Final_RFB_758_2200000368_1_SO_FORM.PDF

Document ID: RFB 758 2200000368 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Services for EEC

Date Issued:

04/06/2022 Record Date:

2022-04-06

Solicitation Closes Date:

4/22/22 Time:

13:30

Solicitation No:

RFB 758 2200000368

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 2200000368 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Morehead Div. of Forestry 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Department of Natural Resources Division of Forestry NE Region Office, Morehead 255 Rodburn Hollow Road Morehead, KY 40351

Approximately 4,000 Square Feet.

Services to be performed three (3) nights per week. See Section 2, Specifications for additional details.

2 Hazard Div. of Forestry 12.00000 MO

Extended Description Department of Natural Resources Division of Forestry PR-5054 Hazard SE Region Office 154 Grandview Plaza Hazard, KY 41701

Approximately 7,700 Square Feet.

Services to be performed two (2) times per week, on Mondays & Thursdays. See Section 2, Specifications for additional details.

3 Hazard DMS & DMRE 12.00000 MO

Extended Description Department of Natural Resources Division of Mine Reclamation & Enforcement and Division of Mine Safety PR-3567 556 Village Drive Hazard, KY 41701

Document ID: RFB 758 2200000368 Page: 3

Approximately 5,758 Square Feet.

Services to be performed five (5) times per week. See Section 2, Specifications for additional details.

4 Campbellsville Div. of Forestry 12.00000 MO

Extended Description Department of Natural Resources Division of Forestry PR-1526 Central Region, Campbellsville 120 Gaines Drive Campbellsville, KY 42718

Approximately 3,840 Square Feet.

Services to be performed two (2) times per week, Tuesday and Friday. See Section 2, Specifications for additional details.

5 Prestonsburg AML 12.00000 MO

Extended Description Department of Natural Resources Division of Abandoned Mine Lands

PR-3594

3410 South Lake Drive Suite 6 Prestonsburg, KY 41653

Approximately 9,500 Square Feet.

Services to be performed two (2) times per week. See Section 2, Specifications for additional details.

6 Pikeville DMS 12.00000 MO

Extended Description Department of Natural Resources Division of Mine Safety PR-4245 284 Weddington Branch Road Pikeville, KY 41502

Document ID: RFB 758 2200000368 Page: 4

Approximately 8,250 Square Feet.

Services to be performed five (5) nights per week. See Section 2, Specifications for additional details.

7 Pikeville DMRE 12.00000 MO

Extended Description Department of Natural Resources Division of Mine Reclamation and Enforcement PR-3379 121 Mays Branch Road Pikeville, KY 41501

Approximately 11,150 Square Feet.

Services to be performed five (5) days per week. See Section 2, Specifications for additional details.

8 Middlesboro DMRE 12.00000 MO

Extended Description Department of Natural Resources Division of Mine Reclamation and Enforcement PR-3347 1084 East Cumberland Avenue Middlesboro, KY 40965

Approximately 8,968 Square Feet.

Services to be performed five (5) days per week. See Section 2, Specifications for additional details.

9 Pineville Div. of Forestry 12.00000 MO

Extended Description Department of Natural Resources Division of Forestry Bert T. Combs Building 12008 US Highway 24E Pineville, KY 40977

Approximately 8,550 Square Feet.

Services to be performed two (2) times per week. See Section 2, Specifications for additional details.

Document ID: RFB 758 2200000368 Page: 5

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information Various Billing

See Extended Description

Various KY

Document ID: RFB 758 2200000368 Page: 6

Submission Checklist

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

Item Price Years in Business Customer References

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/eProcurement/Pages/default.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.

