Final_RFB_785_2000000011_2_SO_FORM.PDF

Document ID: RFB 785 2000000011 Page: 1 of 3

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Janitorial Svcs MSOB

Date Issued:

9/5/19 Record Date:

2019-08-29

Solicitation Closes Date:

10/16/19 Time:

14:00

Solicitation No:

RFB 785 2000000011

Online Bidding Prohibited: Yes

For Information Call:

Melissa Sachs 502-782-0033

Bid Receiving Location:

Finance - Division of Engineering & Contract Administration Bid Clerk The Bush Building, 403 Wapping St, 2nd Floor

Frankfort KY 40601

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 785 2000000011 Page: 2 of 3

Line Items

Commodity Group: Default

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

1 Janitorial Services Cleaning Monthly Cost 12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial Services Cleaning Monthly Cost

Monthly cleaning services for the MSOB, 625 Hospital Dr, Madisonville, KY 42431

Insert your monthly cost in the Unit Cost space above and multiply by 12 for the Line Total.

See Below for detailed information regarding this line item and the solicitation requirements.

Shipping Information Madisonville State Office Building

MSOB

625 Hospital Dr

Madisonville KY 42431

Billing Information Finance - Division of Engineering & Contract Administration

701 Holmes St

Frankfort KY 40601

Document ID: RFB 785 2000000011 Page: 3 of 3

Submission Checklist

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

Item Experience Pass/Fail The bidder with the lowest Price receives the maximum score.

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission.

If the items highlighted below are not submitted with the bid submission, the Commonwealth MUST deem the bid non-responsive and

SHALL NOT consider for award.

All other items MUST be submitted prior to award.

F0F0 FACE OF SOLICITATION - SIGNED (see Section 10)

F0F0 LATEST ADDENDUM - SIGNED (see Section 10)

F0F0 BID INFORMATION – COMPLETED (see Section 13)

F0F0 REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

(see Section 37)

F0F0 CERTIFICATE OF AUTHORITY -REGISTRATION WITH SECRETARY OF

STATE

BY A FOREIGN ENTITY (see Section 39)

F0F0 REQUIRED AFFIDAVIT(S) (see Attachments)

F0F0 EEO FORMS IF APPLICABLE (see Section 34)

Document Description Page 3

2000000011 Janitorial Svcs MSOB of 54

ATTACHMENT A

Request for Bid (RFB)

Janitorial Services – Madisonville State Office Bldg.

RFB 785 2000000011

Issued by

The Finance and Administration Cabinet Department for Facilities & Support Services

Division of Building Services

Release Date: September 5, 2019 Vendors’ Written Questions Due: September 24, 2019, close of business

Commonwealth’s Response to Written Questions: October 3, 2019 CLOSING DATE AND TIME: October 16, 2019 at 2:00 P.M.

Commonwealth Buyer:

Melissa Sachs

COMMONWEALTH OF KENTUCKY

Finance and Administration Cabinet Division of Engineering & Contract Administration

The Bush Building

403 Wapping Street, 2nd Floor

FRANKFORT KY 40601

502-782-0033 Melissa.sachs2@ky.gov

Document Description Page 4 mailto:Melissa.sachs2@ky.gov

NEW

The Kentucky Reciprocal Preference Law and Disabled Preference Law are now in effect.

New requirements and affidavits have been added to this RFB. See Section 13 - Method of Award.

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 http://eprocurement.ky.gov and http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Document Description Page 5 http://eprocurement.ky.gov http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx

Solicitation

Terms and Conditions

Master Agreement

Section 1 Scope of Contract The Finance and Administration Cabinet, Division of Engineering and Contract Administration on behalf of the Department for Facilities and Support Services (DFSS), Division of Building Services (DBS) issues this solicitation to establish a Master Agreement for: Janitorial Services for Division of Building Services (DBS), Madisonville State Office Building (MSOB), 625 Hospital Drive, Madisonville KY 42431 owned and maintained by Department for Facilities and Support Services (DFSS). The Master Agreement established will have an effective date of December 1, 2019.

Section 1A Site Visit Bidders have the option to inspect the site where services are to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract to the extent such information can be reasonably obtained.

