Dispatch Console Cleaning.pdf

State of Idaho

Request For Quote

RFQ Tit le: Dispatch Console Cleaning RFQ Number: 5728

1. Purpose: The Idaho State Police (“ISP”) is issuing this Request for Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Bidders”) that can provide specialized biannual cleaning and preventive maintenance services for ISP’s communications consoles, control rooms, and associated server room areas at designated ISP facilities. Services will include the cleaning of computer consoles, monitors, keyboards, mice, CPU exteriors, wiring, desks, server equipment, and other associated surfaces, as well as related preventive maintenance and minor adjustments necessary to maintain the equipment and work areas in proper operating condition.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation.

All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead.

Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

Name Olivia French Title & Agency Contracts Officer, Idaho State Police

Phone 208-884-7033 Email Olivia.French@isp.idaho.gov

3. Timeline: Quotes are due by the date and time listed in IPRO.

Late Quotes must not be accepted or considered.

4. Required Submittals: Bidders must complete and submit the following Submittal Forms as part of their

Quote:

4.1 Submittal Form A – Background, Declarations, & Certifications

4.2 Submittal Form B – Price Sheet

4.3 Attachment 1 – Reference Sheet

5. Basis of Award: Award will be made to the responsive responsible Bidder with the lowest Fully Burdened

Total Cost, as provided on Submittal Form B. The RFQ Lead may, in the State’s sole discretion, require the Bidder to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder not being considered for an award.

6. Submission Instructions The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed in Section 4). Enter your Fully Burdened Total Cost in IPRO.

https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho%20

Table of Contents

Exhibit 1 – Background Information Page 3 Exhibit 2 – General Requirements Page 4 Exhibit 3 – Scope of Work (SOW) Page 6

Submittal Form A - Background, Declarat ions, and Cert if ications Page 9 Submittal Form B - Price Sheet Page 10 Attachment 1 – Reference Sheet Page 11

EXHIBIT 1

Background Information

1. Background Information

The Idaho State Police (“ISP”) is requesting quotes from qualified and experienced contractors to provide specialized biannual cleaning and preventive maintenance services for ISP communications consoles, control rooms, and associated server room areas at designated ISP facilities. Services will be performed at the Idaho State Police facilities located at 700 South Stratford Drive, Meridian, Idaho 83642, and 615 West Wilbur Avenue, Coeur d’Alene, Idaho 83815, as further detailed below.

The services will include specialized cleaning of communications consoles and associated equipment, including computer towers, monitors, keyboards, mice, desks, server equipment, wiring, connections, vents, doors, and other surfaces within the designated areas. The Contractor will also provide related preventive maintenance and minor adjustments to consoles, as applicable, to help maintain the equipment in proper operating condition. The work must be performed in a manner that minimizes disruption to ongoing operations, including work within active communications/control room environments. These requirements are based on the services previously provided under ISP Contract No. ISP-22-057.

2. Current Challenges

The previous agreement for specialized biannual cleaning and preventive maintenance services has expired. ISP is seeking to establish a new contract to ensure these services continue to be available for the designated communications and server room areas. Due to the nature of the facilities and the specialized equipment located within them, cleaning and preventive maintenance must be performed by qualified personnel in a manner that minimizes disruption to ongoing operations.

EXHIBIT 2

General Requirements

1. Objectives and Expectations

The communications consoles, control rooms, and server room areas are to be maintained in a clean, orderly, and professional condition. All cleaning and preventive maintenance services shall be performed in a manner that protects the equipment, minimizes disruption to ongoing operations, and supports the continued reliable operation of ISP’s communications and control room facilities.

The Contractor is expected to provide professionally trained personnel, use appropriate cleaning methods and products for electronic equipment, and perform all services in accordance with the requirements outlined in this RFQ.

