D4 Janitorial Specs FY24.docx

Idaho State Police Event 353 Janitorial Services

1. OVERVIEW

1.1. The Idaho State Police (ISP) is accepting quotes for a one-year janitorial services contract beginning March 1, 2024 with options for three (3) one-year extensions for the following location:

Idaho State Police, District 4 218 West Yakima Jerome, ID. 83338

(208) 324-6000

1.2. The Contractor will perform janitorial services at law enforcement offices, consisting of:

1.2.1. Vacuum carpeted areas; dust offices, conference rooms, desks, counters, window sills, window blinds and other flat surfaces; empty trash containers; wash interior and exterior windows; shampoo carpets; clean light fixtures; clean and sanitize rest rooms, showers, locker rooms, sink areas, cabinets and telephones.

1.2.2. Clean and dust photocopier and facsimile machines, shredder and computers.

1.2.3. Successful contractor will supply all labor, equipment and cleaning agents, except where stated otherwise.

1.2.4. Total building area requiring janitorial services is approximately 13,400 square feet.

2. SITE TOUR

2.1. Interested vendors shall carefully inspect the project site prior to submitting their quote. Submission of a quote by any vendor shall be accepted as prima face evidence that they have examined these specifications, have satisfied themselves as to the nature and location of the work, and have acquainted themselves with all available information including a physical survey of the site of the proposed work. Failure on the part of the contractor to become adequately acquainted with the project shall not relieve successful contractor from performing all the work required for a completely finished job. A pre-quote tour and signed site tour verification is required. Failure to provide a signed site tour verification with the quote submittal may be cause for quote rejection. Call Captain David Neth, (208)324-6000, to schedule an on-site inspection before February 16, 2024.

3. CONTRACT AWARD

3.1. ISP will evaluate the quote responses and an award made based on the following:

4. QUOTE SUBMITTAL

4.1. A complete quote submittal includes the following, many of which may be scanned and attached to an electronic submission:

4.1.1. Signed site tour verification form.

4.1.2. References - minimum of five (5); three of which will be chosen at random and contacted. References provided must be for companies within the same area (Twin Falls, Jerome, etc.) for whom the quoting vendor has performed janitorial services of a substantially similar nature and scope.

4.1.3. State of Idaho Insurance Certificate (must be signed by insurance agent). Must be provided within five (5) days after award of contract and before work begins. Certificate must indicate Idaho State Police as additional insured.

4.1.4. Date of registration with Idaho Secretary of State. (This date will be used to calculate length of experience providing janitorial services.)

4.1.5. Cost schedule information.

4.2. Failure to provide a complete quote may be cause for rejection.

4.3. Quotes must be submitted through IPRO WebProcure system.

4.4. Questions must be provided in writing by either emailing to debie.beavers-rudolph@isp.idaho.gov, or by faxing to (208) 884-7093, no later than 5pm, February 16, 2024

4.5. This solicitation closes at 5pm, February 23, 2024.

5. QUOTE EVALUATION

5.1. Quotes will be evaluated as follows:

5.1.1. Cost: Lowest cost will receive 60 points. Other costs will be divided by lowest cost and multiplied by 60 to determine cost points.

5.1.2. References: Three of the references provided by each quoting vendor will be contacted. The total points for each reference will be summed and multiplied by .4; the references will then be summed and divided by the number of references called to determine the reference score.

5.1.3. Total Points: Total points will be determined by summing the cost and reference scores.

6. CONTRACTOR’S STAFF

6.1. The successful contractor will be required to complete a detailed background questionnaire and finger printing for each staff member who will be servicing this contract. This will be required prior to contract award and before work commences. Background questionnaire forms may be obtained from the ISP office in Jerome after notification of award.

6.2. These persons will be subject to a background check by ISP; any person found to have an undesirable background will not be permitted to work at the site.

6.3. Background information pertaining to a replacement, or new, member of the Contractor's staff must be submitted to ISP a prior to beginning work. The employee will not begin work until approved by ISP.

6.4. The Contractor shall use only professionally trained personnel. No training activities will be allowed at the facility. Employees must be easily identified by uniform or acceptable identification. No children or animals are to be permitted in the building during the performance of these duties.

