Final_RFB_605_2700000051_1_SO_FORM.PDF

Document ID: RFB 605 2700000051 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Svc D7 Office (Lexington)

Date Issued:

07/30/2026 Record Date:

07/30/2026

Solicitation Closes Date:

09/04/2026 Time:

13:30

Solicitation No:

RFB 605 2700000051

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 2700000051 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 District 7 Office Janitorial Service 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description District 7 Office Janitorial Service

***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.

Janitorial/Custodial Services - Multiple Locations within District Office

Kentucky Transportation Cabinet Department of Highways District 7 800 Newtown Ct.

Lexington, KY 40511

Main Office Building: 34,000 sq. ft., two story building, 66.6% tile, 33.3% carpet, 261 windows - (approx. 4,000 sq. ft.)

Restrooms 2 mens; 2 womens; 2 personal (downstairs has only a shower and sink).

There are approximately 90 employees in the main building. We estimate 50-100 visitors daily.

See the attached document and terms and conditions for the Scope of Work including daily, weekly, monthly, Semi Annual, and Annual tasks.

2 D7 - Floor Resilient (6 Step Method) 0.00000 EA

This line shall only be used when district personnel request a Floor Resilient (6 Step Method).

Contractor must be able to perform this process upon request. Floor Resilient must be completed on the weekends when the Maintenance Superintendent is available.

Contractor shall be required to strip, seal and wax all floors (excluding storage rooms) and baseboards.

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 each time.

Document ID: RFB 605 2700000051 Page: 3

Contractor shall provide labor, equipment, materials, and supplies to perform custodial services for the Transportation Cabinets District 7 Office located in Lexington (Fayette Co) KY.

3 District 7 - Additional Top Scrub and Wax 0.00000 EA

This line shall only be used when district personnel request an additional/extra top scrub wax.

Top scrub and wax require 3 coats of wax.

This work shall be performed on the weekend when the Facilities Maintenance Supervisor is available. Contractor shall be required to perform a top scrub and apply 3 coats of wax.

Contractor shall provide labor, equipment, materials, and supplies to perform custodial services for the Transportation Cabinets District 7 Office located

4 District 7 - Electrostatic Sprayer Disinfect Service

0.00000 EA

Contractor shall provide labor, equipment, materials, and supplies to perform custodial services for the Transportation Cabinets District 7 Office located

See attached document for Scope of Work in Section 1 under 1.00 Service Requirement for District 7 Office Department of Highway

Shipping Information KYTC District 7 - Lexington District Office

800 Newtown Court

Lexington KY 40511

Billing Information KYTC District 7 - Lexington District Office

800 Newtown Court PO Box 11127 Lexington KY 40511

Document ID: RFB 605 2700000051 Page: 4

Submission Checklist

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

Item Price Experience (Months in Business)

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

Any person wishing to hear a bid reading may call our conference line at 502-564-4495, Enter the Conference ID Code 240522126 and

Participant Code 228420, 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)

_____ATTACHMENT F - SITE VISIT VALIDATION

_____ ATTACHMENT G - BIDDER QUALIFICATIONS

Document Phase Document Description Page 5

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 41 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

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

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

ENTITY (See Section 2.25)

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

_____ CONSENT AND RELEASE FOR BACKGROUND CHECK (See Section 1.06)

_____ CERTIFICATE OF INSURANCE (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.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Section 1 - Scope of Work - Service

1.00 - Specifications of Service Requirements

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

Kentucky Transportation Cabinet Department of Highways – District 7 800 Newtown Ct.

Lexington, KY 40511

Areas to be cleaned include:

The Main Office Building: 34,000 sq. ft., two-story building, 66.6% tile, 33.3% carpet, 261 windows - (approx. 4,000

sq. ft.).

The Restrooms – 2 men’s (1 on the main level, and 1 on the lower level); 2 women’s (1 on the main level, and 1 on the lower level); 2 personal restrooms (1 upstairs in the Executive Office; 1 downstairs that only has only a shower and sink).

Breakroom with kitchen area and appliances located in the kitchen area – 1 microwave, 1 refrigerator, 1 stove & oven, 1 sink.

