Elkhart Janitorial COMPLETE SolicitationPackage_2025.docx.pdf

Bidder Instructions Page

1. All bids must be received by 3:45PM EST on FRIDAY, OCTOBER 10, 2025.

2. Question and Answer Period: Any questions pertaining to this bid must be submitted by TUESDAY, SEPTEMBER 16, 2025 at 4:00PM EST to LCDickerson@dwd.IN.gov.

3. Please note that if you are a new Supplier, are Inactive, or have not done business with the State of Indiana, you must complete the following as soon as possible if you are awarded the bid.

a. Register and be in Active status with the Indiana Secretary of State here, INBiz - Indiana's One Stop Source for Your Business (see website for exceptions).

b. Register and be in Active status with the Indiana Auditor of State by submitting a W9 and direct deposit form (instructions included on forms)

Form W-9 (Rev March 2024).pdf

Direct Deposit Form.pdf

4. The Specifications are described in Attachment A, page 18.

5. A mandatory pre-bid site inspection must be conducted. This inspection must be verified by including a signed Attachment B, page 19 with the bid packet.

6. A cost proposal is attached as Attachment C on page 20. This document must be completed and returned.

7. A sample contract is attached as Attachment D for your convenience.

8. Please return all documents, making sure to complete pages 5, 6, 13, 14, 17, 18, 19 and 20.

9. Pages 8, 10, and 12 should be completed, if applicable.

10. Any exceptions to the terms must be documented on page 16 of the bid packet.

mailto:LCDickerson@dwd.IN.gov https://inbiz.in.gov/BOS/Home/Index https://inbiz.in.gov/BOS/Home/Index

(rev 01/25)

STATE OF INDIANA

Request for Quotation SOLICITATION NO: 0000085078

REQUEST FOR: Janitorial Services for 430 Waterfall Dr. Elkhart, IN 46516

REQUESTED BY: Indiana Department of Workforce Development

REQUESTOR: Lataisha Dickerson, Purchasing Administrator

PHONE: 317-232-7211 EMAIL: LCDickerson@dwd.IN.gov

YOUR RESPONSE MUST BE RECEIVED BY: Friday, October 10, 2025, 3:45pm EST

GENERAL INFORMATION

The information below is provided to assist you in completing this request. Please note that these instructions may not contain all applicable requirements. Careful reading of this request is imperative. Failure to follow these instructions or those printed throughout this package could lead to rejection of your quotation. It is not necessary to return this page with your response.

• Type or print legibly in black ink all requested information, including prices and extensions, as well as accurate vendor information.

• Manually sign the Signature Page and Contract if applicable.

• Fax or mail your response to the Requestor listed above. (IF THE RESPONSE IS GREATER THAN $75,000, A MANUAL SIGNATURE IS REQUIRED, THEREFORE A FAX IS NOT ACCEPTABLE) AGENCY PERSONNEL ARE ONLY AUTHORIZED TO CONDUCT PURCHASES OF THIS DOLLAR AMOUNT ON

MAINTENANCE AGREEMENTS AND SOFTWARE LICENSES.

• Do not add any contractual or payment terms and conditions. Terms and conditions of the award will be those listed in this request package and the resulting

Purchase Order only.

• If you are not eligible to claim the Recycled Preference but are offering recycled content products, please list the percentage of content for EACH LINE ITEM and provide manufacturer certification.

• If you are not willing to accept a split award (partial order), your response must include the statement, “Bidding all or none.”

• Your response must be received by the requested date and time indicated.

• If you have questions regarding this request, contact the requestor listed above.

Bidders are not required to be registered with the Procurement Division to respond to a solicitation. If your quotation is recommended for an award, you will be notified of the registration requirements. You will have five (5) days from the date of notification to complete the registration requirements, or the recommended award will be canceled. To register electronically, visit http://www.in.gov/idoa/2464.htm .

http://www.in.gov/idoa/2464.htm

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TERMS AND CONDITIONS

1. ACKNOWLEDGMENT: This Agreement contains the complete and final Agreement between the State and the Contractor and no other Agreement in any way modifying any of said terms and conditions will be binding upon the State or the Contractor unless made in writing and signed by the State's and the Contractor's authorized representative.

2. PRICING: Unit price must be entered and extended, and the total price of the solicitation must be shown. If there is an error between the unit price and total price, the unit price shall prevail.

