CTR045762_Show_Low_RFQ.docx

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REQUEST FOR QUOTE

CTR045762

State of Arizona Department of Child Safety Office of Procurement & Contracts 3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

UNIFORM INSTRUCTION TO OFFERORS

Notice of Request for Quote

In accordance with Arizona Revised Statutes § 41-2534, competitive sealed proposals for the materials or services specified, will be received by the Arizona Department of Child Safety online through the State's e-Procurement system, Arizona Procurement Portal (APP) (https://app.az.gov) at the date and time posted in APP. Proposals received by the correct time and date will be opened and the name of each Offeror will be publicly available. Proposals must be in the actual possession of the State on or prior to the time and date indicated in the Notice.

LATE PROPOSALS WILL NOT BE CONSIDERED.

Persons with a disability may request a reasonable accommodation, such as sign language interpreter, by contacting the appropriate Procurement Agency. Request should be made as early as possible to allow time to arrange the accommodation. A person requiring special accommodations may contact the solicitation contact person for this procurement as identified above.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

Department of Child Safety Office of Procurement & Contracts

CTR045762

55 | Page

OFFER

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms, conditions, specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business status.

Company Name

Signature of Person Authorized to Sign Offer

Address

Printed Name

Title

Phone:

Fax:

Contact Email Address

By signature in the Offer section above, the Offeror certifies:

1. The submission of the Offer did not involve collusion or other anticompetitive practices.

2. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465.

3. The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.

4. The Offeror certifies that the above referenced organization ___ IS/ ___ IS NOT a small business with less than 100 employees or has gross revenues of $4 million or less.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

This Contract shall henceforth be referred to as Contract No. ____________________________________________________.

The effective date of the Contract is ____________________________________________________.

The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.

State of Arizona Awarded this day of

Procurement Officer

REQUEST FOR QUOTE

CTR045762

State of Arizona Department of Child Safety Office of Procurement & Contracts

OFFER AND ACCEPTANCE

Offer and Acceptance Form

Scope of Work

Special Terms and Conditions

Uniform Terms and Conditions

Special Instructions to Offerors

Uniform Instructions to Offerors

REQUEST FOR QUOTE

State of Arizona Department of Child Safety Office of Procurement & Contracts

TABLE OF CONTENTS

2.0 BACKGROUND

2.1 The Arizona Department of Child Safety (ADCS) is statutorily responsible to provide services to families whose children are involved with ADCS. ADCS Vision and Mission Statements are:

Vision: Children thrive in family environments free from abuse and neglect.

Mission: Successfully engage children and families to ensure safety, strengthen families, and achieve permanency.

3.0 SCOPE OF WORK: The Contractor shall provide services, including but not limited to:

3.1 General Requirements

3.1.1 Ensure the competent performance of all janitorial services pursuant to contract requirements.

3.1.2 Ensure that only the Contractor’s Personnel are entering the work location. Any person or individual not directly employed by Contracted Vendor for service at the specified location, including family, children, or visitors are not permitted in the building at any time.

3.1.3 Provide services in such a manner that does not result in damage to ADCS facilities, grounds, landscaping, utilities, or structures. In the event that damage does occur during the performance of this contract, the Contractor shall repair or replace the damage at no cost to ADCS. Should the Contractor fail or refuse to make proper repairs or replacements to the damaged equipment, the Contractor shall be liable for the cost thereof which shall be collected by any other means provided by law.

3.1.4 Provide a 24 hour telephone number or answering service for customer support at no additional cost to the State.

3.1.5 Ensure that there is no usage of State equipment unless prior written approval has been given by the Building Liaison (BL). This includes but is not limited to copiers, fax machines, computers and state telephones. A specific phone will be designated in the absence of a cell phone to contact BL or Contractor Supervisor. Any phone may be used to contact emergency services.

3.1.6 Prohibit employees from disturbing papers on desks, opening desk drawers or cabinets. BL will notify Contractor of any prohibited or restricted areas of entry.

3.1.7 Ensure the security of the facility during the performance of these services and shall ensure that all facility exterior doors remain locked during his/her work hours and upon Contractor’s departure from the facility. After each period of cleaning and other services, unnecessary lights shall be turned off, and outside doors and windows closed and locked.

3.1.8 If applicable, contractor shall be responsible for all keys or employee access badges issued to them. Contractor also agrees that no duplicate keys will be made and the Contractor will be responsible to return any keys or access badges that may have been provided to them if services are terminated. The Project Coordinator (PC) and or BL will coordinate access for the contractor’s employees.

