Final_RFB_758_2100000690_1_SO_FORM.PDF

Document ID: RFB 758 2100000690 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: Janitorial Services for WSH/WSNF

Date Issued:

6/23/21 Record Date:

2021-06-23

Solicitation Closes Date:

7/7/21 Time:

13:30

Solicitation No:

RFB 758 2100000690

Online Bidding Prohibited: No

For Information Call:

Sheila Durham 502-564-8626

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 758 2100000690 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 WSH/WSNF Janitorial Services 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial Services for Western State Hospital and Western State Nursing Facility as specified in Section 2, Bid Specifications.

Vendor shall enter total monthly cost for complete janitorial services as stated in the terms and conditions.

Shipping Information CHFS DBHDID - Western State Hospital Shipping/Receiving 2400 Russellville Road, PO Box 2200

Hopkinsville KY 42240

Billing Information CHFS DBHDID - Western State Hospital

2400 Russellville Road, PO Box 2200

Hopkinsville KY 42241-2200

Document ID: RFB 758 2100000690 Page: 3

Submission Checklist

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

Item

PRICE

YEARS IN BUSINESS

ELECTRONIC BID SUBMISSION

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

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/ AltSelfService

Allow 24-48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/ time of the bid closing. Vendor Self Service Registration Guides are provided at https:// finance.ky.gov/services/procurement/Pages/doingbusiness.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).

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.

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

(see Section 35)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY (see Section 37)

_____REQUIRED AFFIDAVIT(S) (see Attachment A1, A2, A3)

_____EEO FORMS IF APPLICABLE (see Section 32)

Document Description Page 4

2100000690 Janitorial Services for WSH/WSNF https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/services/procurement/Pages/doingbusiness.aspx https://finance.ky.gov/services/procurement/Pages/doingbusiness.aspx mailto:Finance.CRCGroup@ky.gov

Request for Bid (RFB)

For

JANITORIAL SERVICES FOR WESTERN STATE HOSPITAL

RFB 758 2100000690

Issued by The Finance and Administration Cabinet

On Behalf Of Western State Hospital and Western State Nursing Facility

Release Date: June 23, 2021

Vendors’ Written Questions Due: June 29, 2021 by 4:00 PM ET Commonwealth’s Response to Written Questions: June 30, 2021

CLOSING DATE AND TIME: July 7, 2021 at 1:30 PM ET

Commonwealth Buyer:

Sheila Durham

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services New Capitol Annex

702 CAPITOL AVE RM 096

FRANKFORT KY 40601

(502) 564-8626 sheila.durham@ky.gov

PUBLIC BID READINGS HAVE BEEN TEMPORARILY SUSPENDED

As Governor Andy Beshear has declared a state of emergency due to the public health emergency related to the COVID-19 disease, we are committed to providing a safe environment for our staff and visitors. Therefore, we have temporarily suspended public bid readings in the Office of Procurement Services (OPS).

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Participant Code 44510, at 3:30pm, ET on the bid closing date.

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.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded as Group All. Vendors shall bid all line items, otherwise bid shall be deemed non-responsive.

Document Description Page 5

2100000690 Janitorial Services for WSH/WSNF mailto:sheila.durham@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 http://eprocurement.ky.gov and https://finance.ky.gov/services/eprocurement/Pages/ doingbusiness.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Solicitation Terms and Conditions

Master Agreement

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish a Master Agreement for: Janitorial Services

Section 2 Bid Specifications The Office of Procurement Services issues this Solicitation to establish a Master Agreement for: Western State Hospital (WSH) and Western State Nursing Facility (WSNF) Janitorial Services.

The approximate total area of these facilities is approximately 401,850 square feet which requires five (5) day, seven (7) day, and periodic special cleaning coverage.

Five (5) day coverage includes: offices, libraries, conference rooms, laboratories, administrative lobbies, elevators. Seven (7) day coverage includes: all areas to which residents or patients have access. All janitorial closets, storage areas, stairwells, smoking rooms, and mechanical rooms defined by the agency shall be included in this contract.

Vendor shall provide an adequate number of personnel to clean the locations mentioned above. The facilities shall be cleaned according to the Specification and Frequency Schedule.