Awarded Prices: Prices listed for each item are firm and cannot be changed. Any revision in price may be rejected at the discretion of the IN Dept. of Administration, and may result in cancellation of the Purchase Order without recourse on the part of the awarded Contractor.

3. TERMINATION FOR CONVENIENCE: This Agreement may be terminated, in whole or in part, by the State whenever, for any reason, the State determines that such termination is in the best interest of the State. Termination shall be affected by delivery to the Contractor of a Termination Notice at least thirty (30) days prior to termination effective date, specifying the extent to which performance of services under which such termination becomes effective. The Contractor shall be compensated for performance prior to the notice date of termination but in no case shall total payment made to Contractor exceed the original Agreement price due on Agreement. No price increase shall be allowed on individual line items if canceled only in part.

4. FUNDING CANCELLATION: When the Director of the State Budget Agency makes a written determination that funds are not appropriated or otherwise available to support continuation of performance of this Agreement, this Agreement shall be canceled. A determination by the Budget Director that funds are not appropriated or otherwise available to support continuation of performance shall be final and conclusive.

5. INSURANCE: If this Agreement provides for work to be performed by the Contractor for the State, the Contractor shall be responsible for providing all necessary unemployment and workers’ compensation, insurance for the Contractor’s employees and liability and property/casualty insurance, as required by the State. Upon request, the Contractor shall furnish a certificate of insurance showing coverage acceptable to the State.

6. DELIVERY: Delivery must be made at time agreed upon. If any indicated or actual delays arise, the using agency must be notified immediately, in writing, with the cause for such delay stated. If any goods are not delivered within the time specified on the Purchase Order, or within a reasonable time not exceeding 30 days after receipt of a Purchase Order if no time is specified, the using agency may refuse to accept such goods, and this Agreement may be cancelled. Each package shall be numbered and labeled with the State's Purchase Order number, contents and weight, and shall contain an itemized packing slip and be properly packed for shipment.

7. QUANTITY: Goods shipped in excess of quantity designated in the Purchase Order may be returned at the Contractor’s expense.

8. COMPLIANCE WITH SPECIFICATIONS: The goods and/or services shall conform strictly to the specifications, drawings, or samples specified or furnished in connection with the bid/quote, all of which are incorporated herein. The Contractor warrants all goods and/or services delivered to be free from defects of material or workmanship. This warranty shall survive any inspection, delivery, acceptance, or payment by the State of the goods and/or services. Inspections shall be on the State's premises unless otherwise specified. The State shall have the right to reject and return at the Contractor's expense, or to require at the Contractor's expense, the correction or replacement of materials, workmanship, or services which are defective or do not conform to the requirements of the Purchase Order.

9. WARRANTY: The Contractor will furnish all parts and maintenance at no charge for a period of at least 90 days or the manufacturer’s standard warranty, whichever is longer, provided that such maintenance and parts are not required because of accident, neglect, misuse, or force majeure event. Contractor shall be responsible for removal and/or disposal of all replaced parts. Prior to the expiration of the warranty period, whenever equipment is shipped for a mechanical replacement purpose, the Contractor shall bear all cost of such shipment including, but not limited to, cost of packing, transportation, rigging drayage, and insurance. All replacements shall be covered by a new warranty.

10. INTELLECTUAL PROPERTY DEFENSE: The Contractor shall, at its own expense, defend, indemnify and hold harmless the State with respect to any claims that the goods and/or services furnished under this Agreement violates any third-party intellectual property rights including, but not limited to, patents, copyrights, trademarks and trade secrets

11. PAYMENTS: All payments shall be made in arrears in conformance with State fiscal policies and procedures and, as required by IC4-13-2-14.8, by electronic funds transfer to the financial institution designated by the Contractor in writing unless a specific waiver has been obtained from the Auditor of State. No payments will be made in advance of receipt of the goods or services that are the subject of this Agreement except as permitted by IC 4-13-2-20.

12. COMPLIANCE WITH LAWS: The Contractor agrees to comply with all applicable federal, state, and local laws, rules, regulations, or ordinances, and all provisions required thereby to be included herein are hereby incorporated by reference. The enactment of any state or federal statute or the promulgation of regulations thereunder after execution of this Agreement shall be reviewed by the State and the Contractor to determine whether the provisions of this Agreement require formal modification.

