Rev. 07/26 Janitorial Services PRK-2026-005 1

REQUEST FOR PROPOSAL

FOR

Janitorial Services

RFP NUMBER: PRK-2026-005

ISSUE DATE: 8/17/26

OPEN DATE & TIME: 9/24/2026 3:00 PM

Purchasing Administrator: Natalia Fairchild

Contact Information: Natalia.Fairchild@jocogov.org

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Table of Contents

1. TENTATIVE TIMELINE

2. INTRODUCTION

3. QUESTIONS

4. SCOPE OF SERVICES

5. CONTRACT TERM & OPTION TO RENEW

6. QUALIFICATIONS

7. EVALUATION PROCESS

8. STANDARD TERMS AND CONDITIONS

8.1. TERMINOLOGY/DEFINITIONS

8.2. OPEN COMPETITION

8.3. PREPARATION OF PROPOSAL

8.4. SUBMISSION OF PROPOSAL

8.5. PROPOSAL OPENING

8.6. EVALUATION/AWARD

8.7. CONTRACT/PURCHASE ORDER

8.8. INVOICING AND PAYMENT

8.9. DELIVERY

8.10. INSPECTION AND ACCEPTANCE

8.11. WARRANTY

8.12. CONFLICT OF INTEREST

8.13. CANCELLATION/TERMINATION OF CONTRACT

8.14. COMMUNICATIONS AND NOTICES

8.15. INVENTIONS, PATENTS AND COPYRIGHTS

8.16. NON-DISCRIMINATION IN EMPLOYMENT

8.17. AMERICANS WITH DISABILITIES ACT

8.18. GOVERNING LAW

8.19. HOLD HARMLESS

8.20. TITLES

8.21. RIGHT TO EXAMINE AND AUDIT RECORDS

8.22. HIPAA COMPLIANCE

8.23. TAX CLEARANCE FOR TAXES OWED TO LOCAL GOVERNMENTS

8.24. TIME LIMIT TO SUBMIT SUPPORTING DOCUMENTS

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8.25. MANNER OF PAYMENT

8.26. SURCHARGES

8.27. ADDITIONAL SERVICES

8.28. NEGOTIATIONS

8.29. TRAVEL EXPENSES

8.30. PUBLICITY CLAUSE

8.31. OWNERSHIP

8.32. OBJECTIONS

8.33. SUSTAINABLE EFFORTS

8.34. SAM (System of Award Management)

8.35. LICENSES AND PERMITS

8.36. CODES AND REGULATIONS

8.37. CONTRACT PRICING

8.38. PERFORMANCE AND STATUTORY BOND

9. SPECIAL CONDITIONS

9.1. INSURANCE

10. COOPERATIVE PROCUREMENT WITH OTHER JURISDICTIONS

11. INVOICE DISCOUNT TERMS

12. INSTRUCTIONS FOR RESPONDING TO RFP

12.1. KEY CONSULTANTS/ASSOCIATES

12.2. RESUMES

12.3. ILLUSTRATIVE WORK

12.4. PROJECT APPROACH AND UNDERSTANDING (Limit to 5 pages)

12.5. ADDITIONAL INFORMATION AND RESOURCES (Limit to 5 pages)

12.6. PROPOSED COST

13. SAMPLE FORMS

KEY CONSULTANTS/ASSOCIATES

RESUMES

ILLUSTRATIVE WORK

PROJECT APPROACH AND UNDERSTANDING

ADDITIONAL INFORMATION AND RESOURCES

PROPOSED COST

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1. TENTATIVE TIMELINE

Issue RFP 8/17/2026

Pre-Proposal Site Visit

(mandatory)

9/8/2026

Clarification Deadline 9/16/2026

Open RFP 9/24/2026

Interviews - Firm Date 10/15/2026

Board Approval 11/18/2026

Project Begins 1/4/2027

2. INTRODUCTION

Johnson County Park & Recreation District Information:

Located in the Kansas City metropolitan area, Johnson County Park & Recreation District (JCPRD), is an award-winning Special Park District providing daily services to over 635,000 residents. For the past 70 years the JCPRD has been enhancing the lives of the citizens of Johnson County through its parks, quality of programs, professionalism and response to developing trends. Each year, JCPRD records more than 7.8 million park visitors and over 2.7 million recreation participations in over 4,200 programs. Please refer to the JCPRD website for addition information www.jcprd.com.

Additional information about our county and Johnson County Government can be found at www.jocogov.org, as this site provides information on the organization and a complete directory of services provided as well as the wide range of public resources available.

There will be a mandatory pre-proposal site visit on Tuesday September 10th, 2026. Please meet at the

Shawnee Mission Park Administration Building at 7900 Renner Road, Shawnee Mission, KS 66621 at 9

AM. Other locations will be included in this visit, transportation between locations will be the responsibility of the visitor.

Building Address City/State

1 Park Police Building 7900 Renner Road Shawnee Mission, KS

2 Administration Building 7900 Renner Road Shawnee Mission, KS

3 Antioch Park 6501 Antioch Road Merriam, KS

4 Ernie Miller Nature Center 909 North K-7 Highway Olathe, KS

5 Meadowbrook Park Clubhouse 9101 Nall Avenue Prairie Village, KS

JCPRD Facility Addresses:

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3. QUESTIONS

To ensure open and fair competition for all potential respondents, ALL questions and contact concerning this RFP shall be directed to the Purchasing Administrator: Natalia Fairchild by 9/16/2026 at 11:00 am.

