Final_RFQ_107_2200000226_1_SO_FORM.PDF

Document ID: RFQ 107 2200000226 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: JANITORIAL SERVICES FOR ALJ OFFICES & HEARING SITES

Date Issued:

06/10/2022 Record Date:

2022-06-09

Solicitation Closes Date:

6/24/22 Time:

16:30

Solicitation No:

RFQ 107 2200000226

Online Bidding Prohibited: Yes For Information Call:

Linda Bramham 502-782-4412

Bid Receiving Location:

Labor - Fiscal Management

500 Mero Street 4th 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: RFQ 107 2200000226 Page: 2

Line Items

Commodity Group: Default

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

1 JANITORIAL -

BOWLING GREEN, KY

PR5287

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial -175 River Place Bowling Green, KY 42101

Shipping Information Labor - Fiscal Management

500 Mero Street 4th Floor Frankfort KY 40601

Billing Information Labor - Fiscal Management

500 Mero Street 4th Floor Frankfort KY 40601

Document ID: RFQ 107 2200000226 Page: 3

Submission Checklist

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

Item

BID

VENDORS MUST HAVE A MINIMUM OF FIVE YEARS EXPERIENCE

COMMONWEALTH OF KENTUCKY

KY LABOR CABINET

DEPARTMENT OF WORKERS’ CLAIMS

500 MERO STREET, 3RD FLOOR

FRANKFORT, KY 40601

Informal Solicitation for Nonprofessional Services

Please note: The Finance and Administration Cabinet Policy Procedure FAP 110-10-00: General Conditions and Instructions for Solicitations and Contracts is hereby incorporated by reference into this solicitation.

The Web site for entire Policies and Procedure manual: http://finance.ky.gov/ourcabinet/caboff/OOC/ policies.htm

Solicitation No: RFQ 107 2200000096 Due Date for Response: Close of Business 06/24/22

Return Request For Quotation to the above referenced address Return to Michelle McElmurray at the address shown below.

Site Visit: Required In order to submit a bid: Vendors are required to conduct a site visit at each location otherwise bid will be deemed non-responsive.

A required site visit listed below. This will be the only opportunity for bidders to inspect the site. All participants of the site visit are to meet at the location they are bidding on at the specified time and date listed. The site visit will allow bidder a chance to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract; to the extent such information is reasonable obtainable. In no event will a failure to inspect the site constitute grounds for a claim after award of the contract.

Date: Monday, June 20, 2022 Time 1:00 to 3:00 Central Standard time

175 River Place, Suites A, B Bowling Green, KY 42101, Square Footage 4,555

Questions regarding this RFQ - Questions shall be submitted via email to Michelle.McElmurray@ky.gov by Close Of Business on June 21, 2022 No questions shall be accepted after the deadline. Oral questions shall not be accepted at any time. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted no later than June 22, 2022 to the Commonwealth's E-Procurement page.

Agency Contact: Michelle McElmurray (all inquiries) Labor Cabinet Division of Fiscal Management 500 Mero Street

3rd Floor

Document Description Page 4

2200000226 JANITORIAL SERVICES FOR ALJ OFFICES & HEARING

SITES

http://finance.ky.gov/ourcabinet/caboff/OOC/policies.htm http://finance.ky.gov/ourcabinet/caboff/OOC/policies.htm

Frankfort, KY 40601 502-782-919 Michelle.Mcelmurray@ky.gov Terms and Conditions

1. One Location of Service: Kentucky Labor Cabinet, Department of Workers’ Claims, Administrative Law Judge Office(ALJ)

ALJ Offices/Hearing Site, 175 River Place, Suites A, B Bowling Green, KY 42101, Square Footage 4,555

2. Period of Service7/01/22 – 6/30/24. This contract may be extended at the completion of the initial contract period for one additional two-year period 7/1/2024- 6/30/2026.

