Final_RFB_605_2200000503_3_SO_FORM.PDF

Document ID: RFB 605 2200000503 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 3

TITLE: Janitorial Svc Boone/Kenton Co Truck Rest Haven & Whitehaven

Date Issued:

03/24/2022 Record Date:

2022-03-24

Solicitation Closes Date:

3/31/22 Time:

13:30

Solicitation No:

RFB 605 2200000503

Reason for Modification

Addendum #2 - 3/24/2022 - to change this solicitation to performance based, to remove language that specifies the gender of an attendant and to remove the commodity line for supplemental temporary staffing.

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 2200000503 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Janitorial Svc Boone/Kenton Truck Rest Haven 365.00000 DAY

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description

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

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

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

Please enter contact person, phone number and email in the Comments Section.

Janitorial Service- Contractor shall provide labor, equipment, materials, and supplies to perform custodial and other grounds maintenance at the Interstate Truck Rest Haven facilities on South Bound I-71 at Mile Point 76 in Boone County and on South Bound I-75 at Mile Point 168 in Kenton County in District Six (6) for the Kentucky Transportation Cabinet Department of Highways.

See attached document for Terms and Conditions.

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.

Document ID: RFB 605 2200000503 Page: 3

2 Deleted Line 0.00000 MNHR

Extended Description Deleted Line

3 Janitorial Svcs I-24 Whitehaven Welcome Center

365.00000 DAY

Extended Description Janitorial Service

Contractor shall provide labor, equipment, materials, and supplies to perform custodial and other grounds maintenance at the Interstate Welcome Center and Rest Area facilities on I-24 in McCracken County in District One for the Kentucky Transportation Cabinet Department of Highways.

See attached document for Terms and Conditions.

The latest average daily vehicle traffic count for this facility is 550.

4 Deleted Line 0.00000 MNHR

Extended Description Deleted line

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 6 - Covington District Office

421 Buttermilk Pike

Covington KY 41017-0130

Document ID: RFB 605 2200000503 Page: 4

Submission Checklist

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

Item Price Experience (months in business)

Addendum #2 – 3/24/2022 – to change this solicitation to performance based, to remove language that specifies the gender of an attendant and to remove the commodity line for supplemental temporary staffing.

The bid closing date has been changed to 3/31/2022 for Phase 1 and 4/7/2022 for Phase 2, see section

3.02 for revised dates.

No other changes have been made.

Addendum #1 – 3/17/2022 - to answer vendor question.

Q1: Vendor requesting bid language to reflect the current language regarding personnel requirements. Current language states there are to be three (3) attendants on first shift and two (2) attendants on second and third shifts for a total of seven (7) employees per 24 hour period. Can the language in this solicitation be changed from male/female attendants to just saying “attendants”?

A1: KYTC wishes to keep the requirement for a male and female attendant.

No other changes have been made.

Bid closing 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

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.

Document Description Page 5

2200000503 Janitorial Svc Boone/Kenton Co Truck Rest Haven & Whitehaven mailto:tara.obannon@ebridgeprocurement.com

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/eProcurement/Pages/doing-business-with-the-commonwealth.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.

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

In-person public bid readings have been discontinued by the KYTC Division of Purchases. We now offer 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.

Document Description Page 6

2200000503 Janitorial Svc Boone/Kenton Co Truck Rest Haven & Whitehaven https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

_____ BID INFORMATION – COMPLETED (See Section 5.00 – complete “months in business”)

_____ PHASE 1 – RESPONSE WITHOUT PRICING

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 2.26)

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

_____ CERTIFICATE OF INSURANCE (See Section 1.24)

_____ BACKGROUND CHECKS (See Section 1.15)

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: : https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx 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 Boone/Kenton County Truck Rest Havens and the I-24 Whitehaven Welcome Center.

Award will be based on evaluation by group.

Group 1 – Line 1 and 2 - Boone/Kenton County Truck Rest Havens

Group 2 – Line 3 and 4 - I-24 Whitehaven Welcome Center

The anticipated start date of each contract is May 1, 2022. 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 Truck Rest Haven and 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.