In no event shall failure to inspect the site constitute grounds for a claim after award of the contract.

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

Vendors may request a Site Visit by contacting the buyer of record to schedule the necessary site visit. If conditions are discovered during site visit that are considered undesirable or unacceptable by the bidder, the bidder is required to notify the buyer of record a minimum of five (5) working days before the bid closing date.

Document Description Page 6

Vendors are not to ask questions during the site visit(s). Any questions are to be submitted in writing to the Commonwealth Buyer (See Section 31).

Section 2 Bid Specifications The successful contractor shall provide janitorial service as specified in the extended description(s) for each line item below. The contractor is responsible for providing adequate labor and materials to clean and expendable supplies necessary to provide acceptable services for the facility (see attached Building Information Table

– Attachment B below), in accordance with the specifications provided herein, to the complete satisfaction of the Building Superintendent, Section Supervisor, or other designated Agency representative(s).

Specifications for this Solicitation are based on full occupancy of the facility. Unoccupied rental space is excluded from the contract while it is not under lease. If at any time during the contract period any portion of the rental space in the building is not leased for one or more, full billing cycles the vendors payment will be prorated accordingly.

This may, at the discretion of the Using Agency, also be applied to unused or “empty” rented space, provided these areas have a clearly defined contiguous area that meets the minimum requirements.

Invoices shall be reduced by a percentage of the square footage of unoccupied space (i.e. if only 80% of the facility is cleaned during a billing cycle the using agency is billed at 80% of the cost of location line item unit cost. Reoccupied space will be added to the overall occupancy rate in the same way. Invoice adjustments for changes in occupancy are only applied in full billing cycle increments and become effective at the beginning of the next billing cycle following the change. The Occupancy Rate Adjustment for location line item is applied to the invoice calculations FIRST and is not affected by other adjustments (if any) nor does it impact billing charges for work performed under other line items. ALL invoices shall be submitted via email to Melissa.sachs2@ky.gov .

CURRENT OCCUPANCY RATE IS 94%

The Using Agency will provide the vendor as much lead time as possible prior to significant changes in occupancy. A minimum change of (+/-) two percent (2%) is required to be considered significant enough to apply an adjustment.

Line Item one (1) provides for routine and periodic cleaning of the facility in accordance with the detailed specifications and requirements contained herein.

Routine cleaning will be accomplished with the schedule outlined below. Unless otherwise specified the contractor is at liberty to provide staffing as they see fit.

However, a qualified supervisor (or team leader), must be available for on-call service during the normal business hours of each facility. Maximum response time is 20 minutes.

Document Description Page 7

Periodic (or project) work, i.e. floor finishing & carpet cleaning, must be scheduled after hours (at the convenience of the Using Agency) and performed under the nominal supervision of a Using Agency representative or designee. The Building Information Table includes an annual schedule for both major and minor project work. This schedule is designed to work around the high points of activity in certain facilities. Limited flexibility is available, but any changes must be agreed to in writing at least ninety

(90) days in advance. Major projects shall include cleaning of all carpet, stripping and refinishing of all finished floors, and any semi-annual tasks. Minor projects shall include carpet cleaning in high traffic areas (hallways, walkways in cubicle areas, etc.), a scrub and topcoat of all finished flooring, plus the semi-annual tasks. The contractor is responsible for coordinating dates and times for project with the Building Superintendent during the designated month for each facility. Failure to complete project work on schedule will be reflected in the contractor’s performance evaluation.

Line Item 001 Janitorial Services MSOB, Mthly Cleaning Cost

Janitorial Services for the MSOB

Line Item 001 provides for regularly scheduled cleaning of the facility above in accordance with the detailed specifications and requirements contained herein.

Routine cleaning will be accomplished five (5) days per week, Monday through Friday (excluding state holidays), between the hours of 7:30 AM and 5:00 PM. The contractor is responsible for coordinating with Building Superintendent a schedule for cleaning Executive Office during working hours that meets the occupant’s operational needs.

Major & minor projects will be performed in accordance with the Task and Frequency Schedule below.

