ITB 2526N042 Janitorial Services for Nome State Office Building.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

JANITORIAL SERVICES FOR NOME STATE OFFICE BUILDING

ITB 2526N042

ISSUED OCTOBER 15, 2025

THE DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES IS SOLICITING BIDS FOR JANITORIAL SERVICES FOR THE NOME

STATE OFFICE BUILDING (NSOB)

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 Transportation & Public Facilities

Division of Facility Services COMPANY SUBMITTING BID

AUTHORIZED SIGNATURE

PROCUREMENT OFFICER:

Adam Tolles PRINTED NAME

PHONE: (907) 451-1625

EMAIL: adam.tolles@alaska.gov DATE mailto:adam.tolles@alaska.gov

STATE OF ALASKA – INVITATION TO BID ITB 2526N042

Janitorial Services for Nome State Office Building

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.03 PRIOR EXPERIENCE

SEC. 1.04 REQUIRED REVIEW

SEC. 1.05 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.06 SITE INSPECTION

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO BIDS

SEC. 1.10 AMENDMENTS TO THE ITB

SEC. 1.11 ITB SCHEDULE

SEC. 1.12 ALTERNATE BIDS

SEC. 1.13 SUPPORTING INFORMATION

SEC. 1.14 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 ELECTRONIC PAYMENTS

SEC. 2.06 CONTRACT ADMINISTRATION

SEC. 2.07 CONTRACT PRICE ADJUSTMENTS

SEC. 2.08 CONTRACT PERFORMANCE LOCATION

SEC. 2.09 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.10 SUBCONTRACTORS

SEC. 2.11 JOINT VENTURES

SEC. 2.12 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.13 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.14 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.15 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.16 BILLING INSTRUCTIONS

SEC. 2.17 INSURANCE

SEC. 2.18 INDEMNIFICATION

SEC. 2.19 ESTIMATED QUANTITIES

SEC. 2.20 NONDISCLOSURE AND CONFIDENTIALITY

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 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.07 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.08 PREFERENCE QUALIFICATION LETTER

SEC. 4.09 EXTENSION OF PRICES

SEC. 4.10 METHOD OF AWARD

SEC. 4.11 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.02 AUTHORITY

SEC. 5.03 COMPLIANCE

SEC. 5.04 SUITABLE MATERIALS, ETC

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SEC. 5.05 SPECIFICATIONS

SEC. 5.06 WORKMANSHIP AND MATERIALS

SEC. 5.07 CONTRACTOR SITE INSPECTION

SEC. 5.08 ORDER DOCUMENTS

SEC. 5.09 HUMAN TRAFFICKING

SEC. 5.10 RIGHT OF REJECTION

SEC. 5.11 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.12 DISCLOSURE OF BID CONTENTS

SEC. 5.13 ASSIGNMENTS

SEC. 5.14 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.15 DEFAULT

SEC. 5.16 DISPUTES

SEC. 5.17 SEVERABILITY

SEC. 5.18 CONTRACT CANCELLATION

SEC. 5.19 GOVERNING LAW; FORUM SELECTION

SEC. 5.20 QUALIFIED BIDDERS

SEC. 5.21 FEDERALLY IMPOSED TARIFFS

SEC. 5.22 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Transportation & Public Facilities (DOT&PF), Division of Facilities Services (DFS), is soliciting bids for janitorial services for the Nome State Office Building (NSOB).

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 11:00 AM Alaska Time on November 06, 2025 at which time they will be publicly opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.03 PRIOR EXPERIENCE

In order for a bid to be considered responsive the bidder must meet these minimum prior experience requirements:

• Contractor must provide proof of minimum of three years of experience providing janitorial services for office buildings or similar size.

A bidder's failure to meet these minimum prior experience requirements will cause their bid to be considered non-responsive and rejected.

SEC. 1.04 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. 1.05 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 email. Other questions may be more complex and may require a written amendment to the ITB. The Procurement Officer will make that decision.

SEC. 1.06 SITE INSPECTION

Potential bidders are encouraged to visit the work site so that they can see the conditions under which the work described in this ITB will be performed. The bidder's failure to visit the work site will in no way relieve the bidder of the responsibility of performing the work in strict compliance with the true intent and meaning of the terms, conditions, and specifications of this ITB. The site may be inspected by contacting Bonnie Scott at 907-451-5210.

