Final_RFB_605_2200000067_1_SO_FORM.PDF

Document ID: RFB 605 2200000067 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: Janitorial Svcs Carter Co Rest Area

Date Issued:

8/5/21 Record Date:

2021-08-05

Solicitation Closes Date:

8/20/21 Time:

13:30

Solicitation No:

RFB 605 2200000067

Online Bidding Prohibited: No

For Information Call:

Allyson May 502-782-3981

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 605 2200000067 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Janitorial Services Carter Co Rest Area 0.00000 DAY

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description

***ONLY ONLINE BIDS WILL BE ACCEPTED FOR THIS RFB.***

*On this line, Bidders must enter $0.01 for price and zero (0) for experience in the e-procurement system.*

To do this, see attached document "How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf".

*Experience (months in business) must be entered on attached "Bid Sheet" and submitted as an attachment in the e-procurement system.*

*Please enter contact person, phone number, and email address on the bid sheet.*

Emailed and hard copies delivered by any method WILL NOT BE ACCEPTED.

This RFB will be conducted as a Multistep Competitive Sealed Bid in accordance with 200 KAR 5:375 also referred to as a REVERSE AUCTION.

The Commonwealth has partnered with eBridge to host this bidding event on its Web-Based Bidding Platform. Vendors who have not previously registered must register with eBridge by emailing tara.obannon@ebridgeprocurement.com

Review the attachment (eBridge Bid Instructions). The awarded supplier is obligated to pay a transaction fee to eBridge pursuant to the Terms and Conditions accepted upon placement of initial bid.

This RFB will consist of two phases.

Phase 1: VENDORS SHALL SUBMIT UNPRICED OFFERS per instruction in Section 3.04. Prices will be accepted only from bidders whose unpriced technical offer is found acceptable during Phase 1.

Phase 2: PRICES WILL ONLY BE ACCEPTED IN THE SECOND PHASE DURING THE ONLINE REVERSE AUCTION BIDDING EVENT. If only one (1) responsive bid is received, the online reverse auction will be cancelled and the Division of Purchases, will request pricing from the vendor via email. The criteria that will be used to evaluate the offers at the conclusion of the online bidding event are located in section 5.00.

Reciprocal Preference will be given to the resident bidders per KRS 45A.494 prior to award.

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 9 - Flemingsburg District Office

822 Elizaville Rd PO Box 347 Flemingsburg KY 41041

Document ID: RFB 605 2200000067 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item Price Experience (months in business)

This RFB will be conducted as a Multistep Competitive Sealed Bid in accordance with 200 KAR 5:375 also referred to as a REVERSE AUCTION.

The Commonwealth has partnered with eBridge to host this bidding event on its Web-Based Bidding Platform. Vendors who have not previously registered must register with eBridge by emailing tara.obannon@ebridgeprocurement.com

Review the attachment (eBridge Bid Instructions). The awarded supplier is obligated to pay a transaction fee to eBridge pursuant to the Terms and Conditions accepted upon placement of initial bid.

This RFB will consist of two phases.

Phase 1: VENDORS SHALL SUBMIT UNPRICED OFFERS per instruction in Section 3.04. Prices will be accepted only from bidders whose unpriced technical offer is found acceptable during Phase 1.

Phase 2: PRICES WILL ONLY BE ACCEPTED IN THE SECOND PHASE DURING THE ONLINE REVERSE AUCTION BIDDING EVENT. If only one (1) responsive bid is received, the online reverse auction will be cancelled and the Division of Purchases, will request pricing from the vendor via email. The criteria that will be used to evaluate the offers at the conclusion of the online bidding event are located in section 5.00.

Reciprocal Preference will be given to the resident bidders per KRS 45A.494 prior to award.

Effective February 1, 2021

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

Link: https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

***See attached document “How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf”***

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at https:// finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload

Document Description Page 4

2200000067 Janitorial Svcs Carter Co Rest Area mailto:tara.obannon@ebridgeprocurement.com https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx https://finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-

HELP (4357).

BID PRICES SUBMITTED ON COMPANY QUOTE FORMS ARE DISCOURAGED. COMPANY TERMS

AND CONDITIONS AND/OR SALES AND USE AGREEMENTS OFTEN CONFLICT WITH STANDARD

SOLICITATION REQUIREMENTS AND MAY RESULT IN REJECTION OF BID OFFER.

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

PUBLIC BID READINGS

Due to the ongoing pandemic, in-person public bid readings have been discontinued by the KYTC Division of Purchases.

Beginning February 1, 2021, we will now be offering public bid readings via telephone.

Any person wishing to hear a bid reading may call the conference line at 866-830-9434, Participant Code 21327950, at 3:00 pm, Eastern Time on the bid closing date.

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission. If the items below are not submitted with the bid, the Commonwealth MUST deem the bid non-responsive and SHALL NOT be considered for award.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

_____ PHASE 1 – RESPONSE WITHOUT PRICING (See attached bid sheet)

All other items MUST be submitted prior to award however, vendors are strongly encouraged to include with bid submission.

