Final_RFB_605_2300000801_1_SO_FORM.PDF

Document ID: RFB 605 2300000801 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Services: Simpson Co. I-65 Rest Area & WC

Date Issued:

06/05/2023 Record Date:

06/05/2023

Solicitation Closes Date:

06/21/2023 Time:

13:30

Solicitation No:

RFB 605 2300000801

Online Bidding Prohibited: No For Information Call:

LATASHA CHENAULT

502-782-5673

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 2300000801 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Janitorial Services: Simpson Co. I-65 Rest Area & WC

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.

Vendors should review and update, if necessary, all addresses and contact persons for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

Contractor shall provide labor, equipment, materials, and supplies to perform custodial and other grounds maintenance at the Interstate Rest Area facilities on I-65 in Simpson County in District Three for the Kentucky Transportation Cabinet Department of Highways. See attached document for Terms and Conditions. Approximate daily traffic count is 1300.

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

2 Supplemental Temporary Staffing 40.00000 MNHR

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

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

The Department shall provide Vendor a Delivery Order indicating the number of temporary staff individuals, work shifts, and the beginning and ending dates and times. Vendor shall invoice the Department for the additional labor man-hours as a separate item on the regular monthly invoice.

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

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 3 - Bowling Green District Office

900 Morgantown Road

Bowling Green KY 42101

Document ID: RFB 605 2300000801 Page: 3

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)

NEW – Vendor Self Service website has changed as of March 26, 2023.

The new link is https://vss.ky.gov.

Vendors will continue to use the same login credentials.

Instructions for How to Submit an Online Response are attached to this solicitation and also posted on the website.

ELECTRONIC BID SUBMISSION

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

Link: https://vss.ky.gov

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://vss.ky.gov

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.

Document Description Page 4

2300000801 Janitorial Services: Simpson Co. I-65 Rest Area & WC https://vss.ky.gov https://vss.ky.gov https://vss.ky.gov 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 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)

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 1.14)

_____ BACKGROUND CHECKS (See Section 1.09)

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

Section I

Performance Specifications This Solicitation is for custodial and other grounds maintenance to be performed at the Interstate Welcome Center and Rest Area Facility, Northbound I-65 at mile-point 0.567 in Simpson County, Kentucky. Approximate daily traffic count is 1300.

Welcome Center Building is approximately 8,000 sq ft

1) Lobby area: Lobby is 5500 sq ft. It consists of a ceramic tile floor with 2 glass enclosed entrances, 2 stainless steel water fountains and a vending area with tables and seating are to be installed at a later date.

2) Restroom Area for Men: The restroom area for men on the North side consists of three (3) commodes, two (2) commodes accessible for disabled persons, separated by partition walls and doors with toilet tissue holders, seven (7) urinals, five (5) lavatories, six (6) soap dispensers, two (2) wall mounted hand dryers, five (5) mirrors and one (1) baby changing station.

The restroom area for men on the South side consists of one (1) commode, two (2) commodes accessible by disabled persons, separated by partition walls and doors with toilet tissue holders, two

Document Description Page 5

2300000801 Janitorial Services: Simpson Co. I-65 Rest Area & WC 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

(2) urinals, three (3) lavatories, four (4) soap dispensers, one (1) wall mounted hand dryer, three (3) mirrors and one (1) baby changing station.

3) Restroom Area for Women: The restroom area for women on the North side consists of eight (8) commodes, two (2) commodes accessible by disabled persons, separated by partition walls and doors with toilet tissue holders, five (5) lavatories, six (6) soap dispensers, two (2) wall mounted hand dryers, five (5) mirrors and one (1) baby changing station.

The restroom area for women on the South side consists of three (3) commodes, tow (2) commodes accessible by disabled persons, separated by partition walls and doors with toilet tissue holders, three

(3) lavatories, four (4) soap dispensers, one (1) wall mounted hand dryer, three (3) mirrors and one

(1) baby changing station.

4) Family Restroom Area: There are two (2) family restrooms, one (1) on the North end and one (1) on the South end. Each consists of commodes accessible by disabled persons, lavatories, one (1) baby changing station and one (1) toddler safety seat.

5) Storage Areas: The main storage area is located at the South end of the building and the incidental storage area is located at the North end of the building. These storage areas consist of concrete floors, concrete block walls and dry wall ceilings.

6) Service Storage Area: Service storage area consists of three (3) outside buildings located at the rear of the truck parking lot. One (1) used by Tourism.

