ITB 250000005 Bethel Janitorial Services.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

BETHEL READINESS JANITORIAL SERVICES

ITB 250000005

OCTOBER 16, 2024

THE STATE OF ALASKA, DEPARTMENT OF MILITARY AND VETERANS AFFAIRS,

ALASKA ARMY NATIONAL GUARD, FACILITIES MANAGEMENT OFFICE IS SEEKING

JANITORIAL SERVICES AT THE ALASKA ARMY NATIONAL GUARD READINESS

CENTER, AND HANGAR IN BETHEL, ALASKA.

IMPORTANT NOTICE: If you received this solicitation from the State of Alaska’s “Online Public Notice” web site, you must register with the procurement officer listed below if you desire to receive notification of subsequent amendments to the solicitation.

BIDDER'S NOTICE: By signature on this form, the bidder certifies that they comply with the following:

(1) the bidder has a valid Alaska business license or will obtain one prior to award of any contract resulting from this ITB. If the bidder possesses a valid Alaska business license, the license number must be written below or one the following forms of evidence must be submitted with the bid:

• a canceled check for the business license fee;

• a copy of the business license application with a receipt date stamp from the State's business license office;

• a receipt from the State’s business license office for the license fee;

• a copy of the bidder’s valid business license;

• a sworn notarized affidavit that the bidder has applied and paid for a business license;

(2) the price(s) submitted was arrived at independently and without collusion, under penalty of perjury, and that the bidder is complying with:

• the laws of the State of Alaska;

• the applicable portion of the Federal Civil Rights Act of 1964;

• the Equal Employment Opportunity Act and the regulations issued thereunder by the state and federal government;

• the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government;

• the bid will remain open and valid for at least 90 days;

• all terms and conditions set out in this Invitation to Bid (ITB).

If a bidder does not hold an Alaska Business License (1) at the time designated in the ITB for opening the state will disallow the Alaska Bidder Preference. Bids must also be submitted under the name as appearing on the bidder’s current Alaska business license in order to receive the Alaska Bidder Preference. If a bidder fails to comply with (2) of this paragraph, the state may reject the bid, terminate the contract, or consider the Contractor in default.

DEPARTMENT OF MILITARY & VETERANS AFFAIRS

DIVISION OF ADMINISTRATIVE SERVICES COMPANY SUBMITTING BID

AUTHORIZED SIGNATURE

PROCUREMENT OFFICER:

Brandy L. Halverson PRINTED NAME

PHONE: (907) 428-7221

EMAIL: mvadasprocurement@alaska.gov DATE mailto:mvadasprocurement@alaska.gov

STATE OF ALASKA – INVITATION TO BID ITB 250000005

BETHEL JANITORIAL SERVICES

2 Revised 8/8/2024

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.07 SITE INSPECTION ............................................................................. ERROR! BOOKMARK NOT DEFINED.

SEC. 1.08 RETURN INSTRUCTIONS

SEC. 1.09 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.10 AMENDMENTS TO BIDS

SEC. 1.11 AMENDMENTS TO THE ITB

SEC. 1.12 ITB SCHEDULE

SEC. 1.13 PRE-BID CONFERENCE/TELECONFERENCE ........................... ERROR! BOOKMARK NOT DEFINED.

SEC. 1.14 ALTERNATE BIDS

SEC. 1.15 SUPPORTING INFORMATION

SEC. 1.16 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

SEC. 2.02 CONTRACT TERM

SEC. 2.03 CONTRACT TYPE

SEC. 2.04 PAYMENT FOR STATE PURCHASES

SEC. 2.05 CONTRACT ADMINISTRATION

SEC. 2.06 CONTRACT PRICE ADJUSTMENTS

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

SEC. 2.08 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.09 SUBCONTRACTORS

SEC. 2.10 JOINT VENTURES

SEC. 2.11 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.12 EQUIPMENT INSPECTION

SEC. 2.13 NEW EQUIPMENT ............................................................................. ERROR! BOOKMARK NOT DEFINED.

SEC. 2.14 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.15 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.16 BILLING INSTRUCTIONS

SEC. 2.17 ESTIMATED QUANTITIES

SEC. 2.18 WARRANTY ..................................................................................... ERROR! BOOKMARK NOT DEFINED.

SEC. 2.19 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.20 INDEMNIFICATION

SEC. 2.21 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 PRICES

SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

SEC. 4.02 APPLICATION OF PREFERENCES

SEC. 4.03 ALASKA BIDDER PREFERENCE

SEC. 4.04 ALASKA VETERAN PREFERENCE

SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 4.06 USE OF LOCAL FOREST PRODUCTS ................................................... ERROR! BOOKMARK NOT DEFINED.

SEC. 4.07 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE ....... ERROR! BOOKMARK NOT DEFINED.

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SEC. 4.08 ALASKA PRODUCT PREFERENCE ...................................................... ERROR! BOOKMARK NOT DEFINED.

SEC. 4.09 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.10 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.11 PREFERENCE QUALIFICATION LETTER

SEC. 4.12 EXTENSION OF PRICES

SEC. 4.13 METHOD OF AWARD

SEC. 4.14 CONTRACTOR SELECTION PROCESS

SEC. 4.15 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 INFORMAL DEBRIEFING

SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.03 AUTHORITY

SEC. 5.04 COMPLIANCE

SEC. 5.05 SUITABLE MATERIALS, ETC

SEC. 5.06 SPECIFICATIONS

SEC. 5.07 BRAND SPECIFIC

SEC. 5.08 ITEM UPGRADES

SEC. 5.09 WORKMANSHIP AND MATERIALS

SEC. 5.10 CONTRACTOR SITE INSPECTION

SEC. 5.11 ORDER DOCUMENTS

SEC. 5.12 HUMAN TRAFFICKING

SEC. 5.13 RIGHT OF REJECTION

SEC. 5.14 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.15 DISCLOSURE OF BID CONTENTS

SEC. 5.16 ASSIGNMENTS

SEC. 5.17 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.18 DEFAULT

SEC. 5.19 DISPUTES

SEC. 5.20 SEVERABILITY

SEC. 5.21 CONTRACT CANCELLATION

SEC. 5.22 GOVERNING LAW; FORUM SELECTION

SEC. 5.23 QUALIFIED BIDDERS

SEC. 5.24 FEDERALLY IMPOSED TARIFFS

SEC. 5.25 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

STATE OF ALASKA – INVITATION TO BID ITB 250000005

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Military and Veterans Affairs, Alaska Army National Guard, Facilities Management Office is soliciting bids for weekly janitorial services at the Alaska Army National Guard Readiness Center and Hangar located in Bethel, Alaska.

SEC. 1.02 BUDGET

The Department of Military & Veterans Affairs, Alaska Army National Guard, Facilities Management Office, estimates a budget of between $48,000.00 and $60,000.00 dollars for the first year of this contract.

Bids priced at more than $60,000.00 will be considered non-responsive.

The first term is 2-years (the bid schedule will be multiplied by 2 by the Procurement Officer), with three 1-year renewal options based on the sole discretion of the State.

Approval or continuation of a contract resulting from this ITB is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 2:00 P.M. Alaska Time on November 6, 2024, at which time they will be publicly opened. Late bids or amendments will be disqualified and not opened or accepted for evaluation.

SEC. 1.04 PRIOR EXPERIENCE

No specific minimums have been set for this ITB.

SEC. 1.05 REQUIRED REVIEW

Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material in the ITB should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of bids. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective bid, upon which award cannot be made, and the resultant exposure of bidders' prices.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing. Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the ITB. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the ITB. The procurement officer will make that decision.

SEC. 1.07 RETURN INSTRUCTIONS

Bidders must submit one hard copy of their entire bid, in writing, to the procurement officer in a sealed package. The sealed bid package must be addressed as follows:

STATE OF ALASKA – INVITATION TO BID ITB 250000005

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Department of Military and Veterans Affairs

Division of Administrative Services Attention: PROCUREMENT OFFICE Invitation to Bid (ITB) Number: 250000005

ITB Title: Bethel Janitorial Services

If using U.S. mail, please use the following address:

P.O. Box 5308 Joint Base Elmendorf-Richardson, AK 99505

If using a delivery service, please use the following address:

49000 Army Guard Road, Suite B105B Joint Base Elmendorf-Richardson, AK 99505

If submitting a bid via email, the bid may be emailed to MvaDasProcurement@alaska.gov and must contain the ITB number in the subject line of the email. The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the bid exceeds this size, the bid must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Like sending a hard copy bid, if you are emailing your bid, the state recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of bids.

It is the bidder’s responsibility to contact the issuing agency at 907-428-7221 to confirm that the bid has been received. The state is not responsible for unreadable, corrupt, or missing attachments

SEC. 1.08 ASSISTANCE TO BIDDERS WITH A DISABILITY

Bidders with a disability may receive accommodation regarding the means of communicating this ITB or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of bids.

SEC. 1.09 AMENDMENTS TO BIDS

Amendments to or withdrawals of bids will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of bids, in accordance with 2 AAC 12.140. No amendments or withdrawals will be accepted after the deadline unless the delay is due to an error of the contracting agency, in accordance with 2 AAC 12.160.

SEC. 1.10 AMENDMENTS TO THE ITB

If an amendment is issued before the deadline for receipt of bids, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided mailto:MvaDasProcurement@alaska.gov

STATE OF ALASKA – INVITATION TO BID ITB 250000005

6 Revised 8/8/2024 to all who were notified of the ITB and to those who have registered with the procurement officer after receiving the ITB from the OPN.

SEC. 1.11 ITB SCHEDULE

The ITB schedule below represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of bids, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time (AKST).

ACTIVITY TIME DATE

Issue Date / ITB Released N/A October 16, 2024 Deadline for Receipt of Bids / Bid Due Date 2:00pm AKST November 6, 2024 ANTICIPATED Bid Evaluations Complete N/A November 7, 2024 ANTICIPATED Notice of Intent to Award N/A November 7, 2024 ANTICIPATED Contract Issued N/A November 17, 2024

This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Military & Veterans Affairs, or the Commissioner's designee. Upon written notice to the Contractor, the state may set a different starting date for the contract.

The state will not be responsible for any work done by the Contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE BIDS

Bidders may only submit one bid for evaluation. In accordance with 2 AAC 12.830 alternate bids (bids that offer something different than what is asked for) will be rejected.

SEC. 1.13 SUPPORTING INFORMATION

Provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the state reserves the right to request supplemental information from the bidder, after the bids have been opened, to ensure that the products or services offered completely meet the ITB requirements. The requirement for such supplemental information will be at the reasonable discretion of the state and may include the requirement that a bidder will provide a sample product(s) so that the state can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the state, may cause the state to consider the offer non-responsive and reject the bid.

SEC. 1.14 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery.

Also included as material terms are those which are clearly identified in the ITB, and which must be complied with at risk of bid rejection for non-responsiveness.

STATE OF ALASKA – INVITATION TO BID ITB 250000005

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SECTION 2. SCOPE OF WORK AND CONTRACT

INFORMATION

SEC. 2.01 SCOPE OF WORK

GENERAL CONDITIONS.

Scope: The Contractor must furnish all labor, supervision, materials, supplies, tools, and equipment to satisfactorily perform the services required by this ITB. Contractor must comply with all applicable Federal and State labor, wage and hour, safety and associated laws which have a bearing on the services provided. All equipment required to perform this contract must be Contractor owned. Scaffolding may be rented on an as needed basis or seasonal need.

CONTRACT START-UP MEETING

Prior to beginning any work on the contract, the Contractor will meet with the Program Manager at a mutually agreed time and location. Purpose of the meeting will be to discuss the Contractor and State's expectations, review the scope of services, and exchange contact information. May be determined between a contracted vendor and Project Manager to schedule a teleconference if meeting in person does not work for either party.

At the start-up meeting the:

Contractor must provide:

• A copy of Quality Control procedures;

• A list of all cleaning and restroom supplies that will be used during the contract to include product name, manufacturer, and item use;

• MSDS's on all chemicals that will be used during the contract; and

• An annual schedule for services.

State will provide:

• Any key(s) or security access code(s) that may be required for the Contractor to access the facility or area(s) within the facility;

• Any information that may affect the Contractor's schedule or ability to provide required services, i.e., incident management activities, training, etc.

PERFORMANCE REQUIREMENTS:

1. WORK SCHEDULE: Services are to be performed two (2) days a week on Tuesdays and Thursdays between the hours of 8:30am and 4:00pm Alaska Standard Time. The Contractor will coordinate a schedule of frequency and time of service with the agency contact for other services such as stripping, waxing and carpet cleaning. In the event it is necessary for the State to change the schedule, after notification the Contractor will have seven days to have the new schedule in effect. At the start of the contract, the Contractor will provide the number of man hours and employees that are needed to perform the daily and weekly services for each building, this will determine the schedule that will be used and approved by the project manager. The Contractor shall

STATE OF ALASKA – INVITATION TO BID ITB 250000005

8 Revised 8/8/2024 perform janitorial services in a manner to create minimum disturbance or inconvenience to the use of the facility or State staff.

If a scheduled service day falls on a holiday no services will be provided (reference section 18).

2. MANAGER, EMPLOYEES & SUPERVISION: The Contractor shall assign a full-time manager who shall be available daily for communication and coordination of custodial functions and quality control with the Department of Military & Veterans Affairs. The manager shall have full authority to act for the Contractor in all matters relative to the performance of this contract. The Contractor shall be responsible for the conduct and performance of all contract employees while on the premises. Any employee whose conduct is objectionable or who does not meet qualifications set forth in the contract may be immediately removed or barred from the premises. Additionally, the Project Manager is responsible for enforcing the following guidelines:

• Contract employees appearing to be under the influence of alcohol or drugs shall not be permitted on premises.

• Contract employees shall not use or tamper with office machines, computers, equipment or personal property at any time.

• Contract employees shall not open desks, cabinets, or other furniture at any time.

• Contract employees shall not use the Department of Military & Veterans Affairs telephones, copiers or fax machines for personal use at any time.

• Contract employees on work programs will require supervision on a 2-1 ratio (2 employees to 1 supervisor).

No business solicitations from Contractor or contract employees to solicit additional private business from building occupants shall be allowed during the performance of this contract. This also prohibits notes or advertisements posted on bulletin boards.

Failure to enforce the above guidelines will be grounds for contract cancellation.

The Contractor shall be directly responsible for instructing employees in utilities conservation practices and will be responsible for operating under conditions that preclude waste of utilities, which shall include but shall not necessarily be limited to the following:

• Lights shall be used only in areas where and at the time work is being performed. Lights shall be turned off after room is cleaned.

• The workers shall not adjust mechanical equipment, controls for heating, ventilation and air conditioning systems.

• Water faucets or valves shall be turned off after the required usage has been accomplished.

• Exterior doors and windows will not be propped open.

3. PRESENCE OF MINORS: Minors, including family members of the Contractor and employees, shall not be on the Project site during contract Work hours and are prohibited from performing any work under this contract.

STATE OF ALASKA – INVITATION TO BID ITB 250000005

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4. COMMUNICATION: At least one person who can speak, read and write English fluently shall always be present during scheduled services.

5. BACKGROUND CHECKS: For security reasons, the Department of Military and Veterans Affairs may require identification, fingerprints, or conduct investigations of the successful bidder’s employees performing work on any contract resulting from this solicitation. At a minimum, Social Security Numbers will be required for all contract employees. By their signature on the bid submitted in response to this ITB the bidder agrees to provide any requested information, to include Social Security Numbers, on any Contractor employee, and to cooperate fully with DMVA in any background check investigation.

6. SAFETY & SAFETY DATA SHEETS (SDS): In accordance with A.S. 18.60, the Contractor shall acquire, file, and maintain up-to-date records pertaining to Safety Data Sheets (SDS) for substances and products used by the Contractor in performance of any contract awarded from this solicitation. The Contractor shall assume full responsibility for conformance with the law in regard to the Contractor’s employees. The contract administrator may request or inspect the Contractor’s files on products being used in performance of work awarded from this solicitation. A current, up-to-date binder will be kept on site in each storage area throughout the duration of the contract.

The Contractor will be familiar with and operate within guidelines set forth by the Occupational Safety and Health Act and all City and/or State of Alaska regulations that affect custodial and housekeeping operations.

The Contractor will ensure that all employees assigned to the contract are knowledgeable of the current guidelines/regulations affecting custodial and housekeeping operations.

7. DAMAGE: Contractor is liable for any damage to the property including but not limited to building structures, contents, or personal property caused by the Contractor, Contractor’s employees, or cleaning methods. Any damage shall be reported as soon as possible to the facilities representative and the contract administrator.

8. LOSS OF KEYS: Special emphasis is placed on key control. The Contractor is required to sign for all keys. All keys are to be obtained from the Facility Commander or his representative, and to be returned upon completion or termination of this Contract. No duplications are to be made; in event of lost keys, contact the Facility Commander for replacements. Lost keys may be grounds for immediate termination of contract. At minimum replacement and re- keying charges will be paid by the Contractor. The Contractor’s failure to pay for these services will interfere with and/or reduce payment for services that were rendered.

9. INSPECTION OF WORK: The Contractor or Contractors Designee shall upon notification by the Contracting Agency be present at the contract site to conduct an inspection with the agency’s representative. Inspections with the State’s representative may take place anytime and at the sole discretion of the Contracting Agency.

STATE OF ALASKA – INVITATION TO BID ITB 250000005

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Required corrections resulting from deficient work shall be accomplished within four (4) hours after the inspection or, at the sole discretion of the Contracting Agency, an acceptable, alternate time. If the Contractor fails to appear for an inspection or a deficiency is not corrected within the stated period of time, the Contracting Agency may hire another janitorial firm to correct the deficiency and invoice the Contractor for the cost. The Contractor’s failure to pay the State may interfere with the full payment for services rendered during the next invoicing cycle. Any carryover of non-corrected deficiencies will be considered a Breach of Contract.

10. DEFICIENT WORK: The Project Manager (PM) will work with the Contractor to resolve matters of deficiency by issuing a Deficient Work Notification to the Contractor. The Contractor will correct any deficiency by the required time as noted in the Deficient Work Notification. If the Contractor fails to appear for an inspection or a deficiency is not corrected within the stated period of time, the PM contact may hire another janitorial firm to correct the deficiency and deduct that cost from the next payment due under the contract.

If the Contractor fails to correct the deficiency within the required time, this will be considered a valid service deficiency claim, and the PM will submit the Deficient Work Notification to the procurement office. The procurement office will issue a Cure Letter. This letter will identify the problem(s), citing relevant contract language, and any corrective action required. This letter will also list the consequences for failing to correct the problem(s) and set a deadline after which the Contractor may be found in default if corrective action is not taken.

If a Contractor is issued more than three (3) Cure Letters in a 1-year period, it may be grounds for the procurement officer to find the Contractor in default and cancel the contract.

11. BUILDING SECURITY: As instructed by the agency contact or the facilities representative, the Contractor shall turn off all designated lighting and lock outside doors and windows each workday.

Contractor shall be briefed by the contracting agency or a representative on the security protocols for the facility(s) that are services under this contract.

The Contractor shall establish and implement methods of making sure all keys, lock combinations, security access codes, or security badges issued to the Contractor by the State are no lost, misplaced, or used by unauthorized persons. The Contractor shall not duplicate any keys issued by the State. The Contractor shall immediately report to the Program Manager or Procurement Officer any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the Procurement Officer, to re-key or replace the affected lock or locks without cost to the State.

The State may, however, at its option, replace the affect lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor.

12. RESTRICTED AREAS AND EXCEPTIONS: The Contractor may not have access to some areas requiring special attention. For example, access to some data processing/ telecommunication/computer areas may be limited to authorize personnel only. Some areas may be

STATE OF ALASKA – INVITATION TO BID ITB 250000005

11 Revised 8/8/2024 restricted from janitorial personnel during specific time frames and daily services in these spaces must be performed between specific hours as scheduled by the user agency occupants.

Other spaces may require that the doors be immediately locked after completion of the janitorial services for that area.

13. SUPPLIES AND EQUIPMENT: The Contractor will supply and maintain all equipment, labor, supplies and paper products required to complete the work as specified in the contract. At all Times, the Contractor shall store enough supplies at the site to last a minimum of 2 weeks.

All equipment used in the performance of this contract shall be in good operable condition and carry an Underwriters Laboratory (UL) listing. Equipment found to be unsafe and unable to function as designed shall not be used in performance of this contract. The Program Manager, Procurement Officer, or designated representative may inspect the Contractor's equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation. The Contractor shall provide adequate numbers of equipment items to effectively fulfill the scope of this contract. In addition, the Contractor shall maintain or have backup capability to provide continued service in the event primary equipment is down for extended maintenance or repairs. Equipment failure shall not alleviate the Contractor from performing any requirement contained in this contract.

For bidding purposes, the Contractor should plan on providing items such as but not limited to: Dispenser towels, toilet paper, can liners, soaps, detergents, cleaning chemicals, floor maintenance products, towels, cloths, sponges, brushes, germicidal and fungicidal chemicals, vacuum cleaner, floor scrubber, high speed buffer, carpet extraction machine, ladder, and squeegees. The Contractor shall furnish sanitary napkins in each ladies’ restroom and ensure that they are kept supplied as necessary, all cost to be borne by the Contractor. This is not all inclusive of supplies and equipment required and by no means should be considered as the minimum items required. All ladders or other devices used to reach the surface of objects not otherwise accessible for the required cleaning operations shall be provided by the Contractor, at no additional expense to the state; all such equipment shall be of sound construction, be firm and stable, and shall be maintained in good condition.

The Contractor will not use any equipment owned by the state or employees of the state.

14. PRODUCT QUALITY: Products quality must meet or exceed the following samples.

• Toilet paper - Bay West Double Soft Premium 2 Ply or better

• Can Liners - 24” X 23” .7 mil. Low Density or better 33” X 40” 1.5 mil. Low Density or better

15. SUPPLIES AND EQUIPMENT STORAGE: When possible, satisfactory storage room(s) will be made available to the Contractor for storage of equipment, materials, and supplies used in the performance of the contract. The Contractor must keep this area, neat orderly, and odor free at all times.

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SCOPE OF SERVICES:

1. FACILITIES: The selected Contractor shall furnish all necessary labor, supervision, equipment and supplies required to perform the custodial services.

2. TRASH AND REFUSE REMOVAL: All interior and exterior trash receptacles shall be emptied each service and returned to their initial locations. Boxes and papers placed near a trash receptacle and marked “TRASH” shall be removed. All can liners are to be replaced. Trash shall be disposed of in secured plastic bags. Trash shall be kept in a secondary container while inside the building to prevent spills and stains. The Contractor shall pick up any trash that may fall onto the facilities grounds during removal from the building. The Department of Military & Veterans Affairs shall be responsible for emptying or collection service of the dumpsters. The Contractor is responsible for removing trash and debris from buildings. Trash shall not be left in custodial closets or other areas overnight. In the event a spill occurs, the Contractor is responsible for removing stains and spots on surfaces where trash is placed before transportation to refuse dumpsters. These surfaces include carpet, tile, and concrete surfaces.

3. VACUUMING: Will be performed during each service with an electric stand-up vacuum with a beater brush. All carpeted areas are to be thoroughly cleaned. This includes under desks, behind doors and in corners. Upon completion all carpeted areas shall be neat, clean, free of debris, and have a professional appearance.

4. CARPET AND CERAMIC TILE CLEANING: Service schedule to be in writing and approved by project manager. Spots and stains shall be removed as they occur; deep clean steaming or shampooing will be performed on all carpets once every six months. This includes areas under desks, along baseboards, in corners and behind doors.

All spots shall be treated and removed as they occur, if stains wick through the carpet return visits would be required until the spots are removed. CERAMIC TILE FLOORS: Service schedule to be in writing and approved by project manager. Tile Floors shall be machine scrubbed once every six months or when needed to maintain a clean and uniform appearance of the tiles and grout.

5. SWEEPING AND MOPPING: All non-carpeted floors shall be swept and mopped each service with a proper mixed solution that will not be harmful to a wax finish. After the floor has been swept, the entire floor surface, including corners, shall be free of litter, dust, foreign objects or debris. All accessible areas shall be mopped. Trash receptacles, other items, etc. shall be moved to mop underneath, floor mats shall not be placed on floor until it is dry. After mopping, the floor shall have a uniform appearance, with no streaks, swirl marks, detergent residue, or any evidence of soil.

6. BUFFING: All waxed floors will be polished with a high-speed buffer to remove traffic marks and restore luster of wax at least once a week or more often if needed (Contractor may need to add more wax to floor in order to maintain luster).

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7. STRIP AND WAX: Service schedule to be in writing and approved by project manager. All tile floors (non- ceramic) will be stripped, sealed if required and a minimum of 4 coats of wax applied on approximately the following schedule:

All floors at startup of contract

Main floors/Drill Hall: March and October (Once every 6 months) Floor: May and September (Once every 6 months) Hangar: March and October (Once every 6 months)

8. RESTROOMS: Restrooms will be cleaned each service performing the following tasks:

• Clean and disinfect all toilets, urinals, sinks, shelves, shower areas, counter tops and stall walls/ partitions shall be cleaned using a germicidal/disinfectant.

• Wet mop all floors in restrooms with appropriate and properly diluted cleaner each time custodial services are performed.

• All restroom dispensers including paper towels, toilet paper, toilet seat protectors, soap dispensers will be cleaned and restocked each time service is performed.

• Trash cans and sanitary napkin disposal units will be emptied, and liners replaced each time service is performed. Sanitary Napkin Disposal bags are not to be reused.

• Mirrors, chrome/stainless steel restroom fixtures and underneath portions of sinks shall be cleaned each time service is performed.

• Urinals shall have a deodorizer and must be replaced when it no longer produces a fragrance.

Minimum monthly change.

After cleaning, surfaces shall be free from streaks, stains, scale, deposits and rust stains.

9. DUSTING: Dust all horizontal surfaces up to six (6) feet in height: chairs, file cabinets, bookshelves, and other types of office equipment as well as window ledges, handrails, and ledges once a week. All work-related items such as paperwork etc. shall be left undisturbed.

10. DRINKING FOUNTAINS: Antibacterial detergent will be used to clean, and polish applied to all drinking fountains each service, hard water/calcium and other deposits are not acceptable.

11. GENERAL AREA CLEANING: Remove smudges, soils, fingerprints, marks, coffee spots, streaks, etc., each service from all washable horizontal and vertical surfaces including breakroom sinks, all surfaces shall have a clean uniform appearance, be free of streaks, spots and other evidence of spots or soil removal. Germicidal detergent shall be used in restrooms and break areas.

All work-related items such as paperwork etc. shall be left undisturbed.

12. LOBBY WINDOWS: Wash all lobby and arctic entry windows inside and out each service. No streaks or unwashed places will be visible.

13. WINDOWS: Service schedule to be in writing and approved by project manager. The interior and exterior sides of the windows shall be cleaned in accordance with the frequency schedule (item 19), Exterior windows to be cleaned in spring (Lobby/Entry windows cleaned daily), date to be scheduled with contract administrator weather and conditions permitting. Wash windows and glass deflectors leaving no streaks or unwashed places. Wipe water spots from sills and frames. Use drop

STATE OF ALASKA – INVITATION TO BID ITB 250000005

14 Revised 8/8/2024 cloth as required protecting adjacent surfaces, fixtures, and furniture. This service will be prearranged with the agency contact so employees can clear items from window ledges.

14. WASTEBASKET WASHING: Wastebaskets shall have a clean appearance free of stains and soils and are to be cleaned with disinfectant as needed.

15. FLOOR MATS: Shampoo service schedule to be in writing and approved by project manager.

Floor mats shall be free of dirt and stains and will be vacuumed each service and shampooed every six (6) months and when needed to remove spots and stains.

16. CHANGES IN USE OF WORK AREA: In the event it is necessary to change the use of work area, which results in increased costs, the cof24ntractor may request a contract price adjustment for impacted services. Such requests shall be in writing, with before and after cost comparisons, and justify fully why the price adjustment is requested. This will be implemented by using the Consumer Price Index, located in Section 2.14 of this ITB.

17. SPECIAL SPECIFICATIONS: The Contractor shall meet with a representative or unit commander of the Department of Military & Veterans Affairs, upon request. The purpose of this meeting will be to review the Contractor’s performance and monitor the frequency of services performed. If for some reason the facilities are being used on a 24-hour basis, the Contractor shall only be responsible for the requirements under this contract. The Contractor shall report all facility maintenance problems to the Department of Military & Veterans Affairs representative (i.e., roof leaks, electrical). Contractor shall also report any conditions, which will not allow him to meet a cleaning standard.

18. HOLIDAYS: No service will be provided and not billed for on the following holidays: Columbus

Day, Veterans Day, Thanksgiving, Christmas, New Years, Martin Luther King Day, President’s Day, Memorial Day, July 4th, and Labor Day. A copy of the current State calendar can be provided by the Program Manager or downloaded at the following website: http://doa.alaska.gov/calendar/.

http://doa.alaska.gov/calendar/

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19. FREQUENCY SCHEDULE FOR REQUIRED TASKS:

Task Each Service

Weekly Monthly Yearly As Needed Three Times Per Year

Two Times Per Year

Empty Trash X

Vacuuming X

Sweeping X

Carpet Cleaning X

Mopping X

Buffing X

Strip/scrub and Wax X X

Restrooms X

Dusting X

Drinking Fountains X

Spot Cleaning Carpets X X

Lobby Windows X

Exterior Windows X

Interior Windows X

Floor Mats X

Wash Wastebaskets X

Drill Hall Buffing X

Drill Hall Strip / wax X

Workmanship and Materials: All work must be performed in a thorough and workmanlike manner and in accordance with current industry practices. The Contractor will be held responsible for the quality of the service, maintenance, and inspections. Service, maintenance, and inspections that are improperly done will be done over, by the Contractor, at the Contractor's risk and expense. 2 weeks supply of consumables shall always remain on premise.

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BETHEL FLOOR PLANS

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SEC. 2.02 CONTRACT TERM

The length of the contract will be from the date of award, approximately November 17, 2024, through November 16, 2026, with the option to renew for three (3) additional 1-year terms under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the state.

SEC. 2.03 CONTRACT TYPE

This contract is a firm fixed contract.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

No payment will be made until the contract is approved by the Commissioner of the Department of Military & Veterans Affairs or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S.

currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payments of $1 million or higher must be accepted by the Contractor via Electronic Funds Transfer (EFT).

SEC. 2.05 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the procurement officer or person appointed by the Department of Military and Veterans Affairs, Division of Administrative Services.

SEC. 2.06 CONTRACT PRICE ADJUSTMENTS

A contract resulting from this ITB will include the following price adjustment clause:

Consumer Price Index (CPI): Contract prices will remain firm through November 17, 2025.

The Contractor or State may request price adjustments, no sooner than 12 months from the Contract execution date, and no more than once per contract year. Contractors must submit a request to the State at least thirty (30) days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fail to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S.

Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All Urban Consumers, All Items, Urban Alaska.

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c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year reported HALF1 (January through June 2023) (depends on the timing, may be HALF2 for July-December); and each HALF1 (or HALF2) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed.

All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

d. Approval for all price increases is dependent upon full compliance with the terms of the Contract including reporting requirements.

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed and managed in Alaska Army National Guard Readiness Center and Hangar in Bethel, Alaska.

The Contractor should include in their bid price: transportation, lodging, and per diem costs sufficient to pay for person(s) to make weekly and yearly trip(s) to Bethel Readiness Center. Travel to other locations will not be required.

By signature on their bid, the bidder certifies that all services provided under this contract by the Contractor shall be performed in the United States.

If the bidder cannot certify that all work will be performed in the United States, the bidder must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of bids.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the bid as non-responsive or cancel the contract.

SEC. 2.08 THIRD-PARTY FINANCING AGREEMENTS NOT

ALLOWED

Because of the additional administrative and accounting time required of the state when third party financing agreements are permitted, they will not be allowed under this contract.

SEC. 2.09 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 2.10 JOINT VENTURES

Joint ventures will not be allowed.

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SEC. 2.11 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The Contractor is responsible for providing all products or the completion of all work set out in the contract.

All products or work is subject to inspection, evaluation, and approval by the state. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The state may instruct the Contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The Contractor will not unreasonably withhold such changes.

Substantial failure of the Contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the Contractor to reimburse monies paid (based on the identified portion of unacceptable products or work received) and may seek associated damages.

SEC. 2.12 EQUIPMENT INSPECTION

Equipment offered (including for lease) may be subject to inspection and approval by the state prior to the award of the ITB. The equipment and attachments must be in good repair and capable of performing the work for which they were designed.

SEC. 2.13 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

During the course of this contract, the Contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the state will provide the Contractor a written description of the additional work and request the Contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The Contractor will not commence additional work until the procurement officer has secured required state approvals necessary and issued a written contract amendment.

SEC. 2.14 CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this ITB, the Contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

SEC. 2.15 BILLING INSTRUCTIONS

All invoices produced by the Contractor must contain the following information at a minimum:

• Contract number and title;

• Identification of the billing period;

• An itemized listing of deliverables and charges for the invoiced period;

• Total amount billed;

• Date invoice was submitted for payment;

• Entity name, contact information, and Alaska vendor number.

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Invoices must be billed to the ordering agency's address shown on the individual Purchase Order, Contract Award or Delivery Order. The state will make payment after it receives the goods or services and the invoice. Questions concerning payment must be addressed to the ordering agency.

SEC. 2.16 ESTIMATED QUANTITIES

The quantities referenced in this ITB are estimated requirements and may vary more or less from the quantities actually purchased. The State does not guarantee any minimum or maximum purchase. Orders will be issued throughout the contract period on an as-needed basis.

SEC. 2.17 NONDISCLOSURE AND CONFIDENTIALITY

Not applicable to this ITB.

SEC. 2.18 INDEMNIFICATION

The Contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the Contractor under this agreement. The Contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the Contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other Contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the Contractor and in approving or accepting the Contractor’s work.

SEC. 2.19 INSURANCE

Without limiting the Contractor's indemnification, it is agreed that the Contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the Contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to contract approval and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the Contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Proof of insurance is required for the following:

• Workers' Compensation Insurance: The Contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the state.

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• Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

• Commercial Automobile Liability Insurance: covering all vehicles used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

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SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

Bidders shall use the front page of this ITB, the Bid…