ITB 270000004 - AKARNG Ketchikan Janitorial Services.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

AKARNG Ketchikan Janitorial Services

ITB 270000004

ISSUED OCTOBER 6, 2026

THE DEPARTMENT OF MILITARY AND VETERAN’S AFFAIRS IS SOLICITING BIDS FOR A MULTI-YEAR CONTRACT FOR JANITORIAL SERVICES AT THE ALASKA ARMY NATIONAL GUARD ARMORY LOCATED IN KETCHIKAN, 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 AND VETERANS AFFAIRS

DIVISION OF ADMINISTRATIVE SERVICES COMPANY SUBMITTING BID

AUTHORIZED SIGNATURE

PROCUREMENT OFFICER:

Jannah Alagano PRINTED NAME

PHONE: (907) 428-7222

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

STATE OF ALASKA – INVITATION TO BID ITB 270000004

AKARNG KETCHIKAN JANITORIAL SERVICES

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TABLE OF CONTENTS

SECTION 1. 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

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

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 ELECTRONIC PAYMENTS

SEC. 2.06 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 2.07 CONTRACT ADMINISTRATION

SEC. 2.08 CONTRACT PRICE ADJUSTMENTS

SEC. 2.09 CONTRACT PERFORMANCE LOCATION

SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.11 SUBCONTRACTORS

SEC. 2.12 JOINT VENTURES

SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.14 F.O.B. POINT

SEC. 2.15 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.16 EQUIPMENT INSPECTION

SEC. 2.17 NEW EQUIPMENT

SEC. 2.18 REMANUFACTURED/RECONDITIONED EQUIPMENT

SEC. 2.19 LEMON CLAUSE

SEC. 2.20 DISCONTINUED ITEMS

SEC. 2.21 LIQUIDATED DAMAGES

SEC. 2.22 SHIPPING DAMAGE

SEC. 2.23 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.24 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.25 BILLING INSTRUCTIONS

SEC. 2.26 ESTIMATED QUANTITIES

SEC. 2.27 WARRANTY

SEC. 2.28 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.29 INDEMNIFICATION

SEC. 2.30 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 BID BOND – PERFORMANCE BOND – SURETY DEPOSIT

SEC. 3.03 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

SEC. 4.07 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE

SEC. 4.08 ALASKA PRODUCT PREFERENCE

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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

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Military and Veterans’ Affairs is soliciting bids for a multi-year contract for janitorial services at the Alaska Army National Guard Armory located in Ketchikan, Alaska.

SEC. 1.02 BUDGET

Department of Military and Veterans Affairs, Alaska Army National Guard – Facilities Management Office (AKARNG-FMO) estimates a budget of between $25,000.00 to $30,000.00 dollars per contract year. Bids priced at more than $150,000.00 will be considered non-responsive.

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 October 27, 2026, 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. 1.04 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.

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SEC. 1.07 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 Jonathan Comfort by phone at 907-428-6770 or via email at jonathan.comfort@alaska.gov.

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. 1.08 RETURN INSTRUCTIONS

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

Department of Military and Veterans Affairs Division of Administrative Services

Attention: Jannah Alagano Invitation to Bid (ITB) Number: 270000004

ITB Title: AKARNG Ketchikan Janitorial Services 49000 Army Guard Road, Suite B105B

Joint Base Elmendorf-Richardson, AK 99505

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

PO Box 5308

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

49000 Army Guard Road, Suite B105B

If submitting your bid via email, the entire 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.

mailto:jonathan.comfort@alaska.gov

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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 907-428-7222 to confirm that the entire bid has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.09 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. 1.10 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. 1.11 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. 1.12 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 October 6, 2026 Deadline for Receipt of Bids / Bid Due Date 2:00 P.M. October 27, 2026 Anticipated Bid Evaluations Complete Week of November 2, 2026 Notice of Intent to Award Week of November 2, 2026 Contract Issued Week of November 9, 2026

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 and 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.

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SEC. 1.13 PRE-BID Conference/Teleconference Not applicable to this ITB.

SEC. 1.14 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. 1.15 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. 1.16 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

The contractor must furnish all labor, supervision, materials, supplies, tools, and equipment to satisfactorily perform the services required by this ITB. The selected 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 fulfil this contract must be contractor-owned. Scaffolding may be rented on an as needed basis or seasonal need.)

Equipment

The equipment must be suitable for the requirements of the contract and must meet all pertinent Federal and State Safety Regulations. Each and every piece of equipment is subject to State and Federal inspections at any time during the life of the contract.

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.

The State will provide written notice of identified service deficiencies. Unless the State specifies a shorter period because the deficiency presents a safety, security, or operational concern, the Contractor must correct the deficiency within four hours after receiving notice. Failure to timely correct a deficiency may result in assessment of liquidated damages, procurement of replacement services at the Contractor’s expense, or other remedies available under the contract.

Repeated, substantial, or uncorrected service deficiencies may constitute grounds for a finding of default and termination of the contract in accordance with the terms of this ITB.

Day-to-Day Project Management

The Project Manager for this contract will be an appointed representative of the State of Alaska, Department of Military and Veteran’s (DMVA), Army National Guard Facilities Management Office (FMO). This individual will be responsible for the day-to-day interaction with the contractor in the performance of this contract. Contact information for this representative will be provided at the time of contract award.

Contract Specifications

1. Scope of work. 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 with have a bearing on the services provides.

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All equipment required to fulfil this contract must be contractor-owned. Scaffolding may be rented on an as-needed basis or seasonal need. The State will not provide any equipment required to perform services under this contract.

a) Work Area Included. All offices, foyers, hallways, entryways, stairwells, closets, conference rooms, hearing rooms, libraries, toilets, elevator cabs, and storage areas as applicable to this contract. This also includes interior entryway glass, and the inside and outside of exterior windows. Special note.

Periodic cleaning in secured areas will be done during normal working hours in the presence of National Guardsman. Coordination for this function will be made with the Facility Commander or his designated representative. Sufficient notice must be given to the Commander to accomplish this task.

b) Work Area Excluded. No work is required in elevator pits, mechanical rooms, electrical/switching rooms, and those rooms specifically excluded by the State due to special requirements (e.g.

computer rooms, telephone equipment rooms).

c) Entryway Rugs. The contractor shall furnish pedestrian entryway rugs of sufficient size, for each building entrance, to preclude the tracking of dirt, mud, snow or water into the buildings.

d) Miscellaneous Supplies. The contractor shall furnish and maintain all restroom supplies such as toilet seat covers, and tissue (2 ply), liquid hand soap, deodorizers, paper towels, sanitary napkins, and plastic liners for trash cans. The cost of these supplies shall be the responsibility of the contractor. Supplies shall be replenished on a regular “as needed” basis.

e) Dispensers. The contractor shall furnish, repair and/or replace sanitary napkin dispensers in each women’s restroom and insure they are kept supplied with the necessary napkins, all cost born by the contractor. Contractor shall provide closed container for waste of sanitary napkins. Special Note.

The contractor shall furnish. Repair, and/or replace toilet-seat cover dispensers, tissue dispensers, paper towel dispensers, and soap dispensers on a “as needed” basis.

f) Light Bulbs. All light bulbs and fluorescent lamp tubes shall be furnished and replaced by the contractor. The exterior mercury vapor bulbs and any bulbs or lamp tubes more than 10’ off the floor shall be replaced by the State.

g) Supply 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 this contract. The contractor must keep this area neat, orderly, and odor free at all times.

h) Dumpster/Trash Removal from Site. Dumpster service is provided by the State. The Contractor is to place all trash/debris from the facility into the dumpster.

2. Contractor Work Schedule(s). The contractor shall be required to provide services on Monday and Wednesday between the hours of 8:00 AM and 5:00 PM. The contractor shall prepare a work schedule showing the weekly, monthly, quarterly, semi-annual, annual, and other required services. The work schedule shall be coordinated with the Ketchikan Facility Manager and approved by the DMVA Project Manager.

3. Work Inspections. Contractor’s work supervisor shall be prepared to conduct an inspection with the State’s representative. Inspections will be at the State’s discretion, and efforts will be made to coordinate the inspection with the contractor’s work supervisor.

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4. Correction of Deficiencies. Any deficiencies identified during an inspection will be handled in accordance with the Service Contract Deficiencies provisions of this section. Any carryover of uncorrected deficiencies will be considered a Breach of Contract.

5. Superintendence. The contractor or a competent supervisor will be on the job site at all times during the performance of work. A competent supervisor must be empowered to act for the contractor and must be fluent in both written and spoken English to adequately perform contracted services.

6. Building Security. The contractor will ensure that the 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. All doors are to be locked when the contractor and the contractor’s employee(s) leave the building. Failure to do so will be considered a Breach of Contract.

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 are to be returned upon completion of this contract. No duplications are to be made; in the event of lost keys, contact the Facility Commander for replacements. Lost key may be grounds for immediate contract termination. At a minimum, replacements and re-keying charges will be paid by the contractor. The contractor’s failure to pay for replacements and re-keying may interfere with payment for services previously rendered.

7. Contract and Employee Qualifications. The contractor and all employees shall be capable and experienced in the contract work to be performed. They shall be free from communicable diseases. The State may require the removal of any worker from the work area whom it deems incompetent, insubordinate, or otherwise objectionable. The State may also require the removal of any worker from the work area whose continued employment on the premises is deemed contrary to the public or the State’s best interests. The State may require the contractor, and all employees to submit to fingerprinting and security clearance. If required, it is the responsibility of the contractor to ensure this requirement is met without delay. All cost incurred will be borne by the contractor. If identification cards are necessary, the cost will be borne by the contractor.

