Final_RFB_605_2300000087_1_SO_FORM.PDF

Document ID: RFB 605 2300000087 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Services D5 (Louisville)

Date Issued:

08/10/2022 Record Date:

2022-08-10

Solicitation Closes Date:

8/24/22 Time:

13:30

Solicitation No:

RFB 605 2300000087

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 2300000087 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 D-5 Office Janitorial Service 0.00000 MO

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.

Contractor shall provide labor, equipment, materials, and supplies to perform custodial services for the Transportation Cabinets Louisville District Office located in Louisville (Jefferson Co) KY.

See attached document for Terms and Conditions.

2 Real ID Louisville Office Bowman Field Monthly Cleaning

0.00000 MO

Extended Description See Section 1.02 Terms and Specification

Vendor shall provide Janitorial Service to the location noted below 3 times per week each month.

3545 Roger E Shultz Louisville KY (Little Bowman) Contractor responsibilities Empty trash, Damp mop for hard surfaced vinyl covering tile, Vacuum all carpeted areas, Clean & Disinfect toilets, doors and mirrors, Sweep & Wet mop the floors, Dust towel dispensers, soap dispensers, Refill soap and replenish toilet paper and paper towel if necessary, Wipe & Sanitize the kitchen sink, Counter and exterior of appliances, Wipe & Sanitize the Dining Table, Sweep & Mop the kitchen floor, Dust Conference room and table, and place the chairs back or organize the chairs.

Vendor shall be responsible for all necessary cleaning labor, supplies and equipment.

Facility will provide the consumable products such as trash can liners, toilet paper, paper towels, hand soap, vacuum cleaner, mop bucket & mop heads, etc Contact for this location shall be:

Office of Support Services 502-564-0636 Section 1.01 of the terms shall not apply to this line item.

Document ID: RFB 605 2300000087 Page: 3

3 Real ID Louisville Office Electrostatic Sprayer Disinfect Sv

Extended Description Vendor shall provide Electrostatic Sprayer Disinfect Services to the locations noted below once each month.

3545 Roger E Shultz Louisville, KY (Little Bowman) 9112 Leesgate Rd.

Louisville, KY

4 Real ID Louisville Office (Leesgate Rd)

Extended Description See Section 1.02 Terms and Specification Vendor shall provide Janitorial Service to the location noted below 3 times per week each month.

9112 Leesgate Rd.

Louisville, KY 40222 Contractor responsibilities:

Empty trash, Damp mop for hard surfaced vinyl covering tile, Vacuum all carpeted areas, Clean & Disinfect toilets, doors and mirrors, Sweep & Wet mop the floors, Dust towel dispensers, soap dispensers, Refill soap and replenish toilet paper and paper towel if necessary, Wipe & Sanitize the kitchen sink, Counter and exterior of appliances, Wipe & Sanitize the Dining Table, Sweep & Mop the kitchen floor, Dust Conference room and table, and place the chairs back or organize the chairs, sweep and mop the floors.

Vendor shall be responsible for all necessary cleaning labor, supplies and equipment.

Facility will provide the consumable products such as trash can liners, toilet paper, paper towels and hand soap.

Contact for this location shall be:

Office of Support Services

Document ID: RFB 605 2300000087 Page: 4

5 Real ID Louisville Office (Dixie Highway)

Extended Description See Section 1.02 Terms and Specification

Vendor shall provide Janitorial Service to the location noted below 3 times per week each month.

4919 Dixie Highway Suite A Louisville, KY 40216

1,365 Square Feet

Contractor Responsibilities:

Empty Trash, Mop hard surface floors, Vacuum all carpeted areas, Dust workstations, Wipe & Sanitize the entrance doors. Restrooms: Sanitize toilet, urinal, Disinfect doors, Clean mirrors, Sweep & mop floors, Dust towel dispenser, Refill soap & replenish toilet paper and paper products. Kitchen: Wipe down sinks, counters, Sanitize the sink, Wipe exterior of appliances, Sweep & mop floor. Conference Room: Dust tables & chairs and organize.