Respondents should make NO CONTACT, either written or verbal, with the JCPRD Board of

Commissioners, JCPRD legal counsel, JCPRD personnel, consultants, or other county department personnel beginning with the issuance of this document through approval of award.

4. SCOPE OF SERVICES

JCPRD is looking for Janitorial Company/Companies who can provide contracted services to over 51,000 square feet of real estate with the possibility of adding additional locations. The vendor(s) must have the staffing and ability to service all 5 of the current locations, with the understanding that JCPRD reserves the right to award multiple vendors a contract as part of this RFP. The scope of work required by this

Request for Proposal will include but is not limited to:

JCPRD WILL PROVIDE

1. All paper products, hand soap, trash bags and can liners.

2. All required green certified cleaners (no substitutions or exceptions).

VENDOR WILL PROVIDE

1. All cleaning equipment and material that are not listed above.

2. Microfiber towels (Color specifics listed under chemical use and requirements).

Uniform Expectations:

All custodial staff entering a Johnson County building to perform work need to display a Johnson County access card and be always wearing a custodial uniform while in the building. (Not to be worn outside of work or building).

Equipment Requirements:

All equipment shall be continually serviced, cleaned, and replaced when needed to maintain its efficiency and professional appearance, including the replacement of vacuum bags and filters regularly. A written service plan and schedule for all equipment must be provided in writing to include who will be responsible for caring for the equipment and how replacement equipment and supplies will be provided

Building Cleaning Schedules and Requirements:

Shawnee Mission Park (SMP): JCPRD Park Police Headquarters and Public Restrooms

7900 Renner Road

Lenexa, KS 66219

Provide cleaning services five (5) times per week Monday through Friday beginning at 4:00 PM.

Access to secured areas for cleaning will be granted only by an authorized JCPRD employee in the

Park Police area.

SECURITY REQUIREMENTS for cleaning JCPRD Park Police Headquarters in JCPRD Administration

Building Below are the minimum screening requirements to be met by persons employed or contracted by JCPRD to have unescorted access in the secured area of the Park Police offices where they may have access to Criminal Justice Information (CJI).

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To verify identification, a state of residency and national fingerprint-based record checks shall be made within 30 days of assignment. Thereafter, a name-based record recheck will be done annually or when there is reasonable suspicion that a person’s criminal history has changed.

If a felony conviction of any kind exists, the hiring authority shall deny access to areas which contains CJI.

If a record of any other kind exists, access to CJI shall not be granted until the Park Police

Chief or his/her designee reviews the matter to determine if access is appropriate.

Support personnel, contractors, and custodial workers with access to physically secure locations or controlled areas shall be subject to a state and national fingerprint-based record check.

Routine maintenance activity shall take place during regular office hours.

Any individual with access to CJI shall report any arrest, new indictment, charge, conviction, or diversion of a criminal violation to the agency supervisor by the end of the business day following the reportable event.

Name-based record checks shall include, at a minimum:

• U.S. citizenship

• Age 18 years or older

• NCIC Person files

• Triple III Criminal History Information

• NLets Identity Query for persons’ state of residence

• Kansas wanted person

• Kansas CCH

All unescorted personnel shall sign an awareness statement indicating understanding of Park Police standards and procedures relating to Kansas Criminal Justice Information System policy.

The successful respondent firm will be issued a key to the facilities and that key shall not be copied or duplicated in any manner.

Shawnee Mission Park: JCPRD Administration Building Offices

Lenexa, KS 66219

Cleaning shall not take place until after 5:00 PM. Cleaning of the foyer shall not take place until the building has closed (refer to JCPRD Building Schedule below). If desired, the Friday cleaning of the Administration offices only can be delayed until Saturday or Sunday and can take place any time on those days. The successful respondent will discuss with JCPRD Administration Building

Offices staff two (2) evenings during the month when limited cleaning will be necessary due to evening meetings. This shall not affect the monthly quote for cleaning services. JCPRD

Administration Building hours: Monday through Friday 8:00 am – 5:30 pm

Saturday, Sunday and Holidays: 9:00 am – 5:00pm

Antioch Park (AP)

6501 Antioch Road

Merriam, KS 66202

Provide cleaning services two (2) times per week on Tuesdays after 5:00 PM and Fridays after 5:00

PM or Saturdays or Sundays at any time.

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Ernie Miller Nature Center (EMNC) & Seasonal Park Shelter

909 North K-7 Hwy

Olathe, KS 66061

Provide cleaning services five (5) times per week, Monday through Friday, beginning after 8:00 PM.

Note: The Ernie Miller Nature Center contains live animals in cages that include snakes, birds of prey, and more. Ernie Miller Park (EMP) Program Shelter cleaning between April 1 and November 30 only, five (5) times per week. The successful respondent will discuss with Ernie Miller Nature

Center staff the need for “as needed” cleanings on some weekends due to Special Events and programs.

1.Animal Lab (Note: The Nature Center has live animals in cages including snakes, birds of prey and more, cleaning of cages not in scope): Remove trash, sweep and damp mop floors.

2.Exhibit Room: remove trash and vacuum floors.

3.EMP Program Shelter (April 1 - November 30): Clean using all General Cleaning Requirements listed above that are applicable.

