Final_RFB_605_2700000051_3_SO_FORM.PDF

Document ID: RFB 605 2700000051 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 3

TITLE: Janitorial Svc D7 Office (Lexington)

Date Issued:

08/21/2026 Record Date:

08/21/2026

Solicitation Closes Date:

09/04/2026 Time:

13:30

Solicitation No:

RFB 605 2700000051

Reason for Modification

Addendum #2: To answer vendor questions, changed UOM for line 4 to square foot and added quantity of 1 for line items 2, 3 and 4. Bid closing date has not changed.

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) 1.00000 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 1.00000 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

1.00000 SQFT

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)

8/21/2026 Addendum #2: To answer vendor questions, changed UOM for line 4 to square foot and added quantity of 1 for line items 2, 3 and 4. Bid closing date has not changed.

Question #1: Is there a way to scan badges to exit the building?

Answer #1: Yes, you just tap your badge as you exit.

Question #2: Do our staff use the same key fob outside the building to exit the building?

Answer #2: Yes, it is the same badge.

Question 3: If our staff’s family, friends, or child is above the age of 18, and is on our payroll and has been approved by the Superintendent, are they permitted to work together at the facility?

Answer #3: Yes, as long as they meet the requirements, we have the background check, and the confidential form signed.

Question #4: How do we monitor if a staffer is using their phones while working?

Answer #4: We monitor this with cameras.

Question #5: Would you like us to appoint an onsite Supervisor for the designated hours that we are there?

Answer #5: District 7 will not have an onsite supervisor, but the crew does need a supervisor with them.

Question #6: If we implement 3-4 staffers to work on the jobsite, are they all supposed to stay for the full 2.5 hours even if the daily/weekly/ monthly tasks are completed?

Answer #6: Yes, it is a minimum of 2.5 hours.

Question #7: What is considered "Washing" when it comes to blinds?

Answer #7: Using a solution/soap and wiping down blinds until clean and residue has been removed.

Question #8: Is KYTC allowed to use any of our supplies & equipment for their own use?

Answer #8: No, we have our own supplies we will use.

Question #9: Who are we supposed to contact for building maintenance issues?

Answer #9: Jacob Richmond 859-230-7906

Question #10: How soon after notified of building maintenance issues are KYTC supposed to fix these issues?

Answer #10: It depends on the issue, and the extent repairs needed. We can only determine this on case by case basis.

Question #11: Are we to be notified once building maintenance issues have been resolved?

Answer #11: If this is a repair/issue that impacts the Cleaning Contract, then we will notify the Cleaner of the repairs on a case by case basis.

Question #12: Are we prohibited from using any industrial equipment to clean areas above 1-story?

Answer #12: No, you can use lifts.

Document Phase Document Description Page 5

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 45

Question #13: Is it considered cheating, if we instruct our staff to do any additional cleaning that is and or not necessary in the scope of work prior to monthly inspections? Answer #13: Any additional cleaning provided by the vendor is not prohibited. All daily, monthly, semi-annual, and annual cleaning is required. Failure to complete these tasks will be documented.

Question #14: How soon are monthly inspections, and or any Semi-annual /Annual supposed to be conducted or scheduled after completion?

Answer #14: Monthly inspections are completed near the end of the month. Semi-Annual/ Annual is inspected once the work is completed, inspections are required to be completed by the end of the required time frame for completion.

Question #15: Are we prohibited from using any Subcontractors?

Answer #15: No as long as they are fully vetted and pass all requirements before they start work in the building (background checks, confidential statements, etc.) See Section 2.19 for further details.

Question #17: Will we be provided with a key for any dispensers?

Answer #17: The key will be centrally located so they are accessible to our KYTC Staff during normal business hours if needed.

Question #18: If KYTC instructs us to do anything outside of this contract, are we bound to comply with KYTC orders?

Answer #18: We only hold vendors to the contract. The contract terms must be met.

Question #19: Is having 1 staff member working a minimum of 5 hours the same as 2 staffers working a minimum of 2.5 hours?