7) Tourism Area: The Tourism Area consists of an oval shaped work station located in the center of the welcome center lobby.

8) Vending Area: The vending area is located on the North wall inside the lobby. This area should be kept clean as needed.

9) Grounds and parking area: The grounds and parking area consists of thirty-three (33) trash receptacles, four (4) metal benches, fifteen (15) wooden picnic tables, four (4) water fountains, one

(1) flag pole, seventy (70) car parking spaces, forty (40) truck parking spaces, continuous concrete sidewalks and bus parking.

The anticipated start date of the contract is 7:00 a.m., August 1, 2023. The successful bidder shall be prepared to begin services on that date.

1.01 – Performance Requirements

Contractor 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.

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.

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.

Furnish and maintain all blood borne pathogen kits, and safety-first aid kits. Sharps containers shall be provided by the Department. Employees of the Department of Highways Division of Employee Safety and Health will perform routine inspections of the rest area facilities to assure that these safety items are in compliance with OSHA standards. Any non-compliance will be reported to the

Document Description Page 6

District Rest Area Coordinator or his representative. Failure to meet minimum compliance standards shall result in an assessment of 10% liquidated damages per each occurrence. Liquidated damages referred heretofore are based upon the daily rate for janitorial services.

Contractor 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.

Contractor 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 contractor shall not place any permanent fixtures onto nor drill any holes in the walls of the Rest Area Buildings without prior approval of the Department.

Custodial Maintenance - Rest Area Buildings:

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

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

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

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

Contractor shall maintain the Vending Buildings and pick up the litter on the grounds surrounding the Vending Buildings as needed.

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

Lobby (Foyer):

Sweep and mop the floor as needed during each shift, using an acceptable cleaner for mopping; then rinse, and squeegee or mop the floor to a dry condition. Perform a major cleaning two (2) times per week.

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

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

Empty the ashtrays one time each shift and as needed.

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

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

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

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

Restrooms:

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

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

Document Description Page 7

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

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

Polish the hand dryers, plumbing fixtures, and metal fittings one time during each shift and as needed;

dust the hand dryers one time during each twenty-four-hour period to keep air vents open.

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

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

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

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

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

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

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

Storage Area(s):

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

Store flammable liquids in the outside storage building.

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

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

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

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

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

Vending Areas:

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

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

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

Document Description Page 8

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

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

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

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

Mechanical and Structural Repairs:

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

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

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

Utilize and implement a checklist of steps provided by the Project Manager or their representative to prepare for the threat of freezing temperatures. Prepare for and repair any damages that could have been prevented which occurred as a result of freezing temperatures. Failure to take precautionary steps that result in damages because of freezing temperatures will be the responsibility of the successful bidder to repair at his cost.

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

Notify the District Rest Area Coordinator as soon as possible if a condition arises that requires the closing of the rest area to the traveling public, regardless of the time of day or night or day of the week.

Also, notify the District Rest Area Coordinator as soon as possible if repairs or replacement parts are needed.

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.

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

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

Empty trash receptacles on a daily basis when the plastic liner is three-fourths (¾) full and as needed.

Place the full plastic liner bags in a designated area for removal by the Department.

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

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

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

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

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

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

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

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

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

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

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

Provide dog waste bags and refill dispensers as needed.

Tourism Area:

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

1.02- Contract Hours

Work shifts shall be scheduled as follows at this facility:

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

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

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

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

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

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1.03 - Inspections

The Department may inspect the performance of the work by the Contractor during each twenty-four (24) hour period each day of the week or as deemed necessary by the Department. A copy of the inspection report will be provided to the Contractor’s Shift Supervisor on duty at the time of the inspection. The Department may conduct impromptu inspections at random times. Inspections are subject to penalties per the current Rest Area Inspection Form (TC 71-126).

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

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

The Department also reserves the right, in the event of an unforeseen emergency, to have the Contractor perform additional work to restore the rest area to an acceptable standard of cleanliness and safety.

1.04 - Facility Access

The Contractor shall be issued keys to the facility necessary to perform cleaning tasks and shall agree to pay a fee to the Transportation Cabinet to cover all expenses associated with re-keying the facility if the Contractor or his representatives lose the keys or they are 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:

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).

The loss of any 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.

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.

The Contractor shall agree to pay a fee of one hundred dollars ($100.00) for each key issued to the Contractor which cannot be returned or accounted for 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.