2. Contract Term

The term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

3. Contractor Responsibilities

3.1 The Contractor and all personnel assigned to perform services under this Contract must be professionally trained and experienced in specialized cleaning of communications consoles, control rooms, server rooms, computer equipment, and associated electronic equipment. Personnel must be knowledgeable in appropriate cleaning methods and products for electronic equipment and must perform all services in a manner that protects the equipment and minimizes disruption to ongoing operations.

3.2 The Contractor must furnish all labor, equipment, supplies, tools, cleaning products, and materials necessary to perform the required services. The Contractor must provide all personal protective equipment (PPE) necessary to safely perform the services. Cleaning equipment and products must be appropriate for use around sensitive electronic and communications equipment. The Contractor shall use low-scent cleaning products and equipment that minimizes noise and disruption to active communications and control room operations.

3.3 Contractor personnel must complete all required ISP background questionnaires and fingerprinting prior to performing any work at an ISP facility. Each individual assigned to the Contract is subject to approval by ISP. Any individual determined by ISP to have an undesirable background will not be permitted to perform services at the facility. Background information for any replacement or newly assigned personnel must be submitted to ISP at least five (5) working days prior to the individual beginning work. No individual may begin work until approved by

ISP.

3.4 The Contractor must use only professionally trained personnel to perform services under this Contract. Contractor personnel must be easily identified while performing work at ISP facilities by wearing a uniform or other acceptable identification clearly identifying them as employees of the Contractor. No training activities will be permitted at the facility.

3.5 The Contractor must perform the required cleaning services in accordance with the Scope of Work and shall take appropriate precautions to prevent damage to communications consoles, computers, monitors, wiring, connections, server equipment, furniture, and other ISP property. Any property damaged by the Contractor or the Contractor's employees while performing services shall be reported to ISP immediately and repaired or replaced at the Contractor's expense, as determined by ISP.

3.6 The Contractor must immediately notify the ISP Contract Administrator or designated staff of any issues or concerns observed while performing services. This includes, but is not limited to, damaged equipment, loose or damaged wiring, unusual conditions, equipment concerns, leaks, damage to the facility, or any other condition that may require attention or repair.

3.7 The Contractor must provide detailed records of all services performed to the ISP Contract Administrator or designated staff after each scheduled service. Service records must identify the date of service, location, services performed, and any issues or concerns identified during the service. Records must be submitted in a format designated by ISP.

3.8 The Contractor must report any service discrepancies by email, including the reason a scheduled service was not performed. This includes, but is not limited to, illness, injury, equipment failure, facility access issues, or other circumstances preventing the Contractor from completing the scheduled work. The Contractor must also document and report any damage, equipment concerns, or other abnormalities upon first observation. Such notifications must be provided to the ISP Contract Administrator or designated staff within twenty-four (24) hours of the occurrence.

3.9 The Contractor must perform console cleaning and related services in a manner that allows the communications/control room to remain operational whenever practicable. Services must be conducted as quietly as reasonably possible and must minimize disruption to ISP personnel and ongoing operations.

3.10 The Contractor shall not permit children, animals, or any unauthorized persons to accompany Contractor personnel into the facility or building while services are being performed.

3.11 If the Contractor or any Contractor personnel, delegates, or authorized subcontractors are injured while on site performing services under this Contract, the Contractor must notify the ISP Contract Administrator or designated staff within a reasonable and practical amount of time, but no less than two (2) hours after the event.

4. Response Requirements

To respond to this RFQ, the Bidder must supply with their quote the following submittal documents, which will be assessed on a pass/fail basis. Any response from a Bidder that does not include all of the required documents may cause their bid to not be considered for award.

4.1 Provide a minimum of three (3) references from companies or agencies (See Attachment 1, Reference Sheet) for whom your company has performed services that are similar in scope and size within the last five (5) years.

References should demonstrate experience providing specialized cleaning and/or preventive maintenance services for communications consoles, control rooms, server rooms, computer equipment, or similar electronic equipment. Idaho State Police (ISP) must not be used as a reference.