LOCATIONS, AREA (IN SQ FT), AND CLEANING FREQUENCY

One (1) Time per Week Chapel 2,368 sq. ft.

Three (3) Times per Week Occupational Therapy and Warehouse (downstairs only) 8,760 sq. ft.

Rehabilitation Building 6,056 sq. ft.

As Needed 8 Cottages (1200 sq. ft. each) 9,600 sq. ft.

3 Cottages (3000 sq. ft. each) 9,000 sq. ft.

As Requested Gymnasium 3,648 sq. ft.

Genesis 10,148 sq. ft.

Laundry 536 sq. ft. (offices only)

Document Description Page 6

2100000690 Janitorial Services for WSH/WSNF http://eprocurement.ky.gov https://finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx

Maintenance 1,754 sq. ft. (offices only)

See Specification and Frequency Schedule for the following:

Western State Hospital (WSH) 254,934 sq. ft.

Western State Nursing Facility (WSNF) 66,000 sq. ft.

Recreation 6,240 sq. ft.

Site Visits WSH cannot allow site visits for this RFB. Due to the nature of the facility, WSH is not allowing in-person visits and photos and/or videos are not allowed to be taken inside the facility patient areas however, floor plans for the entire facility are included in this solicitation as Attachments D – Q. If you have any questions, please submit to the buyer via email by the due date listed in the solicitation.

Vendor Responsibility The vendor shall furnish labor, materials, tools, supplies, including entrance/exit track mats and trash cans, equipment (such as noted hereafter) and all other appropriate operations required for furnishing of janitorial services for the area that is occupied by the Cabinet for Health and Family Services in accordance with the cleaning schedule which is attached hereto and made part hereof.

The vendor shall furnish all capital equipment necessary to perform housekeeping responsibilities. The vendor shall also furnish all small equipment including the following:

mops, mop heads, walk-off mats, window washing kits, wet floor signs, buckets and wringers, dust mop treatment kits, etc. The vendor shall provide necessary washing machine(s) and dryer(s). The vendor shall provide all chemicals necessary to perform housekeeping responsibilities including: germicidal solution, floor finish, floor sealer, air strip finish remover, degreaser, non-acid bowl cleaner, lift-off aerosol, stainless steel polish, glass cleaner, furniture polish, floor stripper, spray buff, easy scrub. All chemicals must meet the approval of the facility’s Infection Control Committee. The vendor shall also furnish all cubicle and shower curtains. The above listing may not be all-inclusive;

however, the intent of the contract is so that the contractor shall furnish all supplies and equipment necessary to meet the current cleaning specifications.

Normal cleaning procedures shall begin at 7:00 a.m. CST daily. The facility requests additional cleaning hours between the hours of 3:00 p.m. CST and 7:00 a.m. CST, which shall consist of the following duties: stripping and waxing outside buildings in non-resident areas, night cleaning of nurse stations, dirty linen rooms, clean linen rooms, bathrooms, restrooms, on-ward eating areas, and television rooms.

Contractor shall be issued keys to the hospital necessary to perform cleaning tasks and shall agree to pay a fee to Western State Hospital to cover all expenses associated with re-keying/re-coring the hospital and/or the nursing facility if the keys are lost or not accounted for by the contractor or his representative. The contractor agrees to abide by and require their employees to adhere to the hospital’s “key-control system” and conditions as outlined below:

A. The contractor or his representative will not make or knowingly permit to be made nor otherwise obtain, procure of provide any unauthorized copy of facsimiles of said key(s). Keys duplicated by commercial locksmith or by other means shall not be acceptable and such keys shall be considered lost.

Document Description Page 7

B. The loss of any such key(s) referred to under this section shall be verbally reported immediately to the proper authority of the hospital.

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 further agrees that if a loss of keys, which are the type which jeopardizes the security of the entire hospital or a sensitive part of the hospital, the contractor agrees to pay for the total cost of re-keying or re-coring for the entire hospital and/or nursing facility or the particular area affected. Fee not to exceed Three Thousand Dollars ($3,000.00) shall be determined by the Cabinet for Health and Family Services.

The vendor shall submit prior to commencement of contract a list of all material to be used in providing the cleaning service. Vendor must submit SDS (formerly MSDS) sheets to Risk Management for all chemicals to be used on site. Facility may approve or disapprove any product prior to commencement of service.