3. Services provided by Vendor/Contractor/Proprietor: The service provider will clean and maintain in a clean and presentable manner all floors, offices and restroom facilities. The services will be performed after normal working hours for the Department of Workers’ Claims, which are 8:00 am through 4:30 pm, except on holidays. The facilities will be cleaned every Tuesday & Thursday (State Holidays will impact this schedule). This includes, but is not limited to, emptying all waste/can receptacles and replacing waste/can receptacle liners, sweeping floors, washing and waxing floors when necessary, and cleaning and stocking all restroom facilities. The facility shall be cleaned according to the following specifications:

4. General Requirements: The CONTRACTOR shall furnish all labor, materials, tools, cleaning supplies, and equipment necessary for performing janitorial services. All employees shall be at least 18 years of age and all workers must be employees of the contracted vendor. Subcontracted employees will not be accepted. The AGENCY shall provide the following: a storage space for the CONTRACTOR’S equipment and supplies; all disposable washroom supplies, such as toilet paper, paper towels, soap, and waste/can receptacle liners; and such light, water, and the electricity as are necessary to perform the services. The CONTRACTOR agrees to use the AGENCY’S supplies sparingly. The CONTRACTOR shall be issued keys to the facility to allow access necessary to perform the cleaning tasks. If the keys are lost, the CONTRACTOR agrees to pay a fee to the AGENCY not to exceed $100.00 (one hundred dollars) to cover the cost of re-keying the facility.

5. Materials used in performing services: The CONTRACTOR shall insure that all floor finishes will be non-staining, that they provide a high degree of slip protection and shine, and that they meet Underwriters laboratories (UL) specifications.

Disinfectant detergent cleaner shall be used for all normal cleaning purposes. Dust mop treatment materials which leave an oily residue shall not be used. Upon the contract award, the CONTRACTOR shall submit a list of materials and Material Safety Data Sheets (MSDS) that will be used in providing the cleaning services. Vendor is responsible for updating the MSD Sheets as additional chemicals are added the clean the building. The AGENCY may disapprove any product prior to the time the CONTRACTOR commences performing the services.

6. Frequency of Services:

EVERY TUESDAY & THURSDAY – ALL AREAS:

Empty all waste/can receptacle, reline waste/can receptacle with new waste/can bag; collect and remove all trash for building; clean drinking fountains; dust desks, chairs, tables, etc.; spot clean glass, interior doors, and partitions; dust, sweep or vacuum floors. Clean all glass top tables with a non- smearing glass cleaner.

EVERY TUESDAY and THURSDAY – BATHROOMS:

Clean, scrub and sanitize/disinfect all toilet seats, bowls, urinals, and sinks (especially drain ring and around faucets)

Empty all sanitary disposal containers in the ladies’ restroom and reline

Clean and polish all chrome fittings

Document Description Page 5

2200000226 JANITORIAL SERVICES FOR ALJ OFFICES & HEARING

SITES

mailto:Michelle.Mcelmurray@ky.gov

Clean mirror glass

Dust and clean partitions

Clean walls

Mop floors, and around fixtures

Check and refill all dispensers

Restock all paper supplies and have at least 2 full rolls on back of each commode

BI-WEEKLY – ALL AREAS:

Clean waste baskets (inside and out)

Clean telephones

Damp clean desks, chairs, tables, etc.

Clean glass walls, interior doors and partitions; door kicks, push plates, handles, and frames

Vacuum or dust blinds, drapes, ceiling vents, and cloth chairs

Clean and polish bright metal surfaces

Damp clean ceiling vents

Dust wood paneled surfaces.

MONTHLY – ALL AREAS:

Dust and polish desks, chairs, tables and wood surfaces.

Dust high and low horizontal surfaces including ledges, molding, ducts, pipes, heating outlets, etc.

Clean baseboards & corners in all areas.

Vacuum, dust tops of cabinets, desks, without disturbing papers and personal items, tables, pictures, fire extinguishers and removes all cobwebs from walls and ceilings

Clean all air returns vents.