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This contact person is only empowered to allow potential bidders to view the work site. The contact person cannot and will not answer potential bidder questions regarding the work to be performed under this ITB or the terms, conditions, and specifications of this ITB. Any questions potential bidders have must be directed to the Procurement Officer as required in Section 1.05.

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:

Division of Program Management & Administration

Attention: Adam Tolles Invitation to Bid (ITB) Number: 2526N042

ITB Title: Janitorial Services for Nome State Office Building 2301 Peger Road

Fairbanks, Ak 99709

If using U.S. mail, Delivery Service or Courier please use the following address:

Division of Program Management & Administration

Attention: Adam Tolles Invitation to Bid (ITB) Number: 2526N042

ITB Title: Janitorial Services for Nome State Office Building 2301 Peger Road

Fairbanks, Ak 99709

If submitting your bid via email, the entire bid may be emailed to dotnrprocurement@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 907-451-2222 to confirm that the entire bid has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

mailto:dotnrprocurement@alaska.gov

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SEC. 1.08 ASSISTANCE TO BIDDERS WITH A DISABILITY

The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a bid should contact the Procurement Officer no later than ten days prior to the closing of the bid to make any necessary arrangements.

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 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 (AST).

ACTIVITY TIME DATE

Issue Date / ITB Released N/A October 15, 2025 Deadline for Receipt of Bids / Bid Due Date 11:00 AM November 06, 2025 Bid Evaluations Complete N/A November 07, 2025 Notice of Intent to Award N/A November 07, 2025 Contract Issued N/A November 18, 2025

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 Transportation & Public Facilities, 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.

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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.

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SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

Provide all labor, tools, equipment, materials, supervision and supplies needed to perform the work outlined below. The contractor must comply with all applicable Federal and State labor, wage and hour, safety and associated laws that have a bearing on the services provided.

The successful bidder is responsible for janitorial services as outlined below.

1. DAILY SERVICES

Services shall be performed Sunday through Thursday nights after normal state office hours.

a) Trash Removal: Empty all interior and exterior trash receptacles. Collect all designated wastepaper and trash in plastic bags furnished by the State and dispose of immediately in the dumpster. Remove any containers or items marked "TRASH." Replace all soiled, torn, or wet liners with new liners correctly sized for the receptacle. Clean and disinfect the interior and exterior of all soiled containers. Dumpster service is provided by the State.

b) Cleaning Agents: Use hot water, soap, deodorizer, and appropriate disinfectant (e.g., bleach solution or EPA-registered germicide) must be used for all janitorial services. Follow manufacturers’ specifications to avoid surface damage.

c) Hard Floors: Sweep and damp mop all hard surface floors, landings, and stairs, including all hard to reach areas such as under counters, furniture, and corners. Use a neutral detergent and replace mop water and cleaner after each area has been mopped.

d) Carpets: Vacuum all carpeted traffic areas, including walk-off mats, entrances, corridors, and main office traffic lanes. Straighten all mats. Spot clean all carpets and mats to remove stains. The Project Manager will determine traffic areas if in question.

e) Restrooms:

• Clean and disinfect floors, plumbing fixtures, toilets, urinals, sinks, and shower stalls.

• Clean and disinfect all dispensers, mirrors, counters, and cabinets.

• Clean and disinfect restroom walls, partitions, doors, and entry areas.

• Remove mineral and calcium deposits; follow manufacturer cleaning instructions.

• Check the function of all dispensers and fixtures and report maintenance issues to the Project Manager.

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f) Restroom Supplies: Maintain adequate supplies of toilet paper, seat covers, room deodorizers, sanitary napkins, paper towels, and soap. Supplies will be provided by the State.

g) Drinking Fountains: Clean, disinfect, and polish all fountains. Remove mineral and calcium deposits.

h) Tables and Surfaces: Clean and disinfect tables and counters in conference rooms, break rooms, public areas, and hallways using non-abrasive cleaners.

i) Entryways: Spot clean doors, handles, frames, and glass.

j) Elevators: Clean and disinfect floors, doors, walls, ceilings, and selector panels. Vacuum door tracks.

k) Exterior Areas: Police sidewalks, entryways, and dumpster areas. Remove all trash, cigarette butts, and debris (except traction materials during winter).

l) End-of-Day Inspection: The supervisor shall inspect all areas to ensure work completion, doors and windows are locked, and lights are off.