6.5. Subcontractors may be used for specialized services (carpet cleaning, waxing/sealing, etc.). Contractor will remain responsible for all activities of subcontractor(s) performed pursuant to the contract and shall be liable for all damages to ISP caused by negligent performance or non-performance of work. Contractor must require subcontractor(s) under this Contract to purchase and maintain the insurance coverage as described in this Section for the Contractor in connection with the performance of work by those Subcontractors. Alternatively, Contractor may include any subcontractors under Contractor’s insurance on the coverage required in this Section. Subcontractor(s) must fully comply with the insurance coverage required in this Section. Failure of subcontractor(s) to maintain insurance does not limit Contractor’s liability or responsibility under this Contract. Any and all subcontractors must clear detailed background questionnaire and finger printing for each staff member prior to work commencing.

NOTE: Due to the stringent background requirements for employee access to ISP facilities, it is highly recommended that the contractor include enough pay incentive for their employees in the cost proposal to encourage those employees who pass background to continue employment through the life of the contract.

7. BILLING

7.1. ISP will accept monthly invoices. Each invoice will indicate basic charges and indicate separately charges for special tasks as completed.

7.2. The contract number shall be indicated on the face of the invoice.

7.3. Each invoice shall state the period of service covered, any special work performed and amount.

7.4. Mail invoices to:

7.5. Email invoices to:

purchasing@isp.idaho.gov

8. GENERAL TERMS AND CONDITIONS

8.1. This solicitation and the resulting contract are subject to the most current State of Idaho Standard Contract Terms and Conditions and Special Contract Terms and Conditions for Janitorial Contracts, available at https://purchasing.idaho.gov

8.2. Initial Cleaning: If requested by ISP, the Contractor shall perform an initial cleaning of the building during the first week of the contract.

8.3. Additional Hours: If given adequate advance notice, additional hours per month of extra janitorial services may be requested. This extra work will be invoiced separately from the regular contract cost and will be at an hourly cost as per quote response.

8.4. Due to operational and confidentiality requirements, the Contractor and their employees may be denied access to any office space. The Contractor will not be responsible for cleaning that office area at that time.

8.5. Contract performance inspections: Each month a representative of the ISP will perform an inspection of the services provided by the contractor and document any discrepancies on the inspection checklist. The inspections may be performed more frequently if necessary.

8.6. Quality Control Meetings: A supervisory representative of the Contractor will meet with the District Commander at Idaho State Police office each month or as required. The purpose of such meetings shall be to provide ISP with the opportunity to discuss any problem areas that may arise. Any complaints not resolved after the second meeting should be reported to Randy Byrne, Financial Services, for resolution. A copy of each Quality Control Meeting minutes will be forwarded to FSO.

8.7. Termination: This contract may be terminated by either party upon written notice thirty (30) days prior to the effective date of the termination, and agreed upon by both parties. The ISP shall provide written notice of Contractor’s default or noncompliance with the specifications, contract conditions, service, performance, or supply requirements. The Contractor upon receipt of said notice has one (1) calendar day to cure the default or noncompliance; and if at the end of such one (1) calendar day cure period, the Contractor is still in default or noncompliance, then at the option of the State this Agreement may be terminated.

8.8. Appropriation by legislature required: The ISP is a government entity and this Agreement shall in no way or manner by construed so as to bind or obligate the State of Idaho beyond the term of any particular appropriation of funds by the State’s legislature as may exist from time to time. The ISP reserves the right to terminate this Agreement in whole or in part (or any order placed under it) if, in its sole judgment, the Legislature of the State of Idaho fails, neglects, or refuses to appropriate sufficient funds as may be required for the ISP to continue such payments, or requires any return or “give-back” of funds required for the State to continue payments, or if the Executive Branch mandates any cuts or holdbacks in spending. All affected future rights and liabilities of the parties hereto shall thereupon cease within ten (10) calendar days after notice to the Contractor. It is understood and agreed that the ISP’s payments herein provided for shall be paid from Idaho State Legislative appropriations.

8.9. If, during the course of the contract, it becomes necessary to bring the janitorial services to an acceptable level of cleanliness and sanitation by an outside contractor, the cost of those services will be deducted from any payments due the main contractor.