QUARTERLY – WINDOWS:

Clean all windows inside and outside including window sills.

SEMI-ANNUALLY:

Strip, seal, and wax all time floors –Six (6) step method (sweep, mop, strip, scrub, seal and wax) two (2) coats of sealer and four (4) coats of wax are to be used each time. Floor finish shall be non-staining, shall provide a high degree of slip protection and shall meet specifications of the Underwriters laboratory.

Carpets shall be cleaned by extraction method.

7. Items/Supplies/Equipment provided by Agency (if necessary) and Provider: The agency will provide all consumable supplies, i.e. toilet paper, paper towels, hand soap, etc. The service provider will provide all cleaning supplies and equipment, i.e. Floor and fixture cleaning detergents, floor waxes, brooms, brushes, mops, and floor care equipment.

8. Inspection and Acceptance of Services: The provider will have weekly or semiweekly inspections with the agency representative. During this inspection the provider and agency will review the facilities and discuss any improvements or changes, if needed. The agency representative will approve the provider’s invoice before payment is authorized.

Document Description Page 6

2200000226 JANITORIAL SERVICES FOR ALJ OFFICES & HEARING

9. Invoicing Instructions: The Vendor is responsible to submit an invoice to the agency at the address indicated above on or before the 10th of the month following the month in which the service(s) were rendered. The agency representative will approve the vendors invoice before payment is authorized.

10. Payment Terms: The commonwealth shall pay all invoices in accordance with KRS44.010, KRS 45.453 and KRS 45.454 which basically is “when due, and within 30 working days after receipt of approved invoice.”

11. Total cost restriction: Cost of services shall not exceed $20,000 per fiscal year.

12. Taxes: The agency shall furnish the tax exemption number for applicable tax exempt purchases.

13. Governmental Mandates (Workman’s Compensation, Unemployment Insurance etc.): The Vendor/Contractor/Proprietor is responsible for compliance with all applicable mandates concerning this agreement. For the purposes of this contract the Vendor/Contractor/Proprietor is deemed to be an independent agent and is not considered to be an employee of the Commonwealth. This agreement is governed by the laws of the Commonwealth of Kentucky.

14. Modifications to Contract: Either party may terminate this agreement at any time for just cause, or either party may cancel this agreement with thirty (30) days written notice.

15. Termination of Contract: Either party may terminate this agreement at any time for just cause, or either party may cancel this agreement with thirty (30) days written notice.

16. Method of Award: Award will be made to the lowest evaluated responsive, responsible best value offeror. The agency will issue a notification of award accepting the best value offer. Prompt Payment may be considered in award criteria. The scoring of bids/proposals is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries. See below.

17. Basis of Price Quotation: The provider agrees to provide the cleaning services as requested above for the monthly price of $000.00, and agrees to monthly payments made within thirty (30) working days after receipt of approved invoice by the agency. Approved invoice means the agency has approved the work provided during the period indicated on the invoice.

18. Renewal Clause: The awarded contract may be extended at the completion of the initial contract period for an additional two-year period from 07/01/24 – 06/30/26. The extension must have the written approval of the service provider and the agency.

19. Governing Law: This Contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky and any litigation with respect to this Contract shall be brought in state or federal court in Franklin County, Kentucky.

20. Access to Records: The contractor, as defined in KRS 45A.030 (9) agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this contract for the purpose of financial audit or program review. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61.878(1)(c). The contractor also

Document Description Page 7 recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

In the event of a dispute between the contractor and the contracting agency, Attorney General, or the Auditor of Public Accounts over documents that are eligible for production and review, the Finance and Administration Cabinet shall review the dispute and issue a determination, in accordance with Secretary's Order 11-004.

21. Discrimination: Discrimination (because of race, religion, color national origin, sex, sexual orientation, gender identity, age or disability) is prohibited. This section applies only to contracts utilizing federal funds, in whole or in part. During the performance of this contract, the contractor agrees as follows:

(1) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, nation origin, sex, sexual orientation, gender identity, or age. The contract further agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336, and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified disabled individuals under any program or activity. The contractor agrees to provide, upon request, needed reasonable accommodations. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but not be limited to the following; employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay of other forms of compensations; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.

