Final_RFB_758_2700000024_4_SO_FORM.PDF

Document ID: RFB 758 2700000024 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 4

TITLE: Janitorial Services for KY State Treasurer

Date Issued:

08/04/2026 Record Date:

08/04/2026

Solicitation Closes Date:

08/11/2026 Time:

13:30

Solicitation No:

RFB 758 2700000024

Reason for Modification

Addendum #3 (August 4, 2026) issued to modify Section 27. See Pages 38 for details.

Online Bidding Prohibited: No

For Information Call:

Lisa Perry 502-564-0983

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 2700000024 Page: 2

Line Items

Commodity Group: Default

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

1 Janitorial Services 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial Services for:

Kentucky State Treasurer West Frankfort Office Complex 1050 US Hwy 127 South, Suite 100 Frankfort, KY 40601

Service Area is approximately 14,000 Sq Ft Serviced Monday-Friday between 5:00PM-10:00PM

See Section 2 for complete details, pricing should be entered total cost per month

**REVIEW SECTION 13-C for Years In Business requirements**

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

2 Deep Cleaning 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Deep Cleaning for:

Kentucky State Treasurer West Frankfort Office Complex 1050 US Hwy 127 South, Suite 100 Frankfort, KY 40601

Building is Approximately 18,480 Sq Ft, only servicing approximately 14,000 Sq Ft

See Section 2 for complete details; pricing should be entered total cost per occurrence

**REVIEW SECTION 13-C for Years In Business requirements**

Shipping Information

Billing Information Kentucky State Treasurer

1050 US Hwy 127 S Suite 100 Frankfort KY 40601

Document ID: RFB 758 2700000024 Page: 3

Submission Checklist

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

Item

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://vss.ky.gov

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

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:

Document Phase Document Description Page 4

2700000024 Final Janitorial Services for KY State Treasurer Total Pages: 38 https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION IF

APPLICABLE (see Section 34)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE

BY A FOREIGN ENTITY IF APPLICABLE (see Section 36)

_____REQUIRED AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required %20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

Request for Bid (RFB)

For Janitorial Services for KY State Treasury

RFB 758 2700000024

Issued by The Finance and Administration Cabinet

On Behalf Of Kentucky State Treasurer Release Date: July 16, 2026

Site Visit: July 23, 2026 at 2:00 PM EST (See Section 2 for details) Vendors’ Written Questions Due: July 24, 2026 by 2:00 PM EST Commonwealth’s Response to Written Questions: July 27, 2026 CLOSING DATE AND TIME: August 4, 2026 at 1:30 PM EST

Site Visit: July 30, 2026 at 2:00 PM EST (See Section 2 for details) Vendors’ Written Questions Due: July 31, 2026 by 2:00 PM EST Commonwealth’s Response to Written Questions: August 3, 2026 CLOSING DATE AND TIME: August 11, 2026 at 1:30 PM EST

Commonwealth Buyer:

Lisa Perry

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 564-0983 LisaK.Perry@ky.gov

Document Phase Document Description Page 5 https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf mailto:LisaK.Perry@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Conference ID number 240522005, and Participant Code 33957, 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.

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

Document Phase Document Description Page 6 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.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 at the Kentucky State Treasurer.

Section 2 Bid Specifications The janitorial services will be provided at the Kentucky State Treasurer, located at West Frankfort Office Complex 1050 US HWY 127 South, Suite 100, Frankfort, KY. The facility is approximately 18,480 square feet, but only approximately 14,000 square feet is to be cleaned.

Services are to be performed Monday through Friday between the hours of 5:00 PM through 10:00 PM. Services can also be performed any time on Saturday or Sunday from 7:00 AM to 3:00 PM. Upon award of the contract, the successful vendor will meet with the Assistant Director of General Administration & Support or designee to establish a cleaning schedule.

See Attachment C – Floor Plan

Site Visit Details:

The Commonwealth has scheduled a site visit for the Kentucky State Treasury on Thursday, July 23, 2026 at 2:00 PM EST Thursday, July 30, 2026 at 2:00 PM EST located at West Frankfort Office Complex 1050 US HWY 127 South, Suite 100, Frankfort, KY 40601.

All vendors planning to attend MUST notify the buyer via email at LisaK.Perry@ky.gov and provide a list of representatives who will be attending the site visit.