4.1.1 ISP reserves the right to call and verify each reference that is provided.

4.1.2 Vendors who do not provide at least three (3) references will not be considered for award.

4.2 Provide a description of the Bidder's experience performing specialized cleaning services for communications consoles, control rooms, server rooms, computer equipment, and other sensitive electronic equipment. The description should include the length of time the Bidder has provided these types of services and a summary of the Bidder's experience with similar facilities or equipment.

4.3 The Bidder must identify the personnel who will be assigned to perform services under this Contract and confirm that such personnel are professionally trained and experienced in the services required by this RFQ.

4.4 Submittal Form B – Price Sheet

5. Billing Contractor must invoice ISP upon completion of each scheduled service. Any invoices submitted without the below-listed information will be rejected until a corrected invoice is submitted.

The invoice must include, but not limited to:

- Detailed service report or checklist including the names of Contractor staff performing the work and a description of the work performed

- Date(s) of service

- ISP facility and location where services were performed

- Number and types of consoles, control rooms, or server room areas serviced

- Total amount billed for the billing period

- Contractor name, address, phone number, and e-mail address

- Contract Number

- Invoice Date

Invoices must be submitted by United States Mail to:

Idaho State Police Attn: Accounts Payable 700 South Stratford Drive Meridian, Idaho 83642

Or sent as an Adobe PDF e-mail attachment to:

Purchasing@isp.idaho.gov

Payment will be made in accordance with the terms of the resulting contract upon receipt of a properly completed and itemized invoice.

**Final invoices must be submitted to ISP no later than thirty (30) calendar days after the contract expiration date.

6. Contract Maximum The total amount payable under the resulting Contract shall not exceed the total Contract amount established by ISP based on the awarded pricing and anticipated quantities. The resulting Contract will establish a maximum not-to-exceed amount for the Contract term. ISP does not guarantee any minimum number of services, quantities, or expenditures under the Contract. Payment will be made only for services requested by ISP and satisfactorily performed by the Contractor.

mailto:Purchasing@isp.idaho.gov

EXHIBIT 3

Scope of Work

1. Summary of Scope

1.1 The Idaho State Police seeks to secure the services of a qualified Contractor to provide specialized biannual cleaning and preventive maintenance services for communications consoles, control rooms, and associated server room areas at designated ISP facilities. Services shall include cleaning of consoles, computer equipment, monitors, keyboards, mice, wiring, server equipment, desks, and other associated surfaces, as well as minor preventive maintenance and adjustments to communications consoles, as further detailed in the Scope of Work.

2. Scope of Work

The Contractor must perform the services below and meet the requirements as identified for each service.

2.1 Specialized Console and Control Room Cleaning

2.1.1 The Contractor must provide biannual cleaning services at the designated ISP facilities. Cleaning services will be performed once every six (6) months, for a total of two (2) scheduled services per year.

2.1.2 Services shall be performed at the following locations:

• RCC South, 700 South Stratford Drive, Meridian, Idaho 83642

• RCC North, 615 West Wilbur Avenue, Coeur d’Alene, Idaho 83815

2.1.3 Cleaning must be performed on-site and, whenever practicable, while the communications/control center remains operational.

2.1.4 The Contractor must perform the cleaning in a quiet manner that minimizes disruption to ISP operations.

Vacuum equipment must be appropriately modified or designed to minimize noise and must utilize HEPA filtration suitable for the work environment.

2.1.5 The Contractor must use cleaning products appropriate for sensitive electronic and communications equipment. Low-scent cleaning products must be used to minimize disruption caused by harsh chemical smells or odors.

2.1.6 All surfaces must be thoroughly cleaned, with particular attention given to areas that collect dust and debris.

2.2 Console and Equipment Cleaning

2.2.1 The Contractor must dust and clean computer towers, monitors, desks, server equipment, wiring, connections, vents, accessible open areas of ceilings, and other horizontal surfaces.

2.2.2 The Contractor must clean keyboards, monitors, mice, and the exterior surfaces of CPU units using specialty cleaning products appropriate for electronic equipment.