Document Description Page 7

2200000503 Janitorial Svc Boone/Kenton Co Truck Rest Haven & Whitehaven https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx

Boone/Kenton Co Truck Rest Havens

This Solicitation is for custodial and other grounds maintenance to be performed at the Interstate Truck Rest Haven facilities on South Bound I-71 at Mile Point 76 in Boone County and on South Bound I-75 at Mile Point 168 in Kenton County in District Six (6) for the Kentucky Transportation Cabinet Department of Highways.

This is a contract for a rest area (Truck Rest Haven). The cleaning standards, the frequency of cleaning, the staffing and required duties shall be different from an office building.

The contractor/vendor shall be responsible for supplying and maintaining soap dispensers and toilet paper dispensers. Installation shall be the responsibility of the contractor/vendor with approval of model, style, method of installation from the Kentucky Transportation Cabinet (KYTC).

The custodial and grounds maintenance shall consist of, but not limited to, cleaning of the truck rest haven and vending buildings, painting of designated areas, repairing faucets, clearing of drains, the pickup and removal of litter and debris, the cleaning and weeding of shrub bed areas, the sweeping of parking areas and sidewalks, the removal of snow and ice from sidewalks, the removal of leaves from designated areas and the collection and disposal of trash. The vendor shall perform any and all other custodial, janitorial and maintenance duties as assigned by the Department or its representative.

The locations of the weigh stations are in or near an urban area; therefore, it may be difficult to hire employees at the minimum wage rate. This should be considered in the bid that is submitted.

All cleaning chemicals used in the Truck Rest Havens shall be in a “Ready To Use” form.

Products with “Danger” Labels will NOT be allowed. Cleaning chemicals provided as concentrated will NOT be allowed. ALL cleaning chemicals shall be approved by KYTC – Division of Maintenance prior to use. ANY use of unapproved chemicals shall be cause for cancellation of this contract.

ALL training of the vendor/contractor’s employees shall be the responsibility of the vendor/contractor.

This shall include, but not be limited to: safety training, blood borne pathogen training, proper cleaning methods, use of personal protective equipment, and other training as required. Documentation of training for each employee shall be submitted to the KYTC District Personnel and be kept on file at the Truck Rest Haven.

The frequencies of cleaning and maintaining the Truck Rest Haven facilities and grounds are for the normal usage of the Truck Rest Havens. The terms “as needed” or “as necessary” are for the unusual circumstances, such as heavy usage or peak demand. These circumstances may require frequencies of cleaning that are additional to the normal and should be viewed as “needed or necessary” to provide Truck Rest Haven facilities that are safe, attractive, clean, and sanitary at all times.

The successful bidder shall furnish all equipment, tools, and materials necessary to maintain the Truck Rest Haven facility in a proper manner. All equipment and materials shall be approved by the KYTC Division of Maintenance prior to their use.

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.

Document Description Page 8

2200000503 Janitorial Svc Boone/Kenton Co Truck Rest Haven &

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 follow 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.

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.

The successful bidder shall be responsible for any and all liability in connection with the performance of this contract and shall hold KYTC, its officials and its agents, harmless from any and all claims or suits arising from the maintenance activities described within this contract.

Truck Rest Haven Building Boone Co:

A) Location: The Truck Rest Haven facilities are located on Southbound I-71 in Boone County at mile-point 76 and Southbound I-75 in Kenton County at mile point 168.

B) Truck Rest Haven Building Boone Co:

The Boone County Truck Rest Haven building has an outside dimension of fifty-six (56) feet and eight (8) inches by thirty (30) feet and is described as follows:

1) Breezeway Area and Sidewalks: The breezeway of the Truck Rest Haven building has a dimension of thirty (30) feet by twelve (12) feet and is comprised of an epoxy painted concrete floor that has brick walls, a wooden ceiling with eight (8) lights that have two (2) forty-eight (48) inch fluorescent bulbs each. There are also three (3) concrete benches, a dual height water cooler and semi-recessed fire extinguisher cabinet and fire extinguisher, five (5) electrical outlets and concrete sidewalks on three sides of the building.

2) Restroom Area for Men: The restroom areas for men are comprised of an epoxy painted floor, walls of painted block and a ceiling of painted drywall. The door entering the restroom area for men is a painted three feet by seven feet hollow steel door. The restroom areas for men each contain two (2) commodes separated with wall partitions of block with two (2) urinals; two (2) lavatories; three (3) wall mounted mirrors; one (1) wall mounted hand dryer; one (1) (or more) trash receptacle(s) and one floor drain.