The attendance notification is due no later than Wednesday, July 22, 2026 at 3:00 PM EST Wednesday, July 29, 2026 at 3:00 PM EST

The Commonwealth suggests all vendors attending the site visit should arrive 10-15 minutes prior to the start time to allow completion of security measures which may be required for admittance to the facility. Once the site visit has begun, there is no guarantee that late arrivals will be able to join the group or privy to information already provided/accessed.

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This site visit will be the only opportunity to 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 during the site visit or made at any other time by any member of the Commonwealth’s staff.

Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with this requirement shall render the bid non-responsive.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer no later than July 24, 2026, by 2:00 PM EST July 31, 2026, by

2:00 PM EST.

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

Cleaning Specifications Services are required five days per week after business hours (after 5:00 PM). Upon contract award, the selected vendor will meet with the Assistant Director of General Administration & Support or designee to establish a cleaning schedule.

Disinfectant or detergent cleaners must be used for all routine cleaning. Cleaners must not damage the surfaces to which they are applied.

The vendor shall provide the following services:

Areas to be completed Daily:

Entrance/Exits/Vestibules/Visitor Areas and Parking Area:

- Sweep and mop floors inside the airlock, reception area, and kitchenette.

- Clean all front lobby glass inside and outside.

- Clean and sweep all entrance porches, steps, and walkways of all debris, including but not limited to cigarette butts, trash, mulch, etc.

- Clean parking area.

- Clean/Empty cigarette butt receptacles if applicable.

- During inclement weather, assist with snow removal and salting the building front stoop and sidewalk.

- Clean and disinfect all countertop services.

Garbage/Dumpster

- Cleaning staff must not drag garbage bags through the facility at any time.

- Collect all trash can garbage and replace it with new liners.

- Collect all garbage including cardboard boxes and remove from the building to the dumpster.

- Break down/crush all boxes before placing them into the dumpster.

- Excludes Biohazard bags/sharps receptacles.

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Floors/Walls

- Vacuum carpeted areas, dust/damp mop non-carpeted areas (dust mop treatment materials that leave an oily residue shall not be used at any time).

- Maintain non-carpeted floors with a high level of shine at all times. Sweep and/or vacuum to remove dirt before stripping and waxing.

- Carpets must remain clean and free of spots at all times. Spot clean or steam as needed.

- Spot clean interior walls, doors, and partitions.

- Spot clean any glass on interior doors and/or windows.

Bathrooms

- Clean and sanitize, in their entirety, all toilets (inside and outside, urinals, sinks, and faucets.

- Clean mirror glass.

- Empty and relined garbage containers.

- Clean/Sanitize/Polish/Dust all walls, partitions, floors, doors, and fixtures.

- Refill all dispensers (soap, paper towels, two-ply toilet tissue, air fresheners, etc.) as needed and leave extra stock in restrooms.

- Dust furniture as applicable.

Drinking Fountains/Kitchen Sinks/Breakrooms

- Clean, sanitize, and polish, all sinks, faucets, countertops, and other surfaces.

- Empty and relined garbage containers.

- Clean/Sanitize/Polish/Dust all walls, floors, doors, and fixtures.

- Clean equipment such as microwave and refrigerators.

- Dust furniture such as kitchen cabinets as applicable.

Janitorial Closet

- Clean and sanitize mop sink.

- Supplies and storage area must be kept clean and organized.

Areas to be completed Weekly:

Floors/Walls/Ceilings:

- Sweep and steam mop tile floors inside the airlock, reception area, and kitchenette (twice weekly).

- Dust ceiling areas and high corners.

- Dust all high and low horizontal surfaces.

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

- Clean and polish bright metal surfaces.

- Clean entire glass, interior doors and handles, and partitions (Internal).

- Dust all furniture in common and visitor areas.

Areas to be completed Monthly:

Vendors must inform the assigned designee of the intended date for all monthly services at least forty-eight (48) hours in advance. This notice allows employees to clear desks of papers and personal belongings if they wish to have their desk cleaned.

Document Phase Document Description Page 9

- Vacuum/clean furniture.

- Vacuum or dust Venetian blinds, drapes, chair (cloth and leather), etc.

- Bulbs within ten feet ceiling height shall be replaced (Note: Bulbs will be furnished by the Agency.