Document Description Page 7

2200000368 Janitorial Services for EEC https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/eProcurement/Pages/default.aspx mailto:Finance.CRCGroup@ky.gov

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)

Request for Bid (RFB)

For

JANITORIAL SERVICES FOR EEC

RFB 758 2200000368

Issued by The Finance and Administration Cabinet

On Behalf Of Energy & Environment Cabinet

Release Date: April 6, 2022

Virtual Site Visits: April 11-13, 2022. See Section 2 for Schedule Vendors’ Written Questions Due: April 13, 2022 by 4:00 PM ET

Commonwealth’s Response to Written Questions: April 14, 2022 CLOSING DATE AND TIME: April 22, 2022 at 1:30 PM ET

Commonwealth Buyer:

Sheila Durham

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 Mero Street, 5th Floor Frankfort, KY 40622

(502) 564-8626

Document Description Page 8 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 by Location (per line). Vendors shall bid one (1) or more Locations. Vendors do not have to bid on all locations.

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 respectively https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Document Description Page 9 mailto:sheila.durham@ky.gov http://eprocurement.ky.gov https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx

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 Energy & Environment Cabinet (EEC) is seeking qualified vendors to provide cleaning services for the Department of Natural Resources and Department of Environmental Protection Offices. See Section 2 for Cleaning Specifications for each of the EEC Facilities.

Site Visit A Virtual Site Visit will be held via Microsoft Teams per the schedule below. Attendance is highly encouraged, as this will be the only opportunity to see areas of the facility where the services are to be performed. The virtual site visit will be a short pre-recorded video that includes information and photos for each facility. The Site Visits will be grouped by area. (See below for schedule)

Prospective vendors wishing to participate in the virtual site visit should contact the Commonwealth Buyer, Sheila Durham via email no later than 12:00 PM (ET) on the day PRIOR to the Site Visit at sheila.durham@ky.gov stating their intention to attend, otherwise the Site Visit for that location may be canceled. Vendors will receive an email with a link to join the day prior to the scheduled visit.

This site visit will allow bidders a chance to satisfy themselves as to all general conditions that may affect the cost of performance of the contract; to the extent, such information is reasonably obtainable. The Commonwealth shall not be bound by oral statements made at the site visit or made at any other time by any member of the Commonwealth’s staff.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer by the deadline and responses will be issued in an addendum that shall be posted. (See Section 29)

In no event will a failure to view the virtual site visit constitute grounds for a claim after award of the contract.

Virtual Site Visit Schedule:

Date: Monday, April 11, 2022 at 10:00 AM (ET)

Document Description Page 10 mailto:sheila.durham@ky.gov

Morehead Division of Forestry NE Region Office 255 Rodburn Hollow Road Morehead, KY 40351

Date: Monday, April 11, 2022 at 1:30 PM (ET)

Hazard (2 Facilities)

SE Region Office 154 Grandview Plaza Hazard, KY 41701

Division of Mine Reclamation & Enforcement Division of Mine Safety 556 Village Drive Hazard, KY 41701

Date: Tuesday, April 12, 2022 at 10:00 AM (ET)

Campbellsville

Central Region Office 120 Gaines Drive Campbellsville, KY 42718

Date: Tuesday, April 12, 2022 at 1:30 PM (ET)

Prestonsburg Division of Abandoned Mine Lands 3410 South Lake Drive, Suite 6 Prestonsburg, KY 41653

Date: Wednesday, April 13, 2022 at 10:00 AM (ET)

Pikeville (2 Facilities) Division of Mine Safety 284 Weddington Branch Road Pikeville, KY 41502

Division of Mine Reclamation & Enforcement

Document Description Page 11

121 Mays Branch Road Pikeville, KY 41501

Date: Wednesday, April 13, 2022 at 1:30 PM (ET)

Middlesboro Division of Mine Reclamation & Enforcement 1084 East Cumberland Avenue Middlesboro, KY 40965

Pineville Division of Forestry Ben T. Combs Building 12008 US Highway 24E Pineville, KY 40977

Cleaning Requirements for each location:

Commodity Line 1: Morehead Division of Forestry, NE Region Office 255 Rodburn Hollow Road, Morehead, KY 40351 3 Nights per Week

General (3 nights per week):

All waste baskets emptied and relined. Dispose of all trash by placing in dumpster.