There are approximately 90 employees in the main building. We estimate 50-100 visitors daily.

Any common space as indicated at that location. All janitorial closets, storage areas, stairwells, smoking areas, elevator, offices, computer room, any conference rooms defined by the agency shall be included in this contract. The only exceptions are the Server Room (#109) and the Mechanical Room; these shall not be cleaned. Contractor shall provide an adequate number of personnel to clean the location mentioned above.

Document Phase Document Description Page 6

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 41 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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 only accessible by request and shall be arranged with Facility Maintenance Superintendent II or his designee. The facility shall be cleaned according to the following Specification and Frequency Schedule.

The anticipated start date of the contract is October 1, 2026. The successful bidder shall be prepared to begin services on that date.

There are approximately 90 employees in the main building. We estimate 50-100 visitors daily.

1.01 -Cleaning Specifications and Frequency Schedule – District 7 Office

The awarded vendor shall furnish all labor, materials, tools, cleaning /sanitizer supplies/chemicals, and equipment necessary for performing janitorial services such as toilet bowl cleaner, disinfectant product, bleach products, streak free glass cleaner, furniture polish, floor and fixture cleaning detergents, floor waxes, brooms, rags, brushes, mops, large rolling garbage receptacles, mop bucket and floor care equipment including vacuum cleaners. KYTC tools and equipment should not be used.

Toilet paper, paper towels, hand soaps, trash can liners, etc. will be supplied by KYTC D7. Vendor will advise when inventory needs to be ordered. Vendor will distribute and stack the items in appropriate areas as needed.

Cleaning shall include the following listed Daily, Weekly, Monthly, Quarterly, and Semi-Annual tasks.

A. Daily:

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

2. Sweep and clean debris from entrance and exit (vestibule area)

3. Clean entrance and exit glass doors (vestibule area), interior doors, glass, and partitions.

4. Clean entrance and exit porches, steps, and walkways.

5. Shake door mats and vacuum floor mats, sweep and/or mop under floor mats.

6. Clean and sanitize drinking fountains and breakroom sinks.

7. Wet mop halls, common areas and offices on Monday and Wednesday nights. Spot mop as needed on other nights.

8. Vacuum all carpeted areas including under desks/chairs, and all conference rooms.

9. Carpet spot cleaned by request, shall remain spot free at all times (separate request from semi-annual carpet cleaning).

10. Clean and sanitize handrails on stairwells.

11. Clean elevator walls and vacuum; clean tracks.

12. Empty trash daily to include: common areas such as large trash cans in the printing rooms, breakrooms, conference rooms, and restrooms.

13. Breakroom:

a. Wipe down all tables, countertops, and appliances, which includes refrigerator exterior, stove exterior, and microwave interior and exterior.

b. Clean and sanitize kitchen sinks.

c. Sweep and mop kitchen area.

14. Restrooms:

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

b. Clean, sanitize, and polish all chrome fittings on sinks, toilets, urinals, and dividers and restroom stall doors.

c. Clean and sanitize exterior sides of fixtures.

d. Clean and sanitize toilet seats.

e. Clean mirror glass.

f. Empty, clean, and reline trash containers.

g. Dust and clean partitions.

Document Phase Document Description Page 7

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 41

h. Clean walls, floors, and around fixtures.

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

j. Thoroughly sweep/wet mop and sanitize floors daily.

k. Sanitize door handles and push plates.

l. Empty all trash daily.

B. Weekly:

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

2. Dust ceiling areas and high corners.

3. Clean baseboards.

Hallways and breakroom should be completed weekly; all others shall be completed monthly.

4. Restrooms:

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

b. Damp clean ceiling vents.

5. Dust all blinds carefully to not damage them.

6. Check and clean windows, on the inside only, on Tuesday nights.

7. Spray buff halls on Thursday nights.

C. Monthly:

1. Clean waste baskets (inside and out) of Restrooms only.

2. Spray buff offices.

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

4. Vacuum and clean furniture.

5. Clean baseboards.

Hallways and breakroom should be completed weekly, all others shall be completed monthly.

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

Maintenance Superintendent may request to be present.