Vendor staff shall use extreme care when furniture and equipment must be moved. No chairs, wastepaper baskets, or other items shall be stacked on desks or tables. Return all furniture and equipment to original position upon completion of work.

Specific duties not otherwise listed in job tasks, area and frequency schedules include the following:

Genesis: Cleaning shall be as requested

On-Grounds Housing: Cleaning shall be completed as needed or as requested. Periodic moving of furniture as requested.

Western State Nursing Facility is required by licensing entities to have a minimum of eight

(8) janitorial staff and one (1) on-site supervisor. In addition to the eight (8) janitorial staff during first shift, the facility requests one (1) janitorial staff for administrative areas during first shift, and two (2) janitorial staff for resident wards during second shift.

Cleaning of light fixtures in resident and office areas as requested.

Cleaning of ceiling tile grids to remove stains and dirt in resident and office areas as requested.

Laundry: Thorough general cleaning (to include, but not limited to, trash removal, cleaning restrooms, and cleaning break areas) once per week and complete cleaning once per year.

Maintenance: General cleaning (to include, but not limited to, trash removal, cleaning restrooms, and cleaning break areas) once per week and tiled areas stripped and sealed twice per year.

Vendor shall be responsible for taking down and rehanging drapes and curtains (including shower curtains) as requested. Drapes and curtains shall be cleaned or taken to Laundry for washing. If possible, shower curtains shall be washed.

Document Description Page 8

Vendor shall be responsible for escorting pest control and waste removal contract staff when in the facility and keeping a record of all visits and services performed at the facility.

Housekeeping Hours: Staffing levels will be adjusted as necessary to meet the facility’s needs. It is the contractor’s responsibility to provide sufficient qualified personnel and hours for the housekeeping operations and to maintain acceptable service levels at Western State Hospital and Western State Nursing Facility according to specifications listed.

The Commonwealth requests that the contractor give the vacating contract vendor’s janitorial employees first consideration for employment and are offered an opportunity to interview for any available positions.

The manpower and hours will be determined by the vendor as required to complete the work. The janitorial services will be strictly monitored by the facility’s administrator or their designee, who will help develop a monitoring plan in cooperation with the vendor. Vendor Management staff shall perform quarterly rounds of facilities with On-Site Manager, facility Fiscal Services representative, and any other facility designee(s). Concerns by all parties will be addressed regarding performance, billing, etc.

The housekeeping On-Site Manager will be required to attend all facility mandatory training as well as ensure that all housekeeping staff attend all facility mandatory trainings. The On-Site Manager will be expected to attend (or send designee) to all facility department manager meetings and will be required to make rounds daily to ensure that staff is performing their housekeeping duties as expected. The manager, or an assistant manager, will be required to attend all housekeeping audit/spot tours with facility management staff as requested.

Definition of Services Strip: As referred to in these specifications, the complete removal of all old floor finish and seal including areas under desks and all other free-standing objects and around baseboards. When the removal is complete, the floor should have a dull even appearance.

Janitorial staff shall wash/mop/clean splashing on baseboards, doors, door jambs, filing cabinets, desks, and chair legs. Proper removal of the old finish requires the moving of furniture and furniture shall be returned to the original position upon completion.

Waxing: As referred to in these specifications, a procedure used to assure optimum floor maintenance. Techniques that include the proper floor care products (i.e.

strippers, finishers, sealers, cleaners, neutralizers, and maintaining products) that are chemically compatible to assure durability. Wear resistance, scrub ability, and appearance for floor surfaces (example – Johnson Complete System).

Scrub: As referred to in these specifications, the removal of all foreign material from the floor by using a cleaning solution of water and disinfectant detergent resulting in the floor being free of all surface and embedded dirt (including scuff and black heel marks), residual cleaning solutions, and film.

Dust Mopping: As referred to in these specifications, dust mops to be treated before use and during removal of dust and dirt. After dust mopping, floors are to be free of all litter, debris, and grit. Treatment which leaves an oil film on floors shall not be used.