Vacuum, remove scuff marks, and wet mop all offices, entry/foyer, and hallways. Vacuum all entry door rugs. Clean entrance areas and counter, including glass inside & out. Wipe off phones.

Restrooms:

Clean and disinfect sinks and toilets clean/polish restroom metal and mirrors clean restroom dispensers. Mop restroom floors with germicidal cleaner. Refill/restock all disposable items (soap, toilet paper, hand towels). Waste baskets emptied and relined.

Kitchen/Breakroom:

Clean and disinfect sink, countertop, and table clean microwave inside and out clean and disinfect exterior of refrigerator.

Once per Week:

Dust furniture, clocks and file cabinet tops vacuum and wet mop training rooms, conference room, DMRE & blasting office area. Wipe down tables and chairs in training rooms.

Document Description Page 12

Twice per Year:

Strip and wax floors clean woodwork and light fixtures clean exhaust fans in restrooms vacuum cloth chairs and wipe down all other office chairs.

Commodity Line 2: Hazard Division of Forestry SE Region Office (PR-5054) 154 Grandview Plaza, Hazard, KY 41701 2 Nights per Week (Monday & Thursday)

General (2 nights per week):

All waste baskets emptied and relined. Dispose of all trash by placing in dumpster.

Vacuum, remove scuff marks, and wet mop all offices, entry/foyer, and hallways. Vacuum all entry door rugs. Wipe off phones. Clean entrance areas and counter, including glass inside & out.

Restrooms:

Clean and disinfect sinks and toilets clean/polish restroom metal and mirrors clean restroom dispensers. Mop restroom floors with germicidal cleaner. Refill/restock all disposable items (soap, toilet paper, hand towels). Waste baskets emptied and relined.

Kitchen/Break Area:

Clean and disinfect sink, countertop, and table clean microwave inside and out clean and disinfect exterior of refrigerator.

Once per Week:

Dust furniture, clocks and file cabinet tops vacuum and wet mop training rooms, conference room, DMRE & blasting office area. Wipe down tables and chairs in training rooms.

Twice per Year:

Commodity Line 3: Hazard Division of Mine Safety and Division of Mine Reclamation & Enforcement (PR-3567) 556 Village Drive, Hazard, KY 41701 5 Nights per Week

General (5 nights per week):

Empty trash receptacles and change bags as needed. Vacuum all carpeting thoroughly and spot clean as necessary. Dust mop all tile floors, including under furniture and in corners. Remove spillage stains from floor. Clean and polish drinking fountain.

Document Description Page 13

Dust thoroughly all horizontal surfaces including desktops, file cabinets, chairs, tables, bookcase ledges, air conditioner tops and windowsill ledges. Dust thoroughly bases of all furniture including chair rungs and frames, coat racks, etc. Remove handprints from doors, door frames, and around light switches and walls. Dust all hard to reach areas such as tops of high cabinets, picture frames, baseboards and other areas. Wet mop chair mats for office chairs. Wipe all telephones with alcohol disinfectant weekly. Wet mop and spot wax floor areas with restoration chemical.

Restrooms:

Stock towels, tissue and soap. Empty trash receptacles, wash, and spray with disinfectant.

Clean and polish mirrors. Clean and disinfect toilet and toilet seats on both sides. Scour and disinfect basins. Wet mop and disinfect floors, especially around commodes.

Monthly:

Wet mop all tile floors, apply one coat of wax. Dust blinds. Wash and disinfect wastebaskets. Wash thoroughly all windows inside and all window ledges. Principal of cleaning service shall meet with supervisor at supervisor's convenience during normal office working hours during first week of each month to evaluate services performed.

Quarterly:

Strip and re-wax all tile floors, including bathroom floors. Damp wipe all vinyl-upholstered furniture and vacuum/lint roll all office chairs. Vacuum covers of HVAC diffusers; clean air returns and exhaust fans. Dust mini blinds. Shampoo all carpeted areas and apply anti-static agent and surface protector, all furniture is to be moved for cleaning and returned to its place afterwards, except file cabinets, storage cabinets, computers, and partitions or any other designated equipment or furniture requested by the office manager.