D. Quarterly:

1. Remove insects from light fixtures (excluding fixture in large conference room).

E. Semi-Annual:

All semi-annual cleaning shall take place in April and October. If optional renewals are granted, the contractor shall be required to clean carpet in May and November of each additional year.

1. Floors-Carpet The contract holder shall clean all carpets twice a year. All carpet cleaning must be done by using Extraction Method and approved by District 7.

2. Damp clean ceiling vents.

May be completed after business hours during the week.

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 Maintenance Superintendent.

All Semi-annual cleaning shall be completed on weekends when the Maintenance Superintendent is available.

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

Scheduling of all semi-annual cleaning will be agreed upon between the Maintenance Superintendent and the successful bidder. If optional renewals are granted, the contractor shall be required to perform all semi-annual cleaning each additional year.

Failure to perform the semi-annual services within 30 calendar days of the agreed upon schedule will result in a penalty of 15% per month until cleaning is complete.

Document Phase Document Description Page 8

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.

F. Annual:

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

1. Wash windows inside (after business hours)

2. Wash windows outside (may be done during office hours).

3. Wash all blinds inside.

4. Wash light fixtures (excluding fixture in large conference room).

5. Wash and sanitize entire walls and partitions.

6. Top Scrub and Wax floors. Contractor must apply 3 coats of wax.

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 Maintenance Superintendent for the annual cleans.

All Annual Cleaning shall be completed on weekends when the Maintenance Superintendent is available, unless otherwise approved by the Maintenance Superintendent.

Scheduling of all annual cleaning will be agreed upon between the Maintenance Superintendent and the successful bidder. If optional renewals are granted, the contractor shall be required to perform all annual cleaning each additional year.

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

Failure to perform the annual services within 30 calendar days of the agreed upon schedule will result in a penalty of 15% per month until cleaning is complete.

The contractor is responsible for obtaining signature from building manager (or his/her designee) as documentation that the annual cleaning has been successfully completed. Form is attached.

G. Outside Areas:

1. Clean debris from porch areas, walkways and both parking lots. - Daily

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

3. Contractor shall be required to keep area around the dumpster free from boxes and trash at all times. - Daily

1.02 - 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 7 representative: Jacob Richmond (859) 230-7906. Also, if any subcontractors will be used throughout the duration of the resulting contract, they must be present at the scheduled walk-through.

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

Any questions that cannot be answered by the building manager shall be directed to the KYTC 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:

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).

Document Phase Document Description Page 9

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.

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 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.

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.

1.03 - 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 location.

District 7 Office

Regular cleaning shall be performed utilizing:

Two employees nightly with a minimum of 2.5 hours each night/ per employee. The two employees must work together during the same scheduled hours.

Employees should maintain the minimum hours of work each night to perform all the necessary tasks for the entire week/month. Unless otherwise agreed upon in writing by the agency. The contractor’s employees will need to scan in (badge) when they arrive and scan out when they leave so that there is a record time in the building. We also provide a timesheet for the vendor, and the staff are required to sign in and out daily so we can track hour worked.

Vendor employees/staff are prohibited from the following:

# Discourteous or abusive conduct toward members of the public or KYTC employee’s while working on KYTC property.

# Bringing family, friends, etc. with them to the facility while working.

# Yelling or screaming in any KYTC facility while working or use of profanity or offensive language.

# Use of cellphones during work hours except for emergencies or during break periods.

# Phones may be used to play music while working but only with the use of headphones or ear buds.

# The unlawful manufacture, distribution, dispensing, possession, or use of any controlled substance is strictly prohibited on the KYTC property.

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

The services performed under this contract shall be subject to inspection and approval by a representative of D-7. 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-7 (8:00 a.m. to 4:30 p.m. Monday through Friday), except legal holidays for the purpose of service evaluation, Document Phase Document Description Page 10 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 Department of Transportation D-7 on-site building manager 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 Department of Transportation D-7 building manager, 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 local building manager 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 D-7 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.

1.04 - Agency’s Responsibility:

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.

Department of Highways District 7 will not provide telephone service. 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. Department of Highways District 7 reserves the right to require the removal of any contract employee who disregards this prohibition.