8.10. Hold Harmless: Contractor shall indemnify and hold harmless the State of Idaho from any and all liability, claims, damages, costs, expenses, and actions, including reasonable attorney fees, caused by or that arise from the negligent or wrongful acts or omissions of the Contractor, its employees, agents, or subcontractors under this Agreement that cause death or injury or damage to property or arising out of a failure to comply with any state or federal statute, law, regulation or act. In no event will the Contractor be liable for incidental, indirect, special, or consequential damages. Contractor shall have no indemnification liability under this section for death, injury, or damage arising out of the negligence or misconduct of the State.

8.11. Indemnification: For the duration of the contract and until all work specified in the contract is completed, the Contractor shall maintain in effect all insurance as required herein (or by attachment). Work under this contract shall not commence until evidence of all required insurance and bonding (if required) is provided to the ISP. Evidence of such insurance shall consist of a completed copy of the certificate of insurance signed by the insurance agent for the contractor and returned to the ISP. If for any reason, any material change occurs in the coverage during the course of the contract, such change will not become effective until 30 days after the ISP has received written notice of such change.

8.12. Insurance and permits: Within five (5) days of notification of award the apparent successful contractor will provide certificates of the insurance required by the specifications and will maintain the insurance during the life of the contract and any subsequent extensions. There will not be provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) days may, at the State’s discretion, result in rejection of your quote.

8.12.1. Note: The minimum required insurance does not need to be in force in order to submit a quote for subject janitorial services; however, the successful contractor must have minimum required insurance in force prior to contract start.

8.12.2. Contractor shall be responsible to extent of insurance required by this agreement for all property of the State of Idaho which is stolen, damaged or destroyed by employees of the Contractor.

9. GENERAL

9.1. Contractor will be responsible for all aspects of the janitorial and housekeeping services for the complex as described below. All cleaning will be conducted during normal business hours. ISP will establish areas of security and levels of access as required;

9.2. The janitorial/housekeeping services consist of weekly, twice weekly, monthly, quarterly and semiannual services as described in the detailed specifications.

9.3. Cleaning of the following areas will done under escort only:

10. SUPPLIES

10.1. Contractor will furnish materials, chemicals, equipment and supplies (except paper towels, toilet tissue, feminine product disposal bags, toilet seat covers, wastebasket liners and hand soap) to complete required services. In compliance with ISP’s policy and commitment to Environmentally Responsible Purchasing, all chemicals and or cleaning materials used shall be certified or otherwise conform to the environmental and health standards of Green Seal (www.greenseal.org) EcoLogo (www.ecologo.org), or any equivalent certifying body. Compliant products are listed at the Green Seal and EcoLogo websites.

10.2. ISP will provide paper towels, toilet tissue, feminine product disposal bags, toilet seat covers, wastebasket liners and hand soap from existing statewide contracts. Contractor will be responsible for inventory control and storage of these products and coordinate with proper ISP personnel to ensure adequate supply levels and timely reorders.

10.3. All equipment used with this contract will be standard-industrial equipment. Contractor will always maintain all equipment in a clean, safe and serviceable condition.

10.4. All chemicals and/or cleaning materials will be maintained in clearly labeled product containers and will be stored and used as described in each product Material Safety Data Sheet (MSDS). Contractor will maintain on file, in the building, Material Safety Data Sheets (MSDS) for all cleaning supplies and chemicals currently in use for this contract.

10.5. ISP will provide the Contractor dedicated storage space for supplies and equipment. It is Contractor’s responsibility to maintain the janitorial closets in a high state of order and cleanliness as prescribed by ISP. Storage/janitorial areas are subject to inspections any time without warning.

10.6. Contractor will service and maintain coin-operated feminine hygiene product dispensers in women’s restrooms where required. The product cost will be the responsibility of Contractor. Dispenser revenue will be used to purchase hygiene products; revenues may not exceed actual product expenses by more than five (5) percent annually.

11. WEEKLY SERVICES

11.1. Weekly vacuuming of the following areas is required. If the carpeting in these rooms needs vacuuming more frequently than required by these specifications, contractor should vacuum as required.