Meadowbrook Park Clubhouse (MBP)

9101 Nall Avenue

Prairie Village, KS 66208

Provide cleaning services five (5) times per week, Sunday, Tuesday, Wednesday, Thursday beginning after 8:00 PM, and Fridays after 8:00 PM unless there is a rental that extends beyond 8:00 PM, which would necessitate a full cleaning after the rental. Saturday and Monday would require minor cleaning to include trash removal, sweep and damp mop hallways and front lobby and clean restrooms.

The successful respondent will discuss with Meadowbrook Park Clubhouse staff the need for “as needed” cleanings on some weekends due to building rentals. Lobby furniture cleaned and disinfected daily.

NON-PERFORMANCE HOLIDAYS

JCPRD agrees that successful respondent shall not be required to perform services on the following ten

(10) Holidays: New Year’s, MLK Jr Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Days, Thanksgiving and day after, and Christmas, and shall not seek an alternate service day or credit for these holidays. Other requests for days off may be granted subject to pay reduction(s) for lost service. Additional cleaning days may be requested upon mutual agreement and will be compensated for at the regular day rate and in addition to the normal monthly rate.

The approximate square feet of the areas to be serviced are as follows:

a. JCPRD Administration Building offices have approximately 10,310 square feet.

b. JCPRD Park Police Headquarters and Visitors Services Area have approximately 8,470 square feet.

c. Antioch Park Administration offices (two separate buildings) have approximately 11,500 square feet

d. Ernie Miller Nature Center offices have approximately 10,944 square feet.

e. Meadowbrook Park Clubhouse has approximately 10,400 square feet.

Scope of work:

General Scope and Specifications for Cleaning Room Types Tasks and Frequency

During an emergency declaration/pandemic, all high touch areas in each room type will be frequently disinfected per CDC recommendations and FAC custodial program.

High Touch Surfaces - Any and All Surfaces that are frequently Touched Daily

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Restrooms:

Daily Tasks:

-Spray all fixtures, dispensers, high touch areas such as door handles, light switches, etc. with disinfect

-Spot clean and disinfect walls, partitions, vertical and horizontal surfaces

-Empty trash, spot clean trash container and reline

-Check, empty, and reline sanitary napkin recap

-Clean and disinfect the shower rooms

-Clean mirrors

-Sweep or vacuum floors

-Mop floors with disinfectant solution.

Weekly Tasks:

-Dust high and low areas to include ledges, vents, and lights

-Wipe completely and disinfect walls and partitions

-Disinfect trashcans and sanitary napkin receptacles

-Pour water or provided enzyme down floor drains.

Monthly Tasks:

-Scrub all flooring with appropriate equipment and products

-Clean all base tiles

Locker/Changing rooms:

-Spray all fixtures, dispensers, high touch areas such as door handles, light switches, etc. with disinfectants.

-Spot clean and disinfect walls, partitions, vertical and horizontal surfaces

-Clean mirrors

-Sweep/Mop floors

-Empty trash, spot clean trash container and reline

-Dust locker tops

-clean all stainless steel surfaces

-Scrub all flooring with appropriate equipment and products

-Clean all base tiles

Break Rooms /Mother's Rooms:

-Clean and disinfect sinks, counters, fixtures, appliances, drinking fountains, high touch areas such as door handles, light switches, etc. with disinfectants

-Clean under all the moveable countertop appliances

-Empty trash and recycling containers, spot clean, and reline

-Refill dispensers

-Clean and disinfect the tables and chairs

-Clean and Polish fridge, coffee makers, ice makers, and microwave (inside and outside of microwave)

-Spot clean glass and vertical surfaces (walls)

-Vacuum carpet

-Disinfect tile (VCT) floor.

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-Clean all glass

-Dust high and low areas to include ledges, vents, fridges, and lights

-Remove mineral spots from sinks and drinking fountains then polish

-Disinfect and clean trash and recycle containers

-Clean glass and vertical surfaces (walls)

-Clean all base tiles and the strips along carpeted areas

-Clean and vacuum along base edges and behind any movable furniture or equipment

Conference Rooms, Meeting Rooms, Interview Rooms,:

-Empty trash and recycle cans (community recycle only), spot clean, and reline.

Disinfect and wipe counters, tables, chairs, sinks, drinking fountains, door handles, and light switches

(follow appropriate dwell time)

-Wipe off microwave and fridge (inside and outside of microwave if one is present)

-Refill dispensers

-Clean chalk and white board tray (erase and clean board upon request only)

-Vacuum or wet mop (with floor cleaner) depending on floor type

-Spot clean carpets and vertical surfaces (walls)

-Clean interior glass

-Disinfect trash and recycling containers

-Clean and dust blinds

-Clean all base tiles and the strips along carpeted areas

-Clean and vacuum along base edges and behind any movable furniture

-Vacuum all upholstered furniture

Offices/Cubicles/Visitation Area:

-Empty trash and recycling containers (community recycling only), spot clean, and reline

-Clean and disinfect chairs, fingerprints on open areas (nothing is to be moved on desks, shelves, or tops of cubes)

-Disinfect door handles and light switches

-Spot clean interior glass

-Vacuum carpet

-Spot clean carpet

-Dust high and low areas to include ledges, vents, lights, and filing cabinets

-Disinfect doors and door handles

-Clean interior glass

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-Disinfect trash containers

-Clean and vacuum along base edges and behind any movable furniture

-Vacuum all upholstered furniture

Hallways/Lobbies/ Stairwells/Vestibules/Entrances, Patios:

-Empty trash containers, spot clean, and reline

-Clean benches, counters, disinfect public phones, fountains, switches

-Spot clean glass, elevators including doors and vertical surfaces (walls)Vacuum carpets and rugs.