Wet Mopping and Scrubbing: All floors shall be thoroughly swept to remove dirt and debris and the removal of gum, tar, and similar substances from the floors. Upon

Document Description Page 9 completion of mopping and scrubbing, the floor shall be clean and free of dirt, mop streaks, strings, etc.; properly rinsed; and dry mopped to present an overall appearance of cleanliness. All surfaces shall be dry and corners and cracks clean. When scrubbing is required it shall be performed by machine and/or by hand with a brush.

Waxing and Buffing: Special attention shall be given to the following requirements: apply wax removers, stripping agents, or synthetic detergents to the floor depending on the type.

Scrub with an automatic floor machine or agitate with a mop to remove all dead wax, soap film, dirt and stains. Remove application and thoroughly rinse with a neutralizing solution.

Wax shall be applied in thin, even coats and allowed to dry. The number of coats applied will depend on type and condition of floor (minimum of two (2) coats floor sealer, three

(3) coats floor finish).

Dusting: Dust shall not be allowed to become airborne but removed directly from the areas in which it lies by the most effective means – dust cloths, vacuuming tools, etc. After the completion of each task, the following conditions shall exist: no dust streaks; corners, crevices, moldings, and ledges shall be dust free; no oils, spot or smudges on dusted surfaces caused by dusting tools.

Damp Wiping: This task shall consist of using a damp cloth to remove all dirt, spots, streaks, and smudges from horizontal and vertical surfaces and then drying to a polished appearance. The solution shall be a blend of water and cleaning agent (disinfectant detergent where applicable).

Bright Metal Polishing: To be performed by damp wiping and drying with a cloth to provide a polished finish. If a polish finish cannot be produced, a metal polish shall be used.

Vitreous China Cleaning: Drinking fountains, wash basins, urinals, toilets, etc. shall be clean and bright; there shall be no dust, spots, stains, rust encrustation or excess moisture.

Walls and floors adjacent to fixtures shall be free of spots, drippings, and water marks.

Spot Cleaning: Remove smudges, marks and/or spots from designated areas without causing unsightly discoloration.

Carpet Cleaning/Shampooing: Vendor shall spot clean rugs and carpet as needed in addition to regularly scheduled cleanings. Contractor shall safely and thoroughly clean rugs and carpets by using a commercial-rated vacuum machine whereby all foreign matter is removed. Rugs and carpets shall be spot treated prior to shampooing. Rugs and carpets may be cleaned by either “Wet” or “Dry” method. When applying the “Wet” method, rugs and carpets shall be cleaned with a completely synthetic detergent, meeting the highest commercial standards. When applying the “Dry” method, rugs and carpets shall be cleaned by a suitable “Dry” method cleaning process that will meet the highest commercial standards of the rug cleaning business. The cleaning and shampooing shall remove all traces of dirt, grime, and soil from rugs and carpeting, shall not cause excessive shrinkage of rugs and carpeting, or affect their appearance or durability. Rugs and carpets shall be vacuumed after cleaning and shampooing with a Wet/Dry Machine. Cleaning shall be harmless to any part of the rug or carpet and leave no lingering or objectionable odor. The carpet under all furniture is to be cleaned, as well as all exposed carpet. The contractor shall be responsible for moving furniture. When necessary, rugs and carpeting will be brushed to restore flattened pile.

Document Description Page 10

Resident Areas: Referred to in this specification shall mean all ward areas, day rooms, hallways and quarters within ward areas and other locations which have direct accessibility by the residents/patients.

Non-Resident Areas: Referred to in this specification shall mean all entrances (including docks), lobbies, interior stairwells, elevators, corridors, offices, laboratories, dining rooms, etc.

Office Areas: Referred to in this specification shall mean all enclosed space used for work areas off public corridor areas. These areas shall include libraries and/or conference room areas.

Restrooms: Referred to in this specification shall include all resident and non-resident restrooms.

Window Cleaning: Refers to glass areas to be cleaned other than those areas defined by the specifications as “Glass Cleaning” (i.e. door glass, glass shelves, glass partitions, pictures, bookcases, fire door glass, etc.

Services Rugs and Carpets: Vacuum all rugs and carpets removing dust balls, dirt, and other debris. Spot clean, refresh, shampoo, and set nap.

Elevator Floors: Process resilient floors with all necessary cleaning operations.