DEFINITIONS & STANDARDS

“ACCESSIBLE” – Contractor is expected to move trash cans, chairs, small tables (if empty), and other easily moved items to perform required tasks. Contractor is not required to move computers, telecommunication equipment, other fixed items (anything physically attached to the floor, walls or ceiling), or heavy furniture (large conference tables, desks, filing cabinets, partition systems, etc.).

For all operations where furniture and/or equipment must be moved, no chairs, waste paper baskets, or other similar items shall be stacked on desks, tables, or window sills.

All moved items shall to be returned to their original position prior to the start of the following business day.

Document Description Page 8

Contract personnel should not handle personal items belonging to the occupants. Areas where these items preclude proper cleaning are exempt from inspection requirements.

“BUFF” – Manual or mechanical floor “polishing” (utilizing approved equipment) intended to remove minor defects from a floor finish system and render a “fresh” appearance to the finish. After buffing, floor surface should be even, moderately to highly shiny, and free of streaks, scuffs, minor scratches, blemishes, burn marks and other defects on or in the finish. Freshly finished floors should be buffed as soon as possible to prevent damage to the new finish. Failure to properly buff newly finished floors in a timely manner may necessitate removal and reapplication of the floor finish at the contractor's expense.

“CLEAN” (Carpet) – Removal of dirt, debris, spills, stains, traffic patterns, etc. from all accessible carpeted floor areas (utilizing one of the approved methods listed below).

Area rugs, walk-off mats, carpet runners, etc. may be relocated within (but not removed from) the facility for cleaning purposes (i.e. loading dock or other service area).

STEAM / WATER (Wet) EXTRACTION: Rugs and carpets shall be thoroughly cleaned by a commercial-rated vacuum machine or rug dusting machine to remove all embedded foreign matter. The cleaning process shall not cause shrinkage to rugs or carpets or affect their appearance or durability. When applying the hot water “steam” method, rugs and carpeting shall be cleaned with hot water at a temperature of 150 degrees (Fahrenheit) or higher at point of origin, (i.e., faucet or tank). The cleaning process shall remove all traces of dirt, grime, and soil leaving rugs and carpets free from all residual or foreign matter. The contractor will be fully responsible for the correction of any damage or faulty workmanship. All accessible carpet is to be cleaned.

When necessary, rugs and carpet shall be brushed to restore flattened pile. The carpet should dry within 12 hours. The carpet cleaner must ensure proper ventilation or use fans to quickly dry the carpet and exhaust any existing solution-related fragrances.

Operating the facility HVAC system in the "on" position (fans only) for ventilation purposes requires prior approval from the Using Agency.

VERY LOW MOISTURE (VLM): Rugs and carpets shall be thoroughly cleaned by an oscillating absorbent pad method that includes a very low moisture pre-treatment with a non-toxic, bio-safe cleaning solution containing colloidal-silver such as Abstraction from Carpet Care Systems (or equivalent). Note: The effectiveness of any "equivalent" cleaning solution(s) a vendor wishes to substitute for the Abstraction VLM must be demonstrated (at no cost to the Commonwealth) to the absolute satisfaction of the Division of Building Services. This method is similar to the rotary bonnet method in that it uses a machine that resembles a floor buffer; however, instead of a rotating brush the machine oscillates the brush through a circular orbit. The carpet is pretreated with a cleaning solution, which is allowed to "dwell" per the manufacturer's instructions. An absorbent pad is attached to or placed under the brush. The dampened carpet is then "agitated" with the pads to remove the soil. The pads are replaced, as they become dirty. Pads must be replaced often to prevent transferring soil back to the carpet. All

Document Description Page 9 traces of dirt, grime, and soil shall be removed from carpets/rugs and there shall be no excessive shrinkage which affects appearance or durability. Rugs and carpets shall be vacuumed after cleaning and there shall be not lingering or objectionable odor. All accessible carpet is to be cleaned. The contractor has full responsibility to correct any damages resulting from either the method of cleaning or faulty workmanship.