The Contractor shall further agree that if loss of keys jeopardizes the security of the entire facility/office or a sensitive part of the facility/office, the Contractor shall pay for the total cost of re-keying or re-coring for the entire facility/office or the particular area affected.

1.05 - Safety and Security Requirements

Fire Extinguishers:

Place the fire extinguishers in a secure location at the facility.

Place the fire extinguishers in an area that is easily accessible for employees.

Train employees in the proper handling and use of a fire extinguisher.

Extension Cords:

Use an extension cord only with the approval of the KYTC Department of Highways.

Do not use extension cords to provide electric power for fans, heaters, lamps, etc. for a continuous period of time.

Do not use extension cords that are of insufficient gauge to support the amperage load of the device that is being powered.

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Do not use an extension cord in an area where it is likely to be stepped on or where it would be a trip hazard.

Do not place any item or material, especially something combustible, over an extension cord.

Where electronic devices, equipment, or lighting displays are needed for continuous service, the Department will have an electrician hardwire an outlet in close proximity to the item to limit the use of an extension cord. This installation will be in accordance with the current electrical code.

Emergency Response:

Notify emergency responders immediately upon discovering a fire or other life-threatening occurrence at the rest area;

Provide a listing of emergency responders (i.e., Police, Fire Department, Emergency Medical Service Agencies; etc.) in a visible location for all employees;

Notify the Contract Manager designated for Emergency Response;

Assure that all employees have a working knowledge of where the listing is located and who they need to call for a particular emergency;

Conduct timely training sessions with employees on each shift to maintain this awareness;

Assure that all new employees receive training on this process with their hiring orientation

Emergency Response Reporting System – Designated Schedule for KYTC Personnel:

First Call – District Rest Area Inspector;

Second Call – District Rest Area Coordinator (Roadside Environment District Coordinator);

Third Call – District Transportation Branch Manager for Engineering Support;

Next Call – Division of Maintenance, State Rest Area Coordinator;

Next Call – Division of Facilities Support.

1.06 - Department’s Responsibilities:

The Department 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.

The Department will not provide telephone service. The Contractor may arrange for a private outside business line at his or her own expense. Use of existing phones by contract personnel shall be strictly prohibited. The Department reserves the right to require the removal of any contract employee who disregards this prohibition.

The Department shall provide and maintain all fire extinguishers, and provide such light, water and electricity as are necessary to perform the services. Contractor 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.

Agency Representatives:

Primary Contact Secondary Contact Kent Anderson

District Rest Area Coordinator

Department of Highways District 3

2160 Three Springs Road

Bowling Green, KY 42102

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Office Phone: 270-746-7898

Cell Phone: 270-791-3355

HYPERLINK "mailto:Kent.Anderson@ky.gov"

1.07 - Contractor’s Materials:

The Contractor shall provide all cleaning supplies, chemicals, materials and equipment, paper, plastic products, bathroom supplies, and all other appropriate items required for providing acceptable service under this contract agreement and in accordance with the cleaning schedule attached hereto and made part hereof.

Floor finish shall be non-staining, shall provide a high degree of slip protection and shall meet specification of the Underwriters Laboratory. Disinfectant detergent cleaners shall be used for all normal cleaning purposes. Other cleaners shall not be harmful to the surfaces to which they are applied. Dust mop treatment materials that leave an oily residue shall not be used.

Upon contract award, Contractor shall submit a list of all materials to be used in providing the cleaning service. Prior to the commencement of services under the contract, the Contractor shall furnish the building manager or his/her authorized designee with material safety data sheets (MSDS) for all chemicals that shall be used at the sites. The Department shall approve or disapprove any product prior to its use. Failure to provide the material safety data sheets for each chemical used at the site shall result in the cancellation of the contract. Use of unapproved chemicals shall result in the cancellation of the contract.

Contractor shall post in the service area:

Rules and regulations governing the Contractor’s employees while in the building.

A copy of the cleaning schedule herein provided.

Safety data sheets for all chemicals used at each building.

1.08 - Personnel Requirements:

The Contractor shall provide a minimum staff of four (4) employees comprised of one (1) Rest Area Shift Supervisor (male or female), plus three (3) other attendants (male or female) to be present and on duty during the first shift at this rest area facility. Minimum staffing for the second shift shall consist of three (3) employees; one (1) Rest Area Shift Supervisor (male or female), and two (2) other attendants (male or female) to be present and on site at this facility. The contractor shall also provide a minimum staff of two

(2) employees (male or female) to be present and on duty during the third shift at this facility. One of these employees (attendants) shall be designated as the Rest Area Shift Supervisor. These minimum staffing requirements equate to a grand total of nine (9) employees for a twenty-four-hour day.

