trash, clean and sanitize all restroom fixtures, wipe all counters, clean mirrors, wipe chrome, and dust mop.

Empty and clean all wall mount cigarette urns located on outside of all entrances.

Clean/Remove all visible soil.

Clean and polish all drinking fountains located outside of restroom facility.

Remove all collected trash to designated area.

Using push broom, sweep all open areas.

Damp mop entire area.

Dust horizontal surfaces.

Clean and sanitize all sinks and wipe dry.

Clean and sanitize all toilets.

Spot clean all horizontal and vertical surfaces removing fingerprints, smudges and stains.

Deodorize the restroom.

Clean all edges and corners.

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Dust and Clean all return air vents.

Spot clean all walls, light switches and doors.

Sweep outside the front entry and remove gum.

Wash all restroom partitions on both sides.

WET FLOORS: When damp mopping; the vendor is required to set-up/display “Wet Floor” signs so that visitors are made aware of and cautioned of such conditions.

COST: The vendor shall list the price per month for these services on the bid form, which shall include administration and overhead costs. The only exception is English Park, which shall be priced on a per cleaning basis.

CALL-BACK PAY RATE: The vendor is asked to quote the cost per hour in the event the Owner requires additional cleaning services, services not covered by the contract or in case of emergencies.

A per hour cost per supervisor, worker, etc., should be attached on a separate sheet of paper and included with bid. If there is a pay differential for Saturdays, Sundays, Holidays or different times during the day or night, this should also be included.

This call back pay does not include being called back because work per specifications was omitted.

A total of a two hour minimum will be paid by Owner.

Call-back pay rate will be considered in awarding this bid.