-Dust mop stairwells and clean handrails.

-Sweep, dust mop, or vacuum hard floor surface

-Wet mop edges

-Auto scrub open area

-Remove spots on the floor

-Disinfect trash containers

-Clean elevators and doors

-Wet mop stairs

-Clean interior glass and window ledges (to include inside and outside of entrances

Custodial Closets and Storage:

All custodial closets should be always kept organized and clean and should meet the same standards as all other areas per the defined APPA standard (as indicated in contract above).

Daily Tasks:

-Empty trash containers, spot clean, and reline; remove trash and debris

-Disinfect door handles and light switches

-Organize and clean equipment and chemicals for storage

-Check inventory on the paper supplies and report needs

-Sweep or vacuum floor

-Spot clean floors

-Wet mop floors

-Deep scrub floors or as needed

Floor Care Plan and Special Projects:

General frequency for floor work – based on manufacture warranty, Carpet and Rug Institute, and service specification (always refer to manufactures specifications and use proper chemicals).

Carpet:

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-Vacuum per the following frequency: (depending on usage, traffic, type of usage frequency)

-Heavy traffic areas (lobbies, hallways, cafeteria, etc.) – daily

-Medium traffic areas (office areas, conference rooms, etc.) – twice a week

-Light traffic areas (executive offices, meeting rooms, etc.) – once a week

-Spot vacuum – daily

-Edge Vacuum – per above frequency

Extractions per the following frequency:

-Deep (hot water extraction) – annually

-Interim extraction – six months from annual deep clean

-Traffic lanes – quarterly

-Entrances/Matting extracted after each Snow event/ice melt – within 24 hours of event

-Spot removal – daily

Hard Floor Surfaces (Vinyl tile, quarry tile, porcelain tile, ceramic tile, Nora flooring, low maintenance flooring, polished concrete)

General care:

-Swept/vacuumed – daily

-Wet mopped or auto scrubbed – daily

-Edge mopped -- daily

-Spot removal – daily (should be removed as soon as they can be after the spill)

-Buffing/Spray Buffing -- quarterly or depending on floor traffic and usage

-Deep scrub of ceramic, porcelain tile, or quarry tile – monthly, depending on usage and traffic

-Deep scrub and recoat or strip and reseal – annually (for any floor with seal or finish on it)

Specialties:

Lobby or Public furniture

-Cleaned, vacuumed, disinfected – daily

-Spot removal -- daily

-Deep cleaned/extracted -- yearly

Exterior Windows – (inside and outside to include screens if present)

-Will be scheduled and cleaned twice a year – early spring and late fall

Interior Glass – (side lights, wall, inside windows, entrance glass, plex glass, cubicle glass, etc.)

-cleaned daily

Chemical Usage and Requirements:

Cleaning supplies, equipment, and chemicals are supplied by contractor; the following list of cleaning supplies / chemicals are preferred by JCPRD; Hillyard cleaning products: If these chemicals are not used, then vendors supplied chemicals must meet the following requirements. Chemicals must be green certified and approved by JCPRD.

Hillyard cleaning products: Green Seal Certified

1. EPA Design for the Environment (DFE) Standard for Safer Cleaning Products

2. Eco Logo Program, Third-party certification of environmentally preferable products.

3. UL rated slip resistant

4. Green Seal Certified

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• Hillyard Suprox #38 for multipurpose cleaning

• Hillyard Top Clean #10 for floor cleaning during non-ice melt season

• Hillyard Non-Acid Restroom Disinfectant/cleaner #19 for disinfecting

• Hillyard Windo-clean #2 for glass and mirrors

• Hillyard Neutralizer #18 for floor cleaning during ice melt season

• Hillyard Carpet Prespray #14 for carpet extraction

• Hillyard Carpet Spotter #15 for spot removal on carpet

• Hillyard Carpet pH Rinse for use in clean water tank for extraction of carpets

All cleaning chemicals, products and equipment can be required to be changed or stopped usage of by

JCPRD upon their opinion that the item does not meet or provide the quality results required.

Microfiber:

Color code system must be used. Suggested, as follows:

• Red cloth for urinals and toilets

• Green cloth for surfaces, dusting, sinks, and counters, etc.

• Blue cloth for glass/mirrors

• Purple cloth for white boards

• Flat mop system for cleaning floors – blue mops

5. CONTRACT TERM & OPTION TO RENEW

The contract resulting from this RFP shall be effective for the approximate twelve (12) month period from the date of the notice of award. JCPRD reserves the sole right to renew said contract for four (4) additional twelve (12) month periods at the same specifications and terms and conditions of any contract that may be derived from this request for proposal if mutually agreed upon by both parties.

6. QUALIFICATIONS

Criteria to be considered in evaluation of the firm’s abilities interested in providing the services and products specified in this Request for Proposal are provided below. Firms must meet or exceed these qualifications to be considered for award.