Vendor shall be responsible for all necessary cleaning labor, supplies and equipment.

Facility will provide the consumable products such as trash can liners, toilet paper, paper towels and hand soap.

Contact for this location shall be:

Office of Support Services

6 Electrostatic Sprayer Disinfect Svcs (Dixie Highway Real ID)

Extended Description Vendor shall provide Electrostatic Sprayer Disinfect Services to the location noted below once each month.

4919 Dixie Highway Suite A Louisville, KY 40216

Document ID: RFB 605 2300000087 Page: 5

7 D5 Office - Electrostatic Sprayer Disinfect Sv 0.00000 EA

Extended Description Vendor shall provide Electrostatic Sprayer Disinfect Services to the location noted below by request from District 5 and /or Office of Support Services staff for specific area in the building where service is needed. Cost will be assess based on square feet of the area being treatment.

8310 Westport Rd Louisville, KY 40242

8 Electrostatic Sprayer Disinfect Svcs ( Facilities in D5)

0.00000 EA

Extended Description Vendor shall provide Electrostatic Sprayer Disinfect Services to various locations within district on request from District 5 and /or Office of Support Services staff in the building where service is needed. Cost will be assess based on square feet of the area being treatment.

Shipping Information KYTC District 5 - Louisville District Office

8310 Westport Road

Louisville KY 40242

Billing Information KYTC District 5 - Louisville District Office

8310 Westport Road

Louisville KY 40242

Document ID: RFB 605 2300000087 Page: 6

Submission Checklist

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

Item The bidder with the lowest price receives the maximum points.

Experience (months in business)

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.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

Document Description Page 7

2300000087 Janitorial Services D5 (Louisville) 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

_____ ATTACHMENT F – SITE VISIT VALIDATION

_____ ATTACHMENT G – BIDDER QUALIFICATIONS

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 1.09)

_____ BACKGROUND CHECKS (See Section 1.10)

_____ STATEMENT OF CONFIDENTIALITY (See Section 1.06)

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

1.00 - Specifications of Service Requirements

Pre-Bid Site Visit

Bidders are required to inspect the site where services are to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract; to the extent such information is reasonably obtainable. As verification of site visitation each bidder, or his/ her designated employee, shall be required to complete this Site Visit Validation Form and obtain the signature of an authorized representative for the facility where services are to be performed. This form and the representative’s signature shall be submitted with the bid. In no event shall a failure to inspect the site constitute grounds for a claim after award of the contract.

Document Description Page 8

2300000087 Janitorial Services D5 (Louisville) 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

Due to Covid-19 Health at Work Guidelines, vendor will be required to call and set up an appointment to view the inside of the building. Vendors shall wear a face mask at all times during the site visit.

To schedule an appointment for a site visit at the District 5 office, contact Carmona Jefferson at Carmona.Jefferson@ky.gov or 502-764-0487 or Kevin Bailey at Kevin.Bailey@ky.gov or at 502-764-0534.

To schedule an appointment for a site visit at the Real ID Dixie Highway location contact Maggie Lee at Maggie.Lee@ky.gov or at 502-229-6948.

To schedule an appointment for a site visit at the Real ID Hurstbourne location contact Susanna Hafner at Susannal.Hafner@ky.gov or at 502-604-5713.

To schedule an appointment for a site visit at the Real ID Little Bowman location contact Kim Jessie at Kimberly.Jessie@ky.gov or at 502-744-8573.

Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with these requirements shall render the bid non-responsive.

Failure to tour the facilities or obtain the appropriate signature shall result in the disqualification of the bid response.

This Master Agreement is for janitorial service to be performed for the Kentucky Transportation Cabinet’s, Department of Highways District Five (hereinto referred as the agency) at:

Kentucky Transportation Cabinet

Department of Highways – District 5

8310 Westport Road

Louisville, Kentucky 40242

Areas to be cleaned include:

The Main Office Building: 29,500 sq. ft., one building, 66.6% carpet, 33.3% tile.