2. WEEKLY SERVICES

Performed each Sunday.

a) Wash exteriors of break room appliances, including refrigerators, microwaves, and coffee makers.

b) Vacuum all carpeted areas, including under counters and furniture.

c) Dust all surfaces up to six feet using a treated duster. Remove dust, not redistribute it.

d) Empty and clean cigarette receptacles at building entrances.

3. MONTHLY SERVICES

Performed on the second Sunday of each month.

a) High Traffic Carpets and Walk-Off Mats (see attached floor plans): The Contractor shall remove all carpet stains, thoroughly vacuum, and clean using hot water extraction equipment and appropriate supplies. After cleaning, re-vacuum all carpeted areas to remove residual moisture and debris. Corners and other areas inaccessible to equipment shall be cleaned manually using suitable scrubbing tools. Use portable blowers or dryers to ensure all areas are completely dry before allowing foot traffic.

b) High Traffic Hard Surface Floors: Remove all dirt from all hard surface floors and cove base by mopping or scrubbing with a detergent. Rinse thoroughly.

c) Summer Months Only: Sweep all sidewalks, steps, building entrance areas and ramps. Remove all accumulated gravel and sand from sidewalks, ramps, and dispose of at an approved off-site dump site.

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4. SEMI-ANNUAL SERVICES

Performed in June and November.

1. Clean all carpets and walk off mats, including all hard-to-reach areas such as under counters and under furniture (move chair mats). The Contractor shall remove carpet stains, completely vacuum, clean using hot water extraction equipment and supplies, and completely re-vacuum all carpet. The Contractor shall clean areas such as corners which are inaccessible to the equipment with manual scrubbing devices. Use portable floor and carpet blowers/dryers to completely dry areas before traffic.

2. Remove dirt and splatter from cove base and walls in all areas, then restore cove base to a polished appearance.

3. Damp mop all carpet protectors (chair mats) with neutral detergent.

4. Remove all fingerprints, dirt, smudges, and splatter from walls, doors, woodwork, light switches, handles, and stair railings. Clean all door glass, sidelights, push plates, and kick plates.

5. ANNUAL SERVICES

Performed in September.

a) Wash interior and exterior of all windows and glass doors. Leave no streaks or spots. Clean and wipe sills and frames, protecting adjacent surfaces with drop cloths. Special equipment may be required.

b) Clean all carpets and mats, including under furniture and chair mats. Remove stains, vacuum, hot-water extract, re-vacuum, and dry completely. Wash and reinstall chair mats.

c) Dust all areas using a treated duster. Remove dust, not redistribute it.

d) Wash all interior walls, doors, windows, and cove base. Remove dirt and water spots, protecting surfaces as needed.

e) Mop or scrub all floors and cove base with detergent; rinse thoroughly.

f) Clean restroom exhaust vents and surrounding tiles using neutral cleaner. Avoid damage to ceiling tiles.

g) Weather permitting, wash all windows and glass doors inside and out, leaving no streaks. Clean and wipe sills and frames.

h) Clean and disinfect all trash receptacles. Replace liners with correctly sized bags.

i) Remove mineral and calcium deposits from all plumbing fixtures, including toilets, urinals, sinks, fountains, and faucets.

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6. AS-NEEDED SERVICES

Performed as directed by the Project Manager.

a) Clean walls, doors, and cove base.

b) Clean windows and glass doors.

c) Vacuum upholstered chairs.

d) Clean restroom exhaust vents and surrounding ceiling tiles using neutral cleaner and vacuum attachments.

INSPECTIONS

All monthly, semi-annual, annual, and one-time cleaning services must be coordinated with and inspected by the Project Manager. Before beginning work, the Contractor shall submit a written schedule specifying the work, location, timing, and names of assigned workers. If no coordination occurs, work may be redone at no charge, and payment may be withheld until inspection is complete.