3.1.9 Provide a list and Safety Data Sheets (SDS) of all Chemicals to be used throughout the year, including storage requirements. This facility will be providing services directly to families and children. Contractor must ensure that all Chemicals are locked and secure at all times.

3.1.10 Direct all questions concerning the Contract to the Procurement Officer at the ADCS Office of Procurement.

3.1.11 Direct all questions concerning janitorial requirements as listed on the Janitorial Check List to the BL.

3.2 Specific Requirements: The Contractor shall adhere to the standards listed below, these minimum standards do not replace or supersede the latest industry standards of material and equipment Manufacturer’s recommendations.

1. All carpet areas shall be vacuumed prior to being spot cleaned.

2. All light furniture shall be moved for vacuuming and replaced in its original position taking care not to disturb work or projects.

3. The following are acceptable carpet cleaning methods: Dry chemical cleaning Rotary with Gyro Recovery.

3.2.2.2. Dusting:

1. Dusting cloths and equipment used shall be clean.

2. Dust cloths shall be treated to avoid scattering of dust.

3. All dusting areas shall be left free for any product streaks.

4. Dusting spays must be applied to dusting cloths only to avoid any damage from over spay.

5. Wash hard-to-reach places by hand or with hand brushes.

6. Remove gum and similar substances by hand, with a non-scratching scraping tool.

7. Ensure that water does not seep under baseboards.

8. Ensure that baseboards and corners of furniture are not bumped or damaged.

9. Ensure that water is not splashed on walls, baseboards, or furniture.

3.2.3.14 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Quarterly Required Services - The following will be scheduled on the 2nd Monday in Jan, Apr, July, & Oct.

3.2.4.2 The Department will identify to the Contracted Vendor any security sensitive areas within building. The BL will coordinate with the Contractor, any special requirements for these areas.

3.2.5.2 Contractor Supervisor will complete a quality inspection with the BL (Exhibit C, Part 2), during ADCS normal working daytime hours. Meeting is to be scheduled within the first ten calendar days of the each quarter.

3.2.5.3 The Janitorial Work Schedule and Janitorial Checklists shall be signed and dated by both the Contractor and the BL at the time of the agreement or inspection.

3.5.5.4 Outstanding items discovered during the inspection are to be corrected within two (2) working days, OR within the time frame agreed upon by both parties. When task is complete, it will be noted on the inspection Checklist and initialed by both parties.

4.1.2 Contractor will perform all work under this contract with his/her own employees and shall prohibit employees from bringing non-employee persons to the working location at any time.

4.1.3 Provide ADCS and the BL with a Personnel Roster, (Exhibit B), indicating the names, titles, and daytime telephone numbers of all assigned personnel. Submit subsequent changes in Personnel to the BL prior to assignment to the work location.

4.1.4 Ensure that all of the Contractor’s Personnel are identified by numbered, photo name badge or uniform provided by the Contractor and that no personnel enters the work location without proper identification. Contractor will be provided significant access badging from the BL and proper employee identification will be discussed prior to first day of work schedule.

4.1.5 Ensure the Supervisor is able to communicate in written and spoken English.

4.1.6 Ensure that the supervisor makes monthly inspections to ensure that all work is performed as required. Supervisor shall use Janitorial Check list (Exhibit C Part 2) and retain copy in contractor records. BL may request to view the monthly inspections at any time.

4.1.7 Ensure that no Contractor Personnel has possession of or engages in consumption of intoxicating beverages or illegal drugs or intoxicating quantities of un-prescribed or prescribed legal drugs while providing services under this contract.

4.1.8 Upon the request of ADCS, any Contractor Personnel who endangers persons or property, or whose continued work under this contract is inconsistent with the interests of the State may be removed from the job and be reported immediately to local Police Department.

4.2.2 Maintain all applicable City, County, State and Federally required licenses and permits.

4.2.3 All equipment and supplies shall conform to all current federal, state, local and Occupational Safety and Health Administration (OSHA) rules and regulations.

4.2.4 Be financially responsible for all costs incurred for failing to properly follow de-activation/activation alarm procedures that result in the response by a paid security firm.

4.3.2 Contractor shall provide the name(s), telephone, or cell phone number(s) of Personnel who can be contacted twenty four (24) hours a day, seven (7) days a week when there is an emergency need for services.

4.4.2 Ensure that all monthly, quarterly and annual services are completed pursuant to the agreed upon Work Schedule dates, beginning with the effective date of the contract and continuing thereafter every three months.