The Restrooms – 2 men’s; 2 women’s; 2 single stall (lobby area); and one single restroom with shower (maintenance area).

Breakroom with kitchen area with appliances – 3 microwaves, 2 refrigerators, 2 toaster ovens and stove

And any common space as indicated at that location. All janitorial closets, storage areas, stairwells, and mechanical rooms defined by the agency shall be included in this contract. The only exceptions

Document Description Page 9

2300000087 Janitorial Services D5 (Louisville) mailto:Carmona.Jefferson@ky.gov mailto:Kevin.Bailey@ky.gov mailto:Maggie.Lee@ky.gov mailto:Susannal.Hafner@ky.gov mailto:Kimberly.Jessie@ky.gov are the Server Room (#109) and the Mechanical Room; they shall not be cleaned. Contractor shall provide an adequate number of personnel to clean the location mentioned above.

Janitorial services shall be performed five nights per week, Monday through Friday. Cleaning should be conducted outside of normal business hours, 7:30am to 4:30pm. Weekend access is acceptable and shall be arranged with Carmona Jefferson or her designee. The facility shall be cleaned according to the following Specification and Frequency Schedule.

The anticipated start date of the contract is September 01, 2022. The successful bidder shall be prepared to begin services on that date.

There are approximately 80 employees in the district office. We estimate 50-100 visitors daily.

1.01 Cleaning Specifications and Frequency Schedule

*Toilet paper, paper towel, hand soap, and trash liners will be supplied by KYTC. Vendor will advise when inventory need to be ordered or when district notices *

The awarded vendor should supply all cleaning and sanitizer supplies and any required cleaning equipment.

A. Daily

1. Sweep all floors, stairs, stairwells with dust control treated mops

2. Clean and sanitize drinking fountains and break room sinks

3. Wet mop floors - halls, common areas and offices on Monday and Wednesday nights and spray buff hallway / lobby area / breakroom on Thursday nights, as needed,

4. Tile floors to maintain high degree of shine at all times. – lobby, breakroom, and hallway

5. Clean entrance and exit doors glass

6. Spot clean glass, interior doors and partitions

7. Clean entrance and exit porches, steps and walkways

8. Shake door mats and sweep floor under mats

9. Vacuum all areas including under desks/chairs (including all conference rooms)

10. Carpet shall be kept clean and spot free at all times and will be spot cleaned upon request.

11. Restrooms:

a. Clean and sanitize all toilet bowls, urinals and sinks

b. Clean, sanitize and polish all chrome fittings on sinks, toilets and urinals.

c. Clean and sanitize toilet seats.

e. Clean and sanitize exterior sides of toilets, urinals and sinks.

Document Description Page 10

2300000087 Janitorial Services D5 (Louisville)

f. Clean mirror glass

g. Empty, clean and reline trash containers

h. Dust and spot clean partitions

i. Clean walls, floors, and around fixtures

j. Refill all dispensers-daily (note: the supplies are to be furnished by the agency).

k. Thoroughly mop and sanitize floors-daily

11. Empty trash daily to include: common area trash cans, kitchen, break room, conference rooms, employee work stations and restrooms and recycle trash cans

12. Breakroom - Wipe down all tables, countertops, and appliances, which refrigerator exterior, stove exterior, toaster ovens exterior and microwaves interior and exterior.)

13. Be certain all lights in building are off when finished cleaning – regular light switches

B. Weekly

1. Dust high and low horizontal surfaces, ledges, moldings, ducts, pipe, heating outlets, stair rails, cabinets, tables and fire extinguishers

2. Dust ceiling areas and high corners

3. Polish chrome fittings

4. Damp clean ceiling vents

5. Sanitize all door handles

6. Clean baseboards

7. Restrooms:

a. Dust high horizontal surfaces, moldings, ledges, ducts, pipes and heating outlets

b. Damp clean ceiling vents

c. Check automatic dispensers is operational /or if refills needed

8. Breakroom:

a. Clean exterior of the trash cans

C. Monthly

1. Clean waste baskets (inside and out)

2. Spray buff offices and conference rooms

3. Clean door kicks, push plates, handles and frames

4. Clean and polish bright metal surfaces

5. Vacuum and clean furniture

6. Deep cleaning to all tile work March through October; twice a month November through February.

Document Description Page 11

D. Quarterly

1. Remove insects from light fixtures

2. Dust window blinds.

E. Semi – Annual

1. Floors-Carpet

The contract holder shall clean all carpets twice a year. This service is to be included in the monthly janitorial rate that each vendor bids.