Floors: Dust mop all resilient floors. Remove gum. Damp mop with disinfectant detergent.

Buff. Spray and buff all traffic areas. All resilient floors shall be machine scrubbed and a coat of floor finish applied. All resilient floors shall be stripped of old floor finish and two

(2) coats of seal and three (3) coats of finish reapplied.

Waste Receptacles: Empty all wastepaper baskets and wipe clean using a disinfectant detergent solution. Reline baskets only in non-resident areas.

Empty and damp wipe wall hung urns Wash all wastepaper receptacles inside and out with disinfectant detergent

Porches and Entrance Ways: Clean porches including, but not limited to, sweeping a minimum of three times per week, mop once per week, etc. Remove debris when required.

Glass Cleaning: All mirrors, shelves, entrance/exit glass shall be polished with glass cleaner. Wash door handles and metal framing around entrance door glass. Polish the bright work.

Restrooms and Urinals: All restrooms, seats, and urinals shall be washed inside and out with a disinfectant detergent. Seats shall be left in a raised position. 10% or less acid bowl cleaners are to be used.

Restroom walls and dividers are to be washed with a disinfectant detergent.

Wash Basins shall be cleaned with non-abrasive cleanser. Scouring powders are not to be used. Pipes under wash basins are to be damp wiped and polished dry.

Bright metal hardware is to be cleaned, rinsed, and dry-shined to prevent water spotting.

Document Description Page 11

Room Cleaning Dusting: Dust all horizontal surfaces (windowsills, exposed surfaces of beds, chairs, tables, wardrobes, etc.). Dust all doors, door trim, partitions, and walls.

Damp Clean: Damp-clean with a disinfectant detergent all furniture including exposed surfaces of beds, chairs, tables, wardrobes, etc.

Other: All air vents shall be dusted or vacuumed and damp cleaned on the outside. All window blinds shall be dusted. Windows/screens shall be cleaned.

Stairwells: Sweep stairs and spot mop spillage. Damp wipe all handrails.

Elevators: Sweep and wet mop floors in all elevators. Damp wipe and dry shine stainless steel railings on back and side walls. Dust walls with a treated cloth. Clean elevator pits.

Drinking Fountains: Clean basin with disinfectant detergent. Remove stains with a non-abrasive cleanser. Damp wipe the console.

Traps and Drains: To be odor-free at all times.

Walls: Wash soiled painted wall surfaces in all corridors especially around light switches, drinking fountains, and other heavy-trafficked areas. Dust all corridor walls up to ceiling with untreated mop or vacuum.

Furniture: Vacuum and/or dust a minimum of three times per year. Shampoo/spot clean when needed due to specific incidents.

Dusting and Desktop Cleaning: Dust vertical surfaces of all furniture (sides of desks, files, tables, etc.). High dust, (pictures, frames, etc.) all horizontal and vertical objects.

Specification and Frequency Schedule

I. Non-Resident Areas, Offices, Conference Rooms, etc.

Five (5) Days per Week Coverage (Monday – Friday)

Floors

Dust mop Once Daily Scrape gum (when found in inappropriate area) As needed Damp mop Once Daily Spray buff (traffic areas) Once Daily Vacuum carpets Once Daily Spot clean carpets Once Daily Scrub with disinfectant detergent Once Weekly Remove mop splashing & soil from baseboards Once Weekly Machine scrub and apply one coat of floor finish

Quarterly and as needed

Shampoo carpet Quarterly and as needed

General Areas Empty wastebaskets Once Daily and as needed

Document Description Page 12

Damp wipe wastebaskets Once Daily Wet wipe inside and outside of wastebaskets Once Weekly Remove trash from building (no trash may be left within facility overnight)

Once Daily

Clean drinking fountains Once Daily Clean telephones Once Weekly Dust furniture such as desks, chairs, files, tables, etc.

Once Weekly

Damp clean furniture such as desks, chairs, files, tables, etc.

Once Weekly and as needed

Dust low horizontal surfaces including baseboards, windowsills, molding, ducts, radiators, etc.

Once Weekly

Dust high horizontal surfaces including pipes, vents, etc.

Once Weekly

Spot clean glass such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Daily

Clean entire glass areas such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Weekly

Clean door frames, handles, and push/kick plates, etc.