Document Description Page 9

3) Restroom Area for Women: The restroom areas for women are comprised of an epoxy painted floor; walls of painted block and a ceiling of painted drywall. The door entering the restroom for women is a painted three feet by seven feet hollow steel door. The restroom areas for women each contain two (2) commodes surrounded by painted/glazed block partitions with two (2) sanitary napkin disposal receptacle mounted to the partition wall painted solid core steel door; one (1) lavatory; two (2) wall mounted mirror; one wall mounted hand dryer, one (1) (or more) trash receptacle(s) and one floor drain.

4) Storage Area (Utility Room): The Storage Area (Utility Room) consists of a sealed concrete floor; painted block walls; a painted drywall ceiling, two (2) painted steel entrance/exit doors; one (1) hot water heater; one (1) mop sink and one (1) eye wash station.

5) Vending Area: The Vending Area consists of block walls; a painted concrete floor with four inch in diameter floor drains, a painted drywall board ceiling; two (2) – six (6) feet by five (5) four (4) inch glass windows and one (1) – three (3) feet by seven (7) feet glazed paneled door.

C) Truck Rest Haven Building Kenton Co:

The Kenton County Truck Rest Haven building has an outside dimension of fifty-six (56) feet and eight (8) inches by thirty (30) feet and is described as follows:

1) Breezeway Area and Sidewalks: The breezeway of the Truck Rest Haven building has a dimension of thirty (30) feet by twelve (12) feet, and is comprised of a epoxy painted concrete floor that has brick walls, a wooden ceiling with eight (8) lights that have two (2) forty-eight (48) inch fluorescent bulbs each. There are also three (3) concrete benches, a dual height water cooler and semi-recessed fire extinguisher cabinet and fire extinguisher, five (5) electrical outlets and concrete sidewalks on three sides of the

2) Restroom Area for Men: The restroom areas for men are comprised of an epoxy painted floor, walls of painted block and a ceiling of painted drywall. The door entering the restroom area for men is a painted three feet by seven feet hollow steel door. The restroom areas for men each contain two (2) commodes separated with wall partitions of block with two (2) urinals; two (2) lavatories; three (3) wall mounted mirrors; one (1) wall mounted hand dryer; one (1) (or more) trash receptacle(s) and one floor drain.

3) Restroom Area for Women: The restroom areas for women are comprised of an epoxy painted floor; walls of painted block and a ceiling of painted drywall. The door entering the restroom for women is a painted three feet by seven feet hollow steel door. The restroom areas for women each contain two (2) commodes surrounded by painted/glazed block partitions with two (2) sanitary napkin disposal receptacle mounted to the partition wall painted solid core steel door; one (1) lavatory; two (2) wall mounted mirrors; one wall mounted hand dryer, one (1) (or more) trash receptacle(s) and one floor drain.

4) Storage Area (Utility Room): The Storage Area (Utility Room) consists of a sealed concrete floor; painted block walls; a painted drywall ceiling, two (2) painted steel

Document Description Page 10 entrance/exit doors; one (1) hot water heater; one (1) mop sink and one (1) eye wash station.

5) Vending Area: The Vending Area consists of block walls; a painted concrete floor with four inch in diameter floor drains, a painted drywall board ceiling; two (2) – six (6) feet by five (5) four (4) inch glass windows and one (1) – three (3) feet by seven (7) feet glazed paneled door.

D) Grounds and Parking Area:

The grounds and parking areas consists of at least four (4) waste containers and forty-eight (48) truck parking spaces.

1.01 - Custodial Maintenance - Restrooms and Vending Areas:

The restrooms will be open at all times with the exception of those time periods during the twenty-four-hour day when major cleaning shall be performed. When restrooms are temporarily closed for cleaning, a sign shall be placed at each entry point advising the public that the restrooms are being cleaned. The amount of time that is necessary to keep the restrooms closed to perform cleaning activities can be reduced by having both men and women attendants on duty.

Water (approximately one gallon) shall be poured in each floor drain once each day during the first shift.

The storage areas located in the utility area of the rest room sections of the buildings are provided for the storage of supplies, materials, and equipment to be used in the cleaning and maintenance of the Truck Rest Haven facilities.

The successful bidder shall provide proper maintenance of the entire physical plant within the Truck Haven facilities including minor repair of all mechanical and structural items unless otherwise noted. The Department will make needed repairs that are not deemed to be minor.