“CLEAN” (general) – Removal of day-to-day accumulation of surface contamination from an item or area, utilizing methods appropriate to the surface material. After general cleaning, surfaces shall be free of dirt, oil, grit, finger/hand prints, marks, rings, spots, streaks, etc., applies to all “washable” surfaces. Contractor must test clean an inconspicuous area first to verify cleaning process will not cause damage. An approved disinfectant detergent cleaner will be used for all normal cleaning purposes. Cleaners shall not be harmful to the surfaces to which they are applied.

“CLEAN & POLISH” (metal) – May be performed by damp wiping and drying with a suitable cloth. If a suitable appearance cannot be produced by this method an appropriate metal cleaner/polish shall be used.

Bright metal (chrome, brass, etc.) shall be free of dirt, oil, finger/hand prints, deposits, spots, and streaks, with a highly reflective shine.

Brushed metal (stainless steel, aluminum, etc.) shall be free of dirt, oil, finger/hand prints, marks, spots and streaks, with a muted, even shine.

“DAMP MOP” – Hard surface cleaning utilizing any form of mop and a minimum amount of water (with or without a cleaning solution). After damp mopping, floor should dry promptly, be clean & streak free.

“DEEP CLEAN” (general) – extra effort applied to the removal of foreign contaminates accumulated over time utilizing methods appropriate to the surface material. After Deep Cleaning surface it shall be free of dirt, oil, grit, marks, spots, stains, streaks and any other foreign deposits. Deep Cleaning process shall not damage the surface.

“DUST MOP” – Removal of all dust, dirt & debris from accessible hard surface areas.

After dust mopping, floors are to be free of dust, dirt, grit, debris & litter. Dust Mop treatments shall not leave a film or residue on the floor.

“DUSTING” – Removal of accumulated surface particles. Dust shall not be moved from place to place, but removed from the areas in which it lies by the most effective means (i.e., appropriately treated dust cloths, vacuum, etc.). Dust shall not be allowed to fall onto surfaces below as it's removed. Upon completion there shall be no foreign particles on any horizontal surface, in corners, crevices, moldings, ledges, window sills, etc.

There shall also be no oils, spots, or smudges left behind on dusted surfaces caused by dusting tools and/or chemical agents.

Document Description Page 10

“GARBAGE” – Includes any wet, partially wet or previously wet item (i.e. empty or partially empty cups, cans, bottles, etc.), any food item or by-product, and/or any item that has been used to wrap or contain food, plus plant material or any other items that may attract pests.

“MOP” – Hard surface cleaning utilizing any form of mop and a moderate amount of water (with a cleaning solution). After mopping floor should dry within a reasonable time, be clean & streak free.

“RINSE” – Application of fresh water to remove dirty cleaning solution. After rinsing, floor should dry promptly, be clean & streak free.

“SANITIZE” – The application (after cleaning) of an appropriate disinfectant designed to kill germs with no adverse effects on building occupants. The sanitizing chemical must not damage the surface on which it is applied (nor any adjacent surfaces) and no visible trace or objectionable odor shall be left behind.

“SCRUB” – Manual or mechanical agitation of a diluted cleaning solution on a hard surface with a brush and/or medium to course pad. After scrubbing; finished surfaces shall be, mark/scuff free, even, and ready for application of additional coats of finish, unfinished surfaces shall be free of ALL foreign substances.

“SPOT CLEANING” (Carpet) – Cleanup of dirt, debris, spills, stains, traffic patterns, etc. occurring in specific spots or areas between major carpet cleanings. The contract holder shall maintain the cleanliness and appearance of all accessible carpeted areas between full cleanings using one or more of the approved methods listed above.

Rooms, suites and/or other areas vacated between major cleanings shall be cleaned wall-to-wall prior to being reoccupied.

“SPOT CLEAN” (general) – Removal of surface contamination from a specific item or limited area utilizing methods appropriate to the surface material. After Spot Cleaning, targeted surfaces shall be free of dirt, oil, grit, finger/hand prints, marks, rings, spots, streaks, etc. Applies to all “washable” surfaces (i.e. glass, plastic, ceramic, metal, wood, rubber, vinyl, leather, etc.). Contractor must test clean an inconspicuous area first to verify cleaning process will not cause damage.