4.5.2 Provide a list of all Chemicals, Safety Data Sheets (SDS) to be used at the location prior to the start of work. Contractor shall provide duplicates and updates of the SDS to the BL as necessary and the SDS shall be posted in the janitorial closet. Contractor shall notify the BL of any change in Chemicals used and the BL shall notify any issues the staff may have with any of the Chemicals used.

4.5.3 Ensure that all cleaning equipment is in safe operating condition at all times.

4.5.4 Keep all equipment and supplies in an orderly manner.

4.5.6 Contractor may store all equipment, Cleaning Chemicals and Paper supplies equivalent to the amount needed for one month in the Janitorial Closet.

4.5.7 DCS will reimburse the cost of any replaced equipment or parts, (i.e. soap or other dispensers) purchased by the vendor. Reimbursable equipment and parts will be determined on a case by case basis. A miscellaneous line item will be added to the contract in APP.

4.5.8 Ensure that the Janitorial Closet is locked and odor-free. Damp mop, spot clean, and dust the Janitorial Closet and supply areas on a routine basis; empty mop buckets nightly.

4.6.2 Inspect the location for any unusual conditions (for example, flooding, possible break-ins, etc.) and note such condition in the Communication Log.

4.6.3 Secure doors, lights, and security systems, during and after completion of work, as directed by the BL.

4.7.2 Ensure the requirements set forth in OSHA (Occupational Safety and Health Act) 29 CFR 1910.1001, and 29 CFR 1926.1101 are met to protect the safety of all employees that occupy each ADCS building.

4.7.3 Ensure that all employees that work in buildings that contain ACBM receive the Two-Hour Asbestos Awareness Training requirements as described in 40 CFR Part 763.92.

4.7.3.1 Maintain a copy of the Certificate of Completion as proof of training for all Contractor’s Personnel assigned to the work location that contains ACBM.

4.7.3.2 Provide to the ADCS Risk Management and ORE copies of the Certificates of Completion within sixty (60) days of Contract Award.

4.7.3.3 A copy of the curriculum used to provide the “Two Hour Asbestos Awareness” training is required, if training curriculum changes. The Contracted Vendor shall provide a copy of the curriculum to ADCS Risk Management within thirty (30) days of the change.

4.7.4 At the time of contract award, the Contractor shall be required to acknowledge by signature, the receipt of this information regarding the presence of ACBM in some ADCS Facilities and the training requirements Contracted Vendor Notification of Asbestos Containing Building Materials (ACBM), (Exhibit E).

4.7.5 In the event a disturbance of ACBM occurs during the normal course of work it shall be reported immediately in accordance with Asbestos Guidelines, (Exhibit F). The Contractor’s Personnel shall be instructed not to make any attempt to clean the disturbed material.

6.2 One (1) Payment Unit equals One (1) Hour of Emergency Janitorial Services. The unit rate includes all costs associated with the actual labor and materials needed for any on-call emergency services outside of the normal janitorial work schedule. On call emergency services will include emergency carpet cleaning of large areas over 10 Sq. Ft., but does not include spot cleaning. On-call services will be initiated by either the BL or the ADCS Landport Hotline and must be verified upon completing with signature of an Emergency Service Ticket. The Contractor will bill for each Emergency Janitorial Service at the Hourly Unit Rate times the number of hours of service.

7.0 INVOICES

7.1 All Billing/Invoices shall be clearly marked with the following items:

7.1.1 ADCS contract number.

7.1.2 Purchase Order Number.

7.1.3 In the event of an emergency service call, the invoice must have a signed service ticket attached.

7.1.4 Date(s) of service. Invoices will be accepted on or after the first of each month for the previous month’s services.

7.2 The Contracted Vendor shall submit the following documents to:

ADCS Accounts Payable P.O. Box 6030 Phoenix, AZ, 85005 Email: accountspayable@azdcs.gov

Scope of Work Definitions

Arizona Department of Child Safety (ADCS): The state agency whose primary purpose is to protect children and includes the coordination of services to achieve and maintain permanency on behalf of the child.

Office of Real Estate (“ORE”) – The Office of Real Estate is the Administration within ADCS responsible for the AZDCS owned or leased building facility operations (janitorial, maintenance, repair, landscape, etc.).

Office of Procurement (“OP”) – The Office of Procurement is the Office within ADCS responsible for procurement activities for ADCS.

Key Personnel - Refers to the Contracted Vendor’s designated On or Off Site ADCS Contract(s) as identified in Exhibit A.