11.1.1. Private Offices

11.1.2. Patrol Area

11.1.3. Detective Area

11.1.4. Project Rooms (under escort) upon request

11.1.5. Evidence Processing Room (under escort)

11.2. Dust chairs, tables, desks, file cabinets, exposed office furniture, equipment surfaces, and all door/window ledges throughout the facility.

11.3. Due to operational and confidentiality requirements the Contractor and their employees may be denied access to any location in the facility. The Contractor will not be responsible for cleaning that office area at that time.

12. TWICE WEEKLY SERVICES

12.1. Refill all soap, toilet tissue and paper towel dispensers, and replace air fresheners in restrooms as needed.

12.2. Empty all shredders.

12.3. Clean and sanitize all showers, restroom fixtures and partitions including inside and outside toilets and urinals. Urinals, toilets and sinks will be free of dirt, grime, residue, foreign matter, and will be odor free. Replace toilet bowl/urinal deodorizer as necessary.

12.4. Polish mirrors, towel dispensers and wipe splatters from restroom walls. Mirrors and dispensers will be free of dirt, grime, handprints, streaks, and spots.

12.5. Sweep, clean and wet mop restroom floors with disinfectant. Clean floors will be free of visible dirt, dust and streaks on floor, in corners or behind doors. Particular care in cleaning will be emphasized around the floor next to urinals and toilets. Schedule of Finishes, included in the RFQ, lists floors installed in the facility.

12.6. Empty and clean all wastebasket receptacles and replace plastic liners as necessary.

12.7. Vacuum all heavy traffic areas including floor mats and main classrooms with a commercial vacuum cleaner (the “beater” type vacuum is preferred, but Contractor may offer a suitable substitute for approval). After vacuuming, the carpeted area shall be free of all visible litter and soil. The Schedule of Finishes, included in the RFQ, lists facility carpeting.

12.8. Carpeted rooms requiring twice weekly vacuuming include interview and weight rooms.

12.9. Clean, sanitize and polish all drinking fountains, removing all water stains and mineral deposits.

12.10. Clean inner and outer entrance glass and frames of fingerprints, streaks or spots.

12.11. Scrub all spills or stains and sweep clean/dust-mop and wet-mop all vinyl floors. This requirement includes the removal of all scuffmarks from the floors. Clean floors will be free of visible dirt, dust and streaks on floor, in corners, behind doors or under furniture or equipment. Schedule of Finishes, lists the vinyl materials used in the facility.

12.12. Report lighting requiring replacement to ISP Building Coordinator.

13. MONTHLY SERVICES

13.1. Removal all black heel marks from any non-carpet areas.

13.2. Maintain “No Wax” or “No Buff” floors according to manufacturer recommendations.

13.3. Vacuum all interoffice carpets with a commercial vacuum cleaner (the “beater” type vacuum is preferred, but Contractor may offer a suitable substitute for approval). Move chairs and moveable furniture as necessary. After vacuuming, the carpeted area will be free of all visible litter and soil

13.4. Dust all mini blinds.

13.5. Polish all interior stainless door kick plates.

14. QUARTERLY SERVICES

14.1. Clean all outside and inside windows, entrance glass doors and frames. Properly cleaned windows will be free of dirt, water spots, streaks, smudges, and foreign matter.

14.2. Clean all workout equipment in fitness room.

15. SEMI ANNUAL SERVICES

15.1. Contractor will furnish a schedule to the Building Coordinator for the following semiannual work:

15.1.1. Clean carpets using the manufacturer specifications. Contract Manager will establish a carpet-cleaning schedule.

15.1.2. Clean recessed light fixtures and ceiling registers throughout the facility.

15.1.3. Scrub (removing all spills and stains), seal, wax and buff to a uniform smooth gloss all vinyl floors. “No Wax” or “No Buff” floors will be maintained according to manufacturer recommendations.

16. ADDITIONAL SERVICES

16.1. Provide additional cleaning/janitorial services as directed and coordinate with the ISP Building Coordinator before services are done. These services will be above the cost of contract services, as quoted, and may consist of washing walls, air ducts covers and other similar tasks. (See quote schedules to quote hourly services.)