Respondents shall:

a. Understand industry standards and best practices.

b. Provide three (3) references of exemplary service from clients for proof of experience in providing comparable services to those described in this RFP. Provide the name, address, contact name, phone number, e-mail address, length of service contract and indicate the number of square feet along with a brief description of services provided.

c. Proof of minimum of five (5) years’ experience with custodial services.

d. Provide project supervision, as required, and quality control procedures.

e. Have appropriate material, equipment, and labor to perform services specified.

7. EVALUATION PROCESS

The proposals will be evaluated by an Evaluation Committee usually composed of JCPRD personnel and/or other governmental agencies. Members of the Evaluation Committee will independently review and rate each proposal based on the listed criteria.

JCPRD’s RFP process is usually a two-step process. The first step consists of an Evaluation Committee scoring all responsive proposals. This scoring is determined by allocating points totaling 100, which are assigned to evaluation criteria like the sample scoring and categories below.

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Numerical scores will be tabulated and ranked by the purchasing administrator. The finalists will be determined by the rank and will be “short listed” for the interview/cost proposal phase of the RFP. In some circumstances, interviews may be waived with mutual consent of the Purchasing Administrator and the

Evaluation Committee.

Finalist firm interviews shall be independently evaluated by each Evaluation Committee member based on points totaling 100. Points are assigned to criteria like the sample scoring and categories below.

The Fee/cost proposal will only be required of finalists and due at the time of the interview. The cost proposal shall not be opened until all the technical/qualification evaluations of the interview are complete.

The purchasing administrator will award maximum points to the lowest fee/cost proposal and add to appropriate firm’s total.

Following the interviews, the Evaluation Committee will select and/or recommend one (1) or more firm(s) to provide JCPRD with the services required in this RFP. The staff will then endeavor to negotiate a contract with the successful firm. If a mutually agreeable contract cannot be negotiated with said firm, the staff will then enter contract negotiations with the next highest rated firm, and so on until a mutually agreeable contract can be negotiated. Final contract authorization will be made by the County.

PROPOSAL

Project Approach: 35 Points

Evaluate the firm’s project approach and understanding of the Scope of Services required in the RFP as evidenced by its proposal.

Firm Personnel: 25 Points

Consider comparable experience and background of the specific personnel that shall be assigned to

JCPRD’s project(s) as outlined in the proposal. Also consider the specific involvement of those people in projects noted in the proposal.

Quality of Similar Work: 20 Points

Consider previous experience and references listed in the proposal. Is the firm experienced in providing services like that requested in the RFP?

Overall Responsiveness to the RFP. 10 Points

Consider whether all requested information was furnished by the firm in the format required by RFP.

Applicable Resources: 10 Points

Evaluate the extent of applicable resources available to the firm to complete JCPRD’s project(s) as listed in the proposal.

SAMPLE SCORING GUIDELINES

35 Point 30 Point 25 Point 20 Point 15 Point 10 Point

Question Question Question Question Question Question

Outstanding 29-35 25-30 21-25 17-20 13-15 9-10

Exceeds Acceptable 22-28 19-24 16-20 13-16 10-12 7-8

Acceptable 15-21 13-18 11-15 9-12 6-9 5-6

Marginal 0-14 0-12 0-10 0-8 0-5 0-4

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INTERVIEW

Project Approach: 35 Points

Does the proposed project approach expressed in the proposal/interview appear to be realistic and feasible? Has the firm demonstrated that they have a good understanding of the proposed type of project(s)?

Key Staff Members: 25 Points

Based on the proposal/interview, consider the involvement and experience of key personnel that will be assigned to the proposed project(s). Evaluate their response to questions, knowledge demonstrated and involvement in discussion.

Firm Experience: 20 Points

Based on the proposal/interview evaluate the firm’s experience with similar projects.

Staff Utilization: 10 Points

Based upon the proposal/interview and any contact with previous clients of firm, determine capability and demonstrated ability to meet schedules and deadlines.

Cost: 10 Points

(Will only be required of finalists and is due at the time of the interview)

8. STANDARD TERMS AND CONDITIONS

8.1. TERMINOLOGY/DEFINITIONS

Whenever the following words and expressions appear in this solicitation document or any amendment hereto, the definition or meaning described below shall apply.

Agency and/or Department mean(s) the statutory unit of County government in Johnson County, Kansas for which the equipment, supplies, and/or services are being purchased.

Amendment/Addendum means a written, official modification to a solicitation document or to a contract.

Attachment applies to all forms which are included with a solicitation document to incorporate any informational data or requirements related to the performance requirement.

RFP Opening Date and Time and similar expressions mean the exact deadline required by the solicitation document for the electronic submission of the Request for Proposal by the JCPRD

Purchasing Administrator.

Respondents mean(s) the person, firm, or organization that responds to a solicitation document by submitting a proposal with price to provide the equipment, supplies, and/or services as required in the solicitation document.

Johnson County Park & Recreation District Board of Commissioners or JCPRDBOC means the governing body of Johnson County Park & Recreation District.

Purchasing Administrator means the designated JCPRD staff member as indicated on the Title Page of this RFP. The Contact Person as referenced herein is usually the Purchasing Administrator.

Contract means a legal and binding agreement between two or more competent parties for the purchase of equipment, supplies, and/or services.

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Contractor means a person, firm, or organization who is a successful respondent because of a proposal and who enters a contract.