Building Liaison (“BL”) – The BL is the Site Contact for building and maintenance issues in an AZDCS building, location, or facility. The BL provides directives to the Contracted Vendor in matters concerning the Scope of Work.

Project Coordinator (“PC”) – The Project Coordinator (PC) is assigned to ORE. The PC provides oversight of real estate facility related activities for ADCS.

Site Contact - Refers to the AZDCS personnel who represent AZDCS at the specified location, normally the BL or his /her designee. The Site Contact provides directives to the Contracted Vendor in matters concerning the Scope of Work as directed by the PC.

Supervisor - Refers to the Contracted Vendor’s Working Supervisor at the work location.

State Holidays - State of Arizona observed holidays include New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Working or Business Days – Monday through Friday 52 weeks a year, except State of Arizona observed holidays. All Welcome Centers throughout the state are 24/7 Facilities. These areas will required services 7 days a week.

Working Hours are after hours as defined by the BL or PC under section 4.4. Each Facilities BL or PC will define scheduled times and days and document within the work schedule document Exhibit C Part One.

REQUEST FOR QUOTE

State of Arizona Department of Child Safety Office of Procurement & Contracts

SCOPE OF WORK

1. Definition of Terms. In addition to the terms and conditions defined in section 1 of the Uniform Terms and Conditions, the following shall apply:

a. “Award Date” means the date the contract is executed by the Department. This may or may not be the same date at the “Effective Date” which is the date specified on the Offer and Award or Signature page.

b. “Department” means the Arizona Department of Child Safety (ADCS), unless otherwise indicated.

c. “Effective Date” means the date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature page.

d. “May” indicates something that is not mandatory but permissible.

e. “Shall, Must” indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive.

f. “Should” indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information.

g. "Vulnerable adult" means an individual who is eighteen years of age or older who is unable to protect himself from abuse, neglect or exploitation by others because of a physical or mental impairment

1. Arizona Revised Statutes (A.R.S.) § 8-453 (A11) authorizes ADCS to make contracts and incur obligations within the general scope of its activities and operations subject to the availability of funds.

2. A.R.S § 8-453 (A9bi) authorized ADCS to provide the cost of care of children who are adjudicated by the court as dependent and who are in out of home placement.

3. A.R.S. § 8-846 authorizes ADCS to provide services to children and families.

4. Arizona Constitution, Article 28 governs Limited English Proficiency in the State of Arizona.

2.2 Federal: Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq., and 45 C.F.R Part § 80.3(b) are the federal laws that prohibits discrimination on the basis of race, color, and national origin in programs and activities receiving federal financial assistance. Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq., and 45 C.F.R Part § 80.3(b) are the federal laws governing Limited English Proficiency. (Limited English Proficiency Policy DCS06-01).

3. Eligible Agencies. Any contract resulting from this solicitation shall be for the exclusive use of the State of Arizona agency designated.

4. Term of Contract. The term of any resultant contract will commence on the date of award and will continue for one year unless canceled, terminated or extended as otherwise provided herein.

5. Contract Extension. The State shall have the unilateral right to extend the contract period for four (4) additional one year periods or portions thereof for a total contract term not to exceed five (5) years. The terms and conditions of any such contract extension shall remain the same as the original contract.

6. Estimated Quantities. This solicitation references quantities as a general indication of the needs of the state. The state anticipates considerable activity resulting from contracts that will be awarded as a result of this solicitation; however, the quantities shown are estimates only and the state reserves the right to increase or decrease any quantities actually acquired. No commitment of any kind is made concerning quantities and that fact should be taken into consideration by each potential contractor.

7. Licenses. Contractor shall maintain in current status all Federal, State and Local licenses and permits required for the operation of a business conducted by the contractor.

8. Key Personnel. It is essential that the contractor provide an adequate staff of experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The contractor must assign specific individuals to the key positions. Once assigned to work under the contract, key personnel shall not be removed or replaced without the prior written approval of the issuing agency and a copy to the procurement office of record.

9. Amendments. Any change in the contract including the Scope of Work described herein, whether by modification or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representatives of the contractor and the Commerce Procurement Office of the State of Arizona. Any such amendment shall specify an effective date, any increases or decreases in the amount of the contractors' compensation if applicable and entitled as an 'Amendment', and signed by the parties identified in the preceding sentence. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification or supplementation to the contract.

10. Pricing. Pricing shall be a firm fixed fee based. The Contractor may offer a price reduction adjustment at any time during the term of the contract. Any price reduction shall be executed by a contract amendment.