All carpet cleaning must be done by using the Extraction Method and approved by the Department of Transportation D-5.

Cleaning must be scheduled with, and inspected by, the Administrative Manager or his/ her designee of the Department of Transportation D-5 office to ensure satisfaction to the agency.

F. Annual

1. Floors-Resilient

Contractor shall be required to strip, seal and wax all floors once a year.

Contractor shall be required to use the six (6) step method (sweep, mop, strip, scrub, seal and wax) and shall use two (2) coats of sealer and four (4) coats of wax.

2. Wash windows inside (after business hours) including office and cubicle glass and outside (may be done during office hours)

3. Wash light fixtures

All semi-annual cleaning shall take place in May and November. If optional renewals are granted, the contractor shall be required to strip and wax all floors in March and September of each additional year.

Document Description Page 12

All annual cleaning shall take place in April. If optional renewals are granted, the contractor shall be required to perform annual cleaning in April of each additional year.

The vendor is responsible for moving and replacing all furniture, except file cabinets, storage cabinets, computers, and partitions or any other designated equipment or furniture requested by the Fiscal Officer, Carmona Jefferson.

These services shall be included in the monthly janitorial rate bid by the vendor.

Failure to perform the semi-annual services will result in a penalty of 15% per month until cleaning is complete.

The contractor shall be required to inform the building supervisor of intended date for the above service at least 5 days in advance. The contractor is responsible for obtaining signature from building manager (or his/her designee) as documentation that the semi-annual cleaning has been successfully completed.

Form is attached.

G. Outside Areas:

1. Clean debris from porch areas and walkways.

2. Contractor shall be required to break down all boxes before placing into dumpster.

3. Contractor shall be required to always keep area around the dumpster free from boxes and trash.

4. Weekly empty outside trash cans and install new liners.

1.02 Cleaning Specifications and Frequency Schedule for the Real ID Offices

Janitorial services shall be performed three nights per week, Monday, Wednesday & Friday. Cleaning should be conducted at 3:00pm - 4:45pm. (If more time is needed vendor may contact Administrative Branch Manager Department of Vehicle Regulation - DJ Foley at 502- 764-0085, dj.foley@ky.gov to arrange)

Document Description Page 13 mailto:dj.foley@ky.gov

Facility will provide the consumable products such as trash can liners, toilet paper, paper towels, hand soap, vacuum cleaner, mop bucket & mop heads, etc.

Vendor shall be responsible for all cleaning labor, supplies and equipment.

The facility shall be cleaned according to the following Specification and Frequency Schedule.

A. Daily (every Monday, Wednesday & Friday)

1. Empty Trash

2. Damp mop hard surfaced vinyl covering tile

3. Vacuum all carpeted areas

4. Clean & Disinfect toilets and/or urinals, doors and mirrors

5. Sweep & Wet mop bathroom floors

6. Refill and dust towel dispensers & soap dispensers

7. Replenish toilet paper

8. Wipe & Sanitize the kitchen sink, counters and exterior of appliances

9. Wipe & Sanitize the dining table

10. Sweep and mop the kitchen floor

11. Dust conference room including conference table and organize the chairs

12. Wipe & Sanitize high touch areas

B. Semi-Annual 1. Wash windows inside and outside.

1.03 General Information:

Prior to commencement of the contract, the successful bidder must schedule a walk-through meeting and review the performance criteria with a District 5 representative: Carmona Jefferson at 502-210-5400, Carmona.Jefferson@ky.gov

Prior to commencement of the contract for the Real ID Offices, the successful bidder must schedule a walk-through meeting and review the performance criteria with a Real ID Office representative:

Dixie Highway Real ID Office: Maggie Lee at Maggie.Lee@ky.gov or at 502-229-6948.