“STRIP” – The total removal of any prior floor finish from all accessible areas (including under desks, all other freestanding objects, and from/around baseboards). When completed, the floor should be free of all markings. Surface shall have an even, slightly dull in appearance and be properly prepared for application of an approved floor finish system. Any splash marks or “overspray”, which may have accumulated on base boards, walls, lower edges of doors, door jambs, furnishings, glass, etc., are to be removed. (Care must be taken to prevent damage to painted and other surfaces).

Document Description Page 11

“SWEEP” – Removal of all dirt & debris from accessible hard surface areas with a broom. After sweeping, floors are to be free of dirt, grit, debris & litter.

“TOPCOAT” – The application, after thorough scrubbing, of an additional coat of floor finish. When completed, floor surface should be even, moderately shiny, and free of all defects (i.e. too little or too much finish, mop, application & buffing marks, discoloration and/or hazing, footprints, etc.) and any foreign objects (dirt, particles, hair, dust, etc.).

“VACUUM” – Removal by suction of ALL loose foreign material from accessible surfaces. Vendor will determine what type vacuum they will use in the removal of ALL loose foreign material from accessible surfaces. Currently there is no special vacuums required for cleaning.

“WAX” – The application of an approved floor finish system to assure optimum floor maintenance. Unless otherwise specified, contractor shall be required to use the six

(6) step method (sweep, mop, strip, scrub & rinse, seal, and wax) using three (3) coats of sealer and four (4) coats of finish each time. After finishing, floor surface should be even, moderately shiny, and free of all defects (too little or too much finish, mop, application & buffing marks, discoloration and/or hazing, footprints, etc.) and any foreign objects (dirt, particles, hair, dust, etc.). Floor finish shall be non-staining, shall provide a high degree of slip protection and shall meet specifications of the Underwriters Laboratory. Vacated rooms, suites and/or other areas are to be refinished prior to being reoccupied.

Tasks and Frequency Schedules:

I. FLOORS

Carpets Vacuum – weekly Spot clean – as needed Clean (all) – yearly (see Building Information Table for schedule) Clean (hallways and high traffic areas) – yearly (see Building Information Table for schedule) Finished Flooring (VCT, Tile, Terrazzo, Marble, etc.)

Sweep or Dust mop – daily Damp mop – daily Buff (dry) – weekly Buff (spray) – monthly Scrub, Topcoat, and Buff – annually (see Building Information Table for schedule) Refinish – yearly (see Building Information Table for schedule) Other Flooring (concrete, clay tile, brick, stone, etc.)

Sweep/Dust Mop – daily Damp Mop – weekly Mop, Scrub, Rinse – monthly

Document Description Page 12

Specialized Flooring (rubber, resin, raised, etc.)

Sweep – daily Clean (per manufacturer’s instructions) – weekly Deep clean – monthly

II. STAIRWELLS

Stair Treads Sweep & Damp Mop – daily Landings Clean (per floor type) – daily Handrails Clean (wood or painted) or Polish (stainless, brass, etc) – weekly Dust (intermediate rails, balusters, balustrades, scrollwork, etc) – weekly

III. GLASS

Interior (doors, windows, partitions, display cases, railings, guards, etc) Spot Clean – daily Clean – weekly Exterior (entry doors & side lights) Spot clean – daily Clean – weekly

IV. METAL

Door Hardware (knobs, handles, push bars, push plates, etc) Clean & Sanitize – daily Polish – weekly Kick Plates & Safety Railings Clean (painted) or Polish (unpainted) – monthly

V. DUSTING

General (Furniture, Vents, Light Fixtures, Window Sills, etc) Dust – weekly Window Blinds Dust – monthly