Once Weekly

Polish furniture such as desks, chairs, files, tables, etc.

Once Monthly

Dust window blinds Once Monthly Wash window blinds Annually Dust curtain rods Once Monthly Clean and polish bright metal surfaces Once Weekly Damp clean ceiling vents on outside Once Monthly Dust and polish wood wall surfaces Semi-Annually Spot clean walls Once Daily Vacuum cloth furniture Once Monthly Shampoo cloth furniture Annually Clean leather and vinyl furniture Once Daily

II. Resident/Patient Area Seven (7) Days per Week Coverage

Scrape gum (when found in inappropriate area) As needed Damp mop Once Daily Spray buff (traffic areas) Once Daily Scrub with disinfectant detergent Once Weekly Remove mop splashing & soil from baseboards Once Weekly Machine scrub and apply one coat of floor finish

Quarterly and as needed

Document Description Page 13

Strip and refinish Quarterly

Patient Rooms and General Areas

Damp wipe wastebaskets Once Daily Wet wipe inside and outside of wastebaskets Once Weekly and as needed Remove trash from building (no trash may be left within facility overnight)

Once Daily

Clean drinking fountains Once Daily Dust furniture (patient rooms) such as beds, chairs, tables, etc.

Once Daily

Damp clean furniture (patient rooms) such as beds, chairs, tables, etc.

Once Weekly and as needed

Dust low horizontal surfaces including baseboards, windowsills, molding, ducts, radiators, etc.

Once Weekly

Dust high horizontal surfaces including pipes, vents, etc.

Once Weekly

Spot clean glass such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Daily

Damp wipe windowsills, shelves, and over bed lights

Once Daily

Clean entire glass areas such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Weekly

Dust curtain rods Once Monthly Complete sanitizing of bed when patients/ residents are discharged

As needed

Dust window blinds Once Monthly Wash window blinds Annually Clean and polish bright metal surfaces Once Weekly Damp clean ceiling vents on outside Once Monthly Dust walls and ceilings Once Monthly Spot clean partitions and walls with disinfectant detergent and special attention to be given to doorknobs, kick plates, light switches, etc.

Once Daily

Dust furniture such as desks, chairs, files, tables, etc.

Once Weekly

Vacuum cloth furniture Once Monthly Shampoo cloth furniture Annually Clean leather and vinyl furniture Once Daily Damp clean furniture such as desks, chairs, files, tables, etc.

Once Weekly

Clean door frames, handles, and push/kick plates, etc.

Once Weekly

Polish furniture such as desks, chairs, files, tables, etc.

Once Monthly

Polish wood wall surfaces Once Quarterly Clean telephones Once Weekly

Document Description Page 14

Windows and Screens

Clean all interior window glass Semi-Annually Clean window screens Annually and as needed Clean exterior windows Annually

Porches and Entrance Ways

Clean and/or sweep Once Daily

Ceramic Tile Walls Complete washing Semi-Annually

Dining Room

Dust mop or sweep floor 3 Times Daily Damp mop floor 2 Times Daily Wet wipe table and chairs 3 Times Daily Floors to be maintained Once Quarterly

III. All Restroom Facilities Seven (7) Days per Week Coverage

Sweep Once Daily Scrape gum (when found in inappropriate area) As needed Wet mop with disinfectant detergent Once Daily Scrub with disinfectant Once Weekly and Semi-

Annually Remove mop splashing & soil from baseboards Once Daily

Water Closets, Wash Basins and Urinals

(Cleaners should be non-abrasive and no more than 10% acid) Wash with disinfectant detergent inside and out Once Daily Bright metal hardware to be polished Once Daily Wet mop with disinfectant detergent Once Daily Seats on urinals should be left in upright position

Once Daily

Mirrors and Glass

Cleaned and polished Once Daily

Waste Receptacles Empty and replace liners Once Daily Damp wipe with disinfectant detergent Once Daily Complete washing and sanitizing Once Weekly

Document Description Page 15

Partitions and Walls Spot clean with disinfectant detergent Once Daily Attention on cleaning to be performed around fixture area

Dusting

All horizontal surfaces such as windowsills, wall moldings, etc.

Once Daily

All vertical surfaces such as furnishings, window blinds, etc.