Hurstbourne Real ID Office: Susanna Hafner at Susannal.Hafner@ky.gov or at 502-604-5713.

Little Bowman Real ID Office: Kimberly Jessie at Kimberly.Jessie@ky.gov or at 502-744-8573

Document Description Page 14

2300000087 Janitorial Services D5 (Louisville) mailto:Carmona.Jefferson@ky.gov mailto:Maggie.Lee@ky.gov

Any and all complaints should first be addressed by the Building Manager and the vendor. If this does not succeed, the Division of Purchases will take final action.

Any questions that cannot be answered by the building manager shall be directed to the Division of Purchases Buyer. Any questions concerning payment for service shall be directed to the local building manager.

Contractor shall be issued keys to the facility necessary to perform cleaning tasks and shall agree to pay a fee to KYTC to cover all expenses associated with re-keying the facility if the contractor or his representatives lose the keys or not accounted for. The contractor agrees to abide by and to require their employees to adhere to the Cabinet’s “Key Control System” and conditions as outlined below:

A. The contractor or his representatives shall not make or knowingly permit to be made, nor otherwise obtain, procure or provide any unauthorized copy or facsimiles of said key(s).

B. The loss of any such key(s) referred to under this section shall immediately be verbally reported to the proper authority of the facility/office and followed up by a detailed written report of the circumstances resulting in the loss.

C. The contractor or his representatives shall not permit any person the use of key(s) in their possession under any circumstance other than a bona fide emergency without the prior approval of the proper authority of the office.

D. The contractor shall agree to pay a fee of one hundred dollars ($100.00) for each cabinet key which may be issued to the contractor or to representatives of the contractor and which cannot be returned or accounted for to the satisfaction of the Cabinet’s authorized representative upon demand or upon termination of the contract. Keys duplicated by commercial locksmiths or by other means are not acceptable and such keys shall be considered as lost.

E. The contractor shall further agree that if by loss of the keys they are the type which jeopardizes the security of the entire facility/office or a sensitive part of the facility/office, the contractor agrees to pay for the total cost of re-keying or re-coring for the entire facility/office or the particular area affected.

1.04 General Requirements:

The contractor shall be completely responsible for satisfactorily managing and performing cleaning services necessary to assure a clean orderly condition of the service locations.

Regular cleaning shall be performed utilizing a minimum of one to two (1- 2) employees nightly up to 4 hours each unless otherwise agreed upon in writing by the agency. The contractor’s employees will need to scan in when they arrive and scan out when they leave so that there is a record of when they are here.

Document Description Page 15

The services performed under this contract shall be subject to inspection and approval by a representative of D-5 / Real ID. A sample inspection form will be provided to the successful bidder during the initial walk through.

The contractor 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 Transportation D-5 / Real ID offices (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, etc. Failure to comply will result in request for the termination of contract.

A monthly janitorial inspection report will be filled-out by both the agency representative and or his/her authorized designee and the vendor representative while performing a building walk -through. After the completion of the required monthly walk-through and corresponding janitorial inspection report, both the vendor representative and the agency representative or his/her on-site authorized designee shall be required to sign and date the inspection report verifying completion. It will be the responsibility of the agency to keep all original inspection reports on file for the duration of the contract. These inspections shall be completed each month.

It shall be the vendor’s responsibility to schedule a time with the DOT D-5 on-site building manager or his/ her designee to complete the required monthly inspection reports. Any employee who is participating in janitorial services at the location cannot perform these inspections. Continued failure to comply with the completion of the monthly inspection reports shall result in the termination of the contract.

Contractor’s representative shall be required to make an on-site visit monthly to ensure that their employees are performing in accordance with the specifications and frequency schedule.