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.

Any additional supplies will be at Building Manager discretion.

All performance and completion issues (inspections and approvals, etc.) concerning this contract will be coordinated by the following:

Primary Contact Contact Person: Jacob Richmond Title: Facility Maintenance Supervisor II Agency: Department of Highways, District 7 Office Cell Phone: 859-230-7906 Email: Jacob.Richmond@ky.gov

1.05 - 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.

Document Phase Document Description Page 11 mailto:Jacob.Richmond@ky.gov

Contractor shall screen his employees in order to determine as well as is possible their honesty. Contractor shall have their employee’s and any sub-contractors sign a Confidentiality/Security Agreement/Internet/ Intranet, E-mail and Electronic Policies and Procedures Form. Contractor shall forward a copy of such form with Failure to provide this information within two (2) weeks of contract start date or within two (2) weeks of new employees’ start date of service may result in contract cancellation. All employees shall be at least eighteen (18) years of age unless approved by the Administrative Manager.

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.

Contractor shall be responsible for any breakage, damage or loss through carelessness, and 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 in not met, a vendor complaint shall be submitted. If a second complaint is necessary during the year of the contract, Department of Transportation D-7 will forward a request for contract termination.

No shows or cancellations after 3:00 pm will be subject to penalty fee of 1 day rate deduction from monthly invoice based on location rate.

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.

Vendor’s Information:

Primary Contact Secondary Contact

Name:

Title:

Agency:

Office Phone:

Cell Phone:

Address:

City, State, Zip:

E-mail:

1.06 - Background Checks

All employees of contractor shall have criminal records checked prior to beginning work on this contract, paid for by the awarded vendor. 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, 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.

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A. All employee criminal background checks shall be reviewed and approved by the Kentucky Transportation Cabinet -Department of Highway 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 any employee has 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.

Background Check is the financial responsibility of the vendor and will not incur any additional costs to the Commonwealth.

1.07 - Changes in Specifications The customer reserves the right to change the specifications at any time. In this event, contractor and customer shall negotiate what price adjustments are to be made. The Transportation Cabinet Division of Purchases shall make any changes in the contract specifications and pricing by issuing a Contract Modification.

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

A. Required Coverage The awarded vendor(s) shall be responsible for maintaining, and not reducing, the following insurance coverages, types, and limits of liability. Further awarded vendor shall be able to produce evidence of insurance in compliance with (C) through the entire contract:

Commercial General Liability Insurance in accordance with minimum limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. The Commonwealth, in the Request for Solicitation, may require higher limits depending on the type of solicitation.

B. Additional Types of Insurance

1. Automobile Liability Insurance (If Applicable) Automobile Liability Insurance is required for delivery, onsite training, services or events in all situations where the Contractor must drive to any property where Commonwealth operations occur. With regard to delivery, if the items requested in this solicitation will be delivered by the awarded Contractor or Subcontractor, proof of Automobile Liability Insurance must be provided prior to award. If items will be delivered by common courier (USPS, FedEx, UPS, Old Dominion Freight Line, etc.), this requirement does not apply.

The Contractor or Subcontractor must provide a certificate of insurance coverage for any vehicle used in performance of this contract, whether owned, non-owned, or hired, or other vehicles utilized by the Contractor or Subcontractor.

Said policy of insurance to have a minimum coverage limit of $1,000,000.00 per occurrence combined single limit for bodily injury, including death, and property damage.

This requirement does not apply if the Contractor does not own, lease, or hire any automobiles to be used in connection with performance under any Contract resulting from this Solicitation.

2. Kentucky Workers Compensation Insurance (if applicable)

The coverage must comply with KRS 45A.480 and KRS Chapter 342.

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C. Evidence of Insurance Coverage

The successful bidder shall provide evidence of insurance coverage as required. Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract.

For all required insurance coverages, during the course of the Contract, the awarded vendor shall not be self-insured or utilize a Captive Insurer or a fronting policy that shifts risk back to the awarded vendor without prior written approval by the Office of the Controller of the Commonwealth.

Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract without prior written approval by the Office of the Controller of the Commonwealth.