GENERAL REQUIREMENTS

a) Perform all services to maintain the facility in like-new condition. Follow manufacturer cleaning and maintenance specifications unless stricter requirements are stated herein.

b) Any damage to State or personal property caused by the Contractor shall be repaired or replaced to the satisfaction of the Project Manager. Costs may be deducted from contract payments.

c) On the final day of performance, the Contractor shall provide full services and ensure all dispensers are filled.

d) Key Control: If any key is lost by a Contractor employee, all affected locks will be re-keyed, and new keys issued. The Contractor is financially liable for all related costs.

e) Safety: The Contractor shall ensure all work complies with OSHA and State of Alaska safety requirements.

CALL-OUT CLEANING SERVICE

a) The Contractor must respond and have staff on-site and ready to work within two (2) hours of notification by the Project Manager.

b) The Contractor must be reachable 24 hours a day.

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BUILDING SECURITY

Security of the building will be considered at all times by The Contractor. All entry doors will be checked by The Contractor whenever entering or leaving the building. The Contractor will ensure that all outside doors are kept locked at all times except when the building is normally open to the public. Interior building doors must remain locked except while work in the immediate area is in progress. The Contractor’s employees are required to turn off all lights (excluding those indicated as security) and close and lock all doors and windows at the end of each work period. Failure to complete this task will be considered grounds for a Service Deficiency claim.

CONDUCT OF WORK

All work performed under this contract must be completed without interfering with the proper performance of the facilities operation, the public in its use of the building, State business or work being done by other contractors.

The contractor will prevent his employees from disturbing material on desks, opening drawers or cabinets, tampering with computer components or using telephone provided for official State use.

If removed for cleaning convenience, furniture and wastebaskets will be replaced in their original locations and all electrical items will be reconnected to their outlets.

Theft or destruction of personal or state owned equipment, property, money, or misuse of state-owned equipment (such as but not limited to telephones or computer terminals) by the contractor or their employees is unacceptable and may result in immediate termination of the contract. The Contractor will be liable for all costs incurred due to the theft, damages, or misuse of state-owned equipment by its employees. All work must be in accordance with current OSHA and ENVIRONMENTAL statutes and regulations.

NOTE: Computer terminal and telephones MUST NOT be unplugged by the Contractor or any of the employees while performing work under this contract.

CONTRACTOR AND EMPLOYEE QUALIFICATIONS

The Contractor and all employees must be capable and experienced in the type of work to be performed under this Contract. The Contractor must be regularly engaged in furniture and commercial carpet cleaning and must be able to demonstrate capability to provide the necessary personnel, technical expertise, and support facilities to perform the services as required.

All Contractor personnel performing onsite services must have a current criminal background check, and annual criminal background checks through the course of the Contract. Criminal background checks will be performed by the Department of Public Safety. Criminal background checks will be provided at the expense of the Contractor and results submitted to The Project Manager. A list of proposed personnel who will be performing these services, along with current criminal background checks must be submitted to the Procurement Officer and approved by The Project Manager prior to award.

Throughout the performance of the resulting contract, any changes to onsite personnel must be submitted to the Project Manager, along with a current criminal background check, for any proposed personnel within 24 hours of a change. All personnel must be approved by The Project Manager prior to the person(s) being permitted onsite.

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The Project Manager may require removal of any worker whom they deem to be incompetent, insubordinate, or otherwise objectionable. The Project Manager may also require removal of any worker whose continued employment is deemed contrary to the public, tenants, or facilities best interests.

COMMUNICATION/SUPERVISION

At least one person at the supervisor level, who can speak, read and write English fluently, must be present at all times during the performance of any work under this Contract. The supervisor will be empowered to act for the Contractor.

PRESENCE OF MINORS/NON-EMPLOYED PERSONS

No minors under eighteen years of age, including family members of the Contractor or employees, are to be on the project site during the contract work hours and are prohibited from performing any work under this contract.

The Contractor or their employees are prohibited from bringing any persons not employed by The Contractor to the Project site during contract work hours. Failure to follow these procedures may result in the contract being terminated.