The successful bidder shall adhere to the following guidelines for specific maintenance activities for the custodial maintenance of the truck rest haven buildings.

A. Breezeway and Sidewalks Around the Buildings:

1) Sweep the breezeway and the sidewalks around the buildings one time during each shift and as needed.

2) Remove chewing gum and other substances from the breezeway and the sidewalks around the buildings as they occur.

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

Document Description Page 11

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

5) Empty and clean the ashtrays one time during each shift and as needed.

6) Clean the pay telephone(s) and the enclosure one time during each shift. The location is outside between the Truck Rest Haven facility and the Weigh Station Scale Office.

7) 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 doors; sweep out the door grills, and wet wipe as needed.

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

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

B. Restrooms:

1) Clean the lavatories, commodes and urinals a minimum of two times during each shift and as necessary; clean commodes and urinals with a bowl cleaner, taking care not to spill the bowl cleaner on the floor; 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 all splash marks on the walls around the lavatories a minimum of two times per shift.

2) Clean the stall partitions one time during each shift, 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 shift and as needed

3) Clean the mirrors two times 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 shift to keep air vents open.

5) Mop the floors one time during each day and as needed with an acceptable cleaner; then squeegee or mop the floors to a dry condition.

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

7) Dust and wipe heater vents one time during each eight-hour shift. Remove all dust.

Remove the grills if necessary.

Document Description Page 12

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

9) Empty all sanitary napkin receptacles and trash receptacles as needed, place 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 and trash receptacle after each cleaning.

10) Report all malfunctions of any mechanical system or the electrical systems to the District Rest Area/Truck Haven Coordinator in the Department of Highways District Office.

C. Storage Areas:

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 Contractor or the Department. The Department will provide one set of keys to authorized personnel of the Contractor. NO copies of these key(s) shall be made.

2) Store flammable liquids and gasoline powered lawn maintenance equipment in the outside storage buildings.

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

4) Do not allow off duty personnel of the Contractor to loiter in or around the storage area or within the boundaries of the Truck Rest Havens.

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

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

7) Provide a private telephone line into each Truck Rest Haven building storage area (utility room) and pay for all telephone charges on a monthly basis.

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

9) The storage area should be secure at all times (locked) as it is not a public area. Only contractor/vendor’s employees should be allowed in the area. KYTC employees and/or designated individuals are allowed at any time. Lost and found items should be stored in this area. It shall be the responsibility of the contractor/vendor to maintain lost and found items until they are released to the Truck Rest Haven Manager or designated representative.

D. Vending Areas:

1) Clean the benches and tables thoroughly one time during each shift and as needed.

Document Description Page 13

2) Mop the floors one time during each day and as needed with an acceptable cleaner, then squeegee or mop the floors to a dry condition.

3) Wash all walls from ceiling to the floor one time during each week and as needed using a disinfectant cleaner; remove all graffiti as it occurs; clean the ceilings and painted surfaces one time during each week and as needed; thoroughly remove dust from all grills and air vents.

4) Dust and wipe the heater vents and grills in a manner that removes all dust and dirt one time during each eight-hour shift. Remove grills if necessary.

5) Empty all trash receptacles when 75% full (or before) and as needed, place 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 trash receptacle after cleaning.

6) Report all malfunctions of the mechanical systems or the electrical systems to the District Rest Area Coordinator.

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

E. Mechanical and Structural Repairs:

1) Make all minor repairs that can be performed with minimum skill levels and supply parts necessary to make needed repairs, including but not limited to:

a. replacing and tightening commode seats,

b. supplying and replacing light bulbs, with the exception of parking area lighting,

c. repair leaking faucets,

d. make minor adjustments to doors,

e. supplying and tightening/repairing toilet paper dispensers

f. and supplying and repairing soap dispensers.

Items of the same type and style such as commode seats, light bulbs, and etc., shall be supplied by the vendor/contractor.

2) Replace or repair all items that have failed as soon as possible and as 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 shall result in a reduction of compensation as described in the section on inspections.

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 District

Document Description Page 14

Rest Area Coordinator before making any repairs that exceed $25.00 in cost. Request written approval to make repairs as soon as the damage is noted and make the necessary repairs within three (3) days after receiving written approval. The Department shall reimburse the Contractor for repairs of any damaged equipment with the reimbursement cost based on actual invoice cost of the replacement parts 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 reserves the right to make repairs to damaged equipment at its discretion.