13. COMPLIANCE WITH TELEPHONE SOLICITATIONS ACT: As required by IC 5-22-3-7, the Contractor and any principals for the Contractor certify that (A) the Contractor, except for de minimis and nonsystematic violations, has not violated the terms of (i) IC 24-4.7 [Telephone Solicitation of Consumers], (ii) IC 24-5-12 [Telephone Solicitations], or (iii) IC 24-5-14 [Regulation of Automatic Dialing Machines] in the previous three hundred sixty-five (365) days, even if IC 24-4.7 is preempted by federal law; and (B) the Contractor will not violate the terms of IC 24-4.7 for the duration of the Agreement, even if IC 24-4.7 is preempted by federal law. The Contractor and any principals of the Contractor certify that an affiliate or principal of the Contractor and any agent acting on behalf of the Contractor or on behalf of an affiliate or principal of the Contractor: (A) except for de minimis and nonsystematic violations, has not violated the terms of IC 24-4.7 in the previous three hundred sixty-five (365) days, even if IC 24-4.7 is preempted by federal law; and (B) will not violate the terms of IC 24-4.7 for the duration of the Agreement, even if IC 24-4.7 is preempted by federal law.

14. NONDISCRIMINATION: Pursuant to IC 22-9-1-10 and Civil Rights Act of 1964, the Contractor and its Agents, if any, shall not discriminate against any employee or applicant for employment, to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, sex, disability, national origin, ancestry or status as a veteran. The Contractor, and its subcontractor(s), if any, shall comply with all applicable affirmative action reporting requirements.

Breach of this covenant may be regarded as a material breach of this Agreement. The Contractor shall comply with Section 202 of Executive Order 11246, as amended, 41 CFR 60-250, and 41 CFR 60-741, as amended.

15. DRUG-FREE WORKPLACE CERTIFICATION: As required by Executive Order No. 90-5, the Contractor hereby covenants and agrees to make a good faith effort to provide and maintain a drug-free workplace. The Contractor will give written notice to the State within ten (10) days after receiving actual notice that the Contractor or an employee of the Contractor in Indiana has been convicted of a criminal drug violation occurring in the Contractor’s workplace.

16. TAXES: Prices listed on an invoice submitted by the Contractor for payment is not to include any tax for which the State is exempt. The State will furnish a tax exempt certificate, if requested by the Contractor. The State will not be responsible for any taxes levied on the Contractor as a result of this Agreement.

17. FORCE MAJEURE: In the event that either party is unable to perform any of its obligations under this Agreement, or to enjoy any of its benefits, because of natural disaster or decrees of governmental bodies not the fault of the affected party (“Force Majeure Event”), the party who has been so affected shall immediately give notice to the other party and shall do everything possible to resume performance. Upon receipt of such notice, all obligations under this Agreement shall be immediately suspended. If the period of nonperformance exceeds thirty (30) days from the receipt of notice of the Force Majeure Event, the party whose ability to perform has not been so affected may, by giving written notice, terminate this Agreement.

18. GOVERNING LAWS: This Agreement shall be construed in accordance with and governed by the laws of the State of Indiana and suit, if any, must be brought in the State of Indiana.

19. INFORMATION TECHNOLOGY ENTERPRISE ARCHITECTURE REQUIREMENTS: If Contractor provides any information technology related products or services to the State, Contractor shall comply with all Indiana Office of Technology (IOT) standards, policies, and guidelines, which are online at http://iot.in.gov/architecture/. Contractor specifically agrees that all hardware, software, and services provided to or purchased by the State shall be compatible with the principles and goals contained in the electronic and information technology accessibility standards adopted under Section 508 of the Federal Rehabilitation Act of 1973 (29 U.S.C. 794d) and IC 4-13.1-3. Any deviation from these architecture requirements must be approved in writing by IOT in advance. The State may terminate this Agreement for default if Contractor fails to cure a breach of this provision within a commercially reasonable time. Page 7 of 35 http://iot.in.gov/architecture/

CLAIMING PURCHASING PREFERENCES

Each bidder should review the various procurement preferences allowed by State statute. A summary of the preferences can be found under Programs and Preferences located at: https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/

Each bidder must answer the following questions pertaining to purchasing preferences. No preference will be applied unless these questions have been answered and any required attachments included.

1. Are you claiming the U.S. Manufactured Product Preference (IC 5-22-15-21)?

This is per individual line and should be noted below Yes _____ No _____

If claiming the U.S. Manufactured preference, Respondents must clearly specify the items qualified for the preference, at the individual line level, on the lines provided below. A product is manufactured in the United States, if the cost of its components mined, produced, or manufactured in the United States exceeds 50% of the cost of all its components. (In determining if a product is manufactured in the United States, only the product and its components shall be considered.) This preference can only be applied to the items the State is actually purchasing.