Answer #19: No, we require 2 employees working the same shift/hours for a minimum of 2.5 hours each. If the work takes longer then you can work longer, but the time wouldn’t be reduced.

Question #20: In an event where a staffer of a 2 person staff onsite is sick or had an emergency to where they are absent and given proper notice to KYTC of this event will we penalized for not having a 2nd person?

Answer #20: Yes, as stated in the contract.

Question #21: How many badges are issued?

Answer #21: Only 2 badges are issued, the vendor is responsible for the replacement of lost or stolen badges. Additional badges can be considered on a case by case basis, with justification.

The vendor may be required to pay for additional badges, due to the additional cost to the agency.

Question #22: Are we permitted to request a 3rd badge and pay for it, in an event we need another staffer to cover for a staffer who will be absent due to sickness or emergency?

Answer #22: See answer above, we will consider these requests on a case by case basis.

Question #23: In an event where a staffer is running late, does the other staffer have to wait until the other staffer gets there prior to starting their shift?

Answer #23: The staff should perform work during the same hours.

Question #24: How many total chairs are in the building for the monthly vacuuming?

Document Phase Document Description Page 6

Answer #24: We recommend a walk through of the building to view the spaces, work areas, and requirements. The furniture numbers can easily change depending on meetings, remodels, or furniture updates. Please take time to view the facility.

Question #25: For spray buffing of the offices, are we spray buffing just the open areas?

Answer #25: This is not just the open areas, per the contract terms, you will be required to move some items in offices to spray buff evenly.

Question #26: What is the square footage of tile for the grout cleaning?

Answer #26: Approx. 2450 + square feet.

Question #27: Has the current contract experienced significant employee turnover or difficulty maintaining the required staffing levels?

Answer #27: We cannot answer specific questions regarding performance of current contract holder.

Question #28: If this is an ongoing requirement, is the agency currently facing any specific performance or staffing challenges with the current service?

Answer #28: We cannot answer specific questions regarding performance of current contract holder.

Question #29: Are the current janitorial positions fully staffed? Additionally, what is the current hourly pay rate for their employees and the hourly bill rate charged to the state?

Answer #29: We cannot answer specific questions regarding performance of current contract holder.

Question #30: Are there any significant changes to the scope of services, staffing levels, or cleaning frequencies between the previous contract and this new solicitation?

Answer #30: We have implemented a minimum number of staff and a minimum number of hours of work. We don’t have significant change in the scope of services.

Question #31: Can the department provide the approximate historical monthly or annual quantities for the following items listed with "0.00" quantity: Line 2 (Floor Resilient 6-Step), Line 3 (Additional Top Scrub and Wax), and Line 4 (Electrostatic Sprayer Disinfect Service)?

Answer #31: The quantities have been changed to 1 each. These items will be requested on a as needed basis.

Question #32: Is the mandatory pre-commencement "walk-through" meeting or any required site-specific training billable to the agency, or must these costs be absorbed in the monthly rate?

Answer #32: These costs must be absorbed in the monthly rate and are not billable to the agency.

Question #33: The solicitation requires a Contractor Representative to be available during business hours. Is this supervisory position billable as a separate line item, or is it included in the monthly janitorial service rate?

Document Phase Document Description Page 7

Answer #33: It is included in your monthly rate and is considered management of the awarded bidders contract.

Question #34: Beyond the standard Kentucky Revised Statutes (KRS Chapter 337), is there a specific prevailing wage, living wage ordinance, or local mandated wage applicable to this Lexington-based contract?

Answer #34: No, prevailing wage rates do not apply to this contract. Vendor is required to research any applicable local ordinances.

Question #35: The tentative award date and the anticipated start date are both October 1, 2026.

Since background checks must be completed and approved prior to any work assignment, will the department move the award date earlier to allow for this mandatory onboarding time?

Answer #35: The awarded vendor will be notified and required to provide background checks, a certificate of insurance, and signed confidentiality statements before the award is finalized.