VI. FURNISHINGS

Upholstered Seating Vacuum – monthly Hard Surface Seating Clean – weekly

Document Description Page 13

Conference Tables & Classroom Tables/Desks Clean – daily

VII. DINING AND BREAK AREAS

Expendable Supplies (paper towels, hand cleaner, etc) Replenish – daily Counters, Fixtures (sinks, etc), Fittings (faucets, handles, risers, etc) & Dispensers Clean and sanitize – daily Tables and Seating Clean and sanitize – daily Cabinets, Appliances, and Vending Machines (exterior only) Spot Clean – as needed Clean – weekly Floors Clean (per floor type) – daily Mop (w/ degreaser) – daily Deep Clean – monthly Walls Spot Clean – as needed Clean – monthly Trash Receptacles Empty & Reline – daily Wipe Clean and Sanitize – daily

VIII. RESTROOMS

Expendable Supplies (toilet tissue, paper towels, hand cleaner, etc) Replenish – daily

Counters, Fixtures (sinks, toilets, urinals, etc), Fittings (faucets, handles, risers, flush valves, etc) & Dispensers Clean and Sanitize – daily Mirrors Clean – daily Floors Damp Mop (w/ sanitizer) – daily Deep scrub – monthly Partitions Spot clean – as needed Clean & sanitize – weekly Walls Wash/Scrub – monthly Trash Receptacles

Document Description Page 14

Empty and Reline – daily Wipe Clean and Sanitize – daily

IX. MISCELLANEOUS

Trash Empty and Remove – if/when more than 2/3 full or contains garbage Replace Can Liner – when emptied Hose Clean & Sanitize large trash carts & recycling containers – weekly Corrugated Boxes Collect, Breakdown – daily Deliver to holding area – daily Walk-Off Mats & Carpet Runners Vacuum – daily Spot Clean – as needed Clean – semi annually (see Building Information Table for schedule) Water Fountains (top & sides) Clean and sanitize – daily Miscellaneous Surfaces (walls, doors, door & window frames, etc) Spot Clean – as needed Light Fixtures (lenses, covers, diffusers, globes, etc.)

Clean (inside & out) – as needed (min once per month) Dispensers (soap, paper towel, toilet tissue, etc.)

Repair or Replace – as needed Floor Drains Flush – weekly

X. ELEVATORS

Cab Floors Clean – daily Cab Walls & Doors Spot Clean – daily Damp Clean or Polish – weekly Call Button Panels & Buttons (cab and hall) Clean/polish & sanitize – daily Door Tracks (cab & hall) Vacuum – weekly

Insurance The Vendor shall provide, unless otherwise specified herein, insurance with no deductibles for the following types and amounts:

Document Description Page 15

1. Commercial General Liability ($1,000,000 combined single limit per occurrence for bodily injury and property damage with a $1,000,000 annual aggregate).

2. Workers’ Compensation and Employers Liability (Worker’s Compensation limits as required by the Labor Code of the Commonwealth of Kentucky and employers liability limits of $1,000,000 per accident).

3. The Contractor will require the Insurer to provide a Certificate of Insurance that shall indicate the Commonwealth and its agents as an additional named insured for the contract resulting from this solicitation. The certificates must be provided to the agency before any work is performed under the contract. Failure to provide the insurance coverage and certificates as required within twenty-one (21) days after receipt of contract will be considered breach of contract and grounds for contract termination. The Contractor shall keep current copies of the certificates on file during the contract period and shall provide the agency with current copies as updated.

4. The insurance shall be indorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the agency.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky.

Please mail a copy of the Insurance Policy within ten (10) days of award to the Commonwealth Buyer, Melissa Sachs.

Finance and Administration Cabinet Division of Engineering & Contract Administration

The Bush Building

403 Wapping Street, 2nd Floor

FRANKFORT KY 40601

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

Document Description Page 16

General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified.

It should be noted, however, that these requested items are written around specific needs of State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be for the initial period of one (1) year 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.

Document Description Page 17

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 <http://www.lrc.state.ky.us/kar/200/005/330.htm>.

Section 10 Signing Solicitation An authorized representative shall complete and sign where indicated on the solicitation sheet that is the front page of this solicitation and elsewhere as identified in this solicitation. FAILURE TO DO SO SHALL RESULT IN A NON-

RESPONSIVE BID/PROPOSAL.

Acknowledgment of Addenda to Solicitations It is the vendor's responsibility to check the web site for any modifications to this solicitation. If modifications have been made, the vendor's signature is required on the latest addendum. Acknowledgment shall be received prior to the hour and date specified for receipt of offers. Verbal acknowledgment shall not be accepted.