Commodity Line 4: Campbellsville Division of Forestry, Central Region (PR-1526) 120 Gaines Drive, Campbellsville, KY 42718 2 Nights per Week (Tuesday & Friday)

General (2 nights per week):

Waste baskets emptied and liners replaced, with the exception of the paper shredder.

Carpets vacuumed, floors swept and mopped (includes all offices, hallways, bathrooms, meeting room, and the kitchen). Spot clean carpet as needed. Clean entrance area, including glass inside & out.

Kitchen/Break Area:

Clean and disinfect kitchen sink, counters, tables, and water fountain restock kitchen paper and soap products clean and disinfect exterior of appliances (stove, refrigerator) clean microwave – inside and out.

Restrooms:

Document Description Page 14

Clean and disinfect sinks and toilets. Clean/polish restroom metal and mirrors. Clean restroom dispensers. Mop restroom floors with germicidal cleaner. Restock restroom paper and soap products.

Once per Week:

Empty paper shredder.

Twice per Month:

Dust/clean all desks (being careful not to disturb papers), file cabinets, tables, office machines, clocks, pictures, certificates, etc.

Monthly:

Spot clean doors, frames, walls and switches.

Once per Quarter:

Wipe down baseboards, vacuum and/or wipe bric/leather/plastic furniture, clean chairs and table legs, clean windows – inside and out, dust high & low in corners for cobwebs, dust all blinds.

Annually:

Shampoo carpets. Vinyl/tile floors stripped and waxed, wipe down all walls.

Commodity Line 5: Prestonsburg Division of Abandoned Mine Lands (PR-3594) 3410 South Lake Drive, Suite 6, Prestonsburg, KY 41653 2 Nights per Week

General (2 nights per week):

Empty all waste baskets and trash receptacles and replace liners. Remove any and all trash from the building and place in dumpster. Clean, polish, and sanitize drinking fountains. Remove fingerprints from glass doors. Thoroughly clean reception area including doors/windows. Vacuum/Sweep carpet. Vacuum/Wipe down conference room chairs. Vacuum/Sweep carpeted and tile areas throughout the facility. Wet mop or spot clean spills. Dust all flat work services-including desks, tables, etc. without disturbing papers. Pick up trash/litter around dumpster area, close dumpster lid.

Restrooms:

Thoroughly clean restrooms. Clean and polish mirrors. Clean and disinfect toilets inside and out, including seats and behind toilet. Clean and sanitize sinks, basins and faucets.

Polish all metal work; hardware, faucets, knobs, rails, etc. Sweep and mop floors. Fill paper towel and toilet paper dispensers as needed.

Breakroom:

Document Description Page 15

Thoroughly clean breakroom. Wipe counters and tabletops. Fill paper towel and toilet paper dispensers as needed.

Weekly:

Dust all desks, cabinets, pictures, bookcases, etc. Remove dust from all horizontal surfaces such as baseboards, vents, etc. Wet mop all tile floors. Remove cobwebs from ceiling area. Spot clean wall and door surfaces to remove smudges. Clean windowsills.

Quarterly:

Strip and re-wax all tile floors, including bathroom floors. Damp wipe all vinyl-upholstered furniture and vacuum/lint roll all office chairs. Vacuum covers of HVAC diffusers; clean air returns and exhaust fans. Dust mini blinds.

Semi-Annual:

Wash all windows inside and out (first floor outside only). Shampoo all carpeted areas and apply anti-static agent and surface protector, all furniture is to be moved for cleaning and returned to its place afterwards.

Exceptions:

File cabinets, storage cabinets, computers, and partitions or any other designated equipment or furniture requested by the Office Manager. Clean ceiling light panels as needed.

Commodity Line 6: Pikeville Division of Mine Safety (PR-4245) 284 Weddington Branch Road, Pikeville, KY 41502 5 Nights per Week

General (5 nights per week):

Empty trash receptacles and change bags as needed. Vacuum all carpeting thoroughly and spot clean as necessary. Dust mop all tile floors, including under furniture and in corners. Remove spillage stains from floor. Clean and polish drinking fountain.

Dust thoroughly all horizontal surfaces including desktops, file cabinets, chairs, tables, bookcase ledges, air conditioner tops and windowsill ledges. Dust thoroughly bases of all furniture including chair rungs and frames, coat racks, etc. Remove handprints from doors, door frames, and around light switches and walls. Dust all hard to reach areas such as tops of high cabinets, picture frames, baseboards and other areas. Wet mop chair mats for office chairs. Wipe all telephones with alcohol disinfectant weekly. Wet mop and spot wax floor areas with restoration chemical.

Restrooms:

Stock towels, tissue and soap. Empty trash receptacles, wash, and spray with disinfectant.

Clean and polish mirrors. Clean and disinfect toilet and toilet seats on both sides. Scour and disinfect basins. Wet mop and disinfect floors, especially around commodes.

Document Description Page 16

Monthly:

Wet mop all tile floors, apply one coat of wax. Dust blinds. Wash and disinfect wastebaskets. Wash thoroughly all windows inside and all window ledges. Principal of cleaning service shall meet with supervisor at supervisor's convenience during normal office working hours during first week of each month to evaluate services performed.

Quarterly:

Strip and re-wax all tile floors, including bathroom floors. Damp wipe all vinyl-upholstered furniture and vacuum/lint roll all office chairs. Vacuum covers of HVAC diffusers; clean air returns and exhaust fans. Dust mini blinds. Shampoo all carpeted areas and apply anti-static agent and surface protector, all furniture is to be moved for cleaning and returned to its place afterwards, except file cabinets, storage cabinets, computers, and partitions or any other designated equipment or furniture requested by the office manager.

Commodity Line 7: Pikeville Division of Mine Reclamation & Enforcement (PR-3379) 121 Mays Branch Road, Pikeville, KY 41501 5 Nights per Week

General (5 nights per week):

All waste baskets emptied and relined. Dispose of all trash by placing in dumpster.

Vacuum, remove scuff marks, and wet mop all offices, entry/foyer, and hallways. Vacuum all entry door rugs. Wipe off phones. Clean entrance areas and counter, including glass inside & out.

Restrooms:

Clean and disinfect sinks and toilets clean/polish restroom metal and mirrors clean restroom dispensers. Mop restroom floors with germicidal cleaner. Refill/restock all disposable items (soap, toilet paper, hand towels). Waste baskets emptied and relined.

Kitchen:

Clean and disinfect sink, countertop, and table clean microwave inside and out clean and disinfect exterior of refrigerator.

Once per Week:

Dust furniture, clocks and file cabinet tops vacuum and wet mop training rooms, conference room, DMRE & blasting office area. Wipe down tables and chairs in training rooms.

Twice per Year:

Document Description Page 17

Commodity Line 8: Middlesboro Division of Mine Reclamation & Enforcement (PR-3347) 1084 East Cumberland Avenue, Middlesboro, KY 40965 5 Nights per Week

General (5 nights per week):

All waste baskets emptied and relined. Dispose of all trash by placing in dumpster.

Vacuum, remove scuff marks, and wet mop all offices, entry/foyer, and hallways. Vacuum all entry door rugs. Wipe off phones. Clean entrance areas and counter, including glass inside & out.

Restrooms:

Clean and disinfect sinks and toilets clean/polish restroom metal and mirrors clean restroom dispensers. Mop restroom floors with germicidal cleaner. Refill/restock all disposable items (soap, toilet paper, hand towels). Waste baskets emptied and relined.

Kitchen/Breakroom:

Clean and disinfect sink, countertop, and table clean microwave inside and out clean and disinfect exterior of refrigerator.

Once per Week:

Dust furniture, clocks and file cabinet tops vacuum and wet mop training rooms, conference room, DMRE & blasting office area. Wipe down tables and chairs in training rooms.

Twice per Year:

Commodity Line 9: Pineville

Bert T. Combs Building, 12008 US Highway 24E, Pineville, KY 40977 2 Nights per Week

General (2 nights per week):

All waste baskets emptied and relined. Dispose of all trash by placing in dumpster.

Vacuum, remove scuff marks, and wet mop all offices, entry/foyer, and hallways. Vacuum all entry door rugs. Wipe off phones. Clean entrance areas and counter, including glass inside & out.

Restrooms:

Clean and disinfect sinks and toilets clean/polish restroom metal and mirrors clean restroom dispensers. Mop restroom floors with germicidal cleaner. Refill/restock all disposable items (soap, toilet paper, hand towels). Waste baskets emptied and relined.

Document Description Page 18

Kitchen: clean and disinfect sink, countertop, and table clean microwave inside and out clean and disinfect exterior of refrigerator.

Once per Week:

Dust furniture, clocks and file cabinet tops vacuum and wet mop training rooms, conference room, DMRE & blasting office area. Wipe down tables and chairs in training rooms.

Twice per Year:

Additional Requirements (applies to all facilities)

1. Agency The agency shall provide a secured storage space for the vendor’s equipment and disposable supplies such as toilet paper, paper towels, hand soap, antibacterial hand cleanser, trash can liners, etc. The agency shall provide light, water, and electricity as necessary to perform the contracted services. The vendor will agree to use the agency’s supplies sparingly.

2. Vendor The vendor shall furnish all labor, materials, tools, cleaning supplies/chemicals, and equipment necessary for performing janitorial services such as toilet bowl cleaner, streak free glass cleaner, furniture polish, floor and fixture cleaning detergents, floor waxes, brooms, rags, brushes, mops, large rolling garbage receptacles, mop buckets, and floor care equipment including vacuum cleaners.

The vendor will be responsible for satisfactory work in accordance with the intent of the specifications which are deemed necessary to keep the building in a clean and sanitary condition.

The vendor shall be responsible for any breakage, damage, or loss through their carelessness.

The vendor shall not use any product, supplies or equipment that are injurious or damaging to the surfaces to which they are applied or exposed. The vendor shall insure that all floor finishes will be non-staining, that they provide a high degree of slip protection, shine and that they meet the Underwriters Laboratories (UL) specifications.

Disinfectant detergent cleaner shall be used for all normal cleaning purposes.

Dust mop treatment materials which leave an oily residue shall not be used.

Document Description Page 19

The vendor shall be responsible for restoring/replacing any equipment, facilities, furniture, floor covering, etc. if so damaged.

All employees shall be at least eighteen (18) years of age and must be employees of the contracted vendor. Subcontracted employees will not be accepted. No one under the age of eighteen (18) and not employed by the vendor will have access to the facility.

The vendor will be responsible for locking doors and turning off all lights as directed by the Agency. Vendor shall be issued keys/badges to the facility necessary to perform janitorial tasks and will be responsible to return those keys/badges upon termination of the contract.

Vendor shall agree to pay a fee to cover the expenses of re-securing the facility if the key/badges become lost or non-accounted for. A fee not to exceed one hundred dollars ($100.00) shall be determined by the Energy and Environment Cabinet, Office of Administrative Service representative.

Upon the contract award, the vendor shall submit a list of materials and Material Safety Data Sheets (MSDS) that will be used in providing the janitorial service. Vendor is responsible to updating the MSD Sheets as additional chemicals are added. The agency may disapprove the use of any product.

3. Vendor Services Frequency of Services and Responsibilities are listed above. Contact information for each facility will be included in the awarded contract(s).

4. Inspection and Acceptance of Services Upon agency request, the vendor will provide a representative for an onsite inspection. During this inspection the vendor and agency will review the facility and discuss any improvements or changes, if needed.

5. Invoicing Instructions The vendor is responsible to submit the invoice to the agency at the address indicated at the end of each month following the month in which the service(s) were rendered. The agency representative will approve the vendor’s invoice before payment is authorized.