Additionally, Respondents must include a letter on company (manufacturer) letterhead confirming the cost of the product or its components exceed 50% of the cost of all components.

If claiming this preference, the bidder is certifying under penalties of perjury that each of the bidder’s end products claimed is a U.S. Manufactured Product as described in IC 5-22-15-21. Failure to indicate individual line items claimed under this preference or failing to include a letter may affect the evaluation of the bid.

Please list what line items this preference will apply to:

2. Are you claiming the Preference for Steel Products (IC 5-22-15-25) Yes ___ No ___

3. Are you claiming the preference for supplies that contain recycled or post-consumer materials (IC 5-22-15-16) Yes ___ No ___

The preference does not apply when the purchase description is limited to a supply that contains recycled materials or post-consumer materials

If yes, a manufacturer’s certification must be submitted for each item or group of items for which the offeror is seeking a preference or the preference may not be considered.

CLAIMING PURCHASING PREFERENCES

4. Are you claiming the preference for soybean oil based ink (IC 5-22-15-18) Yes ___ No ___

5. Are you claiming the preference for soy diesel/bio diesel (IC 5-22-15-19) Yes ___ No ___

6. Are you claiming the preference for foods/beverages that contain high levels of calcium (IC 5-22-15-24) Yes ___ No __ https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/

SF47895 (ELEC1/12)

MINORITY & WOMEN'S BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT

Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Minority and/or Women Business Enterprises (MWBE). The contract goal for this solicitation is 8% Minority participation and 11% for Women participation.

If participation exists, the vendor must submit with its quote an MWBE Subcontractor Commitment Form. The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of vendors who supply products and/or services directly to the Respondent, the Respondent must provide a description of products and/or services provided that are directly related to this quote and the cost of direct supplies for this quote. Respondents must complete the Subcontractor Commitment Form in its entirety. The total amount proposed should match the amount entered on the Supplier Commitment form. The subcontractor commitment shall apply to the life of the contract including any time after the initial term.

A signed letter(s), on company letterhead, from the MBE(s) and/or WBE(s) must accompany the MWBE Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its subcontract amount, a description of products and/or services to be provided on this project and approximate date the subcontractor will perform work on this contract.

Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

• Must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date.

• Prime Contractor must include with their proposal the subcontractor’s M/WBE Certification Letter provided by IDOA to show current status of certification.

• Each firm may only serve as one classification – MBE, WBE, or IVOSB (see Section 1.22).

• A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified

Prime Contractors cannot count their own workforce or companies to meet this requirement. See 25 IAC 5-6-2(d))

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or services only in the industry area for which it is certified.

• Must be used to provide the goods or services specific to the contract.

• National Diversity Plans are generally not acceptable.

MINORITY & WOMEN’S BUSINESS ENTERPRISES SUBCONTRACTOR LETTER OF COMMITMENT

A signed letter(s), on company letterhead, from the MBE and/or WBE must accompany the MWBE Subcontractor Commitment Form.

Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the subcontractor will perform work on this contract.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s Division of Supplier Diversity. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at

(317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

https://www.in.gov/idoa/mwbe https://www.in.gov/idoa/mwbe

STATE OF INDIANA MBE/WBE SUBCONTRACTOR COMMITMENT FORM

Quote Number:

TOTAL Quote AMOUNT:

Respondent Firm

Telephone Number

Address Fax Number

City/State/Zip Code

Email Address

Representative

Authorizing Signature

Date Printed Name and Title

Please check if additional forms are attached.

Page ________ of __________

FORM MUST BE COMPLETED IN ITS ENTIRETY WITH COMPLETED LETTERS OF COMMITMENT.

MBE Firm WBE Firm Company Name: Contact Person:

Address: E-mail:

Telephone Number:

Fax Number:

Sub-Contract Amount:

Sub-Contract Percentage of Total Quote:

Describe service/product to be provided. Include the applicable UNSPSC that applies to this commitment.

Provide approximate dates when Sub-Contractor will perform on this project:

MBE Firm WBE Firm

Fax Number:

INDIANA VETERAN OWNED SMALL BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT

Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Veteran Owned Small Business Enterprises (IVOSB). The contract goal for this solicitation is 3%.