16.2. Other governmental or private organizations may use ISP facilities on a cost reimbursement basis. When such meetings are held and additional services are required, using agencies may be required to directly reimburse Contractor for such services. Reimbursement will be at the additional per-hour rate quoted by Contractor.

17. WORK INSPECTION

17.1. Work is to be personally inspected each month by the Building Coordinator and the Janitorial/Housekeeping Manager. A signed statement will be maintained by the Building Coordinator stating that the scheduled duties have been completed satisfactorily. Both the Building Coordinator and the janitorial service representative will sign the statement. After six months, change frequency to monthly/quarterly upon consent of both parties.

17.2. Areas found unsatisfactory or not in compliance will be immediately corrected and re-inspected.

18. SCHEDULE OF FINISHES

The schedule of materials is provided to assist the Contractor in selecting proper cleaning products for each surface.

SCHEDULE OF FINISHES

COLOR AND MATERIALS

P-2 P-3 SHERWIN WILLIAMS 7008 Alabaster (walls) SHERWIN WILLIAMS 7038 Tony Taupe (metal doors) SHERWIN WILLIAMS NO3 Desert(door frames)

PL-2

PL-3

Wilsonart 4142-60 Grey Glace (counter & backsplash) Wilsonart 4804-60 Nexus Aster (cabinet Face) Pionite AB121 Suede opal Imprsn. (lav., locker, and toilet rooms)

Attachment A

Note: Return this page with quote. Failure to do so may be cause for quote rejection.

COST INFORMATION

Evaluation Factor

Cost Per Year

Contract Life Plus Extensions (4 yrs)

Monthly cost $ _____ x 12

Initial cleaning cost $ _____

N/A

Carpet cleaning $ _____ x 2

Additional hours Cost per hour: * $ _____

Initial cleaning cost is for a new contractor to clean the offices top-to-bottom and provide a baseline cleanliness from which to proceed. This cost will not be incurred by an incumbent contractor.

* Cost per hour is for quote evaluation purposes only. No guarantee of extra hours is implied.

Attachment B

BUSINESS REFERENCES

Contractor Name __________________________ Name of Business or Agency _________________________________________ Address __________________________________________________________ Contact Person and Title __________________________ Telephone _____________ Dates of Service: From ____________ to ____________ Annual Contract Amount $_________ Services Performed _____________________________________________________________ Name of Business or Agency _________________________________________ Address __________________________________________________________ Contact Person and Title __________________________ Telephone _____________ Dates of Service: From ____________ to ____________ Annual Contract Amount $_________ Services Performed _____________________________________________________________ Name of Business or Agency _________________________________________ Address __________________________________________________________ Contact Person and Title __________________________ Telephone _____________ Dates of Service: From ____________ to ____________ Annual Contract Amount $_________ Services Performed _____________________________________________________________ Name of Business or Agency _________________________________________ Address __________________________________________________________ Contact Person and Title __________________________ Telephone _____________ Dates of Service: From ____________ to ____________ Annual Contract Amount $_________ Services Performed _____________________________________________________________ Name of Business or Agency _________________________________________ Address __________________________________________________________ Contact Person and Title __________________________ Telephone _____________ Dates of Service: From ____________ to ____________ Annual Contract Amount $_________ Services Performed ____________________________________________________________

Attachment C

PRE-QUOTE TOUR VERIFICATION FORM

IDAHO STATE POLICE

DISTRICT 4

218 West Yakima Jerome, ID. 83338

(208) 324-6000

YOU MUST CALL THE PHONE NUMBER ABOVE TO MAKE AN APPOINTMENT FOR THE REQUIRED PRE-QUOTE TOUR.

NAME OF COMPANY

COMPANY REPRESENTATIVE SIGNATURE

IDAHO STATE POLICE REPRESENTATIVE SIGNATURE AND DATE

When the pre-quote tour is completed the contractor and agency representative are to sign this form.

For your quotation to be considered, the vendor must attend an on-site inspection tour and submit this completed form with the completed request for quotation.

ARRIVE IN SUFFICIENT TIME PRIOR TO YOUR APPOINTMENT TO ALLOW FOR TIME TO OBTAIN A SECURITY CLEARANCE IF REQUIRED image1.tiff