If a particular area’s lighting presents an unsafe or poor work environment, the agency has the right to request this service be completed more frequently.

- Clean all baseboards. The doorframes and around the door handles should also be cleaned along with the baseboards.

Areas to be completed Quarterly:

Quarterly is defined as areas completed within the first month of each quarter: January, April, July, and October.

- Clean all carpeted areas using extraction methods in all hallways, employee work and visitor areas.

- Clean inside and outside of wastebaskets.

- Damp clean ceiling vents. Floor drains in the bathrooms should also be cleaned.

- Strip, seal, and wax tile floors in restrooms and back hallway. Please remove dirt prior to this process.

Areas to be completed Semi-Annually:

Semi-annual work must be completed within the first forty-five (45) calendar days after the contract begins. For optional renewals, services must be completed within the third and ninth months of each additional year. For newly constructed or acquired buildings, janitorial services must be completed between 75 and 100 days after the contract is modified and the new location is added.

Floors/Walls:

Clean the inside of all windows and windowsills. Wash Venetian blinds. Clean counters, office furniture, lobby furniture, doorknobs, breakroom sink, microwave, light switches, vent covers, and solid flooring. The vendor must provide a list of disinfecting products to be used prior to starting services.

Employee Workspace:

Clean/Dust employee desks and other furniture in employee work areas. Employee personal items should not be moved; dusting and cleaning should be the base of the desk and other office furniture.

Clean employee workspaces as requested.

General Requirements The vendor is fully responsible for managing and performing all cleaning services to ensure the facility remains clean and orderly.

Inspections

Document Phase Document Description Page 10

The vendor must conduct an on-site visit every other month, beginning at the end of the first month of the contract, to ensure employees are performing work according to the specifications and schedule. The vendor is responsible for scheduling these inspections with the custodial staff and authorized Designee and completing the required inspection. Inspections cannot be performed by any employee of the awarded vendor.

It shall be the vendor’s responsibility to schedule a time with the Designee to complete the required inspection reports. The janitorial inspection report shall be filled out every other month starting at the end of the first month of the contract by the Designee and the vendor representative while performing a building walk-through. After the required walk-through and corresponding janitorial inspection report is completed, both the vendor and agency supervisor/representative shall be required to sign and date the inspection report verifying completion. It will be the responsibility of local District Supervisor to keep a file copy of the report and forward the original inspection reports to the Agency Contact which keeps the reports on file for the duration of the contract.

The agency will conduct routine inspections of the entire facility. The Designee will notify the vendor of any deficiencies by email or phone. Deficiencies must be corrected within forty-eight

(48) hours of notice. The Designee may increase inspection frequency if performance issues arise.

Continued poor performance or nonperformance may result in a complaint to the Agency. A second complaint will prompt a performance evaluation by the Finance and Administration Cabinet, Office of Procurement Services. If deficiencies are not corrected promptly, the agency may terminate the contract.

Additional Notes All furniture is to be moved for cleaning and returned to its place afterward, except file cabinets, storage cabinets, computers, and partitions of any other designated equipment or furniture requested by the Assistant Director of General Adm. and Support or designee. Entire square footage of carpet/tile shall be cleaned semi-annually as required and also within the time frames specified throughout this contract.

The vendor is responsible for obtaining a signature from District Supervisor or assigned designee as documentation that the semi-annual cleaning has been successfully completed. Failure to obtain the proper signature for verification of services may result in requiring services to be repeated.

The vendor shall be required to inform the Assistant Director of General Adm. & Support or designee of the intended date for the above services at least one week in advance.

Should an additional window or floor cleaning services be deemed necessary by the District Supervisor, the vendor may be asked to submit an additional price quote for acceptance to the Kentucky State Treasury designee.

Employee work areas to include furniture shall be cleaned as requested by the agency.

General Information

Document Phase Document Description Page 11

Before the contract begins, the successful bidder must attend a meeting to review performance criteria with the District Supervisor or authorized designee.

All questions, issues, or complaints must first be addressed by the Assistant Director of General Administration and Support or designee and the vendor. If no resolution is reached after the meeting, the Office of Procurement Services will review and determine the appropriate resolution.

Health and Safety Deep Cleaning Deep cleaning for health and safety reasons will be performed upon agency request. This includes, but is not limited to, sanitizing all hard surfaces.