JCPRD means Johnson County Park & Recreation District.

County means Johnson County, Kansas.

Exhibit applies to forms which are included with a proposal for the respondent to complete and return with the electronic submission prior to the specified opening date and time.

Request for Proposal (RFP) means the solicitation document issued by JCPRD, to potential respondents for the purchase of equipment, supplies, and/or services as described in the document. This definition includes these Terms and Conditions as well as all Pricing Pages, Exhibits, Attachments, and

Amendments thereto.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition. Failure to provide or comply will result in a proposal being considered non-responsive and not evaluated any further.

Shall has the same meaning as the word must and is an obligation to the condition.

Should means that a certain feature, component and/or action is desirable and not mandatory.

8.2. OPEN COMPETITION

It shall be the respondent’s responsibility to ask questions, request changes or clarification, or otherwise advise JCPRD in writing, if any language, specifications, or requirements of a proposal appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the proposal to a single source. All communication from respondents regarding specifications, requirements, competitive RFP process, etc., must be directed to the purchasing administrator from

JCPRD, as indicated on the first page of the proposal. Such communication should be received at least seven (7) calendar days prior to the official RFP opening date.

Every attempt shall be made to ensure that the respondent receives an adequate and prompt response.

However, to maintain a fair and equitable RFP process, all respondents will be advised, via the issuance of an amendment to the proposal, of any relevant or pertinent information related to the procurement.

Therefore, respondents are advised that unless specified elsewhere in the proposal, any questions received by JCPRD, less than seven (7) calendar days prior to the proposal opening date may not be answered.

Respondents are cautioned that the only official position of JCPRD is that position, which is stated in writing and issued by JCPRD, in the proposal or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement from JCPRD.

JCPRD and the County’s Financial Management and Administration, Purchasing Division, monitors all procurement activities to detect any possibility of deliberate restraint of competition, collusion among respondents, price-fixing by respondents, or any other anti-competitive conduct by respondents which appears to violate state and federal antitrust laws. Any suspected violation shall be referred to the Kansas Attorney General’s Office for appropriate action.

JCPRD reserves the right to officially modify or cancel a solicitation after issuance. Such a modification shall be identified by an amendment/addendum.

8.3. PREPARATION OF PROPOSAL

Respondents must examine the entire proposal carefully. Failure to do so shall be at respondent’s risk.

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Unless otherwise specifically stated in the RFP, all specifications and requirements constitute minimum requirements. All proposals must meet or exceed the stated specifications/requirements.

Unless otherwise specifically stated in the RFP, any manufacturer’s names, trade names, brand names, information and/or catalog number listed in a specification and/or requirement are for informational purposes only to indicate level of quality required and are not intended to limit competition. The respondent may offer any brand which meets or exceeds the specification for any item but must state the manufacturer’s name and model number for any such brand in the RFP. In addition, the respondent shall explain, in detail: (1) the reasons why the proposed equivalent meets or exceeds the specifications and/or requirements; and (2) why the proposed equivalent should not be considered an exception thereto. Proposals which do not comply with the requirements and specifications are subject to rejection.

Proposals lacking any written indication of intent to respond with an alternate brand or to take an exception shall be received and considered to be in complete compliance with the specifications and requirements listed in the RFP.

All equipment and supplies offered in a proposal must be new and of current production and available for marketing by the manufacturer unless the RFP clearly specifies that used, reconditioned, or remanufactured equipment and supplies may be offered.

Firm fixed prices shall include all packing, handling and shipping charges FOB destination, freight allowed unless otherwise specified in the RFP.

The firm’s fixed prices shall remain valid for 90 days from RFP opening, unless otherwise indicated.

If the proposal is accepted, prices shall be firm for the specified contract period.

8.4. SUBMISSION OF PROPOSAL

A proposal must be submitted electronically at https://jocogov.ionwave.net by a respondent and must:

(1) be signed electronically by a duly authorized representative of the respondent’s organization; and

(2) contain all information required by the RFP. If there is difficulty submitting a proposal electronically, contact the purchasing administrator for assistance. Arrangements may be made to receive sealed paper proposals by solicitation close by JCPRD, JCPRD Administration Building, 7900

Renner Road, Shawnee Mission, KS 66219-9723. You must register as a supplier at https://jocogov.ionwave.net at https: No other method of submitting proposals will be accepted.

A response may be modified or withdrawn prior to the official opening date and specified time. No respondent may submit more than one response.

8.5. PROPOSAL OPENING

Proposal openings are public on the opening date and at the opening time specified on the RFP document.

It is the respondent’s responsibility to ensure that the proposal is submitted electronically by the official opening date and time at https://jocogov.ionwave.net. Late submissions will not be considered regardless of the degree of lateness or the reason related thereto, including causes beyond the control of the respondent.

Unofficial results of all proposals that have been submitted will be available electronically at https://jocogov.ionwave.net within 24 hours of the RFP opening.

8.6. EVALUATION/AWARD

Any pricing information submitted by a respondent pursuant to the requirements of the RFP but not reflected on the pricing page shall be subject to evaluation if deemed by JCPRD to be in the best interests of JCPRD.

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Unless otherwise stated in the RFP, cash discounts for prompt payment of invoices shall not be considered in the evaluation of prices. However, such discounts are encouraged to motivate prompt payment.