6. Background and Drug Testing Upon request, vendor’s staff providing services in an EEC facility must pass and/or meet the following:

a. Drug Test

If requested, vendor’s staff must pass a drug test within thirty (30) days of request. Drug test must include a minimum ten (10) panel drug test that includes at least Amphetamines, Barbiturates, Benzodiazepines, Cocaine, Marijuana, Methadone, Opiates, Phencyclidine, and Propoxyphene.

Document Description Page 20

b. Criminal Background Screening Minimum level background check can be requested at any time during the contract of any employee working for the vendor. Required is social security number validation, state and county criminal background check and national database search including sexual offender database for the last ten (10) years or back to age eighteen (18) where legally permissible.

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

7. Insurance Vendor shall keep in effect at all times the following insurance coverage:

Vendor’s general liability insurance in the amount of $1,000,000.

Kentucky Worker’s Compensation Insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

Any other insurance required by law.

Vendor must submit an ACORD (Association for Cooperative Research and Development) Certificate of liability insurance within ten (10) days of notice of award with the certificate holder listed as:

Kentucky Energy & Environment Cabinet Facility Division Name (per awarded contract) Facility Address City, KY Zip Code

Vendor must submit a copy of the above mentioned ACORD (Association for Cooperative Operations Research and Development) Certificate of liability Insurance to the buyer listed in the contract.

It shall be the contractor’s responsibility to maintain this insurance coverage at all times, failure to do so shall result in cancellation of contract.

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.

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

Document Description Page 21 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 two (2) years from the date of award.

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

Document Description Page 22 written accordingly, and the successful bidder shall be required to deliver the brands/ specifications stated in the solicitation.

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:

Energy & Environment Cabinet.

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 85 Points

Customer Reviews 10 Points

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Years in Business 5 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.

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 (85 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, 85 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 85 points ($3.00 / $3.00 = 1.00 x 85 = 85). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 63.75 points ($3.00 / $4.00) = .75 x 85 = 63.75).

B. CUSTOMER REVIEWS (10 points) Vendors should provide Attachment D – Customer Review Form for up to two (2) current customers with accounts similar to the size and complexity of the location(s) that they are bidding. The customer (not the vendor) will complete and submit the form to the buyer per the instructions on the attachment.

Bidders that receive two (2) customer forms completed by the customer and submitted to the buyer per the instructions on Attachment D, will receive ten (10) points. Bidders that receive only one (1) customer form completed by the customer and submitted to the buyer per the instructions, will receive five (5) points. If no forms have been submitted or have not been submitted per the instructions, that vendor will receive zero (0) points for this criteria.

C. YEARS IN BUSINESS (5 points)

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The bidder with the greatest number of years (not to exceed thirty (30) 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 5 points (20 / 20 = 1.00 x 5 = 5). Assume bidder “B” is the bidder with the next largest number of years in business at 15 years, then “B” receives 3.75 points (15 / 20) = .75 x 5 = 3.75).

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.

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

(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.

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(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 preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation:

Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth. If

Document Description Page 26 requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

Section 14 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 15 Basis of Price Revisions PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the contract resulting from this solicitation shall remain firm for the contract period subject to the following:

A: Price Increases: A price increase shall not occur during the first twelve (12) months of the contract. A vendor may request a price increase after twelve (12) months of the contract, which may be granted or denied by the Commonwealth. Any such price increase shall 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 Office of Procurement Services 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 Office of Procurement Services. Provided, however, that 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 Office of Procurement Services with notice of any price decreases as soon as such decreases are available.

C: Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required in Paragraph A “Price Increases” as stated above.

Section 16 Vendor Terms and Conditions Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive.

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The Commonwealth of Kentucky shall not be bound by any part(s) of the bidder’s response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by the Commonwealth and those indicated by the contractor, those of the Commonwealth take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 17 Post Contract Agreements The resulting contract shall constitute the entire agreement between the State and awarded contractor. Unless contractually provided, State agencies utilizing this contract will not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be non-binding on the State and agents of the State and will be cause for breach of contract.

Section 18 Quantity Basis of Contract – Estimated Quantities 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.

Section 19 Vendor’s Report The…