Agency’s Responsibility Kentucky State Treasury will provide storage space for the Vendor’s equipment and supplies. If required, the vendor shall supply their own lock to secure the storage space.

Kentucky State Treasury will not provide telephone service or office space for the Vendor. Use of agency phones by the contract personnel shall be strictly prohibited. DOR reserves the right to require the removal of any contract employee who disregards this prohibition.

Kentucky State Treasury will provide such light, water, and electricity as are necessary to perform the services. Vendor will use these utilities as necessary and should make every attempt to conserve energy.

Kentucky State Treasury will provide paper products such as paper towels, toilet paper, trash bags, hand soap, and air fresher.

Vendor’s Responsibility The vendor is responsible for providing all services outlined in the scope of work for daily, monthly, quarterly, and semi-annual custodial duties. The vendor must also supply all cleaning products (such as window cleaner and disinfectant) and quality equipment (including commercial mop, mop bucket, vacuum, carpet cleaner, and steam mop) needed to meet all requirements. Equipment must be maintained and kept in proper working order at all times to sufficiently perform all duties.

Sufficient inventory must be maintained to ensure supplies are always available at each location, with at least one week's worth of supplies on hand at all times.

The vendor must provide the Kentucky State Treasury with a list of all employees and their social security numbers who provide services. The list must identify supervisors and work hours for each individual and be kept current as personnel changes occur. Updated lists must be provided to the agency supervisor or designee whenever changes are made.

The vendor must provide a representative who is available in person, by email, or by telephone for service evaluation, complaints, and scheduling during Kentucky State Treasury operational hours, Monday through Friday, 8:00 am to 4:30 pm, excluding official holidays.

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Vendor representatives and staff must maintain a clean, neat, and professional appearance at all times. Staff are required to sign in and out daily, recording the date, signature, and start and end times. Failure to complete the sign-in/out sheet may result in non-payment for those days.

The vendor shall conduct a yearly criminal background check issued by the KY Administrative Office of the Courts on all employees working at the West Frankfort Office Complex. A copy of the background check must be submitted to the agency's contacts for review. Background checks must be completed and submitted to the agency for review before the employee begins work at the West Frankfort Office Complex. Background check requirements apply for existing staff and new hires anytime during the performance period and duration of the agreement. Failure to notify the agency of the placement of a new employee and submitting a copy of the background check before the employee begins working WFOC building shall result in a review of termination of the contract.

The vendor must provide background checks for employees and maintain full bonding (Fidelity Bond in the amount of $1,000,000.00) and insurance (see Section 45). Documentation must be submitted to the Buyer prior to award and to the Kentucky State Treasury before services begin.

Due to the fact that sensitive and confidential information is stored on-site, the vendor is prohibited from using any person to perform this service who has been convicted of a felony offense. The Kentucky State Treasury reserves the right to deny access to any employee based on Criminal History Records. All employees must be eighteen (18) years of age and must be employees of the contracted vendor; subcontracted employees will not be accepted.

Vendor employees are prohibited from the following:

Theft, abuse, or the intentional destruction or defacing of property belonging to the Commonwealth. Discourteous or abusive conduct toward members of the public or Commonwealth employees while working on the Commonwealth property.

Fighting, in any form, while working on Commonwealth property.

Upon contract award, the vendor must provide a list of all materials to be used for cleaning services.

The vendor must supply Material Safety Data Sheets (MSDS) for all chemicals used on site, and all containers must be properly labeled. The agency reserves the right to disapprove any product before use. The vendor is responsible for ensuring updated MSDS sheets are present in-service closets and that any new chemicals added during the contract are submitted to the district supervisor and Kentucky State Treasury for review.

Vendors must post employee rules and regulations, sign-in and sign-out sheets, MSDS sheets, and the cleaning schedule in the service closet provided at the site.

The vendor is responsible for any breakage, damage, or loss and is responsible for turning on/off lights and locking doors as directed by the agency.

Section 3

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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 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 from the date of the award through July 31, 2027.

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for four (4) additional two-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

Document Phase Document Description Page 14 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.

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:

Kentucky State Treasurer

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.

All electronic documents submitted in response to this RFB shall be submitted in Microsoft Word, Microsoft Excel or PDF format ONLY.