11. Removal of Contractor’s Employees. The Contractor agrees to utilize only experienced, responsible and capable people in the performance of the work. The State may require that the Contractor remove from the job covered by this contract, employees who endanger persons or property or whose continued employment under this contract is inconsistent with the interest of the State

12. Americans With Disabilities Act of 1990. The Contractor shall comply with the Americans with Disabilities Act of 1990 (Public Law 101-336) and the Arizona Disability Act of 1992 (A.R.S § 41-1492 et. seq.), which prohibits discrimination of the basis of physical or mental disabilities in delivering contract services or in the employment, or advancement in employment of qualified individuals.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contracting the Contract Manager for the solicitation. Request should be made as early as possible to allow time to arrange the accommodation.

13. Assignment. The contractor agrees and understands that the contract shall constitute an assignment by the contractor to the State of Arizona of all rights, title and interest in and to all causes of action that the contractor may be under the antitrust laws of the United States or the State of Arizona for which causes of action have accrued or will accrue as the result of or in relation to the goods or services purchases or procured by the contractor in the fulfillment of the contract with the State of Arizona.

14. Availability of Funds for the Next Fiscal Year. Funds are not presently available for performance under this contract beyond the current fiscal year. The State's obligation for performance of this contract beyond this fiscal year is contingent upon the availability of funds from which payment for contract purposes can be made. No legal liability on the part of the State for any payment may arise for performance under this contract beyond the current fiscal year until funds are made available for performance of this contract.

15. Confidential Information. If a person believes that any portion of a proposal, bid, offer, specification, protest or correspondence contains information that should be withheld, then the Procurement Officer shall be so advised in writing (Price is not confidential and will not be withheld). Such material shall be identified as confidential wherever it appears. The State, pursuant to A.R.S. § 41-2533(D) or A.R.S. § 41-2534(D), shall review all requests for confidentiality and provide a written determination. If the confidential request is denied, such information shall be disclosed as public information, unless the person utilizes the 'Protest' provision as noted in § 41-2611 through § 41-2616.

16.2 The Contractor shall observe and abide by all applicable State and federal statutes, rules and regulations regarding the use or disclosure of information including, but not limited to, information concerning applicants for and recipients of contract services. To the extent permitted by law, the Contractor shall release information to the Department and to the Attorney General's Office as required by the terms of this contract, by law or upon their request.

16.3 The Contractor shall comply with the requirements of Arizona Address Confidentiality Program, A.R.S. § 41-161 et. seq. The Arizona Department of Child Safety will advise the Contractor as to applicable policies and procedures the Arizona Department of Child Safety has adopted for such compliance.

17. Multiple Awards. In order to ensure adequate coverage of the requirements of various user agencies, multiple awards may be made.

18. Non-Collusion. By signing the bid, the bidder certifies that the bid submitted has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limit independent bidding or competition.

19. Non-Exclusive Contract. This contract has been awarded with the understanding and agreement that it is for the sole convenience of the State of Arizona. The State reserves the right to obtain like goods or services from another source when necessary. Off-contract purchase authorization(s) may be approved by either the agency (within an agencies delegated authority) or by the State Procurement Office. Approvals shall be at the exclusive discretion of the State and shall be final. Off-contract procurement shall be consistent with the Arizona Procurement Code.

20. Price Adjustment (Annual). The ADCS may review a fully documented request for a price increase only after the contract has been in effect for one (1) year. A written request for price increase adjustment shall only be considered at the time of a contract extension and shall be submitted no less than 45 days prior to renewal date. The DSC Procurement Unit will determine whether the requested price increase or an alternate option is in the best interest of the State.

The contractor shall offer the State a price reduction on the contract product(s) concurrent with a published price reduction made by the manufacturer to other customers.

The price increase adjustment, if approved, will be effective upon the effective date of the contract extension. Price reductions will become effective upon acceptance by the State.

21 Advertising, Publishing and Promotion of Contract. In addition to Section 3.6 of the Uniform Terms and Conditions, the following shall apply:

22 Audit. In addition to the terms and conditions in Section 3.3 of the Uniform Terms and Conditions, the following shall apply:

22.1 In compliance with the Federal Single Audit Act (31 U.S.C. Sections 7501-7507 as may be amended), Contractors designated as sub recipients, as described in the Office of Management and Budget (OMB) Circular A-133, expending Federal funds from all sources totaling $500,000 or more, shall have a yearly audit conducted in accordance with the audit and reporting standards as prescribed in OMB Circular A-133 (A-133) as may be amended. As outlined in A-133 the audit Reporting Package shall include:

a. Financial…