Question #36: Will the government provide a formal debriefing upon request to unsuccessful bidders after the award is announced.

Answer #36: No, however the EProcurement system will send an automatic notification that an award has been made. The evaluation of these bids is objective and based on the evaluation criteria listed; there is no need for a debrief.

Question #37: For Lines 2, 3, and 4, if services are requested, should the unit price include all labor, equipment, materials, mobilization, setup, and any other associated costs, or will any minimum service charge or separate mobilization charge be permitted?

Answer #37: The unit price on Lines 2, 3, 4, must be all-inclusive of time, labor, materials, mobilization, etc.

Question #38: For the Floor Resilient 6-Step service and Additional Top Scrub and Wax service, can the agency provide the approximate square footage of resilient flooring applicable to these services?

Answer #38: Approx 66% of the 34,000 sq ft building space, approx. 22,440 sq ft. is tile.

Question #39: If Electrostatic Sprayer Disinfect Service is requested, what is the anticipated scope of service, including the approximate square footage or areas to be treated, expected response time, and anticipated duration or frequency of service?

Answer #39: The price would need to be bid per each square foot. The scope of work would include electrostatic spraying/disinfecting all spaces, surfaces, and handles. The space and frequency will depend on the need and outlined in each request. Some instance may only include a single office or working space.

Question #40: Will janitorial services be required on state holidays or other days when the District 7 office is closed? If services are not required on such days, should the contractor's monthly price remain unchanged?

Answer #40: The services are not required on state recognized holidays.

Document Phase Document Description Page 8

Question #41: Other than the circumstances described in Section 2.10, if the facility is temporarily closed or access is unavailable due to weather, emergencies, or other unforeseen events, how will the contractor be compensated for scheduled services that cannot be performed?

Answer #41: If the office is closed due to weather, we still have staff working in the building for emergency operations. The contractor would still report for normal cleaning services. If you didn’t provide staff, it would be deducted from the monthly fee.

Question #42: If one of the two regularly assigned employees is unexpectedly unavailable, may the contractor use a temporary or replacement employee who has completed the required background check, or must all replacement personnel receive separate prior approval from the agency?

Answer #42: They can provide a replacement employee as long as that employee has completed all the requirements, background checks, and paperwork.

Question #43: Can the agency clarify the methodology used to calculate liquidated damages for missed services or staffing shortages, including the basis for calculating the 15% assessment per occurrence?

Answer #43: If you provide no staffing on a day the daily rate would be calculated and deducted from the monthly rate. Three or more occurrences of no staffing or not meeting the requirements for minimum hours and staffing an additional 15 % of the monthly rate would be applied to each occurrence moving forward.

No other changes have been made.

Bid Closing date shall remain the same.

8/11/2026 Addendum #1: Added language to section 1.03-General Requirements. Closing date has not changed.

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

Document Phase Document Description Page 9

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 45 https://vss.ky.gov 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

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.

Document Phase Document Description Page 10 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

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.

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.

Document Phase Document Description Page 11

2700000051 Final Janitorial Svc D7 Office (Lexington) Total Pages: 45 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx

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.

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.

Document Phase Document Description Page 12

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.

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.

Document Phase Document Description Page 13

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).

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

Document Phase Document Description Page 14

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.

If the contractor does not provide cleaning services on the scheduled day (Monday – Friday, daily), the Department shall assess liquidated damages. The daily rate would be calculated and deducted for each day missed from the monthly amount. Failure to meet minimum staffing requirements for three or more occurrences in a month shall result in an additional assessment of 15% of the monthly rate liquidated damage per occurrence. Liquidated damages referred heretofore are based upon the monthly rate for janitorial services.

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, 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

Document Phase Document Description Page 15 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.

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.

Document Phase Document Description Page 16 mailto:Jacob.Richmond@ky.gov

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.

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.

Document Phase Document Description Page 17

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.

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.

Document Phase Document Description Page 18

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…