If participation exists, the vendor must submit with its quote an IVOSB Subcontractor Commitment Form. The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of vendors who supply products and/or services directly to the Respondent, the Respondent must provide a description of products and/or services provided that are directly related to this quote and the cost of direct supplies for this quote. Respondents must complete the IVOSB Subcontractor Commitment Form in its entirety. The total amount proposed should match the amount entered on the Supplier Commitment form. The subcontractor commitment shall apply to the life of the contract including any time after the initial term.

A signed letter(s), on company letterhead, from the IVOSB(s) must accompany the IVOSB Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the IVOSB of its subcontract amount, a description of products and/or services to be provided on this project and approximate date the subcontractor will perform work on this contract.

Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

INDIANA VETERAN OWNED SMALL BUSINESS ENTERPRISES SUBCONTRACTOR LETTER OF COMMITMENT

A signed letter(s), on company letterhead, from the IVOSB must accompany the IVOSB Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the IVOSB of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the subcontractor will perform work on this contract.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s Division of Supplier Diversity. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at

(317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

• Must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date.

• Prime Contractor must include with their proposal the Subcontractor’s M/WBE Certification Letter provided by IDOA to show current status of certification.

• Each firm may only serve as one classification – MBE, WBE, or IVOSB (see Section 1.22).

• A Prime Contractor who is an MBE or WBE must meet Subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.

See 25 IAC 5-6-2(d))

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or services only in the industry area for which it is certified.

• Must be used to provide the goods or services specific to the contract.

• National Diversity Plans are generally not acceptable.

https://www.in.gov/idoa/mwbe

STATE OF INDIANA IVOSB SUBCONTRACTOR COMMITMENT FORM

Quote Number:

TOTAL Quote AMOUNT:

Respondent Firm

Telephone Number

Address Fax Number

City/State/Zip Code

Email Address

Representative

Authorizing Signature

Date Printed Name and Title

Please check if additional forms are attached.

Page ________ of __________

FORM MUST BE COMPLETED IN ITS ENTIRETY WITH COMPLETED LETTERS OF COMMITMENT.

Fax Number:

Fax Number:

1 Legal Name of firm:

Address/City/State/Zip Code:

Telephone #/Fax #/Website:

4 Federal Tax Identification

Number:

5 State/Country of domicile/incorporation:

6 Location of firm's headquarters or principal place of business:

7 Name of parent company or holding company (if applicable):

8 State/Country of domicile/incorporation of company listed in #7:

9 Address of company listed in #7:

10 IN Department of Workforce Development (DWD) account number:

11 IN Department of Revenue (DOR) account number:

12 Number of Indiana resident employees per most recently completed IRS Form W-2 distribution:

Total number of employees per most recently completed IRS Form W-2 distribution:

14 Total amount of payroll paid to Indiana resident employees per most recently completed IRS Form W-2 distribution:

Total amount of payroll paid to all employees per the most recently completed IRS Form W-2 distribution:

16 Total amount of this proposal, bid, or current contract:

This information is required by the Indiana Department of Administration for all contractors, vendors/suppliers to the State of Indiana (complete all 22 items).

INDIANA ECONOMIC IMPACT - PROPOSALS AND CONTRACTS

State Form 51778 (R4 / 1-06)

DEPARTMENT OF ADMINISTRATION

Approved by State Board of Accounts, 2006

17 Prime Contractor Company Name:

18 Number of Full Time Equivalent (FTE) employees that are Indiana residents specifically for this proposal or contract:

19 Subcontractor Company Name:

20 Address/Contact Person/Telephone Number/Tax ID Number:

21 Number of Full Time Equivalent (FTE) employees that are Indiana residents specifically for this proposal or contract:

Signature:

Name of auththorized official:

Title:

Date:

ACCOUNTING OF INDIANA RESIDENT

Affirmation by authorized official: I affirm under penalties of perjury that the foregoing representations are true to be the

SF44260(ELEC2/06)

DRUG-FREE WORKPLACE CERTIFICATION

The Contractor hereby covenants and agrees to make a good faith effort to provide and maintain a drug-free workplace. The Contractor will give written notice to the State within ten (10) days after receiving actual notice that the Contractor or an employee of the Contractor in the State of Indiana has been convicted of a criminal drug violation occurring in the workplace. False certification or violation of this certification may result in sanctions including, but not limited to, suspension of contract payments, termination of this Contract and/or debarment of contracting opportunities with the State for up to three (3) years.

