Final_RFB_605_2700000126_1_SO_FORM.PDF

Document ID: RFB 605 2700000126 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Svc District Office D6

Date Issued:

09/16/2026 Record Date:

09/16/2026

Solicitation Closes Date:

10/05/2026 Time:

13:30

Solicitation No:

RFB 605 2700000126

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 2700000126 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Janitorial Services at District 6 Office 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial Services District 6 Office

***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.

Shipping Information KYTC District 6 - Covington District Office

421 Buttermilk Pike

Covington KY 41017-0130

Billing Information KYTC District 6 - Covington District Office

421 Buttermilk Pike

Covington KY 41017-0130

Document ID: RFB 605 2700000126 Page: 3

Submission Checklist

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

Item Price Experience (Months of 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 FORM

_____ ATTACHMENT G - BIDDER QUALIFICATIONS

Document Phase Document Description Page 4

2700000126 Final Janitorial Svc District Office D6 Total Pages: 39 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 1.08)

_____ 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.

Pre-Bid Site Visit

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

The anticipated start date of the contract is November 1, 2026. The successful bidder shall be prepared to begin services on that date. Bidders must visit the facility before submitting a bid to access the scope of the contract. Prior to commencement of contract, the successful bidder must schedule a walk-thru meeting and review the performance criteria with a District 6 representative Robert Rice.

To schedule an appointment for a site visit at the District 6 Covington KY Office location contact Robert Rice at robert.rice@ky.gov or at 859-206-9582.

Pricing information shall not be made known in any form to agency representatives during the site visit.

Failure to comply with these requirements shall render the bid non-responsive. Failure to tour the facilities or obtain the appropriate signature shall result in the disqualification of the bid response.

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 Department of Highways District Six at:

Document Phase Document Description Page 5

2700000126 Final Janitorial Svc District Office D6 Total Pages: 39 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx mailto:robert.rice@ky.gov

Kentucky Transportation Cabinet Department of Highways District 6 Office 421 Buttermilk Pike Covington, KY. 41017

Main Office Building: District Office approx.square footage of location as follows: 21,928 Sq. Ft.

7 bathrooms, a shower room, and any common space as indicated at that location. All janitorial closets, storage areas, and mechanical rooms defined by the agency shall be included in this contract. Contractor shall provide a minimum of 2 employees to clean the location mentioned above. Janitorial services shall be performed daily, Monday through Friday, excluding holidays. Work shall start no earlier than 4:30 p.m. local time and be completed by 12:00 a.m. (Midnight) local time of any scheduled workday of the Department (Monday- Friday). The facility shall be cleaned according to the following Specification and Frequency Schedule.

1.01 – Cleaning Specifications and Frequency Schedule

A. Daily

1) Restrooms A) Clean and sanitize all toilet bowls, toilet seats, urinals and sinks.

B) Clean and sanitize exterior sides of toilets, urinals and sinks.

C) Clean, sanitize and polish all chrome fixtures on sinks, toilets and urinals.

D) Clean mirror glass.

E) Empty, clean and reline trash containers.

F) Dust and spot clean partitions and walls.

G) Clean floor drain grating, as needed.

H) Thoroughly clean, mop and sanitize restroom floors.

I) Refill all dispensers. (Note: Supplies are to be furnished by agency.)

2) Breakroom

A) Clean and sanitize sink, drinking fountains/fill stations and appliances (refrigerator exterior, stove exterior and microwave interior and exterior.)

B) Empty trash cans and install new liners.

C) Clean lids and exterior of trash cans.

D) Clean and mop floor.

3) General: Offices, conference rooms, halls, and entries.

A) Collect trash to include cardboard boxes, shredded paper and place in proper dumpster.

B) Empty waste baskets and install new liners.

C) Clean and sanitize drinking fountains/fill stations.

D) Spot clean glass on all entrance/exit doors and between offices.

E) Clean and sanitize sink and exterior of appliances in conference room.

F) Sweep floors with dust control treated mops.

G) Vacuum all carpeted areas.

H) Spot clean carpets/floor mats as needed to remove spills.

I) Floors to always maintain high degree of shine.

J) Be certain all lights in building are off when finished cleaning.

4) Outside A) Clean debris from all walkways, porch areas, and parking areas.

B) Contractor must keep area around dumpsters free of trash and boxes.

C) Contractor must breakdown all boxes before placing them in the dumpster.

B. All Areas: Weekly

1. Clean all floor molding and extended wall tile.

2. Wipe/Sanitize all door handles/knobs

Document Phase Document Description Page 6

3. Spray buff hallways, community areas and large office areas weekly or more often as needed to keep shine.

4. Clean and remove cobwebs from corners and wipe/clean window sills.

5. Damp clean ceiling vents.

6. Dust ceiling areas and high corners.

7. Vacuum or dust blinds, drapes, chairs, (cloth), etc – as needed or at least weekly.

8. Dust high and low horizontal surfaces, ledges, moldings, ducts, pipes, heating outlets, desks, cabinets, tables, and chairs.

9. Clean waste baskets inside and outside as needed.

10 . Restrooms.