At the contract installation, the contractor shall furnish the building manager with a list of all employee names and their telephone numbers who are currently servicing this location. The contractor is responsible for keeping this list updated as to personnel changes. The contractor shall not hire state employees who are employed at the service location or immediate family members of any state employee who is employed at the service location to perform janitorial services.

All general requirements and responsibilities attached hereto and made part hereof this contract shall be strictly adhered to.

1.05 Agency’s Responsibility: (DOT D-5 / Real ID)

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

Telephone service will not be provided by DOT D-5/Real ID. If the contractor chooses, they may arrange for a private outside business line at their own expense. Use of existing phones by contract personnel shall be strictly prohibited. DOT D-5 reserves the right to require the removal of any contract employee who disregards this prohibition.

Document Description Page 16

Agency will provide such light and water and electricity as are necessary to perform the services.

Contractor will use these facilities sparingly.

Agency shall provide its own janitorial supplies such as toilet paper, paper towel, hand soap, and can liner at each location.

All performance and completion issues (inspections and approvals, etc.) concerning this contract will be coordinated by Carmona Jefferson, Fiscal Officer.

1.06 Contractor’s Responsibility: (Successful Bidder)

Contractor shall be held responsible for satisfactory work in accordance with the intent of the specifications. Contractor’s representative shall be required to make an on-site visit monthly to inspect the facility to ensure that their employee(s) are performing to the specifications and frequency schedule.

Upon contract award, contractor shall submit prior to commencement of contract a list of all materials to be used in providing the cleaning service. At this time, contractor shall furnish the agency representative or his/her authorized designee with material safety data sheets (MSDS) for all chemicals that shall be used at the sites. The agency may approve or disapprove any product prior to commencement of service. Failure to provide the material safety data sheets for each chemical used at the site shall result in cancellation of contract.

Contractor shall screen his employees in order to determine as well as is possible their honesty.

Contractor shall have their employee’s sign a Confidentiality/Security Agreement/Internet/Intranet, E-mail and Electronic Policies and Procedures Form. Contractor shall forward a copy of such form to the local building manager. Failure to provide this information within two weeks of contract start date or within two weeks of new employees’ start date of service may result in contract cancellation. All employees shall be at least 18 years of age unless approved by the Administrative Manager.

Contractor shall post in the service closet, rules and regulations governing the contractor’s employees while in the building and a copy of the cleaning schedule herein provided. Responsibility shall be adhered to in all cases. Contractor shall post in the service closet, material safety data sheets for all chemicals used at each building. A copy of these material safety data sheets for all chemicals shall also be submitted to the building manager for the service location. The Contractor’s responsibility to provide the MSD sheets shall be adhered to in ALL cases. Contractor is also responsible for updating the MSD sheets as additional chemicals are added to clean the building. These updated MSD sheets shall be posted in the service closet and also given to the building manager prior to the new chemicals being utilized. KYTC D-5 has the right to approve or disapprove any additional chemicals. Failure to provide these MSD sheets to the building manager or to post them in the service closets shall result in the cancellation of the contract.

Contractor shall be responsible for any breakage, damage or loss through carelessness. Contractor shall also be responsible for locking doors and turning off lights as directed by the Agency.

Routine inspections of the entire facility shall be made by the agency. Minor deficiencies shall be corrected within forty-eight (48) hours. If this schedule for corrections is not met, a complaint to the vendor

Document Description Page 17 shall be submitted to the Division of Purchases. If a second complaint is necessary during the year of the contract, Department of Transportation D-5 will forward a request for termination.

Contractor Representative: Contractor shall indicate in the space provided the names of the persons (including phone number and address) responsible for the coordination of all performance issues under the contact.

Primary Contact Secondary Contact

Name:

Title:

Agency:

Cell Phone:

Address:

City, State, Zip:

E-mail:

1.07 Changes in Specifications:

The Agency reserves the right to change the specifications at any time. In this event, contractor and Agency shall negotiate what price adjustments are to be made. The Department of Transportation shall make any changes in the contract specifications.