One of these employees (attendants) on each shift at the location shall be designated as the Rest Area Shift Supervisor. In addition, the Contractor will provide one (1) Project Supervisor to be available via phone on a 24-hour basis.

This staffing is necessary to maintain the buildings in a safe, sanitary, clean, and an attractive manner at all times seven (7) days a week, twenty-four (24) hours a day. The need for additional personnel will be determined by the Department but must be adequate to fulfill the daily obligations of the scheduled Rest Area custodial and grounds maintenance required. The Department may close the lobby of the facility, if needed, when there are staffing shortages and/or due to public health concerns.

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

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

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

In the event the Rest Area must close due to staffing issues, the vendor shall prorate the invoice for the number of day(s) closed in addition to being subject to liquidated damages.

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

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

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

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

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

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

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

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

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

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

When an employee of the Contractor conducts himself in an incompetent, intemperate, disorderly, or an insubordinate manner on the Rest Area premises, the District Rest Area Coordinator or Rest Area Manager may request the Project Supervisor to remove the disorderly employee from the work site within one hour of the request. If the employee refuses to vacate the Rest Area premises upon request, the Department shall, if deemed necessary, employ law enforcement officials for the employee’s removal to insure the safest environment possible for all concerned parties and the general public. The employee shall not return to the Rest Area work site until a thorough investigation by the Department and/or the Contractor and a final disposition of the occurrence is achieved by mutual agreement of both the Contractor and the Department.

Once the employee vacates the premises the Contractor shall immediately provide staffing to replace the employee.

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

The rest area buildings are “Smoke-free” facilities. As such, the Contractor shall require employees to always adhere to this policy when inside the rest area building.

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1.09 - 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 Kentucky State Police or Administrative Office of 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. The contractor shall also show proof that each employee is not listed on the National Sex Offender Registry (www.nsopw.gov).

Background checks shall be provided to Kentucky Transportation Cabinet, Division of Maintenance 3rd Floor East, 200 Mero Street, Frankfort, KY 40622 and shall be on file prior to any work assignment. A consent release form is attached this document and shall be completed by each employee.

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

Contractor shall provide a list of employees to the District Rest Area Coordinator and the Division of Maintenance prior to beginning work and once per month throughout the term of the contract.

1.10 - Uniforms of Contractor's Personnel The Contractor shall provide uniforms, at no cost, to all employees on duty at each Rest Area to identify them as Rest Area Staff. Uniforms for all employees shall match in color and style with a badge, patch, screen printed logo, or some similar method that identifies the individual as a rest area employee. The number of uniforms supplied to the employee shall match the number of days they work in a week.

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

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

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

Trousers/Skirt: Dark blue/Navy blue/Black

Jumpsuit: Dark blue, (Optional Use)

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

Cap: Dark blue, baseball type (optional use)

Belt: Black or brown

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

The Contractor shall provide uniforms for all employees within thirty (30)-days of the effective date of the Master Agreement contract. The Contractor shall also provide uniforms for all new employees who are hired after the initial thirty-day period within five (5) days of being hired. The Contractor shall provide the same number of uniforms for the number of days in a week an employee is expected or scheduled to work.

Example: if an employee works six days in a week, he shall be supplied six complete uniforms.

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

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The Contractor’s employees shall be required to always be in full uniform while on duty.

Employees shall report to work each day in clean and neat uniforms. Uniforms shall be kept as clean and neat as possible under the working conditions. Uniforms for all employees shall be identical and shall match in color and style. Employees shall keep shirts and blouses buttoned and tucked inside trousers or skirts. Employees shall display a patch or badge over the left shirt, blouse, or jacket pocket to identify an employee as a "Rest Area Employee” at all times while on duty. Failure of an employee of the Contractor to comply with the wearing of uniforms while on duty shall result in an immediate assessment of 5% of the daily contracted rate in liquidated damages per incident.

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

1.11 - Qualified Bidder Documentation A Contractor claiming “qualified bidder status” shall submit (the new form) documenting any employee with a qualifying disability signed by a qualified third party within thirty (30) days of hire.