Dust and damp clean ceiling vents on outside Once Daily

Shower Stalls (Cleaners should be non-abrasive and no more than 10% acid)

To be cleaned with disinfectant detergent Once Daily Bright metal hardware to be polished Once Daily Remove soil and soap Once Daily

Dispensers

Refill all dispenser items Once Daily and as needed Replenish with odor counteractant As needed

IV. Non-Resident Public Areas Five (5) Days per Week Coverage

Scrape gum (when found in inappropriate area) As needed Damp mop Once Daily Spray buff (traffic areas) Once Daily Vacuum carpets Once Daily Spot clean carpets Once Daily Scrub with disinfectant detergent Once Weekly Shampoo Carpet Semi-Annually Remove mop splashing & soil from baseboards Once Weekly Machine scrub and apply one coat of floor finish

Quarterly and as needed

Strip and refinish Annually

General Areas

Damp wipe wastebaskets Once Daily Wet wipe inside and outside of wastebaskets Once Weekly and as needed Remove trash from building (no trash may be left within facility overnight)

Once Daily

Document Description Page 16

Clean drinking fountains Once Daily Clean telephones Once Weekly Dust furniture such as beds, chairs, tables, etc. Once Daily Damp clean furniture such as beds, chairs, tables, etc.

Once Weekly and as needed

Dust low horizontal surfaces including baseboards, windowsills, molding, ducts, radiators, etc.

Once Weekly

Dust high horizontal surfaces including pipes, vents, etc.

Once Weekly

Spot clean glass such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Daily

Clean entire glass areas such as entrance and exit doorways, mirrors, glass partitions, etc.

Once Weekly

Clean door frames, handles, and push/kick plates, etc.

Once Weekly

Polish furniture such as desks, chairs, files, tables, etc.

Once Monthly

Dust window blinds Once Monthly Wash window blinds Annually Dust curtain rods Once Monthly Clean and polish bright metal surfaces Once Weekly Damp clean ceiling vents on outside Once Monthly Dust and polish wood wall surfaces Quarterly Spot clean walls Once Daily Vacuum cloth furniture Once Monthly Shampoo cloth furniture Annually Clean leather and vinyl furniture Once Daily

Windows and Screens

Clean all interior window glass Semi-Annually Clean window screens Annually and as needed Clean exterior windows Annually

Porches and Entrance Ways

Clean and/or sweep Once Daily

Ceramic Tile Walls Complete washing Semi-Annually

Facility Responsibility Facility shall furnish washroom disposables (toilet tissue, soap, trash liners, and paper towels) and is to be distributed by the Contractor.

Facility shall provide safe, secure areas throughout the facility for contractor’s supplies and equipment.

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Facility shall provide such light, water, and electricity as are necessary to perform these services. Contractor will use these responsibly and sparingly.

Facility shall provide office space for management personnel and a telephone, which will be restricted to local calls.

Facility shall provide washer/dryer hookup.

Due to client population, cleaning chemicals and equipment must be secure at all times.

Regulatory Obligations Business Associate Agreement The offeror shall sign and agree to the Facility Business Associate Agreement (BAA) that is in accordance with HIPAA and outlines the requirements imposed by the HITECH (Health Information Technology for Economic and Clinical Health) Act, as enacted by the American Recovery and Reinvestment Act. A copy of the Facility Business Associate Agreement is available from the Facility Fiscal Manager. The HITECH Act Rule in its entirety may be located at http://edocket.access.gpo.gov/2009/pdf/E9-20169.pdf.

LEIE Record Check Requirement In accordance with the Social Security Act sections 1128 and 1156, the Office of Inspector General maintains a List of Excludable Individuals and Entities (LEIE) which shall be reviewed prior to allowing contract agencies or personnel to work within the Western State Nursing Facility. Any contract agency or contract personnel included in such list shall be prohibited from operation in connection with this contractual agreement. The website address for the LEIE is http://exclusions.oig.hhs.gov.

Joint Commission and Federal Law In accordance with The Joint Commission standard EC.02.02.01, EP 11, “For managing hazardous materials and waste, the hospital has the permits, licenses, manifests, and safety data sheets required by law and regulation,” the Contractor shall maintain on file for immediate review required documents as described.