1.08 Safety of Persons and Property

For service contracts, the Contractor shall continuously maintain adequate protection of all work from damage and shall protect the Owner’s property from injury or loss arising in connection with this contract.

Contractor shall make good any such damage injury, or loss, except such as may be directly due to errors in the solicitation or caused by agents or employees of the Owner and shall adequately protect adjacent property as provided by law and the Contract.

The Contractor shall take all necessary precautions for the safety of employees on the work site and shall comply with all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about, or adjacent to the premises where the work is being performed.

1.09– Insurance Requirements

The successful bidder shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance with limits of liability of $1,000,000.00 per occurrence.

2. Kentucky worker's compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

Document Description Page 18

The successful bidder shall furnish an ACORD Certificate within ten (10) days of notice of intent to award with:

A. The certificate holder listed as:

Kentucky Transportation Cabinet Division of Purchases 4th Floor East 200 Mero Street Frankfort, KY 40622

B. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from this solicitation.

C. The contract number in the Description of Operations box.

Failure to furnish said certificates or to indicate the contract number shall be grounds for cancellation of the contract.

The successful bidder shall provide an up-to-date copy of the certificate upon renewal of the policy.

Failure to do so shall result in cancellation of the contract.

The insurance shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the agencies.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at http://insurance.ky.gov/ company. Failure to meet this requirement may result in the bid being deemed non-responsive.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

1.10 – 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, and/or Administrative Office of the Courts. 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. A consent and release form shall be completed and notarized by an individual seeking employment prior to obtaining the background check.

All employee criminal background checks shall be reviewed by the Kentucky Transportation Cabinet District 5 Office and a copy provided to KYTC Division of Purchases and shall be on file prior to any work assignment. 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 KYTC location shall not be re-hired to work at another KYTC location. Failure to comply with the above provisions shall result in contract termination.

Section 2 - Terms and Conditions of the Contract

2.00 – Scope of the Contract

The Kentucky Transportation Cabinet Division of Purchases issues this solicitation on behalf of the Department of Highways to award a master agreement contract for: Janitorial Services District 5 (Louisville)

Document Description Page 19

2300000087 Janitorial Services D5 (Louisville) http://insurance.ky.gov/company http://insurance.ky.gov/company http://www.ambest.com

2.01 - Contract Components and Order of Precedence

The Commonwealth’s acceptance of the offer indicated by the issuance of an Award by the KYTC Division of Purchases shall create a valid Master Agreement consisting of the following:

1. The written Master Agreement between the Parties;

2. Any Addenda to the Solicitation;

3. Any provisions of the Solicitation and all attachments thereto;

4. The Bidder’s response to the Solicitation, and

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions;

(d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

2.02 - Initial Contract Period

The Master Agreement will be for the initial period beginning September 1, 2022 and expiring August 31, 2023.

2.03 - Optional Renewal Period

This Master Agreement may be extended at the completion of the initial contract period for four (4) additional one-year periods. This extension must have the written approval of the vendor and the KYTC Division of Purchases. The Commonwealth of Kentucky reserves the right to renegotiate any terms and/ or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

2.04 - Divisions/Agencies to Be Served

This contract shall be for use by the following Divisions/Agencies of the Kentucky Transportation Cabinet:

Department of Highways District 5

Department of Vehicle Regulation

No shipments or services are authorized until an official Delivery Order has been fully processed by an authorized agency.

2.05 - Quantity Basis of Contract

Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

2.06 - Exception to Required Use of Contract

The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to acquire large requirements through other competitive processes.

2.07 - Basis of Price Revisions

PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the Master Agreement shall be firm for the contract period subject to the following:

A. Price Increases: A price increase will not be allowed during the first twelve (12) months of the contract.

Only one price increase will be allowed during the contract period. The price increase must be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty

(30) days prior to the effective date, and shall provide firm proof that the price increase(s) is justified. The KYTC Division of Purchases may request additional information or justification. If the price increase is

Document Description Page 20 denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KYTC Division of Purchases. Notice of withdrawal must be provided a minimum of forty-five (45) days prior to the effective date however the vendor must continue service at the contract prices until a new contract can be established (usually within sixty (60) days).

B. Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the KYTC Division of Purchases with notice of any price decreases as soon as such decreases are available.

C. Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required “A.

Price Increases”. One (1) additional price increase may be granted during the extended contract period.

This price increase will not be allowed during the first six (6) months of the extended contract period and will be subject to the conditions in “A” above.

2.08 - Addition or Deletion of Items or Services

The KYTC Division of Purchases reserves the right to add new and similar items, with the consent of the vendor, to the contract. If an addition is agreeable to both parties, the KYTC Division of Purchases will issue a Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

2.09 - Changes and Modifications to the Contract

During the period of the contract, a modification shall not be permitted in any of its conditions and specifications, unless the contractor receives electronic or written approval from the KYTC Division of Purchases. If the contractor finds at any time that existing conditions make modification in requirements necessary, the contractor shall report the matter promptly to the KYTC Division of Purchases for consideration and decision. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

2.10 - Reduction in Contract Worker Hours/Employee Furlough

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. The reduction of hours may be applicable to those contract workers that provide a service in state government buildings on a regularly scheduled basis, such as janitorial, security guard, mailing services, and food services. These services will be reduced in hours only in those circumstances where the buildings will be closed. A notification will be sent to the contract holder in advance of any scheduled reduction in contract hours.

2.11 - Basis of Shipment

Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency. The responsibility for filing freight claims lies with the vendor.

2.12 Delivery Orders for Services

No services are authorized until an official Delivery Order has been fully processed by an authorized agency or payment has been made via Pro-Card.

Penalties assessed for delays in response or completion time will be calculated based on the date of the Delivery Order and the response/completion time stated in Section 2.13

Payment shall be made against the actual quantities of work performed. The Delivery Order shall be modified to adjust quantities if needed.

Any work assigned prior to contract expiration will be considered cancelled if the work has not been initiated at the time of expiration. There will be no claim for damages allowed by reason of cancellation thereof.

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If additional time is needed to complete assigned work, please send a request to the Division of Purchases two weeks prior to expiration date. Per Section 2.28, this extension shall not exceed ninety

(90) days.

2.13 - Notices

The Division of Purchases Buyer identified below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail) concerning this procurement shall be submitted to:

Allyson May

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-564-4630

E-mail: Allyson.May@ky.gov

From the issue date of this solicitation until a Contractor(s) is selected and the selection is announced, Offerors are not permitted to communicate with any Commonwealth staff concerning this solicitation

After the award of a contract, all programmatic communications are to be made to the Agency Contact Person identified in the contract document with a copy to the Division of Purchases Buyer.

After the Award of a contract, all communications of a contractual or legal nature are to be made to the KYTC Division of Purchases Buyer.

2.14 – Response Time

Response at the earliest possible date is desired.

2.15 - Inspection

All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the vendor’s expense.

2.16 - Invoices

Invoices, if required, shall be prepared and transmitted to the agency receiving the goods or services.

One copy shall be marked "original" unless otherwise specified. Each invoice shall contain at least the following information:

a. Contract and Delivery Order number;

b. Item numbers;

c. Description of supplies or services;

d. Sizes;

e. Quantities;

f. Service Dates;

g. Unit prices; and

h. Extended totals.

2.17 - Payments

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods and vendor’s invoice in accordance with KRS 45.453 and KRS 45.454. A

Document Description Page 22 mailto:Allyson.May@ky.gov penalty payment of one percent (1%) per month shall be added to the amount due the vendor for each full or partial month that the payment exceeds 30 working days.

2.18 - Vendor’s Report

The vendor(s) may be asked to furnish the KYTC Division of Purchases, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period.

The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract.

This report must reference usage by brief description, product number or other format designated by the KYTC Division of Purchases.

2.19 - Post Contract Agreements

The Master Agreement shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract. Unless, contractually provided, the Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract. Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

2.20-Subcontracts

The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein.