Final_RFQ_520_2300000176_1_SO_FORM.PDF

Document ID: RFQ 520 2300000176 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: FY 24 Northern Lab Janitorial Services

Date Issued:

06/05/2023 Record Date:

06/05/2023

Solicitation Closes Date:

06/15/2023 Time:

14:00

Solicitation No:

RFQ 520 2300000176

Online Bidding Prohibited: No For Information Call:

Nick Cavender 502-782-5199

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: RFQ 520 2300000176 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

Shipping Information KSP Forensic Laboratory - Northern Branch

5690 East Alexandria

Cold Springs KY 41076-9734

Billing Information KSP Forensic Laboratory - Northern Branch

5690 East Alexandria

Cold Springs KY 41076-9734

Document ID: RFQ 520 2300000176 Page: 3

Submission Checklist

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

Item Proposed Cost Solution. Submit electronically by Closing Date & Time.

How many years in business.

COMMONWEALTH OF KENTUCKY

Justice Cabinet, Kentucky State Police Forensic Laboratory-Northern Branch

5690 East Alexandria Cold Spring, KY 41076

Informal Solicitation for Nonprofessional Services

Please note: Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Request for quotation” 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.

Solicitation Instructions Due Date for Response: 2:00 PM eastern standard time June 15, 2023

Vendor shall provide their response to this request in the spaces provided in the below template. Template will need to be included as part of your electronic submittal.

Bid Specifications (Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement)

1. Location of Service: Kentucky State Police Forensic Laboratory- Northern Branch, 5690 East Alexandria (3 floors), Cold Spring, KY 41076.

2. Period of Service: from July 1, 2023, to June 30, 2024. This contract may be extended at the completion of the initial contract period for 1 additional one-year period.

3. Insurance: Vendor must be bonded and maintain a general liability insurance policy with a $25,000.00 minimum coverage for property damage. Proof must be provided to the location prior to 1st day of the contract.

4. Background Checks: Vendor must provide the name, address, date of birth, and social security number for each employee with access to this facility for KSP to conduct a criminal history record check. KSP reserves the right to deny access to any person based on the results of the criminal records checks.

5. Services provided by Vendor/Contractor/Proprietor: The vendor will clean and maintain in a clean and presentable manner all floors, offices, and restroom facilities. The services will be performed during normal working hours with the exception of stripping and waxing floors, 2 days/per week on Tuesdays and Thursdays. If the facility is closed on either scheduled service day vendor shall schedule a makeup day in the same week to ensure the facility is serviced twice each week. This includes but is not limited to

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2300000176 FY 24 Northern Lab Janitorial Services http://eprocurement.ky.gov http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx emptying all trashcans, sweeping floors, washing, and waxing floors when necessary, and cleaning and stocking all restroom facilities.

Each Visit:

1. Empty all trash receptacles in the laboratory (bags changed as needed) and take to the dumpster. (Note: Cardboard boxes must be broken down before being placed in the dumpster)

2. Clean and disinfect restrooms including all surfaces, mirrors, sinks, and toilets.

3. Refill restroom soap dispensers, towel holder, toilet paper holders, and lotion dispensers, daily or as needed. (Note: These supplies are furnished by agency)

4. Sweep restrooms.

5. Sweep all tile floors in the laboratory spaces and the break room.

6. Dust all furniture in the secretarial and evidence-receiving areas of the laboratory.

7. Clean the break room counter and tables with a disinfecting solution. (Note: this does not include washing dishes).

8. Mop the restrooms and break room with a disinfecting solution.

9. Clean the front entrance doors and the window in the front entry areas.

10. Vacuum the front entry area and the evidence receiving room.

11. Vendor is to produce a signature sheet that is date/time stamped and signed by a laboratory employee daily to provide proof of services being rendered. Vendor will only invoice for services rendered and is to send a copy of the signature sheet along with the invoice when requesting payment.

Weekly Cleaning:

1. Mop all the tile floors in the work areas of the lab (with the exception of the evidence rooms) with a disinfecting solution.

2. Vacuum all carpeted areas of the laboratory.

3. Dust and damp wipe all furniture in the conference room and in the commander's office.

4. Remove dust and cobwebs from ceilings, floors, and corner areas.

5. Clean fingerprints and spots on the light switches and walls.

Monthly Cleaning:

1. Dust and wet wipe all heating vents and return air grates.

2. Vacuum the corners of all carpeted areas in the laboratory

3. Dust or vacuum blinds in the front office areas.

4. Dust all EXIT signage, fire extinguishers, and door frames; and damp wipe all doors, door frames, handles, etc.

5. Wash all front windows inside and out.

Quarterly Cleaning:

1. Wash all light fixtures and frames.

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2300000176 FY 24 Northern Lab Janitorial Services

2. Sweep and mop all evidence rooms with a disinfecting solution under the direct supervision of the laboratory supervisor or designee.

Yearly Cleaning:

1. All resilient floors are to be stripped, cleaned, and waxed with not less than three coats of wax yearly.

2. All carpets are to be shampooed yearly.

6. Items/Supplies/Equipment provided by Agency (if necessary) and Provider:

Agency will provide all consumable non-cleaning supplies, i.e., toilet paper, paper towels, hand soap, etc.

Vendor will provide all cleaning supplies/chemicals and equipment, i.e., floor and fixture cleaning detergents, floor waxes, brooms, brushes, mops, and floor care equipment necessary to fulfill the above-listed cleaning duties.

7. 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.

8. Invoicing Instructions: The vendor is responsible for submitting the invoice along with the required signature sheet to the agency at the address indicated above on or before the 10th of the month after the service(s) were rendered.

9. Payment Terms: The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods or a vendor’s accurate invoice in accordance with KRS 45.453 and KRS 45.454.

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

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

12. Governmental Mandates (Workman’s Compensation, Unemployment Insurance, etc.):

All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. The relationship between the State and the

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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 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.

13. Modifications to Contract: The agency reserves the right to modify this agreement for the addition or deletion of requirements deemed necessary by the agency with the mutual agreement of both parties; however modifications will not result in the expenditures against this contract exceeding $20,000 per fiscal year.

14. Termination of Contract: This Contract shall be subject to the termination provisions set forth in 200 KAR 5:312.

15. Method of Award: Award will be made to the vendor, whose offer, conforming to the request for quotation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein. 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.

16. Basis of Price Quotation: The provider agrees to provide the cleaning services as requested above for the monthly price of $_____ 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.

17. Years in Service: Vendor shall state how many years they have been in business and provide a copy of their Secretary of State Registration form to validate. ____ years.

18. Governing Law: This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245.

19. Access to Records: The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, 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 agreement for the purpose of financial audit

Document Description Page 7 or program review. The Contractor also 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. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

20. 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, national origin, sex, sexual orientation, gender identity, or age. The contractor 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 or 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.

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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 canceled, 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.

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 request for quotation, 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 request for quotation.

Price: 90 points Years in Business: 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.

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

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A bidder shall submit one (1) response to a request for quotation and shall not propose more than one (1) model/brand for each item listed in the request for quotation, 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 request for quotation 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.

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

YEARS IN BUSINESS 10 points The bidder with the highest years in business will receive 10 points. Other offers will be scored by dividing the most years by the next most years and multiplying the available points by that resulting percentage. Bidder shall provide a copy of their Secretary of the State Registration to provide proof of years of service.

For example, if the most years is 20 years, that bidder receives 10 points. If the next number of years is 15 years, that bidder receives .75 points. (15/20 = .75 X 10 = 7.5 points, etc.)

For example, if the best delivery offer is 20 days, that bidder receives 10 points. If the next best delivery offer is 30 days, that bidder receives 6.67 points. (20/30 = .666666 X 10 = 6.66 = 6.67 points, etc.)

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

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(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 request for quotation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.

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

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder.

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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 request for quotation. 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 request for quotation: 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 request for quotation 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.

Bidder, Offeror, or Contractor Mandatory Representations Compliance with Commonwealth Law

The contractor represents that, pursuant to KRS 45A.485, they and any subcontractor performing work under the contract will be in continuous compliance with the KRS chapters listed below and have revealed to the Commonwealth any violation determinations within the previous five (5) years:

KRS Chapter 136 (CORPORATION AND UTILITY TAXES) KRS Chapter 139 (SALES AND USE TAXES) KRS Chapter 141 (INCOME TAXES) KRS Chapter 337 (WAGES AND HOURS) KRS Chapter 338 (OCCUPATIONAL SAFETY AND HEALTH OF EMPLOYEES) KRS Chapter 341 (UNEMPLOYMENT COMPENSATION) KRS Chapter 342 (WORKERS' COMPENSATION)

Boycott Provisions If applicable, the contractor represents that, pursuant to KRS 45A.607, they are not currently engaged in, and will not for the duration of the contract engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which Kentucky can enjoy open trade. Note: The term Boycott does not include actions taken for bona fide business or economic reasons, or actions specifically required by federal or state law.

If applicable, the contractor verifies that, pursuant to KRS 41.480, they do not engage in, and will not for the duration of the contract engage in, in energy company boycotts as defined by KRS 41.472.

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2300000176 FY 24 Northern Lab Janitorial Services https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22431 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37644 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37663 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37674 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38890 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38899 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38902 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38914 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=48539

Lobbying Prohibitions The contractor represents that they, and any subcontractor performing work under the contract, have not violated the agency restrictions contained in KRS 11A.236 during the previous ten (10) years, and pledges to abide by the restrictions set forth in such statute for the duration of the contract awarded.

The contractor further represents that, pursuant to KRS 45A.328, they have not procured an original, subsequent, or similar contract while employing an executive agency lobbyist who was convicted of a crime related to the original, subsequent, or similar contract within five (5) years of the conviction of the lobbyist.

Document Description Page 13 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50541 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=52935