Failure to acknowledge the latest addendum of this solicitation shall cause the bid to be deemed non-responsive if the latest addendum is material to the procurement.

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

Department for Facilities and Support Services (DFSS)

The owner reserves the right, with consent of the contractor, to add additional DFSS locations and items to this contract.

Section 12 Solicitation Submission Requirements Vendors shall submit one (1) signed original of the solicitation response under sealed cover, which shall be received no later than the date and time indicated on the face of this solicitation. Any response received after this date and time shall be rejected and returned unopened to the bidder. Any response not under sealed cover shall be rejected.

Document Description Page 18 http://www.lrc.state.ky.us/kar/200/005/330.htm

*The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering”. (Merriam-Webster Dictionary, http://www.merriam-webster.com/dictionary/seal)

A bidder shall identify their response to a solicitation on the response envelope for a hard copy bid. Any response not sufficiently identified on the sealed cover, requiring it to be opened for identification, shall be rejected.

Bid Responses shall be addressed and submitted to:

Melissa R. Sachs, CPPO

COMMONWEALTH OF KENTUCKY

Finance and Administration Cabinet Division of Engineering & Contract Administration

The Bush Building

403 Wapping Street, 2nd Floor

FRANKFORT KY 40601

The outside cover of the package containing the Bid Response, at a minimum, shall be marked with:

NAME OF SOLICITATION

SOLICITATION NUMBER

NAME OF VENDOR SUBMITTING RESPONSE

DATE AND TIME OF BID OPENING

Fax Bid Response copies and Electronic Bid Responses 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:

Experience Pass/Fail Price 100 Points

TOTAL POINTS 100 Points

Document Description Page 19

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. VENDOR SHALL ENTER PRICE AND TOTAL PRICE ON EACH LINE ON THE BID SHEET on or around page 2 above.

If adequate space is not available, the vendor must attach additional information that clearly cross-references the appropriate location in the solicitation (i.e. page number, paragraph, subject, etc.).

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.

EXPERIENCE (Pass/Fail) Vendors shall be required to show proof of janitorial services performed in the same type(s) of space on a comparable scale. Bidders must have at least two (2) years of experience with operations, encompassing at least one (1) facility in excess of 45,000

sq. ft. Vendor is to provide at least three (3) comparable janitorial services contracts.

Contracts provided shall be current (not more than five (5) years old) contract(s) or agreement(s) substantiating this requirement, this must be submitted with the bid package. Confidential and/or proprietary information must be clearly labeled as such.

Documentation provided for confirmation of experience requires the following minimum information:

1. Copy of first page and/or signature page of contract

2. Copy of page listing Name of contract holders

3. Description of contract Services provided

4. Contract Square footage cleaned

5. Contract Dates

6. Contact name, address, phone number and email address of contract requestor/issuer (this needs to be a valid phone and email address in order for Commonwealth of Kentucky to verify information for each contract that is provided for proof of experience)

PRICE (100 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

Document Description Page 20 and multiplying that percentage by the available points. For example, 100 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 100 points ($3.00 / $3.00 = 1.00 x 100 = 100). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 75 points ($3.00 / $4.00) = .75 x 100 = 75).

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.

(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.

Document Description Page 21

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 Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status. 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 indentified 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 affidavit which affirms that it meets the requirements to be considered a qualified bidder- affidavit form included. 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.

Document Description Page 22

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.

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, Document Description Page 23 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 Equipment Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and the latest or current year model and be in first class condition. Any unit failing to meet the foregoing requirements shall be returned to the contractor, at their expense, and replaced with a new unit.

The Commonwealth recognizes the rapid advancement of technology. If the bidder can provide new equipment of advanced technology after the award of the contract, the Commonwealth and the bidder may choose by mutual agreement to install such equipment. The price of the new technology equipment cannot exceed the cost of the award contract.

Section 19 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 20 Manuals and Distribution of Literature N/A

Section 21 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 22 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.

Document Description Page 24

Section 23 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 24 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 25 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.