Section 13 Method of Award Best Value – Ranking Approach

Document Phase Document Description Page 15 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

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.

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 (80 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, 80 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 80 points ($3.00 / $3.00 = 1.00 x 80 = 80). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 60 points ($3.00 / $4.00) = .75 x 80 = 60).

B. CUSTOMER REVIEW (10 Points) Vendors should provide Attachment B – Customer Review Form to a maximum of two (2) current customers that they currently provide janitorial services to that are similar to the scope and complexity of this procurement.

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The customer will complete and submit the form to the Buyer per the instructions on the form.

Bidders will receive a zero (0) for this criteria if the vendor submits the form and not their customer.

Vendors who receive two (2) completed Customer Review Forms from a current customer of janitorial services will receive a maximum of ten (10) points. Vendors who receive one (1) completed Customer Review Form from a current customer of janitorial services will receive five (5) points. If complete and accurate information is not provided, the vendor’s reference form may not be considered. Vendors that do not receive customer reviews prior to the deadline on the form shall receive a score of zero (0).

The vendor cannot use the Commonwealth of Kentucky as a reference. If the Commonwealth of Kentucky is used as a reference, that reference shall receive a score of zero (0).

C. YEARS IN BUSINESS (10 points) The vendor shall have a minimum of three (3) years in business as a provider of janitorial services and/or janitorial management services. Verification documentation of the total years in business must be included with bid submission. Examples of acceptable documentation to be included are 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.

Enter Years in Business: _________________________________

If this section is left blank & the total number of years in business is not entered above, bidders will be deemed non-responsive and ineligible for award.

Vendors that do not have the minimum three (3) years in business or fail to provide acceptable documentation will be deemed non-responsive and ineligible for award.

Vendors with the highest number of years in business as a provider of janitorial services and/or janitorial management services will receive a maximum of ten (10) points. The bidder with the next highest number of years in business receives points by dividing the highest number of years by the next highest number of years and multiplying that percentage by the available points.

For example, 10 points is allocated to the highest number of years in business criteria for this procurement, bidder “A” bids 20 years as the highest number of years and receives the maximum 10 points (20 / 20 = 1.00 x 10 = 10). Assume bidder “B” has the next highest number of years in business at 8 years, then “B” receives 4 points (8 / 20) = 0.4 x 10 = 4).

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.

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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.

(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.

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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 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 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:

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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.

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

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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 vendor(s) may be asked to furnish the buyer, Office of Procurement Services, a report showing volume which has been sold to the Commonwealth and its using agencies each six

(6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the Office of Procurement Services.

Section 20 FOB Basis of Shipment – Vendor Responsible Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency.

Section 21 Cancellation Clause – 30 Days Notice The Commonwealth may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the contract shall be null and void upon receipt of a Modification from the Office of Procurement Services canceling the contract.

Section 22 Exception to Required Use of Contract The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to contract for large requirements by using a separate solicitation.

Section 23 Service Performance All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. It will be the agency’s responsibility to ensure that such services rendered are performed and are acceptable.

The relationship between the State and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of the State for any reason. The

Document Phase Document Description Page 21 contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract.

Major deviations of services performed will not be made without the written approval of the Office of Procurement Services. Problems that arise under any aspect of performance should first be resolved between the vendor and the agency. Either party should refer in writing any such problems and/or disagreements that cannot be resolved to the Office of Procurement Services for settlement.

Section 24 Addition or Deletion of Items or Services The Office of Procurement Services reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The Office of Procurement Services to effect this change will issue a contract Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

Section 25 Agreement between Parties By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation.

The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation. It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from the Office of Procurement Services.

Purchase or Sales Agreements, supplied by the bidder making an offer, in reply to the solicitation, will not be accepted. The only terms and conditions acceptable to the Commonwealth of Kentucky are as outlined in the solicitation. Bids not conforming will be considered as non-responsive.

Section 26 Governmental Restrictions In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to delivery, it shall be the responsibility of the successful bidder to notify the Office of Procurement Services in writing, indicating the specific regulation which requires such alterations. The Commonwealth reserves the right to accept any such alterations, including any subsequent price adjustments, or to cancel the contract.

Section 27 Payments

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The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS 45.454.

For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

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

(1) Contract…