In accordance with the United States Code of Federal Regulations, 49 CFR 172.702 Transportation, Hazardous Materials Regulations “a hazmat employer shall ensure that each of its hazmat employees is trained in accordance with the requirements prescribed” in Section 172.704. Those requirements can be found at https://www.gpo.gov/ fdsys/pkg/CFR-2006-title49-vol2/xml/CFR-2006-title49-vol2-part172-subpartH.xml.

In accordance with the Office of Inspector General Regulation 483.65 “Infection Control The facility must establish and maintain an infection control program designed to provide a safe, sanitary, and comfortable environment and to help prevent the development and transmission of disease and infection.” Adherence to the scope as defined, and communication between Facility Administration and Contractor will guarantee an effort to meet this regulation.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Document Description Page 18 http://edocket.access.gpo.gov/2009/pdf/E9-20169.pdf http://exclusions.oig.hhs.gov https://www.gpo.gov/fdsys/pkg/CFR-2006-title49-vol2/xml/CFR-2006-title49-vol2-part172-subpartH.xml https://www.gpo.gov/fdsys/pkg/CFR-2006-title49-vol2/xml/CFR-2006-title49-vol2-part172-subpartH.xml

Section 4 General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified. It should be noted, however, that these requested items are written around specific needs of State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be for the initial period of August 20, 2021 through August 31, 2022.

Section 6 Renewal Clause – Optional Renewal Period This contract 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 by all parties. If the contract resulting from this solicitation provides for an optional renewal period, 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.

Section 7 Exceptions to Specifications Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a non-responsive bid.

Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications. Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The Commonwealth is not bound to accept any exceptions.

Section 8 Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/ specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/specifications will be considered for award if such products are clearly identified in the bid and are determined by the State to meet or exceed fully the minimum essential specifications and salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly, and the successful bidder shall be required to deliver the brands/ specifications stated in the solicitation.

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Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 10 Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation. Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

Section 11 Agencies to be Served This contract shall be for use by the following agency of the Commonwealth of Kentucky:

Western State Hospital and Western State Nursing Facility.

Extending the Contract Use to Other Agencies The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other State agencies requiring the product(s) or service(s).

Section 12 Solicitation Submission Requirements Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

Section 13 Method of Award Best Value – Ranking Approach The Commonwealth intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation.

MEASURABLE CRITERIA:

PRICE: 90 POINTS

YEARS IN BUSINESS: 10 POINTS

TOTAL POINTS: 100 POINTS

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor.

A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) model/brand for each item listed in the solicitation, except for requested tier pricing.

Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

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Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

A. PRICE (90 Points) The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, 90 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / $3.00 = 1.00 x 90 = 90). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 67.5 points ($3.00 / $4.00) = .75 x 90 = 67.5).

B. YEARS IN BUSINESS (10 Points)

The bidder shall clearly state the number of years in business for janitorial services.

Vendor should enter number of years in business: __________ years

Years in business should only include years in business within the United States.

Three (3) years in business is the minimum requirement for this criteria. Points are only given to bidders who exceed the three (3) year requirement. The bidder with the greatest number of years (not to exceed 20 years for evaluation purposes) receives the maximum number of points. The bidder with the next largest number of years, receives points by dividing the next largest number of years in business by the largest number of years in business and multiplying that percentage by the available points.

For example, 10 points is allocated to the largest number of years of business, over three (3) years, for this procurement, bidder “A” bids 20 years as the bidder with the largest number of years in business and receives the maximum of 10 points (20 / 20 =

1.00 x 10 = 10). Assume bidder “B” is the bidder with the next largest number of years in business at 15 years, then “B” receives 7.5 points (15 / 20) = .75 x 10 = 7.5).

Documentation verifying the years of business is required before award and should be submitted with the solicitation response. Verification documentation may include such items as Articles of Incorporation, Secretary of State Registration, Certificate of Assumed Name filed with the County Clerk, Business or Financial Records showing proof of purchase of business/company.

Points will be based on the number of years provided in the documentation submitted with bid response. If no documentation is provided, vendor will receive zero (0) points for this criteria.

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

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(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

(a) Is authorized to transact business in the Commonwealth; and

(b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with

200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries

(KAR 200 5:410)

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a…