A) Dust low horizontal surfaces, ledges, sills, moldings and ducts.

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

C) Damp clean ceiling vents D) Wash and sanitize entire walls, partitions and fixtures. E) Clean shower in locker room.

C. Monthly

1. Polish desks, chairs, chair legs/feet, tables, etc. – monthly unless otherwise noted by employee.

2. Dust telephones.

3. Remove bugs from lighting fixtures.

D. All Areas: Semi-Annual

1. Floors-Tile/Vinyl

Floors must be scrubbed clean and marks removed if possible.

2. 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 6.

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.

Semi-annual floor 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.

The months that the semi-annual floors should be done are April and October.

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.

E. Annual

1. Wash blinds.

2. Wash window inside (must be done after business hours)

3. Wash windows outside (may be done during business hours)

4. Wash lighting fixtures

Document Phase Document Description Page 7

5. Wash and sanitize entire walls and partitions.

Annual cleaning may be completed after business hours and may need to be cleaned upon request. 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.

F. Miscellaneous Info:

Conference rooms have frequent usage on a day by day basis.

There are 7 restrooms (3 male, 3 female, and a family) as well as a locker room.

The vendor is responsible for taking out the paper recycling containers, both the individual ones and the common ones located around the building.

Interior windows including those on office doors should be spot cleaned on a daily basis.

Janitorial supplies, like paper towels, toilet paper, hand soap, seat covers are supplied be the district and are ordered either upon notification from vendor or when the district notices.

1.02 – General Information

1. Any and all complaints should first be addressed by the Building Manager Robert Rice (859) 206-9582 (or his/her designee) and the vendor. If this does not succeed, final action will be taken by the KYTC Division of Purchases.

2. Any questions that cannot be answered by the building manager (or his/her designee) shall be directed to the KYTC Division of Purchases buyer. Any questions concerning payment for service shall be directed to the local building manager (or his/her designee).

3. 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 if keys cannot be accounted for. The contractor agrees to abide by and to require their employees to adhere to the Cabinet’s “Key Control System” and conditions as outlined below:

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

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

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

d. The contractor shall agree to pay a fee of one hundred dollars ($100.00) for each 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

Document Phase Document Description Page 8 upon demand or upon termination of the contract. Keys duplicated by commercial locksmiths or by other means are not acceptable and such keys shall be considered as lost.

e. The contractor shall further agree that if by loss of the keys they are the type which jeopardize 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

1. The contractor shall be completely responsible for satisfactorily managing and performing cleaning services necessary to assure a clean orderly condition of the service locations. Regular cleaning shall be performed utilizing a minimum of two (2) employees nightly for 3-4 hours each unless otherwise agreed upon in writing by the customer. The contractor’s employees will need to scan in when they arrive and scan out when they leave so that there is a record of when they are here.

2. The services performed under this contract shall be subject to inspection and approval by a representative of the District 6 office. Unsatisfactory service may delay payment until deficiencies are corrected. Continued poor service shall result in a vendor complaint being filed and may result in cancellation of the contract.

3. 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 District 6 office (7:30 a.m. to 4:30 p.m. Monday through Friday) except legal holidays for the purpose of service evaluation, complaints, scheduling of project work, etc. Failure to comply will result in request for the termination of contract.

4. A quarterly janitorial inspection report will be filled-out by both the Department of Transportation 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 quarterly walk-through and corresponding janitorial inspection report, both the vendor representative and the Department of Transportation building manger 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 or his/her designee to keep all original inspection reports on file for the duration of the contract. These inspections shall be completed each quarter.

5. It shall be the vendor’s responsibility to schedule a time with the District 6 office on-site building manager or his/her designee to complete the required quarterly 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 quarterly inspection reports shall result in the termination of the contract.

6. 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.

7. At the contract installation, the contractor shall furnish the building manager with a list of all employee names, copy of photo ID, 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.

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

1.04 – Customer’s Responsibility: (District 6 Office)

Document Phase Document Description Page 9

1. Customer will provide storage space for the contractor’s equipment and supplies in the District office building. The contractor shall supply their own lock (if required) to secure the storage space.

2. Customer will provide all disposable washroom supplies such as soap, trash liners, toilet tissue, seat covers, and sanitary napkins.

3. Telephone service will not be provided by the Department of Highways, District 6. Use of existing phones by contract personnel shall be strictly prohibited. District 6 reserves the right to require the removal of any contract employee who disregards this prohibition.

4. Customer will provide such light and water and electricity as are necessary to perform the services. Contractor will use these facilities sparingly.

5. Agency Representative(s): Robert Rice

All performance and completion issues (inspections and approvals, etc.) concerning this contract will be coordinated by Robert Rice.

Primary Contact

Name: Robert Rice Title: Maintenance Supervisor

Agency: Department of Highways Office Phone: 859-341-2700 Cell Phone: 859-206-9582

Address: 421 Buttermilk Pike Covington, KY 41017

Email: robert.rice@ky.gov

1.05 – Contractor’s Responsibility: (Successful Bidder)

1. 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.

2. Disinfectant detergent cleaner shall be used for all normal cleaning purposes. Other cleaners shall not be harmful to the surfaces to which they are applied. Dust mop treatment materials which leave an oily residue shall not be used.

3. 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 District 6 office building manager or his/her authorized designee with material safety data sheets (MSDS) for all chemicals that shall be used at the sites. Customer may approve or disapprove any product prior to commencement of service. Failure to provide the material safety data sheets for each chemical used at the site shall result in cancellation of contract.

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

Contractor shall have their employee’s sign a Confidentiality/Security Agreement/Internet/ Intranet, E-mail and Electronic Policies and Procedures Form. Contractor shall forward a copy of such form to the District 6 office building manager or his/her designee within two weeks of contract start date and within two weeks of new employee’s start date. Failure to provide this information within two weeks of contract start date or within two weeks of new employees’ start date of service may result in contract cancellation. All employees shall be at least 18 years of age unless approved by the Administrative Manager.

5. Contractor shall post in the service closet, rules and regulations governing the contractor’s employees while in the building and a copy of the cleaning schedule herein provided. Responsibility shall be adhered to in all cases. Contractor shall post in the service closet, material safety data sheets for all chemicals used at each building. A copy of these material safety data sheets for all chemicals shall also be submitted to the building manager or his/her designee for the service location. The Contractor’s responsibility to provide the MSD sheets shall be adhered to in ALL cases. Contractor is also responsible for updating the MSD sheets as

Document Phase Document Description Page 10 mailto:robert.rice@ky.gov additional chemicals are added to clean the building. These updated MSD sheets shall be posted in the service closet and also given to the building manager or designee prior to the new chemicals being utilized. KYTC has the right to approve or disapprove any additional chemicals. Failure to provide these MSD sheets to the building manager or designee or to post them in the service closets shall result in the cancellation of the contract.

6. 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.

7. Routine inspections of the entire facility shall be made by the agency. Minor deficiencies shall be corrected within forty-eight (48) hours. If this schedule for corrections is not met, a complaint to the vendor shall be submitted to the Division of Purchases. If a second complaint is necessary during the year of the contract, the Division of Purchases will forward a request for termination.

8. 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 - 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.

1.07 - 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.

1.08-Background Checks

All employees shall be at least 18 years of age. All employees of contractor and sub-contractors shall have a criminal records check prior to beginning work on this contract. The contractor shall obtain the criminal records check from the Information Center, Kentucky State Police, and/or Administrative Office of the Courts. All contractor employees (including replacement or temporary) shall have a current criminal records check. For purposes of this contract, current shall mean less than thirty (30) days prior to employment. If a contract employee

Document Phase Document Description Page 11 has resided in a state other than Kentucky within the past seven (7) years, a criminal records check shall also be required from that state. The contractor shall verify that each employee is not listed on the National Sex Offender Registry (www.nsopw.gov) prior to beginning work at any KYTC location. A consent and release form shall be completed and notarized by an individual seeking employment prior to obtaining the background check.

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

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 12 http://www.nsopw.gov

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.

# 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/District 6 to award a master agreement contract for: Janitorial Svc District Office D6

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;

Document Phase Document Description Page 13

2700000126 Final Janitorial Svc District Office D6 Total Pages: 39 http://www.ambest.com https://insurance.ky.gov/ppc/Company/Default.aspx https://insurance.ky.gov/ppc/Company/Default.aspx

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 11/1/26 and expiring 10/31/2027.

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 6

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

2.05 - Quantity Basis of Contract

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

2.06 - Exception to Required Use of Contract

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

2.07 - Basis of Price Revisions

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

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

Document Phase Document Description Page 14

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.

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:

Document Phase Document Description Page 15

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:

(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

Document Phase Document Description Page 16

2700000126 Final Janitorial Svc District Office D6 Total Pages: 39 mailto:Latasha.Chenault@ky.gov 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 agency fails to resolve the payment dispute, the Contractor may submit a contract dispute regarding payment to the Finance Secretary for resolution. In accordance with KRS 45.454, and except as provided by KRS 371.405, there shall be payable to the Contractor a penalty of one-percent (1%) on any undisputed amount each month or fraction thereof owing to the Contractor after 30 working days following the receipt of the goods or services and receipt of the invoice unless otherwise agreed between the Commonwealth and the Contractor. After a resolution is determined, the purchasing agency shall begin to assess penalties due the Contractor and remit the penalty payment to the Contractor within ten (10) working days.

2.17 - Vendor’s Report

The vendor(s) may be asked to furnish the KYTC Division of Purchases, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form.

This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the KYTC Division of Purchases.

2.18 - Post Contract Agreements

The Master Agreement shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract. Unless, contractually provided, the Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract.

Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

2.19-Subcontracts

The vendor (prime contractor) is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The vendor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

All references to the vendor/contractor shall be construed to encompass both the prime contractor and any subcontractors.

The vendor (prime contractor) shall notify the KYTC Division of Purchases buyer listed in Section 2.13 prior to use of subcontractors for the resulting contract.