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY FOREIGN

ENTITY (See Section 2.25)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

_____ CERTIFICATE OF INSURANCE (See Section 1.0)

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

Document Description Page 5

2200000067 Janitorial Svcs Carter Co Rest Area mailto:Finance.CRCGroup@ky.gov

The General Conditions and Instructions for Solicitations and Contracts shall be incorporated by reference in each solicitation and resulting contract. Therefore, it is the bidder's responsibility to access and read these General Conditions at: http://finance.ky.gov/services/policies scroll down to Procurement Services- Procurement , double click on the file named FAP 110-10-00 General Conditions and Instructions for Solicitations and Contracts or request a copy by contacting the KYTC Division of Purchases buyer named in Section 3.01. Every person submitting a bid to the Commonwealth shall be deemed to have assented to these conditions by the act of bidding.

Section 1 - Scope of Work - Service

1.0 - Specifications of Service Requirements

Performance Specifications This Solicitation is for custodial and other grounds maintenance to be performed at the Interstate Welcome Center and Rest Area Facilities, Westbound (MP 173.587) and Eastbound Interstate-64 (MP 174.001), in Carter County, Kentucky.

The anticipated start date of the contract is 12:00 a.m., September 1, 2021. The successful bidder shall be prepared to begin services on that date.

The successful bidder shall be responsible for the daily maintenance of the Interstate Rest Area facilities to provide adequate levels of Custodial and Grounds Maintenance to assure that these facilities are maintained in a safe, clean, sanitary, and an attractive manner as described in these Terms and Conditions.

Custodial and other grounds maintenance shall consist of but not limited to, the cleaning of the Rest Area Building(s), painting of designated areas, including the Pickup and Removal of Litter and Debris, Cleaning of Picnic Tables and Pads, Cleaning and Weeding of Shrub Bed Areas; Sweeping of Parking Areas and Sidewalks, Removal of Snow and Ice from Sidewalks, Removal of Leaves from Designated Areas, and the Collection and Disposal of Trash. Vendor shall perform any and all other custodial duties as deemed necessary by the Department. Approximate daily traffic count is 1400.

The frequencies of cleaning and maintaining the Rest Area Facilities and Grounds are for the normal usage of the Rest Area. The terms "as needed" or "as necessary" are for unusual circumstances, such as heavy usage or peak demand and may require frequencies of cleaning and painting that are additional to the normal in order to provide Rest Area facilities that are safe, attractive, clean, and sanitary at all times.

The successful bidder shall furnish all labor, equipment, tools, and materials necessary to maintain the Rest Area facilities in a proper manner. The Kentucky Transportation Cabinet, Division of Maintenance shall approve all equipment and materials prior to their use.

The successful bidder shall also furnish and maintain all blood borne pathogen kits, and safety first aid kits. Sharps containers shall be provided by the Department. Employees of the Department of Highways Division of Employee Safety and Health will perform routine inspections of the rest area facilities to assure that these safety items are in compliance with OSHA standards. Any non-compliance will be reported to the District Rest Area Coordinator or his representative. Failure to meet minimum compliance standards shall result in an assessment of 10% of the daily contracted rate in liquidated damages per each occurrence.

The successful bidder shall replace in like kind all equipment, materials, and fixtures damaged by the successful bidder or its employees during the performance of custodial and ground maintenance services.

Document Description Page 6

The successful bidder shall not alter the interior decor of nor add any seasonal or other decorations to the Rest Area Buildings without prior approval from the Department. The successful bidder shall not place any permanent fixtures onto nor drill any holes in the walls of the Rest Area Buildings without prior approval of the Department.

Custodial Maintenance - Rest Area Buildings:

Keep the door from the lobby to the rear storage room closed at all times with the exception of when the rest area shift supervisor(s) and the attendants enter and exit the lobby.

The restrooms will be open at all times with the exception of those time periods during the twenty-four-hour day when major cleaning will be performed. When restrooms are temporarily closed for cleaning, a sign will be placed at each entry point advising the public that the restrooms are being cleaned.

Provide the proper maintenance of the entire physical plant within the rest area facility including the minor repair of all mechanical and structural items unless otherwise noted. The Department will make repairs that are needed that are not deemed to be minor.

Storage areas located in the rear of the rest area building and in separate outside buildings on the premises are provided for the storage of supplies, materials, and equipment to be used in the cleaning and maintenance of the rest area facilities.

The successful bidder shall maintain the Vending Buildings and pick up the litter on the grounds surrounding the Vending Buildings as needed.

The successful bidder shall adhere to the following guidelines for specific maintenance activities for the Custodial Maintenance of the Rest Area Building:

A) Lobby (Foyer):

1) Sweep and mop the floor as needed during each shift, using an acceptable cleaner for mopping;

then rinse, and squeegee or mop the floor to a dry condition. Perform a major cleaning two (2) times per week.

2) Clean all of the displays one time during each shift using a nonabrasive glass cleaner; dust the top and the sides of each display one time each day and as needed.

3) Polish the drinking fountains one time during each shift using a nonabrasive cleaner.

4) Empty the ashtrays one time each shift and as needed.

5) Clean the telephones one time during each shift and as needed.

Document Description Page 7

6) Clean the frames of entrance doors, inside and out, one time during each shift; clean the threshold and remove the scuff marks from the bottom of the doors; sweep out the door grills, and wet wipe as needed.

7) Clean the plate glass windows and the frames, inside and out, one time during each shift; spot clean for fingerprints as needed.

8) Dust and wipe the heater vents one time during each shift.

9) Clean the entire outside casings of the travel information kiosk and map dispenser one time during each shift and as needed.

B) Restrooms:

1) Clean the lavatories, commodes, and urinals two times during each twenty-four hour period and as necessary; clean commodes and urinals with a non-acid bowl cleaner, taking care not to spill the bowl cleaner on the floor tile; disinfect and dry the commodes in a thorough manner, including both sides of the commode seat; clean the porcelain base of the commodes in a thorough manner down to the floor;

clean the splash marks on the walls of the lavatories as needed.

2) Clean the stall partitions one time during each twenty-four hour period; spot clean the stall partitions as needed and remove all graffiti as it occurs; clean the bottom area of the stall partitions near the floor in a thorough manner; clean splash marks that result from mopping from the stall partitions as soon as they occur; dust the tops of the stall partitions one time during each twenty-four hour period and as needed.

3) Clean the mirrors one time during each shift and as needed.

4) Polish the hand dryers, plumbing fixtures, and metal fittings one time during each shift and as needed; dust the hand dryers one time during each twenty-four hour period to keep air vents open.

5) Mop the floors as needed during each shift and as needed with an acceptable cleaner; then squeegee or mop the floors to a dry condition. Perform a major cleaning two (2) times a week.

6) Wash the walls from the ceiling to the floor two (2) times each week and as needed using a disinfectant cleaner; remove graffiti as it occurs; clean the ceilings and the painted surfaces one time each week and as needed; remove the dust from the grills and the air vents in a thorough manner.

7) Dust and wipe the heater vents one time during each day. Vacuum the heater vent inlets one time each week and as needed.

8) Empty all sanitary napkin receptacles and trash receptacles once each day and as needed;

place the contents in plastic bags, tied in a secure manner, and store in a designated area for disposal by the Department; apply an approved disinfectant to each sanitary napkin receptacle and trash receptacle after each cleaning.

Document Description Page 8

9) Clean the Baby Changing devices one time each shift and as needed.

10) Clean the Diaper Disposal receptacles one time each shift and as needed.

11) Report all malfunctions of the mechanical systems or the electrical systems to the District Rest Area Coordinator in the Department of Highways District Office.

C) Storage Area(s):

1) Maintain the storage areas in a manner that is clean, neat, and orderly; lock and secure the storage areas at all times, with the exception of those times when it is occupied by personnel of either the successful bidder or the Department. The Department will provide one set of keys to authorized personnel of the successful bidder. The successful bidder shall provide any additional keys that are needed and replace any keys that have become lost.

2) Store flammable liquids in the outside storage building.

3) Do not allow television sets to be placed in the storage areas or on the premises of the Rest Area facilities.

4) Do not allow personnel of the successful bidder who are off duty to loiter in or around the storage areas or within the boundaries of the Rest Area facilities.

5) Do not allow pets or other animals in the storage areas.

6) Provide a private telephone line into each Rest Area Building storage area and pay for all telephone charges on a monthly basis.

7) Be responsible for any damage or loss from any cause to the tools, equipment, or materials that are the property of the contractor, or for the damage or loss of the personal property of the employees of the successful bidder.

D) Vending Areas:

1) Sweep and mop the floors one time during each twenty-four hour period and as needed.

2) Wash the walls from the ceiling to the floor one time each week; dust for cobwebs one time during each twenty-four hour period.

3) Clean light covers one time each week; replace bulbs (CFL) immediately as needed.

4) Clean sidewalks around the buildings one time during each twenty-four hour period and as needed.

Document Description Page 9

5) Clean and empty ashtrays one time during each shift and as needed.

6) Clean telephones one time during each twenty-four hour period and as needed.

7) Empty the trash containers when they are three-fourths (¾) full or as needed.

8) Do not allow employees of the Vending Contractor(s) access to the storage areas within the Rest Area buildings or to the outside storage buildings.

E) Mechanical and Structural Repairs:

1) Make all minor repairs and supply the parts necessary to make the repairs, including but not limited to, supplying and replacing light bulbs (CFL) when they burn out (with the exception of picnic area and parking area lighting), fixing leaking faucets, replacing and tightening commode seats, toilet tissue containers and sanitary napkin disposal receptacles, making minor adjustments to doors, and supplying and repairing soap dispensers.

2) Replace or repair all items that have failed as soon as possible and, at a maximum, within twenty-four (24) hours of the failure; replace failed items with the same brand or an equal brand to that of the original item. Failure to meet these requirements will result in a reduction of compensation as described in the section on inspection.

3) Repair any equipment that has been damaged because of lightning or other acts of nature that could not have been prepared for or prevented. Obtain written approval from the Project Manager before making any repairs that exceed $25.00 in cost. Request the written approval to make the repairs as soon as the damage is noted and make the necessary repairs within three (3) days after receiving the written approval. The Department will reimburse the Successful bidder for the repair of any damaged equipment with the reimbursement cost based on the actual invoice cost of the replacement part plus the cost for the contract labor. The Department is the final authority in regard to settling any dispute that may arise concerning areas of responsibility. The Department also reserves the right to make repairs to damaged equipment at its discretion.

4) Utilize and implement a checklist of steps provided by the Project Manager or their representative to prepare for the threat of freezing temperatures. Prepare for and repair any damages that could have been prevented which occurred as a result of freezing temperatures.

Failure to take precautionary steps that result in damages because of freezing temperatures will be the responsibility of the successful bidder to repair at his cost.

5) Wash, or supply and replace, all air conditioner filters a minimum of one time each week, and as necessary. Use disposable filters if desired.

6) Notify the District Rest Area Coordinator as soon as possible if a condition arises that requires the closing of the rest area to the traveling public, regardless of the time of day or night or day of the week. Also, notify the District Rest Area Coordinator as soon as possible if repairs or replacement parts are needed.

F) Other Maintenance of Grounds and Parking Areas:

Other maintenance of grounds and parking areas shall consist of, but not be limited to, the pick-up and removal of litter and debris from the grounds, parking areas and shrub bed areas; emptying trash containers;

Document Description Page 10 cleaning picnic tables, concrete pads, and other outside fixtures; cleaning sidewalks; weeding shrub bed areas; leaf removal; and removing snow and ice from sidewalks and entrance ways.

The successful bidder shall furnish all equipment, materials, tools and accessories necessary to perform this item of work, and adhere to the following guidelines for Other Maintenance of Grounds and Parking Areas:

a) Remove litter, trash, paper, and debris from the lawn areas, sidewalks, shrub beds, parking areas, driveways, and any other areas within the designated limits of the rest area facilities on a daily basis and as needed.

b) Empty trash receptacles on a daily basis when the plastic liner is three-fourths (¾) full and as needed. Place the full plastic liner bags in a designated area for removal by the Department.

c) Treat spills of vehicular fluids (i.e., oil, diesel fuel, or antifreeze) with an absorbent material approved by the Department. Sweep up the material when the absorbent material has dried and place the sweepings in a trash receptacle.

d) Cordon off areas where a spill(s) of an unknown material has occurred with cones, tape, ribbon, or other deterrent to keep pedestrians and vehicular traffic away from the spill area.

Follow instructions provided by the Department, which include the phone numbers of the proper authorities to be contacted for the clean up of spills and for the proper procedures to follow in the event a spill occurs. DO NOT, under any circumstances, make any attempt to clean up any spill(s) of an unknown origin.

e) Remove snow and ice from the sidewalks during winter months as soon as slick or dangerous conditions occur; keep sidewalks clear on a continuous basis during the storm; utilize deicing materials provided by the Department. Failure to meet minimum compliance standards shall result in an assessment of 10% of the daily contracted rate in liquidate damages per each occurrence per shift.

f) Clean sidewalks, curb lines, parking areas, and picnic table sites on a daily basis and as needed.

Perform this work with the use of vacuum type sweepers in areas that are accessible to the equipment, if desired.

g) Clean picnic tables and seats on a daily basis and as needed; remove bird droppings from tables, pads and seats as needed.

h) Remove leaves as needed from designated turf areas, parking areas, curb lines, and flower beds and planters, place them into plastic bags, and place the plastic bags in a designated area for removal by the Department.

i) Weed flowerbeds and planter areas on a biweekly basis or as needed.

a9) Fly flags provided by the Department in a correct and acceptable manner.

Document Description Page 11

aa) Clean all yard lights, where applicable, at least monthly and replace bulbs as needed.

ab) Provide dog waste bags and refill dispensers as needed.

G) Tourism Area:

Perform one major cleaning of the tourism area during that period of the day when the tourism area is closed to the public. Perform a major cleaning of the tourism storage area as needed. Where applicable, tourism restroom facilities shall be cleaned by tourism personnel.

Additional Terms and Conditions:

Section I

A) Location: The rest area facilities are located in Carter County on Eastbound I-64 at mile-point 174.001 and on Westbound I-64 at mile-point 173.587.

B) Rest area building(s) (Eastbound): The main rest area building has an outside dimension of thirty-four

(34) feet by thirty-seven (37) feet and is described as follows:

1) Lobby (foyer): The interior lobby (foyer) of each rest area building consists of a plate glass front being in sections, five (5) feet in width; a plate glass door in the center, four (4) feet in width;

floors and base that are terrazzo tile, with a section five (5) feet by six (6) feet in the entranceway that is non-skid terrazzo tile; brick walls; wood ceilings; two (2) semi-recessed pay telephones with an underlying shelf; four (4) wall mounted ash trays; two (2) wall mounted stainless steel drinking fountains; one stainless steel map dispenser; one wooden Comment Card box.

2) Restroom area for men: The restrooms for men each consist of floors and walls of a ceramic tile and a plaster ceiling, with the vestibule area having a floor that is non-skid terrazzo tile, brick walls and wood ceilings. Each restroom for men contains three (3) commodes, one (1) being accessible to disabled persons, separated by partition walls of sealed masonry blocks with toilet tissue holders attached and with stall doors of painted metal; four (4) urinals; three (3) lavatories;

three (3) wall mounted mirrors; two (2) soap dispensers; three (3) wall mounted hand dryers;

one (1) recessed stainless steel trash receptacle; three (3) painted steel exit/entrance doors.

3) Restroom area for women: The restroom for women consist of a ceramic tile floor and walls and a plaster ceiling, with the vestibule area having a floor of non-skid terrazzo tile, brick walls, and wood ceilings. The restroom for women contains six (6) commodes, with one (1) being accessible to disabled persons, separated by partition walls of sealed masonry blocks with toilet tissue holders and recessed wall-mounted stainless steel sanitary napkin receptacles attached and with stall doors of painted metal; three (3) lavatories; three (3) wall mounted mirrors; two

(2) soap dispensers; three (3) wall mounted hand dryers; one (1) recessed stainless steel trash receptacle; three (3) painted steel entrance/exit doors.

4) Storage area: The rear storage area/plumbing chasse in each rest area building consists of a concrete floor, concrete block walls, and a plaster ceiling; two (2) painted steel entrance/exit

Document Description Page 12 doors; one (1) hot water heater; one (1) fold-up pull-down stairway recessed into the ceiling;

shelving for storage and supplies.

C) Rest area building(s) (Westbound): The main rest area building has an outside dimension of fifty-two (52) feet by seventy-three (73) feet and is described as follows:

1) Lobby (foyer): The interior lobby (foyer) of the rest area building consists of a plate glass front being in sections, five (5) feet in width; a plate glass double door in the center, six (6) feet in width; floors and base that are terrazzo-tile; brick walls; wood ceilings; one (1) semi-recessed pay telephone with an underlying shelf; three (3) wall mounted ash trays; two (2) wall mounted stainless steel drinking fountains; one wooden Comment Card box; one stainless steel map dispenser outside the entrance doors.

2) Restroom area for men: The restroom for men consists of a floor and walls of a quarry tile and a plaster ceiling, with the vestibule area having a floor that is quarry tile, brick walls, and wood ceilings. The restroom for men contains four (4) commodes, one (1) being accessible to disabled persons, separated by partition walls of sealed masonry blocks with toilet tissue holders attached and with stall doors of painted metal; five

(5) urinals; six (6) lavatories; three (3) wall mounted mirrors; five (5) soap dispensers; four (4) wall mounted hand dryers; two (2) recessed stainless trash receptacles; three (3) painted steel exit/entrance doors.

3) Restroom area for women: The restroom for women consists of a floor and walls of a quarry tile and a plaster ceiling, with the vestibule area having a floor that is quarry tile, brick walls, and wood ceilings. The restroom for women contains nine (9) commodes, one (1) being accessible to disabled persons, separated by partition walls of sealed masonry blocks with toilet tissue holders and recessed wall mounted stainless steel sanitary napkin disposal receptacles attached and with stall doors of painted metal; six (6) lavatories;

three (3) wall mounted mirrors; five (5) soap dispensers; four (4) wall mounted hand dryers; two (2) recessed stainless steel trash receptacles; three (3) painted steel exit/entrance doors.

4) Storage area: The rear storage area/plumbing chasse in the rest area building consists of a concrete floor, concrete block walls, and a plaster ceiling; two (2) painted steel entrance/exit doors; one (1) hot water heater; shelving for storage of supplies.

5) Tourism Area: The tourism area consists of a floor and base of quarry tile; walls that are brick; and a wood ceiling.

D) Service area: The service area at each rest area consists of one (1) outside wood storage building and one (1) outside brick storage building.

E) Vending area(s): The vending area at each rest area facility consists of a concrete block structure with a brick facing that is open on the front and on each end; a ceiling of textured panels; a concrete floor; and a rear storage area.

F) Grounds and Parking areas: The grounds and parking areas of the Eastbound location consists of eighteen (18) wooden and two (2) aggregate waste containers; four (4) wooden benches; eleven (11) picnic tables with concrete pads; three (3) picnic grills; one (1) flagpole; concrete sidewalks; twenty-six (26) car spaces, and twelve (12) truck spaces.

Document Description Page 13

The grounds and parking areas of the Westbound location consists of fifteen (15) wooden and two (2) aggregate waste containers; six (6) wooden benches; twelve (12) picnic tables with concrete pads; four (4) picnic grills; one (1) flagpole; concrete sidewalks; thirty-eight (38) car spaces and twelve (12) truck spaces.

Section II

Definition of Terms

Clean - Free from visible dirt, contamination or impurities, unsoiled, and unstained.

District Rest Area Coordinator - A district employee of the Kentucky Department of Highways designated to manage the contract on a daily basis by the Chief District Engineer.

Fixtures - Commodes, sinks, urinals, hand dryers, soap dispensers, water fountains, and any other appurtenances located within the rest area facilities.

Grounds- The designated areas exclusive of parking areas, driveways and ramps surrounding the rest area building(s) containing lawn type areas, shrub beds, sidewalks, picnic sites and tables.

Major Cleaning- Machine scrubbing of floors, hand scrubbing of walls, rinsing/ squeeging /sanitizing / drying all surfaces

Minor Electrical - Basic replacement of light bulbs, fixture covers, switch plates and receptacle covers.

Minor Plumbing - Basic unclogging of drains or pipes, repair or replacement of washers in leaky faucets, and repair or replacement of soap dispensers.

Neat - Clean and in good order, trim, tidy, properly fit.

Overhead - Overhead shall consist of, but not be limited to, costs for administration, benefits, insurance, office supplies, or other items related to the management of this contract.

Parking Areas - Designated areas within the facility with a bituminous or concrete surface delineated for the parking of autos, trucks, or other highway vehicle, including driveways and entrance and exit ramps.

Project Supervisor - A local supervisory employee, provided by the Successful bidder, to be available for call twenty-four (24) hours a day.

Repair - To put back in good condition after decay or damage; to restore an existing item to a previous working condition.

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Replace - To take the place of; to provide a substitute or an equivalent for an item gone, destroyed, damaged, or worn out.

Rest Area Attendant - An employee of the successful bidder.

Rest Area Building - The structure containing a rest room for both men and women, a lobby, foyer, or breezeway, and a storage area.

Rest Area Manager - A district employee of the Kentucky Department of Highways designated by the Chief District Engineer to perform random inspections of the Successful bidder on a daily basis.

Rest Area Shift Supervisor - An employee of the successful bidder who supervises and is present and on duty during each shift at a Rest Area location(s).

Safe - Free from damage or risk of injury.

Sanitary - Promoting healthful conditions by the elimination of dirt and agents of disease or infection through ventilation, cleansing, and disposal of waste.

Vending Building - The structure(s) provided for the dispensing of consumable goods to traveling motorists.

Section III

Background Checks:

All employees shall be at least 18 years of age. All employees of contractor shall have a criminal records check prior to beginning work on this contract. The contractor shall obtain the criminal records check from the Information Center, Kentucky State Police, Administrative Office of the Courts, or any legal reporting agency. All contractor employees (including replacement or temporary) shall have a current criminal records check. For purposes of this contract current shall mean less than thirty (30) days prior to employment. If a contract employee has resided in a state other than Kentucky within the past seven (7) years, a criminal records check shall also be required from that state. This information shall be provided to Kentucky Transportation Cabinet, Division of Purchases, 200 Mero Street, Frankfort, Kentucky 40601, and shall be on file prior to any work assignment. A consent/release form is attached to this document and shall be completed and notarized.

All employee criminal background checks shall be review by the Department. It is expressly understood and agreed, however, that an employee with any history of sexual misconduct, assault, theft, or felony shall be disqualified and removed from providing any service under this contract. In addition, an employee that has been dismissed for cause at any rest area location shall not be rehired to work at another location. Failure to comply with the above provisions shall result in contract termination.

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Personnel Requirements

The successful bidder shall provide a minimum staff of two (2) employees comprised of one (1) male attendant, and one (1) female attendant to be present and on duty during the first, second, and third shifts at each rest area facility. On each shift, one of these employees (attendants), male or female, shall be designated as the Rest Area Shift Supervisor.

These minimum staffing requirements equate to four (4) employees for the first shift, four (4) employees for the second shift, and four (4) employees for the third shift for a total of twelve (12) employees for the twenty-four hour day.

This staffing is necessary to maintain the buildings in a safe, sanitary, clean, and an attractive manner at all times seven (7) days a week, twenty-four (24) hours a day. The need for additional personnel will be determined by the vendor, but must be adequate to fulfill the daily obligations of the scheduled Rest Area custodial and grounds maintenance required. This combination of female and male attendants allows for a more efficient staff in that they have access to restrooms without closing them temporarily for light duty cleaning and replacement of materials.

The Department may require higher staffing levels during holidays or other peak demand times. The Contractor’s charge for staffing levels above the minimum when required by the Department shall be paid at the price per man hour bid on line 2 of the Master Agreement.

Staffing requirements, including any additional staff requested by the Department, shall be met with employees who are awake and working. A sleeping employee shall be considered non-productive and unavailable for work and therefore may lead to the assessment of a penalty as outlined below.

In the event that the successful bidder does not meet the minimum staffing requirement and/or the requirement for additional staffing during peak times and holidays as directed by the Department, the Department shall assess liquidated damages in the amount of 10% of the daily contracted rate for each occurrence per shift, per day. Each assessment of liquidated damages shall be deducted from the compensation due the successful bidder.

Supplemental Temporary Staffing:

Vendor shall provide additional temporary staffing upon request of the Department. Temporary labor staffing shall be provided to fulfill the demands and needs of the Rest Area facilities due to increased travel resulting from holidays, local events, and seasonal travel patterns.

The Contractor’s charge for staffing levels above the minimum when required by the Department shall be paid at the price per man hour bid on line 2 of the Master Agreement.

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The Department shall provide Vendor a Delivery Order indicating the number of temporary staff individuals, gender, work shifts, and the beginning and ending dates and times.

Vendor shall invoice the Department for the additional labor man-hours as a separate item on the regular monthly invoice.

Any and all additional staffing above the minimum staffing level as determined in this Master Agreement must be approved by the District Rest Area Coordinator or a designee of the Chief District Engineer.

Other Requirements for Staffing:

At no time prior to the effective date of the Master Agreement shall the successful bidder solicit current staff during work hours onsite at the Rest Area facilities. Successful bidder may post notice in storage areas of potential employment opportunities.

Assist motorists with information only in a manner so as to reflect favorably on the Commonwealth of Kentucky and on the successful bidder providing the service. Instruct employees to be courteous to the public at all times.

The District Rest Area Coordinator will provide telephone numbers of gas stations, auto repair shops, AAA clubs, and other entities that provide for public services, which are local to the rest area facility, as well as emergency telephone numbers (police, hospitals, 911). These numbers shall be posted on the bulletin board. The shift supervisor shall make this information available to motorists needing assistance.

Provide a local Project Supervisor who will be available for calls on a twenty-four (24) hour per day basis.

The Project Supervisor shall conduct weekly on-site inspections of the Rest Area.

Such inspections shall be documented using a Weekly Inspection Form provided by the District Rest Area Coordinator. A copy of all Weekly Inspection Forms shall be attached to the successful bidder's monthly invoice to the Department.

At the discretion of the Department, the successful bidder’s representative and his supervisor shall tour the Rest Area Facilities with the Project Supervisor or his representative, the District Rest Area Coordinator or his representative, and the Rest Area Manager during a scheduled inspection to discuss problem areas and previous problems with any noncompliance.

Ensure that all shift supervisors are competent, careful and reliable, and that all employees have sufficient skill and experience to properly perform the work assigned them and to operate the equipment involved, and shall make due and proper effort to execute the work in the manner prescribed in the specifications, or the District Rest Area Coordinator may take action as prescribed below.

When an employee of the Vendor conducts himself in an incompetent, intemperate, disorderly, or an insubordinate manner on the Rest Area premises, the District Rest Area Coordinator or Rest Area Manager may request the Project Supervisor to remove the disorderly employee from the work site within one hour

Document Description Page 17 of the request. If the employee refuses to vacate the Rest Area premises upon request, the Department shall, if deemed necessary, employ law enforcement officials for the employee’s removal to insure the safest environment possible for all concerned parties and the general public. The employee shall not return to the Rest Area work site until a thorough investigation by the Department and/or the Vendor and a final disposition of the occurrence is achieved by mutual agreement of both the Vendor and the Department. Once the employee vacates the premises the Vendor shall immediately provide staffing to replace the employee.

The successful bidder shall protect, defend, indemnify and hold the Commonwealth, its agents, officials, and employees harmless from any and all claims, actions or suits arising from such removal, discharge or suspension of the successful bidder’s employees.

The rest area buildings are “Smoke-free” facilities. As such, the successful bidder shall require employees to adhere to this policy at all times when inside the rest area building.

Uniforms of Successful Bidder's Personnel

The successful bidder shall provide uniforms, at no cost, to all employees on duty at each Rest Area to identify them as Rest Area Staff. Uniforms for all employees shall match in color and style with a badge, patch, screen printed logo, or some similar method that identifies the individual as a rest area employee.

The number of uniforms supplied to the employee shall match the number of days they work in a week.