Awards shall be made to the respondent whose RFP (1) complies with all mandatory specifications and requirements of the proposal and (2) is the best RFP, considering price, responsiveness and responsibility of the respondent, and all other evaluation criteria specified in the RFP.

When evaluating a proposal, JCPRD reserves the right to consider relevant information and fact, whether gained from a proposal, from a respondent, from respondent’s references, or from any other source.

Any award of a contract shall be made by written notification from JCPRD.

All submitted proposals and associated documentation shall be subject to the provisions of the Kansas

Open Records Act (K.S.A. 45-215 et seq.). The Kansas Open Records Act does permit limited materials to be protected from disclosure. Generally, protected exceptions are financial information submitted as qualification statements and materials privileged under the rules of evidence. These documents should be properly labeled proprietary or confidential. The technical and cost/pricing response documents should not be labeled proprietary, confidential, or in any other manner to restrict dissemination.

JCPRD reserves the right to request written clarification of any portion of the respondent’s response to verify the intent of the respondent. The respondent is cautioned, however, that respondent’s response shall be subject to acceptance without further clarification.

JCPRD reserves the right to award by item, groups of items, or on all or none basis; and reserves the right to reject any or all proposals in part, or in its entirety, to waive any minor technicality or irregularities of proposals received.

In the event of a discrepancy between the unit price and the extension, the unit price shall prevail.

8.7. CONTRACT/PURCHASE ORDER

By submitting a proposal, the respondent agrees to furnish all equipment, supplies and/or services specified in the RFP, pursuant to all requirements and specifications contained herein.

A binding contract shall include: (1) The RFP and any amendment thereto; (2) the contractor’s response to the RFP; and (3) JCPRD’s acceptance of the respondent’s proposal, in writing.

The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. Any change, whether by modification and/or supplementation, must be accomplished by a formal contract amendment.

8.8. INVOICING AND PAYMENT

The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of JCPRD.

Payment for all equipment, supplies, and services shall be made in arrears. JCPRD shall not make any advance deposits, unless provided for in the contract.

JCPRD assumes no obligation for equipment and supplies shipped more than the quantity ordered. Any unauthorized quantity is subject to JCPRD’s rejection and shall be returned at the contractor’s expense.

JCPRD, the County and its agencies, are exempt from state and local sales and use taxes by KSA 79-

3606. Situs of all transactions under the order(s) that shall be derived from the RFP shall be deemed to have been accomplished within the State of Kansas.

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8.9. DELIVERY

Time is of the essence. Deliveries of equipment, supplies, and/or services must be made no later than the time stated in the contract or within a reasonable period, if a specific time is not stated.

Prior to delivery of equipment, each unit must be completely serviced and lubricated in accordance with factory service specifications. Successful respondents are responsible for furnishing any equipment needed for unloading equipment at the F.O.B. destination point.

8.10. INSPECTION AND ACCEPTANCE

No equipment, supplies, and/or services received by JCPRD pursuant to a contract shall be accepted until JCPRD has had reasonable opportunity to inspect said equipment, supplies, and/or services.

All equipment, supplies, and/or services which do not comply with the specifications or requirements, or which are otherwise unacceptable or defective, may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective, or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

JCPRD reserves the right to return any such rejected shipment at the contractor’s expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

JCPRD’s right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies available to JCPRD.

8.11. WARRANTY

The contractor expressly warrants that all equipment, supplies, and/or services in accordance with generally accepted industry standards, practices and principles applicable to the work and shall: (1) conform to each and every specification, drawing, sample or other description which was furnished or adopted by JCPRD; (2) be fit and sufficient for the purpose expressed in the RFP; (3) be of good materials and workmanship; and (4) be free from defect. The contractor shall replace a defective product at its own cost.

8.12. CONFLICT OF INTEREST

The contractor hereby covenants that at the time of the submission of the proposal the contractor has no other contractual relationships which would create any actual or perceived conflict of interest. The contractor further agrees that during the term of this contract neither the contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict.

8.13. CANCELLATION/TERMINATION OF CONTRACT

In the event of material breach of the contractual obligations by the contractor, JCPRD may cancel the contract. At its sole discretion, JCPRD may give the contractor an opportunity to cure the breach or to explain how the breach will be cured. Unless otherwise provided for in the contract, the actual cure must be completed within no more than 10 working days from notification a written plan detailing how the contractor intends to cure the breach.

If the contractor fails to cure the breach or if circumstances demand immediate action, JCPRD will issue a notice of cancellations terminating the contract immediately.

If JCPRD cancels the contract for breach, JCPRD reserves the right to obtain the equipment, supplies, and/or services to be provided pursuant to the contract from other sources and upon such terms and in such manner as JCPRD deems appropriate and back charge the contractor for any additional costs incurred thereby.

JCPRD reserves the right to terminate the contract at any time for the convenience of JCPRD, without penalty or recourse, by giving the contractor a written notice of such termination at least 30 calendar

Rev. 07/26 Janitorial Services PRK-2026-005 19 days prior to termination. The contractor shall be entitled to receive just and equitable compensation for the work completed pursuant to the contract prices prior to the effective date of termination.