This certification is required by Executive Order No. 90-5, April 12, 1990, issued by the Governor of Indiana. Pursuant to its delegated authority, the Indiana Department of Administration is requiring the inclusion of this certification in all contracts with and grants from the State of Indiana in excess of $25,000. No award of a contract or grant shall be made, and no contract, purchase order or agreement, the total amount of which exceeds $25,000, shall be valid unless and until this certification has been fully executed by the Vendor and attached to the contract or agreement as part of the contract documents. False certification or violation of the certification may result in sanctions, including, but not limited to, suspension of contract payments, termination of the contract or agreement and/or debarment of contracting opportunities with the State for up to three (3) years.

The Contractor/Grantee certifies and agrees that it will provide a drug-free workplace by:

(a) Publishing and providing to all of its employees a statement notifying employees that the unlawful manufacturer, distribution, dispensing, possession or use of a controlled substance is prohibited in the Vendor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; and

(b) Establishing a drug-free awareness program to inform employees about (1) the dangers of drug abuse in the workplace; (2) the

Vendor's policy of maintaining a drug-free workplace; (3) any available drug counseling, rehabilitation, and employee assistance programs; and (4) the penalties that may be imposed upon an employee for drug abuse violations occurring in the workplace;

and

(c) Notifying all employees in the statement required by subparagraph (a) above that as a condition of continued employment the employee will (1) abide by the terms of the statement; and (2) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction; and

(d) Notifying in writing the contracting State Agency and the Indiana Department of Administration within ten (10) days after receiving notice from an employee under subdivision(c) (2) above, or otherwise receiving actual notice of such conviction; and

(e) Within thirty (30) days after receiving notice under subdivision (c) (2) above of conviction, imposing the following sanctions or remedial measures on any employee who is convicted of drug abuse violations occurring in the workplace: (1) take appropriate personnel action against the employee, up to and including termination; or (2) require such employee to satisfactorily participate in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement, or other appropriate agency; and

(f) Making a good faith effort to maintain a drug-free workplace through the implementation of subparagraphs (a) through (e) above.

SECRETARY OF STATE REGISTRATION

In accordance with IC 5-22-16-4, an offeror or subcontractor desiring to perform any portion of the work described by this bid/quote that is a business required to register with the Secretary of State. The registration requirement is applicable to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations and limited liability companies.

Information concerning registration with the Secretary of State may be obtained by contacting:

Indiana Secretary of State of Indiana Corporation Section 302 W. Washington St. Rom E018 Indianapolis, IN 46204

(317) 232-6576

COMPLIANCE CERTIFICATION

Responses to this bid solicitation serve as a warrant that the responding entity has properly registered as required by law with the Secretary of State and that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State of Indiana, and it agrees that it will immediately notify the State of any such actions. The respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the State of Indiana. Any respondent agrees that the State may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that State may bar the respondent from contracting with the State, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the State and has submitted proof of such payment to the State.

ETHICS OBLIGATIONS

The contractor and its agents shall abide by all ethical requirements that apply to persons who have a business relationship with the State, as set forth in Indiana Code § 4-2-6 et seq. and Indiana Code 4.2.7, the regulations promulgated thereunder, and Executive Order 04-08, dated April 27, 2004. If the contractor is not familiar with these ethical requirements, the contractor should refer any questions to the Indiana State Ethics Commission, or visit the Indiana State Ethics Commission website at http://www.in.gov/ig/commission.html If the contractor or its agents violate any applicable ethical standards, the State may, in its sole discretion, terminate this contract immediately upon notice to the contractor. In addition, the Contractor may be subject to penalties under Indiana Code § 4-2-6-12 and 4.2.7.

PRICING

Unit price must be entered and extended, and the total price of the bid must be shown. Unit prices are to be bid on the basis of the unit specified. If there is an error between the unit price and total price, the unit price shall prevail. Awarded Prices: Prices listed for each item are firm and cannot be changed.

F.O.B. DESTINATION

The State requires all bids to be submitted on the basis of F.O.B. destination.

OPEN COMPETITION

The specifications are intended to be nonrestrictive. Although at times brand names and model numbers may be used, they are merely intended to be guidelines to establish criteria and quality for competitive bidding. Unless otherwise stated, alternate bids will be evaluated and may be acceptable as long as they can be verified as equal or better than specified as determined by the State. All bidders with alternate products shall submit detailed specifications with their bid.

CREATION OF BINDING AGREEMENT

A binding Agreement will be created only by the issuance of a Purchase Order at any time within the period stated on the Request for Quotation/Invitation to Bid form. The Binding Agreement will be governed by the terms and conditions included in this bid package. The Contractor shall make no deliveries on verbal orders except from the Using Agency on purchases less than $5,000 and only with written approval on purchases greater than $5,000 from the Indiana Department of Administration, Procurement Division.

EXCEPTIONS

___________ PLEASE CHECK IF APPLICABLE

Alternative requests must be equal or better than those specified as determined by the Indiana Department of Administration, and bidders deviating from specified items should provide, with his or her request, a listing of all areas in which his or her product deviates and fully explain and justify this alternative.

ANY EXCEPTIONS ARE TO BE NOTED BELOW AND LISTED BY LINE ITEM NUMBER.

EMPLOYMENT ELIGIBILITY VERIFICATION

As required by IC §22-5-1.7, the Contractor swears or affirms under the penalties of perjury that:

1. The Contractor does not knowingly employ an unauthorized alien.

2. The Contractor shall enroll in and verify the work eligibility status of all his/her/its newly hired employees through the E-Verify program as defined in IC §22-5-1.7-3. The Contractor is not required to participate should the E-Verify program cease to exist. Additionally, the Contractor is not required to participate if the Contractor is self-employed and does not employ any employees.

3. The Contractor shall not knowingly employ or contract with an unauthorized alien. The Contractor shall not retain an employee or contract with a person that the Contractor subsequently learns is an unauthorized alien.

4. The Contractor shall require his/her/its subcontractors who perform work under this Contract to certify to the Contractor that the subcontractor does not knowingly employ or contract with an unauthorized alien and that the subcontractor has enrolled and is participating in the E-Verify program. The Contractor agrees to maintain this certification throughout the duration of the term of a contract with a subcontractor.

The State may terminate for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the State.

http://www.in.gov/ig/commission.html

NON-COLLUSION CERTIFICATION

This is to certify that the Bidder, being duly affirmed under oath says, that he or she is the contracting party; that he or she has not, nor has any other employee of the company represented by him or her, directly or indirectly, entered into or offered to enter into any combination, collusion or agreement to receive or pay, and that he or she has not received or paid, any sum of money or other consideration for the execution of the annexed contract other than that which appears upon the face of the contract.

SIGNATURE

This is to certify that the bidder or any person on his or her behalf has examined and understands and agrees to the specifications, including General and Special conditions of this document.

BIDDER _____________________________________ FEDERAL ID NUMBER_________________________ (Please circle to indicate if your FIN is a TIN or SSN)

ORDERING ADDRESS __________________________________________________________________________________

CITY _________________________________ STATE ________________________ ZIP CODE ____________

REMITTANCE ADDRESS __________________________________________________________________________________

CITY _________________________________ STATE ________________________ ZIP CODE ____________

TYPE OF BUSINESS (i.e. Corporation, Sole Proprietor, LLC, etc) _______________________________________________

NORTH AMERICAN INDUSTRY CLASSIFICATION SYTEM (NAICS CODE) _________________________

TELEPHONE NUMBER (______) _____________________

E-Mail address: ____________________________________

If awarded a contract, the bidder will provide supplies, equipment, and/or services to the State of Indiana in accordance with the general conditions, specifications, certifications and other documents of this solicitation.

I, _________________________________________, the undersigned___________________________

(Signature) (Print Office Held) of the above named bidder under penalties of perjury this ___________ day of ____________,________, certify that I hold the aforementioned Office in the above bidder and that the representations are true and accurate.

JANITORAL SERVICES DESCRIPTION FREQUENCY COMMENTS

1 *WORK TO BE COMPLETED WITHIN THREE (3) WEEKS AFTER THE PURCHASE ORDER HAS BEEN ISSUED. YES NO

(a) In the restrooms, the full service area of the walls, stall partitions, doors, stalls, toilets and waste containers shall be scrubbed and disinfected. *UPON RECEIPT OF PO

(b) All resilient flooring in the building shall be wet mopped and buffed. *UPON RECEIPT OF PO

(c) Replace any defective light bulbs/tubes. Lights will be furnished by the WorkOne office. *UPON RECEIPT OF PO

(d) All windows shall be washed inside and out with non-streaking window cleaner. *UPON RECEIPT OF PO

(e) Restroom floors shall be scrubbed, waxed, and buffed, using non-slip floor wax. *UPON RECEIPT OF PO

(f) The resilient flooring in the office areas shall be scrubbed, waxed, and buffed using non-slip floor wax. *UPON RECEIPT OF PO

(g) Clean window coverings, with the exception of curtains or drapes. This includes blinds/shutters. *UPON RECEIPT OF PO

(h) Wipe down all office walls/partitions with a damp cloth. *UPON RECEIPT OF PO

(i) All light fixtures, bulbs, or tubes and heating/air flow ducts shall be washed/wiped down with a disinfected cleaner during cleaning time. *UPON RECEIPT OF PO

(j) The immediate area around the building and the parking lot will be cleaned of trash, wrappers, papers, cans, bottles, and other discarded items. *UPON RECEIPT OF PO

2 DAILY RESTROOM SERVICES

(a) Floors to be swept and scrubbed with disinfectant DAILY

(b) Toilets and urinals shall be cleaned with bowl cleaner (NOT SCOURING POWDER) inside and out, and sanitized. Toilet seats wiped down with disinfectant spray/cleaner. Do not use the toilet bowl brush. No rust or encrustations shall remain. Water basins shall be cleaned inside and out to remove all dirt, grease, or encrustation. DAILY

(c) Mirrors, shelving, dispensers, and chrome fixtures shall be damp wiped and polished. DAILY

(d) All other surfaces shall be damp wiped with a disinfectant to remove all obvious soil. DAILY

(e) Paper towel waste receptacles shall be emptied. Towel and toilet tissue dispensers serviced correctly. Each stall shall have additional toilet tissue rolls placed on the tanks of the toilet as a reserve. DAILY

3 DAILY OFFICE AREA CLEANING

ALL OFFICE AREAS CONSIST OF THE FOLLOWING: CUBICLES, FILEROOMS, LIBRARIES, CONFERENCE ROOMS, CORRIDORS, HALLWAYS/AISLES AND SPACE ADJACENT TO THESE AREAS, INCLUDING ENTRY WAYS.

(a) Wastebaskets shall be emptied, and the waste paper and trash removed from the premises and disposed of in their proper receptacles outdoors on a daily basis. DAILY

(b) The full floor area as outlined above shall be swept with a treated mop to remove all dirt, dust and litter, and wet mopped during bad weather. DAILY

(c) Those offices having carpeting shall be vacuumed daily to remove all visible dirt, dust, and litter. Visible stains/spills to be spot cleaned. DAILY

(d) Horizontal surfaces of desks, tables, and counters, shall be dusted with a treated dust cloth. Desks with paper, books, or notes on top of them in a working appearance, or such manner as to preclude dusting, do not disturb. DAILY

(e) Empty all outside trash containers including front and back door. DAILY

(f) Dust overhead cabinets in cubicles. DAILY

4 DAILY CLEANING OF LOBBIES AND CORRIDORS

(a) Floors shall be buffed and swept with a treated sweep mop. Carpets when present, vacuumed insuring that areas are swept, include corners and along baseboards. In bad weather, or as otherwise necessary to remove dirt, the floors will be damp mopped. DAILY

(b) Clean windows and sills, as well as corners and frames of doorways. DAILY

5 DAILY CLEANING OF EMPLOYEE LOUNGE

(a) Tile Floor shall be swept and damp mopped, and carpeted areas vacuumed. DAILY

(b) All trash removed from waste containers and plastic liners replaced where needed. DAILY

(c) Tables wiped off with a disinfectant spray. DAILY

6 DAILY INSPECTION AND REPLACEMENT

a) Replace any defective light bulbs/ tubes. Lights will be furnished by the WorkOne/DWD DAILY

7 1 DAY PER WEEK CLEANING

(a) The immediate area around the building and the parking lot will be cleaned of trash, wrappers, papers, cans, bottles, and other discarded items one (1) day per week as scheduled in advance by manager. 1 DAY PER WEEK

8 MONTHLY SERVICING (EVERY 30 DAYS)

(a) In the restrooms, the full service area of the walls, stall partitions, doors, sills, and waste containers shall be scrubbed and disinfected. All resilient flooring in the building shall be wet mopped and buffed.

MONTHLY

EVERY 30 DAYS

9 QUARTERLY SERVICING (EVERY 90 DAYS)

(a) All light fixtures, bulbs or tubes and heating/air flow ducts (and Air Diffusers) shall be washed/ wiped down with a disinfected cleaner during cleaning.

QUARTERLY

EVERY 90 DAYs

(b) All windows shall be washed inside and out with a non-streaking window cleaner.

QUARTERLY

EVERY 90 DAYs

10 TWICE A YEAR SERVICING (EVERY 6 MONTHS)

(a)…