Such approvals may require additional financial review, proof of funds, or bonding requirements sufficient for the risk associated with the services covered by the Contract, and approval or rejection is within the sole discretion of the Commonwealth’s Office of the Controller.

Contractor shall furnish the Certificate of Insurance prior to award and shall, upon request of the Commonwealth at any time during the contract term, provide a current, valid Certificate of Insurance.

Contractor and/or its insurer shall provide immediate notice of nonrenewal or cancellation of coverage during the course of the Contract.

All Certificates of Insurance must be signed by an authorized representative of the insurance agency, 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. 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. A list of authorized companies can be found at https://insurance.ky.gov/ppc/ Company/Default.aspx.

A Certificate of Insurance (COI) on an ACORD form shall include the following:

# The certificate holder shall be listed as:

Kentucky Transportation Cabinet Division of Purchases

200 Mero Street, 4th Floor Frankfort, Kentucky 40622

# Endorsement of Additional Insured. Certificate of Insurance must contain the following language in the Description of Operations box:

“The Commonwealth and its agents are Additional Insureds for the contract resulting from the solicitation. Additional insured protection afforded is on a primary and non-contributory basis.”

A copy of the Endorsement of Additional Insured must be submitted with the Certificate of Insurance.

# The contract number in the Description of Operations box.

D. Subcontractors

If the contract allows for Subcontractors and utilizes Subcontractors, prior to the commencement of any work by a Subcontractor.

# The primary Contractor’s Certificate of Insurance must identify coverage that meets or exceeds the insurance requirements defined in this contract and that covers Subcontractor and its work in support of the Contract or the Subcontractor must submit and maintain a Certificate of Insurance that also meets or exceeds the insurance requirements of the Primary Contractor defined in this contract, with an Additional Insured Endorsement.

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2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 41 http://www.ambest.com https://insurance.ky.gov/ppc/Company/Default.aspx https://insurance.ky.gov/ppc/Company/Default.aspx

# KYTC reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.

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 Svc D7 Office (Lexington)

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 no earlier than 10/1/26 and expiring 9/30/2027.

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 7

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

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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. 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 denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KYTC Division of Purchases; 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”.

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 2.14.

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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.

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 2.29, 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:

Latasha Chenault

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-782-5673

E-mail: Latasha.Chenault@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

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 – Payments

The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS 45.454. For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or agency representative and, except Personal Service Contract invoices, shall include the following information, as applicable:

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(1) Contract and/or delivery order number;

(2) Name of Contractor Entity or Individual;

(3) Contractor designated point of contact;

(4) Unique Invoice Number;

(5) Invoice Date;

(6) Item numbers;

(7) Descriptions of goods or services provided;

(8) Sizes of goods provided;

(9) Quantities provided;

(10) Unit prices; and

(11) Extended totals (unit price x quantity) for invoiced line items.

For Personal Service Contracts, invoices must be submitted on the Personal Service Contract Invoice form established by the Government Contract Review Committee, available at:

https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf

The Commonwealth will make a good faith effort to notify the Contractor within fifteen (15) working days of the Contractor’s failure to submit a proper invoice or a dispute of the goods or services provided. The Contractor shall address the Commonwealth’s concerns within ten (10) calendar days and resubmit a corrected invoice with a new invoice number for payment. If the Contractor has not rectified the problem with the invoice or the good or service within the ten (10) calendar day correction period, any revised submitted invoice shall be considered a new invoice with a new date of submission for calculation of any late payment penalty.

If the Commonwealth has not notified the Contractor of any issue with the invoice or the goods and/or services and the Contractor has not received payment by the twenty-fifth (25th) business day after the Contractor submitted the invoice, the Contractor should notify its Commonwealth contract representative that its invoice is still pending payment.

Except as otherwise explicitly provided in the contract, payments shall be issued to the Contractor within thirty (30) working days of receipt of Contractor's invoice or of acceptance of goods and/or services. In the event of an invoice payment dispute between the Contractor and purchasing agency, the Contractor shall first attempt resolution of the dispute via submission to the purchasing agency in accordance with the payment dispute process posted on the Finance and Administration Cabinet website, located at:

https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx

If submission to the purchasing…