4) 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/Truck Haven Coordinator, as soon as possible, if a condition arises that requires the closing of the Truck Rest Havens 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:

1) 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 Truck Rest Haven facilities daily and as needed.

2) Empty trash receptacles on a daily basis when the plastic liner is three-fourths (3/4) full and as needed. Place the full plastic liner bags in a designated area for removal by

KYTC.

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

4) Cordon off areas where a spill(s) of an unknown material has occurred with cones, ribbon, or other deterrent to direct pedestrians and vehicular traffic away from the spill area. Follow instructions provided by the KYTC, 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.

5) Keep the sidewalks free of snow and ice. Utilize deicing materials provided by KYTC.

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6) Clean sidewalks, curb lines and parking areas on a daily basis and as needed. Vendor may perform this work with the use of vacuum type sweepers in areas that are accessible to the equipment if so desired.

7) Rake leaves as needed from designated turf areas, parking areas, curb lines, flower beds, planters and other areas as designated, place material into plastic bags and dispose plastic bags in a designated area for removal by KYTC.

8) Weed flower beds and planters on a biweekly basis or as needed. Remove vegetation from the cracks/seams in sidewalks and other pavement areas.

9) Fly flags provided by the KYTC in a correct and accepted manner.

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

1.03 - Definitions:

Clean – free from visible dirt, contamination, or impurities, unsoiled and unstained.

District Rest Area Coordinator/Truck Haven 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 Truck Rest Haven facilities.

Grounds – Designated areas, exclusive of parking areas, driveways, and ramps, surrounding the Truck Rest Haven buildings containing lawn type areas, shrub beds, sidewalks, picnic sites and tables.

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

This is not a complete list of examples.

Minor Plumbing – Basic unclogging of drains or pipes, repair, or replacement of washers in leaky faucets and repair or replacement of soap dispensers. This is not a complete list of examples.

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

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 Contractor, to be available for call twenty-four (24) hours a day. This person shall not be a Shift Supervisor. A Project Supervisor shall be in addition to a Shift Supervisor.

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.

Truck Rest Haven Attendant – An employee of the Contractor hired to maintain the Truck Rest Haven.

Truck Rest Haven Building – The structure containing rest rooms for men and women, a breezeway, a vending area and a storage area.

Truck Rest Haven/Rest Area Manager – A District employee of the Kentucky Department of Highways designated by the Chief District Engineer to perform random inspections of the Contractor on a daily basis.

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Truck Rest Haven Shift Supervisor – An employee of the Contractor who supervises and works (cleans, maintains) and is present and on duty during each shift at a Truck Rest Haven 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 Area – The area provided for the dispensing of consumable goods to traveling motorists.

1.04 Personnel Requirements:

The successful bidder shall determine and provide the number and gender of employees to perform the janitorial services per the terms and conditions set forth herein. One of these employees (attendants) on each shift at each location shall be designated as the Rest Area Shift Supervisor. In addition, the successful bidder will provide one (1) Project Supervisor to be available via phone on a 24-hour basis.

The Department may close the lobby of the facility, if needed, due to public health concerns.

The need for additional personnel will be determined by the Contractor but must be adequate to fulfill the daily obligations of the scheduled Truck Rest Haven maintenance as required.

The Department shall perform the number and times of inspections to determine the level of performance by the vendor. The Departmental inspection form (TC71-126 Rest Area Maintenance Inspection Report) shall be utilized to score the vendor’s performance. The level of performance shall be subject to penalties per occurrence as outlined on the form.

Other Requirements for Staffing:

Staffing requirements 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.

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.

Employees of the Contractor are to assist motorists with information only in a manner to reflect favorably on the Commonwealth of Kentucky and on the Contractor providing the service. The employees are to be courteous to the public at all times.

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

The Contractor shall provide a local Project Supervisory employee or an alternate Project Supervisory employee who will be available for call to the site(s) on a twenty-four (24) hour per day basis. The Project Supervisor or alternate Project Supervisor shall conduct weekly on-site inspections of the Truck Rest Havens.