(3) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance.

(4) The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 as amended, and of the rules, regulations and relevant orders of the Secretary of Labor.

(5) The contractor will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, as amended, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

(6) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally-assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in or as otherwise provided by law.

Document Description Page 8

(7) The contractor will include the provisions of paragraphs (1) through (7) of section 202 of Executive Order 11246 in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor, issued pursuant to section 204 of Executive Order No. 11246 of September 24, 1965, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions including sanctions for noncompliance;

provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

The undersigned hereby swears and affirms that he/she has the authority to contract on behalf of the Vendor/Contractor/ Proprietor, and agrees to the terms and conditions contained herein or incorporated by reference herein.

X X Signature (Must be completed by Vendor/Proprietor’s authorized agent to be considered)

Company Name/Complete Address/Phone Number/Date

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 agency evaluation committee, or a designated individual, will evaluate the information provided by the vendor(s) in response to the established measurable criteria contained in the solicitation. With the ranking approach price is one of the measurable criteria components of the solicitation. The measurable criteria are added together to determine the vendor’s total score. The vendor with the highest score has the highest ranking. Award is made to the vendor with the highest ranking. If there is only one best value response to the solicitation, the evaluation process may be waived and award may be made to the only responsive, responsible vendor.

For example, if vendor “A” is evaluated by only one evaluator and received a total score of 95 points then that vendor would have a 95 ranking. And if vendor “B” (responding to the same solicitation) received a total score of 90 points then he would have a 90 ranking. If more than one evaluator is used, then the combined score of all evaluators for each vendor is the score to be used to determine the ranking for the vendor. Again, award will be made to the vendor with the highest ranking. If award is by line item(s) or subtotal(s), the line item(s) or subtotal(s) will be ranked instead of the total bid amount.

Measurable Criteria:

Price 90 points Experience 10 points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the vendor. The information will be furnished in the spaces provided below. If adequate space is not

Document Description Page 9 available, the vendor must attach additional information that clearly cross-references the appropriate location in the solicitation (i.e. page number, paragraph, subject, etc.).

Price (90 points) - The vendor with the lowest price receives the maximum score. The vendor 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, assume vendor A has the low offer at $13,000 then he would receive 90 points ($13,000/$13,000 = 1.00 x 90 = 90). Assume $15,000 is the next low offer by bidder B, then he receives 78 points ($13,000/$15,000 = 0.87 x 90 = 78), etc.

Vendor’s Bid Price: ___________________________________

Number of years of experience (10 points) - The vendor with the greatest number of years’ experience (not to exceed 10 years for evaluation purposes and this is determined by agency) receives the maximum points. This category is worth 10 points and assume vendor “A” has 10 years’ experience in this field, then (10/10 = 1.00 x 10 = 10 points). Assume vendor “B” has 5 years’ experience in this field, then (5/10 = .50 x 10 = 5 points, etc.)

Years of Experience: ____________________________________

Vendor shall state correct number of years’ experience. If the vendor has more than ten (10) years’ experience, the vendor shall state that number.

The vendor agrees that when delivery/service is not made within the contracted due date, one percent (1%) per day will be deducted from the vendor’s invoice for each day the vendor fails to meet the contracted delivery/service date.

The Commonwealth reserves the right to negotiate all aspects of the solicitation with the evaluated best value vendor.

(Note to agency – make the appropriate changes to the above draft to suit or meet your requirements

– remember best value criteria has to be objective and you must inform the prospective vendors how it will be evaluated – please refer to the above examples)

Reciprocal preference for Kentucky resident bidders

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

Document Description Page 10

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

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

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

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

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

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

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

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

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

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

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

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

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

200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required 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 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.

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

Document Description Page 11 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.

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