2.2.3 The Contractor must vacuum, sweep, and detail mop all applicable hard surfaces throughout the designated work areas.

2.2.4 The Contractor must clean doors, doorways, and associated hardware.

2.2.5 The Contractor must spot clean walls throughout the designated areas.

2.2.6 Wiring, cables, connections, and areas surrounding the communications and computer equipment must be cleaned carefully to prevent damage or disruption to equipment.

2.3 Preventative Maintenance

2.3.1 As part of the scheduled console cleaning service, the Contractor must inspect communications consoles for conditions that may affect their operation or performance.

2.3.2 Preventive maintenance may include, but is not limited to, hinge adjustments, tightening screws, leveling consoles, and minor touch-ups necessary to help maintain the console in proper operating condition.

2.3.3 The Contractor must perform preventive maintenance in a manner that minimizes the likelihood of equipment breakdown and supports the continued reliable operation of the communications console.

2.3.4 The Contractor must immediately notify the ISP Contract Administrator or designated ISP staff of any condition identified during inspection that requires repair or maintenance beyond the preventive maintenance services included under this Contract.

2.3.5 The Contractor shall not perform repairs or modifications beyond the authorized scope of work without prior approval from ISP.

2.4 Service Requirements

2.4.1 The Contractor must use only professionally trained personnel to perform the services.

2.4.2 All Contractor personnel assigned to the work must comply with ISP's background check and fingerprinting requirements prior to performing services at an ISP facility.

2.4.3 Contractor personnel must be easily identified while performing services by wearing a uniform or other acceptable identification.

2.4.4 No children or animals are permitted in the building while services are being performed.

2.4.5 The Contractor must provide all labor, equipment, cleaning supplies, tools, materials, and PPE necessary to complete the services.

2.4.6 The Contractor must take all reasonable precautions to protect ISP equipment, facilities, furniture, wiring, and other property while performing services.

2.4.7 Any property damaged by the Contractor or Contractor personnel while performing services must be immediately reported to ISP and repaired or replaced at the Contractor's expense, as determined by ISP.

2.5 Service Scheduling

2.5.1 Services must be scheduled approximately once every six (6) months at each designated ISP facility.

2.5.2 The Contractor must coordinate service dates and times with the ISP Contract Administrator or designated

ISP staff prior to performing scheduled services.

2.5.3 Because the services are performed in active communications and control room environments, ISP may require the Contractor to adjust the scheduled date or time to minimize operational disruption.

2.5.4 If the Contractor is unable to complete a scheduled service, the Contractor must notify the ISP Contract

Administrator or designated staff as soon as possible and provide the reason for the missed service and an estimated date for completion.

2.6 Service Documentation

2.6.1 Upon completion of each scheduled service, the Contractor must provide ISP with a detailed service report or checklist documenting the work performed.

2.6.2 The service documentation must include, at minimum:

• Date of service;

• ISP facility and location serviced;

• Names of Contractor personnel who performed the work;

• Description of cleaning services performed;

• Description of preventative maintenance performed;

• Any equipment, facility, or maintenance concerns identified; and

• Any work that could not be completed and the reason it was not completed.

2.6.3 Service documentation must be submitted to the ISP Contract Administrator or designated ISP staff following completion of each service and in a format designated by ISP.

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote not being accepted.

PROJECT INFORMATION

RFQ Number: 5728 Project Name: Dispatch Console Cleaning

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

Legal Status: ☐ Corporation

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative Signature Date

SUBMITTAL FORM B

Price Sheet

Submittal Form B is an Excel document located in the Questions section of the event in IPRO.

ATTACHMENT 1

Reference Sheet

Reference #1

Project Length (EX: Apri l 2024- Oct 2025)

Contact Information:

Name:

Telephone:

Email :

Postal Address:

Reference #2

Contact Information

Telephone:

Reference #3

Contact Information

Telephone: