Final_RFB_605_2200000085_2_SO_FORM.PDF

Document ID: RFB 605 2200000085 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Janitorial Svcs Clark, Scott and Woodford County Rest Areas

Date Issued:

8/20/21 Record Date:

2021-08-20

Solicitation Closes Date:

8/27/21 Time:

13:30

Solicitation No:

RFB 605 2200000085

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 2200000085 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Janitorial Svcs Clark, Scott and Woodford County Rest Areas

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 7 - Lexington District Office

800 Newtown Court PO Box 11127 Lexington KY 40511

Document ID: RFB 605 2200000085 Page: 3

Submission Checklist

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

Item Price Experience (months in business)

Addendum #1 – 8/20/2021 – to answer vendor questions.

Q1. The current sharps containers are frequently ripped of the walls and syringes are often found in stalls and on the bathroom floors. Can the current Sharps Containers be eliminated and/or replaced with the Assure Sharps container with tube and padlock for the health and safety of the traveling public and our employees?

A1. KYTC District 7 provides sharps containers for the listed rest areas. They always evaluate the most current models available to determine those that provide for the best health and safety concerns of the Commonwealth’s motorists. Current containers that are in good condition and are properly serving their purpose will continue to be used. If at such time the current containers are vandalized and destroyed the District Rest Area Manager will replace it with a model that is determined to best serve the public needs. At time of replacement, vendor may provide suggestions as to the replacement model.

Q2. As variants are emerging with COVID-19, does the state/department of purchasing have a plan to address concerns when short staffing occurs due to illness? If not, will the option for modified contracts be available?

A2. Staffing issues are the responsibility of the vendor. If vendor is unable to provide for minimum staffing requirements the vendor shall be assessed liquidated damages per the terms and conditions as listed in the contract. If vendor is unable to perform and provide services per the contract the vendor should submit a written notice of contract termination within the timely manner as described in the contract. Contract modifications are not an option. Vendors who are unable to perform per contract terms and conditions are urged not to submit a bid.

Q3. During the last contract period, the ramps in Scott County were extended on both North and South bound sides. What are the designated areas for walking and picking up trash along the ramps?

A3. Vendor is required to maintain the litter removal of the rest area boundaries. Ingress and egress ramps are a portion of the rest area facilities.

Q4. Prior to the contract from 2016-2021, personnel requirements for Scott County were 20 employees for both facilities in a twenty-four hour period. To ensure high standards of cleanliness, can the current personnel requirements of 16 employees be increased to 18, at a minimum?

A4. Prospective bidder shall submit their bid based on the numbers as presented in this solicitation.

Q5. Prior to the contract from 2016-2021, personnel requirements for Woodford County were 14 employees for both facilities in a twenty-four hour period. To ensure high standards of cleanliness, can the current personnel requirements of 12 employees be increased back to 14?

A5. Prospective bidder shall submit their bid based on the numbers as presented in this solicitation.

No other changes have been made.

Bid opening date shall remain the same.

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

Document Description Page 4

2200000085 Janitorial Svcs Clark, Scott and Woodford County Rest Areas mailto: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 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.

Document Description Page 5

2200000085 Janitorial Svcs Clark, Scott and Woodford County Rest Areas 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 mailto:Finance.CRCGroup@ky.gov

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.

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

Document Description Page 6

1.0 - Specifications of Service Requirements

Performance Specifications This Solicitation is for custodial and other grounds maintenance to be performed at the Rest Areas in the following counties: Clark, Scott and Woodford.

The anticipated start date of each contract is October 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.

Clark County Rest Area

This Solicitation is for custodial and other grounds maintenance to be performed at the Interstate Rest Area Facility, Eastbound I-64 at mile-point 98.041 in Clark County, Kentucky.

A) Location: The Rest Area facility is located in Clark County on Eastbound I-64 at mile-point 98.041.

B) Rest area building(s): The Rest Area building has an outside dimension of one hundred sixty-three

(163) feet in circumference and is described as follows:

1) Lobby (foyer): The interior lobby (foyer) of the rest area building consists of plate glass sections, two (2) feet by seven (7) feet; a plate glass door in the center four (4) feet in width; floors that are finished concrete;

painted hardboard inside walls and painted aggregate outside walls; painted aggregate ceilings; one (1) pay telephone with an underlying shelf; one (1) exterior cigarette butt receptacle; two (2) wall mounted stainless steel drinking fountains; a wall-mounted DTN unit; a wall-mounted map dispenser; a comment card box;

two (2) plastic trash receptacles; two (2) wooden benches.

2) Restroom area for men: The restroom for men is comprised of quarry tile floor and ceramic tile walls and hardboard ceiling. The restroom for men contains two (2) 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; three (3) urinals; two (2) lavatories; two (2) wall mounted mirrors; two (2) soap dispensers; two (2) wall mounted hand dryers; one (1) plastic trash receptacle; one (1) Baby Changing Station.

3) Restroom area for women: The restroom for women is comprised of a quarry tile floor and ceramic tile walls and a hardboard ceiling. The restroom for women contains five (5) commodes, with one (1) being accessible to disabled persons, separated by partition walls of sealed masonry blocks with toilet tissue holders and three (3) recessed wall-mounted stainless steel sanitary napkin receptacles attached and with stall doors of painted metal; two (2) lavatories; two (2) wall mounted mirrors; one (1) soap dispenser; two

(2) wall mounted hand dryers; one (1) plastic trash receptacle; one (1) Baby Changing Station.

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 doors; one (1) hot water heater; two (2) outside ashtray urns; and shelving for storage of supplies.

5) Service area: The service area consist of one (1) outside wooden storage building.

6) Vending area(s): The vending area(s) at the rest area facility consist 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; a rear storage area.

Document Description Page 7

7) Grounds and Parking areas: The grounds and parking areas consist of seven (7) aggregate and two (2) plastic waste receptacles; four (4) wooden benches; six (6) picnic tables with concrete pads; one (1) flagpole; concrete sidewalks; thirty-two (32) car spaces and twelve (12) truck spaces.

C) Average Daily Traffic Counts: KYTC’s average daily traffic counts indicated the eastbound facility had an ADT of 450.

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 each shift at the rest area facility.

One of these employees (attendants) shall be designated as the Rest Area Shift Supervisor. These minimum staffing requirements equate to two (2) employees for each shift for a total of six (6) employees for the twenty-four hour day.

Scott County Rest Areas

A) Location: The Rest Area facilities are located in Scott County on Northbound I-75 at mile-point

127.014 and on Southbound I-75 at mile-point 127.111

B) Rest Area Building (Northbound): The Northbound Rest Area building has an outside dimension of thirty-two (32) feet by seventy-two (72) feet and is described as follows:

1.) Lobby (Foyer) Area: The interior lobby (foyer) of the rest area building consists of a plate glass front with a double plate glass door in the center; floors and base that are terrazzo-tile; split face block walls;

wood ceilings; two (2) semi-recessed pay telephones with an underlying shelf; four (4) wall mounted stainless steel drinking fountains; a wall-mounted DTN unit; a wall-mounted map dispenser; a comment card box.

2.) Restroom Area for Men: The restroom for men in each rest room building is comprised of ceramic tile floor and walls and plaster ceiling, with the vestibule area have a floor of non-skid terrazzo tile, split face block walls and a wood ceiling. The restroom for men contains four (4) commodes, two (2) 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; seven (7) urinals; six (6) lavatories; six (6) wall mounted mirrors; four (4) soap dispensers; eight (8) wall mounted hand dryers; three (3) painted steel entrance/exit doors.

3.) Restroom Area for Women: The restroom for women in each rest area building is comprised of a ceramic tile floor and walls and a plaster ceiling, with the vestibule area having a floor of non-skid terrazzo tile, split face block walls, and a wood ceiling. The restroom for women contains thirteen (13) commodes, with two (2) 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; eight (8) lavatories; eight (8) wall mounted mirrors; six (6) soap dispensers; eight (8) wall mounted hand dryers; 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; three (3) painted steel entrance/exit doors; one

(1) hot water heater; two (2) outside ashtray urns; and shelving for storage of supplies.

C.) Rest Area Building (Southbound): The Southbound Rest Area building has an outside dimension of thirty-two (32) feet by seventy-six (76) feet and is described as follows:

1.) Lobby (foyer): The interior lobby (foyer) of the rest area building consists of a plate glass front with a plate glass double door in the center, six (6) feet in width; floors and base that are terrazzo-tile; split face block walls; wood ceilings; two (2) semi-recessed pay telephones with an underlying shelf; four (4) wall mounted stainless steel drinking fountains.

Document Description Page 8

2.) Restroom Area for Men: The restroom for men is comprised of ceramic tile floors and walls and a plaster ceiling, with the vestibule area having a floor of non-skid terrazzo tile, split face block walls, and a wood ceiling. The restroom for men contains five (5) commodes, two (2) 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; eight (8) urinals; six (6) lavatories; three (3) wall mounted mirrors; four (4) soap dispensers; eight (8) wall mounted hand dryers; three (3) painted steel entrance/exit doors.

3.) Restroom Area for Women: The restroom for women is comprised of ceramic tile floors and walls and a plaster ceiling, with the vestibule area having a floor of ceramic tile, split face block walls, and wood ceilings. The restroom for women contains thirteen (13) commodes, two (2) 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;

eight (8) lavatories; three (3) wall mounted mirrors; six (6) soap dispensers; eight (8) wall mounted hand dryers; three (3) painted steel entrance/exit 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.

D) Service Area: The service area at each rest area consists of one (1) outside storage building at both northbound and southbound locations.

E) Vending Area: 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 Area: The grounds and parking areas of the Northbound Rest Area facility consist of forty-two (42) aggregate waste containers; nineteen (19) wooden benches; fifteen (15) picnic tables with concrete pads; fourteen (14) picnic grills; one (1) flagpole; concrete sidewalks; ninety-two

(92) car spaces, forty-six (46) truck spaces, and ten (10) bus and RV spaces. The grounds and parking areas of the Southbound Rest Area facility consist of forty-two (42) aggregate waste containers; ten

(10) wooden benches; seventeen (17) picnic tables with concrete pads; sixteen (16) picnic grills; one (1) flagpole; concrete sidewalks; one hundred three (103) car spaces, forty-seven (47) truck spaces, and ten

(10) bus and RV spaces.

G) Average Daily Traffic Counts: KYTC’s average daily traffic counts indicated the northbound & southbound facilities had a combined ADT of 2700.

The successful bidder shall provide a minimum staff of three (3) employees comprised of one (1) Rest Area Shift Supervisor (male or female), one (1) male attendant, and one (1) female attendant to be present and on duty during the first shift at each rest area facility. Minimum staffing for the second shift shall consist of three (3) employees; one (1) Rest Area Shift Supervisor (male or female), one (1) male attendant, and one

(1) female attendant to be present and on site at each facility. The successful bidder shall also 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 third shift at each rest area facility. One of these employees (attendants) shall be designated as the Rest Area Shift Supervisor. These minimum staffing requirements equate to six

(6) employees for the first shift, six (6) employees for the second shift, and four (4) employees for the third shift for a grand total of sixteen (16) employees for both facilities in a twenty-four-hour day.

Woodford County Rest Areas

A) Location: The Rest Area facilities are located in Woodford County on Eastbound I-64 at mile-point

60.227 and Westbound at mile-point 60.719.

Document Description Page 9

B) Rest Area Building: Each Rest Area building has an outside dimension of thirty-four (34) feet by forty-seven (47) feet and is described as follows:

1.) Lobby (Foyer) Area: The interior lobby of the 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; two (2) wall mounted stainless steel drinking fountains; a wall-mounted stainless steel map dispenser; and a wooden comment card box.

2.) Restroom Area for Men: The restrooms for men are comprised of ceramic tile floor and walls and plaster ceiling, with the vestibule area having a floor of non-skid terrazzo tile, brick walls and a wood ceiling. The 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; and three (3) painted steel entrance/exit doors.

3.) Restroom Area for Women: The restrooms for women each 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 restrooms 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 receptacles and three (3) painted steel entrance/exit doors.

4.) Storage Area: The rear storage area/plumbing area in each 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; one (1) fold-up pull-down stairway recessed into the ceiling;

and shelving for storage of supplies.

5.) Service Area: The service area consists of one (1) outside storage building at both the eastbound and the westbound locations.

6.) Vending Area: The vending area(s) at each rest area facility consists of concrete block structures 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.

7.) Grounds and Parking Areas: The grounds and parking areas of the eastbound location consists of twenty-six (26) aggregate waste containers; two (2) fiberglass benches; thirteen

(13) picnic tables with concrete pads; two (2) picnic grills; one (1) flagpole; concrete sidewalks; twenty-eight (28) car spaces, and twelve (12) truck spaces.

The grounds and parking areas of the westbound location consist of twenty-five (25) aggregate waste containers; two (2) fiberglass benches; sixteen (16) picnic tables with concrete pads; eight

(8) picnic grills; one (1) flagpole; concrete sidewalks; twenty-six (26) car spaces, and twelve (12) truck spaces.

C) Average Daily Traffic Counts: KYTC’s average daily traffic counts indicated the eastbound facility had an ADT of 700 and the westbound facility had an ADT of 1000.

The vendor shall provide a minimum staff 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. One of these employees (attendants) at each location 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.

ALL LINE ITEMS:

Document Description Page 10

Custodial and other grounds maintenance shall consist of but not be 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.

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% liquidated damages per each occurrence. Liquidated damages referred heretofore are based upon the daily rate for janitorial services.

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.

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.

Document Description Page 11

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.

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.

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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.

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.

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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.

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

Document Description Page 14 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;

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:

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.

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.

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.

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.

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Follow instructions provided by the Department, which include the phone numbers of the proper authorities to be contacted for the cleanup 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.

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% liquidated damages per each occurrence per shift. Liquidated damages referred heretofore are based upon the daily rate for janitorial services.

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.

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

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.

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

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

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

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.

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.

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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.

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.

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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.

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.

Additional Personnel Requirements:

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.

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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% for each occurrence per shift, per day.

Each assessment of liquidated damages shall be deducted from the…