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Such inspections will be documented using a Weekly Inspection form provided by the District Truck Rest Haven Coordinator. A copy of all Weekly Inspection forms is to be attached to the Contractor’s monthly invoice to the Department.

The Contractor’s representative and his supervisor will tour the Truck Rest Haven Facilities with the Rest Area Team Manager or his representative, the District Truck Rest Haven/ Rest Area Coordinator or his representative and the Rest Area Manager whenever requested by KYTC or their representatives.

The successful bidder will ensure that all shift supervisors in his employ are competent, careful, and reliable. All such employees must have sufficient skill and experience to properly perform the work assigned them and to operate the equipment involved and will make do and proper effort to execute the work in the manner prescribed in the specifications or the District Truck Rest Haven/ 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 Truck Rest Haven premises, the District Rest Area Coordinator or Rest Haven Manager may request the Project Supervisor to remove the disorderly employee from the work site within one hour 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 Haven 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 Contractor shall protect, defend, indemnify, and hold the Department of Highways, its agents, officials, and employees harmless from all claims, actions or suits arising from such removal, discharge or suspension or employees.

The truck rest haven 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.

1.05 - General Requirements

The successful bidder shall be completely responsible for satisfactorily managing and performing custodial and other grounds maintenance services necessary to assure a clean orderly condition of the service locations.

The services performed under this contract shall be subject to inspection and approval by a representative of the Kentucky Transportation Cabinet, Department of Highways. A sample inspection form will be provided to the successful bidder during the initial walk through.

The successful bidder shall provide a representative who shall be available in person or can be reached at a local telephone number during the operational hours of the Department of Highways, District 6 (7:30 a.m. to 4:30 p.m. Monday through Friday), Except legal holidays for the purpose of service evaluation, complaints, scheduling of project work, and other activities as necessary. Failure to comply with this requirement will result in a request for the termination of the contract.

1.06 - Department’s (Customer) Responsibilities: (DOH D-6)

Customer will provide storage space for the successful bidder’s equipment and supplies. The successful bidder shall supply their own lock (if required) to secure the storage space.

Customer will not provide telephone service. The successful bidder may arrange for a private outside business line at his or her own expense. Use of existing phones by contract personnel shall be strictly

Document Description Page 18 prohibited. Customer reserves the right to require the removal of any contract employee who disregards this prohibition.

Customer shall provide and maintain all fire extinguishers, and provide such light, water and electricity as are necessary to perform the services. Successful bidder will use these facilities sparingly.

The Department may find it necessary to temporarily close the entire facility for structural and infrastructural repairs. In many cases the length of time required for the closure is unknown. When necessary repairs result in the total closure of the rest area facilities involving a blockage of traffic at the entrance ramp, payment of the contract at the daily rate shall cease after a period of seven (7) days.

The seven-day time period shall begin upon written notification by District personnel to the Rest Area supervisor that the facility is being closed and the Contractor’s employees are no longer required to report for work at the location. The contractor shall be provided written notice a minimum of seven (7) days prior to the re-opening of the facility.

1.07 - Agency Representatives:

Primary Contact Secondary Contact

Name: John P. Hanson Tim King

Title: District Rest Area/Truck Rest Haven Coordinator

Rest Area/Truck Rest Haven Manager

Agency: Department of Highways District 6 Department of Highways District 6

Office Phone: 859-341-2700 859-824-4581

Cell Phone: 859-322-1066 859-743-1906

Address: 421 Buttermilk Pike 421 Buttermilk Pike

City, State, Zip: Covington, KY 41017 Covington, KY 41017

E-mail: JohnP.Hanson@ky.gov Tim.King@ky.gov

1.08 - I-24 Whitehaven Welcome Center

This Solicitation is for custodial and other grounds maintenance to be performed at the Interstate Welcome Center and Rest Area Facilities, Eastbound (MP 6.688) I-24, in McCracken County, Kentucky.

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 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. Approximate daily traffic count is 550.

Document Description Page 19 mailto:Tim.King@ky.gov

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 follow 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.

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.

A) Location: The rest area facilities are located in McCracken County on Eastbound I-24 at mile-point 6.387.

B) Rest area building(s) (Eastbound): The rest area building has an outside dimension of one hundred twenty (120) feet by fifty-five (55) feet and is described as follows:

1) Lobby (foyer): the interior lobby (foyer) is comprised of a wooden door with plate…