SAFETY DATA SHEETS (SDS)

In accordance with federal law and as a condition of the Contract Award, the Contractor will provide to the Project Manager evidence that copies of all the Safety Data Sheets (SDS), (relating to all the chemicals and cleaning agents that are to be used in the performance of this Contract) are available to their employees. During the course of the Contract, SDS for newly acquired products, not identified at the Contract Award, must also be made available. The Contractor must submit a list of chemicals and cleaning agents proposed for use in the performance of this contract with their bid. The Contractor will maintain a file of SDS in a standard three ring binder which will be located in the assigned storage room at the Project site.

WORK SCHEDULE

Upon Contract Award the Contractor must provide to The Project Manager a detailed work schedule listing the anticipated performance dates/days of all scheduled work under the Contract. Updated schedules must be provided to the Project Manager upon request, or in the event that the dates/days change from those originally shown. In addition, The Project Manager must be notified forty-eight hours in advance of performing any As needed work.

WORK HOURS

Unless otherwise specified in the Contract Documents, janitorial services will be performed weeknights after normal state office hours, including weekends and/or holidays. Official State hours are 7:00 AM to 5:00 PM, Monday through Friday, weekends and/or holidays.

TEMPORARY SUSPENSION OF THE CONTRACT

The State reserves the right to modify or suspend the work of the Contact or any portion of the Contract, by providing the contractor with a 30-day written notice. Suspension will be immediate if for any reason the premises become temporarily or permanently un-tenantable. If temporarily un-tenantable, once the premises are again

{ITB-3/v1/10.16.24} Page 14 of 33 usable, the State will so notify the Contractor and the janitorial services will resume as through no disruption had occurred, except that payment will be adjusted to reflect services not performed.

EQUIPMENT SPECIFICATIONS

The Contractor will be responsible for providing alternate equipment for scheduled services in the event the Contractor’s equipment becomes faulty. This plan will be provided at the time of bid opening. At no time will faulty equipment be an excuse for not performing a particular service described in the these Contract Documents.

Alternate equipment must be available and be delivered to the facility within 60 minutes of determination of need due to breakdown of dedicated equipment. This requirement is to assure all services are provided as scheduled in these contract documents.

All equipment that is to be used in the performance for any work called for in these contract documents must be rated at 15 AMP or less. All electrical cords, feeder or extension, must be free of cracks and/or breaks. Spliced or bounded cords will not be used. The Project Manager will reject the use of any equipment that is not maintained in an acceptable condition.

EQUIPMENT INVENTORY

Throughout the Contract period, the Contractor will update the equipment list to reflect changes in the equipment. Such updates are to be provided to the Project Manager within 24 hours of any change of equipment. All equipment lists, including the original submitted with bid and all updated equipment list will include, at a minimum, the following information.

a) The type, make, model number, full load amp rating and the intended use of the equipment.

b) The ownership or control of each piece of equipment (owned vs. rented/leased)

EQUIPMENT/SUPPLY STORAGE

When possible, assigned storage room(s) will be made available to the contractor. The storage rooms are for storage of equipment, materials and supplies used in the performance of this contract. The contractor and his employees will be responsible for keeping this area neat, orderly, clean and odor free at all times. All storage rooms will be subject to inspection by the Project Manager for compliance with these conditions.

All materials labeled as “hazardous” or requiring special storage will be handled and stored as recommended by the manufacturer and approved by the Project Manager. All such materials will be reported to the Project Manager. The Project Manager will monitor the condition of the rooms assigned. The contractor and his employees are responsible for keeping the assigned room(s) in good repair. If the contractor must surrender the assigned room(s), for any reason whatsoever, they will be returned to the condition they were received from the Project Manager. Any repairs, which the Project Manager may have to make to the assigned room(s) as a result of Contractor misuse or negligence, will be deducted from monies owed to the contractor.

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SERVICE CONTRACT DEFICIENCIES

The contractor’s failure to provide a service required by this contract will be grounds for the state to issue a Service Deficiency Claim (SDC) to the contractor. The SDC will be provided to the contractor in writing. The contractor will advise the state, in writing, of the corrective action being taken. If a deficiency is not corrected within 7.5 working hours from the time it is issued, the state may issue another SDC and procure, from another contractor, the services necessary to correct the problem. If a contractor gets more than two substantiated SDC’s in a 30-day period or a total of 4 substantiated SDC’s during the term of a contract period, it will be grounds for the state to declare the contractor in default.

COMPLAINT PROCEDURE

All complaints regarding services shall be routed to the Project Manager, who shall investigate the report and record all complaints, with any comments.

1. If a Contract violation occurs, reports must be sent/made as soon as practicable, in writing, to/by the Project Manager.

2. The complaint shall clearly state the time, date, and location of the infraction. A brief, but specific, description of the incident and the names of all people involved shall be provided. The Project Manager shall review the complaint, and determine the site, page and paragraph of the contract section violated.

3. The Project Manager shall review the complaint and, if required, contact the Contractor, issue a Service Contract Deficiency (SDC) and try to resolve the problem. The Project Manager and the Contractor shall make every attempt to resolve the SDC. The Project Manger shall approve or disapprove the remedy. Disapproval of the remedy may result in another SDC being issued. Correction of the problem that led to the issuance of the SDC does not invalidate nor remove the SDC

4. In the event the SDC cannot be resolved at the local level, the Project Manager shall refer to the Procurement Officer for final determination.

5. If any questions arise regarding the procedure during the term of the Contract, contact the Procurement Officer, at 907-451-1625.

SEC. 2.02 CONTRACT TERM

The length of the initial contract will be from the date of the award ending November 30, 2026 with two additional one-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 Price with Adjustments.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

No payment will be made until the contract is approved by the Commissioner of the Department of Transportation & Public Facilities 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.

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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.

SEC. 2.05 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). Bidders may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

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

SEC. 2.06 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the Project Manager or person appointed by the Department of Transportation & Public Facilities, Division of Program Management and Administration.

SEC. 2.07 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 30, 2026.

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.

c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year 2024 reported per series ID: CURRS49GSA0, CUUSS49GSA0 (Annual year 266.208) comparing this to the annual year CPI is requested. The percentage difference between https://doa.alaska.gov/dof/vendor.html

{ITB-3/v1/10.16.24} Page 17 of 33 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. 2.08 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed is at 103 E. Front St. Nome, AK 99762.

The state will provide workspace for the contractor.

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 and all subcontractors 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. 2.09 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. 2.10 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 2.11 JOINT VENTURES

Joint ventures will not be allowed.

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SEC. 2.12 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 2.13 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. 2.14 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. 2.15 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. 2.16 BILLING INSTRUCTIONS

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

1. Contract Number

2. Building Location

3. Vendor Name

4. Dates of Service

5. Services Provided

Invoices will be submitted to the attention of Project Manager electronically to dfs.fbx.admin@alaska.gov. The state will make payment after it receives the goods or services and the invoice. Questions concerning payment must be addressed to Project Manager.

mailto:dfs.fbx.admin@alaska.gov

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SEC. 2.17 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.

• 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.

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.

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SEC. 2.19 ESTIMATED QUANTITIES

The services listed in this ITB for the referenced building are estimates by the State. The services listed are not guaranteed and may depending on the State’s needs. Adjustments will be issued throughout the contract period on an as-needed basis.

SEC. 2.20 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

Additional information that the contractor shall hold as confidential during the performance of services under this contract include:

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

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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 Submission Cover Sheet, and any other forms identified in this ITB for submitting bids. All bids must be signed by an individual authorized to bind the bidder to the provisions of the ITB.

BIDDER'S CERTIFICATION

By signature on the bid, the bidder certifies that they comply with the following:

A. the laws of the State of Alaska;

B. the applicable portion of the Federal Civil Rights Act of 1964;

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

D. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government and certifies that programs, services, and activities provided to the general public on behalf of the State under a contract resulting from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130;

E. all terms and conditions set out in this ITB;

F. the price(s) submitted was arrived at independently and without collusion, under penalty of perjury; and

G. that the bid will remain open and valid for at least 90 days.

If any bidder fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the bid, terminate the contract, or consider the contractor in default.

CONFLICT OF INTEREST

Each bid shall include a statement indicating whether the company or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The Procurement Officer reserves the right to consider a bid non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the contract to be performed by the bidder.

SEC. 3.02 PRICES

The bidder shall state prices in the units of issue on this ITB. Prices quoted in bids must be exclusive of federal, state, and local taxes.