Example: if an employee works six days in a week, six uniforms shall be supplied. Uniforms shall be approved by the Department and shall comply with the following general specifications:

Shirt/Blouse/smock/polo shirt: Light blue, long or short sleeves;

Safety Shirts: Yellow/Lime Green (Hi-Viz) with employee identification on the front;

Trousers/Skirt: Dark blue/Navy blue/Black

Jumpsuit: Dark blue, (Optional Use)

Jacket: Dark blue/Navy blue/Black, with identification (May need to wear a safety vest over the Jacket)

Cap: Dark blue, baseball type (optional use)

Belt: Black or brown

Shoes: Black or brown (We will note shoes that are bright colors)

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The successful bidder shall provide uniforms for all employees within thirty (30)-days of the effective date of the Master Agreement contract. The successful bidder shall also provide uniforms for all new employees who are hired after the initial thirty-day period within five (5) days of being hired. .

The successful bidder shall provide the same number of uniforms for the number of days in a week an employee is expected or scheduled to work. Example: if an employee works six days in a week, he shall be supplied six complete uniforms.

Vendor shall provide jumpsuits for any new employees until their official uniforms are received within the five (5) day period indicated in the preceding paragraph. In addition, jumpsuits shall also be provided by the Contractor for all temporary labor. All jumpsuits shall meet specifications as listed above. At no time following the initial thirty (30) days following the effective date of the Master Agreement shall any employee not be dressed in an approved official uniform or jumpsuit.

The successful bidder’s employees shall be required to be in full uniform at all times while on duty.

Employees shall report to work each day in clean and neat uniforms. Uniforms shall be kept as clean and neat as possible under the working conditions. Uniforms for all employees shall be identical and shall match in color and style. Employees shall keep shirts and blouses buttoned and tucked inside trousers or skirts.

Employees shall display a patch or badge over the left shirt, blouse, or jacket pocket to identify an employee as a "Rest Area Employee” at all times while on duty. Failure of an employee of the successful bidder to comply with the wearing of uniforms while on duty shall result in an immediate assessment of 5% of the daily contracted rate in liquidated damages per incident.

Three or more incidences of the assessment of a penalty for failure of an employee to comply with these uniform requirements will result in the issuance of a Performance Evaluation Document by the Division of Purchases.

Orientation

Upon the award of a Master Agreement and before work begins, the Central Office Division of Maintenance will conduct a training session with the successful bidder’s supervisory personnel detailing policy and procedures to be adhered to by the successful bidder.

Effective Dates:

The contract established from the solicitation will be for the initial period of one (1) year with an anticipated start date of September 1, 2021.

Contract Hours

The successful bidder shall provide a Rest Area Shift Supervisor to be present and on duty at the Rest Area Facility at all times each day of the contract year. Work shifts shall be scheduled as follows at this facility:

Shift 1 - 7:00 A.M. - 3:00 P.M.

Shift 2 - 3:00 P.M. - 11:00 P.M.

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Shift 3 - 11:00 P.M. - 7:00 A.M.

The successful bidder shall provide a sheet in the rear storage area, which shall be designated for sign-in and sign-out of each employee for each shift. Employees of the successful bidder shall sign in before they begin working their shift and sign out when it ends. Any employee of the successful bidder who has not signed in shall not be considered working and penalties shall apply. The successful bidder shall also provide a shift schedule for each employee that is available for review at any time by the Department.

Copies of the daily sign-in sign-out sheet and the weekly schedule shall be given to the KYTC District representative.

Other shift schedules may be proposed to the Division of Maintenance, however any change from the shifts identified above must be approved in writing prior to implementation. Failure to receive prior approval for any shift change shall result in the assessment of a two-hundred ($200) penalty for each day the change was in effect. Any shift change given written approval will be regularly reviewed to insure performance requirements are being met. If services provided are deemed unacceptable (by KYTC) a return to the original staffing schedule will be required.

Inspections

The District or Department may inspect the performance of the work by the successful bidder during each twenty-four (24) hour period each day of the week or as deemed necessary by the Department. A copy of the inspection report will be provided to the successful bidder’s Shift Supervisor on duty at the time of the inspection. The Division will also conduct impromptu inspections at random times. Inspections are subject to penalties per the current Rest Area Inspection Form.

In the event of unsatisfactory work on a given day or days, the Department may assess liquidated damages in accordance with the current Rest Area Inspection Form depending upon the extent of the unsatisfactory performance, as determined by the Chief District Engineer or their representative.

The successful bidder will be notified immediately of any unsatisfactory performances documented with assessed liquidated damages. An inspection score resulting in a 15% or greater penalty shall result in the vendor receiving a vendor complaint and/or show cause letter. Three (3) or more incidences of the assessment of liquidated damages for unsatisfactory work will result in the issuance of a Performance Evaluation Document and a vendor complaint letter by the Division of Purchases.

The Department also reserves the right, in the event of an unforeseen emergency, to have the successful bidder perform additional work to restore the rest area to an acceptable standard of cleanliness…