The contract is subject to the provisions of the Kansas Cash Basis Law, K.S.A. 10-1101 et seq., and amendments thereto, (the “Act”). By virtue of this Act, JCPRD is obligated only to pay periodic payments as contemplated by the contract as may lawfully be made from funds budgeted and appropriated for that purpose during JCPRD’s current budget year (i.e., January 1 to December 31) or from funds made available from any lawfully operated revenue producing source. Should JCPRD fail to budget, appropriate or otherwise make available funds for payments due under the contract in any budget year, the contract shall be deemed terminated on the last day of the then current budget year for which appropriations were received, without penalty or expense to JCPRD of any kind whatsoever.”

8.14. COMMUNICATIONS AND NOTICES

Any notice or other communication to the contractor shall be made in writing via email, delivered personally, or by United States mail, postage prepaid, to the address listed in the contractor’s proposal.

8.15. INVENTIONS, PATENTS AND COPYRIGHTS

The contractor shall defend, protect, and hold harmless JCPRD, its officers, agents, and employees against all suits of law or in equity resulting from patent and copyright infringement concerning the contractor’s performance or products produced under the terms of the contract.

8.16. NON-DISCRIMINATION IN EMPLOYMENT

In accordance with K.S.A. 44-1030, the contractor agrees that:

The contractor shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, color, sex, religion or creed, age, disability, pregnancy, ancestry or national origin, military status or membership or service in the military.

In all solicitations or advertisements for employees, the contractor shall include the phrase “equal opportunity employer,” or a similar phrase to be approved by the Kansas Human Rights Commission

(“Commission”).

If the contractor fails to comply with the way it reports to the Commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, the contractor shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by JCPRD.

If the contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, the contractor shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by JCPRD;

and

The contractor shall include the provisions of subsections a. through d. (immediately above) in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor.

The provisions of this Section shall not apply to the contractor if the contractor employs fewer than four employees during the term of the present contract or the present contract cumulatively totals $5,000 or less during the fiscal year of JCPRD.

8.17. AMERICANS WITH DISABILITIES ACT

In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the

Americans with Disabilities Act (ADA).

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8.18. GOVERNING LAW

All contractual agreements shall be subject to, governed by, and construed according to the laws of the

State of Kansas.

8.19. HOLD HARMLESS

The contractor agrees to protect, defend, indemnify and hold the JCPRDBOC, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission, recklessness, negligent act or willful misconduct of the contractor (collectively hereinafter “claims”).

Without limiting the generality of the foregoing, all such claims, relating to personal injury or of any other tangible or intangible personal or administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. The contractor further agrees to investigate, handle, respond to, provide defense for and defend any such claims at contractor’s sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent.

8.20. TITLES

Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

8.21. RIGHT TO EXAMINE AND AUDIT RECORDS

The Contractor agrees that JCPRD, or any of its authorized representatives, shall have access to and the right to examine and audit all books, documents, papers and records of the Contractor hereunder, or any change order or contract modification thereto, or with compliance with any clauses thereunder.

Such records shall include hard copy as well as computer readable data. The Contractor shall require all its payees including but not limited to, subcontractors, insurance agents or material suppliers to comply with the provisions of this clause by including the requirements hereof in a written agreement between the Contractor and payee. Further, the Contractor agrees to cooperate fully and will cause all related parties and will require all its payees to cooperate fully in furnishing or making available to

JCPRD all such books, documents, papers, and records.

8.22. HIPAA COMPLIANCE

The contractor agrees to comply with the Health Insurance Portability and Accountability Act of 1996

(“HIPAA”), the privacy and security regulations promulgated under Title II, Subtitle F, §§ 261-264 of

HIPAA, the administrative regulations issued by the Department of Health and Human Services

(“DHHS”) as found in 45 C.F.R. Parts 160 through 164 (the “HIPAA or DHHS regulations”), and the

Health Information Technology for Economic and Clinical Health Act, Public Law 11-005 (the

“HITECH Act”), as such laws and regulations may be amended from time to time, and enter into a

Business Associate Contract with JCPRD, as may be required, so as to provide necessary reasonable assurances to JCPRD that the contractor as an Business Associate will comply with the portions of those laws and regulations made applicable to business associates by HIPAA and the HITECH Act.

8.23. TAX CLEARANCE FOR TAXES OWED TO LOCAL GOVERNMENTS

The local governments of Johnson County, KS, City of Kansas City, MO, Jackson County, MO, and the Unified Government of Wyandotte County, KS (collectively the “Local Governments”), have agreed to cooperate with each other to ensure that tax funded contracts are performed by Contractors in compliance with the Tax Laws of the Local Governments. Contactor agrees that the Contractor shall follow the respective Tax Laws of the Local Governments throughout the term of this contract and any contract renewals and that proof of Contractor’s compliance with the Tax Laws of the Local

Governments shall be a condition of award. Upon award of contract and all subsequent renewals with

Johnson County in the amount of $100,000.00 or more, contractor must obtain a Tax Clearance

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Certification. The Tax Clearance Certification must be signed by an authorized official from all four

(4) of the “Local Governments” and submitted to JCPRD prior to a notice of award (or) contract renewal. The Tax Clearance Certification shall be valid for a period of one year from the date of issuance and shall not be dated more than sixty (60) days prior to any notice of intent to contract by

JCPRD.

8.24. TIME LIMIT TO SUBMIT SUPPORTING DOCUMENTS

Within ten (10) calendar days after notification to enter contract, the successful…