8. Conduct of Work. All services shall be performed during the frequency schedules as detailed in this ITB.

Contracted work shall be completed without interfering with the proper performance of State business or work being done by contractors. The contractor shall prevent their employees from disturbing material on desks, opening drawers or cabinets, or using telephones provided for Official State use. If removal for cleaning convenience, furniture and wastebaskets will be replaced in their original locations and all electrical items will be reconnected to their outlets. The contractor or their employees shall not unplug computer terminals.

9. Defective Work. (Damage and Protection). The contractor shall, at their own expense, remedy and correct any defect in their work when it is brought to their attention. The contractor shall, without additional cost to the State or building owner, make good and be fully responsible for all injuries, damage to people or property which may result from the contractor negligence or the contractor’s employees. This includes damage resulting from the use of materials and equipment or from workmanship, which is inferior, defective, or not in accordance with the terms and conditions of this ITB.

If the contractor fails to meet the above requirements and fails to correct such deficiency within the time set forth in Service Contract Deficiencies on page 11 of this ITB, the State may terminate the contract and/or obtain the contract services from other sources and hold the original contractor

{ITB-3/v1/10.16.24} Page 11 of 63 responsible for any payments due the new contractor. Where or when a defect in the contractor’s work could result in injury to a private citizen or State employee, the State reserves the right to immediately correct the deficiency, using the most expedient method available (State employee or private contractor), and deduct the cost from monies owed to the contractor.

10. Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS). In accordance with federal law, and as a condition of Contract Award, the contractor must keep MSDS/SDS for each chemical and cleaning agent. All of the contractor’s employees must have unrestricted access to the MSDS/SDS files. They shall be placed in a binder and must be kept near the area where employees use, store, or transport chemicals and cleaning products. This binder shall be current and kept on site in each storage location throughout the duration of this contract. It the contractor’s responsibility to train their employees on the location of the MSDS/SDS. The contractor shall provide the project manager evidence of all MSDS/SDS’s relating to the chemicals and cleaning agents that are being used in the performance of this contract and made available to the Facility Commander, their representative(s) or a representative of DMVA. During the course of the contract, MSDS/SDS’s for newly acquired chemicals or cleaning products, not identified at award, shall also be available. The contractor shall provide the project manager with copies of all requested MSDS/SDS’s.

The project manager may request or inspect the contractor’s MSDS/SDS files for all chemicals and cleaning products being used.

The contractor shall assume full responsibility for conformance with the law in regard to their employees.

11. Presence of Minors. Minors, including family members of the contractor and employees, shall not be present during contract work hours and are prohibited from performing any work under this contractor.

General Specifications

1. Work Outline. The contractor will be responsible for janitorial service in areas shown in the drawing as outlined below:

a. Two (2) times per week in Armory: The following work must be completed on Monday and Wednesday between the hours of 8:00 AM and 5:00 PM.

a) Empty waste baskets. Collect all designated waste papers and trash and dispose of it away from the premises.

b) Sweep halls and floors in the interior of the buildings. Tile floors are to be swept with a yarn broom or a dust mop treated with polyethylene glycol or similar non-injurious materials. Vacuum all carpets. Vacuum cleaner must have an agitating head and sufficient suction to remove all dirt and debris including staples and paperclips. Use whatever means are necessary to ensure removal of any dirt, debris, or foreign matter that has become attached to or stuck in the carpet, such as staples. If the lobby area is not carpeted, B-1 will become a daily service. If ceramic tile, do not wax or buff.

c) Dust all visible surfaces including but not limited to furniture, furnishing, windowsills, fixtures, counters, appliances, and equipment to a height of six (6) feet with a treated cloth which will pick up dust particles and eliminate static electricity.

d) Remove all finger marks and smudge from all glass surfaces, vertical and horizontal.

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e) Mop or scrub toilet room floors, wash all plumbing fixtures, including shower stalls, with warm water and soap. Clean and disinfect urinals, water closets and shower room floors. Damp wipe all dispensers, tiled portion of toilet room walls and stall partitions. Mineral and calcium deposits will not be acceptable.

f) Provide and maintain adequate supplies of toilet paper (2-ply), seat covers, deodorizers, sanitary napkins, towels and soap in toilet rooms. These supplies are to be of standard or better quality and are to be furnished by the contractor.

Deodorizers will be placed in the urinals using a three-corner deodorizer holder and suspended in toilet bowls.

g) Clean and disinfect all drinking fountains. Mineral and calcium deposits will not be acceptable.

b. Monthly Service: Services are to be completed on the first or second Monday of each month, with the coordination of the on-site project manager:

a) Mop and scrub toilet room floors, wash all plumbing fixtures, including shower stalls, with warm water and soap. Clean and disinfect urinals, water closets, and shower room floors. Damp wipe all dispensers, tiled portions of the toilet room walls and partitions. Mineral and calcium deposits will not be acceptable.

b) Remove all finger marks and smudges from doors, jambs, walls, and woodwork.

c. Every Three-month Service: Every three-month service is to be performed by 7:00 a.m. of the second Monday of May, August, November, and February.

a) Monitor all grass areas and around dumpsters and doorways, by collecting and removing all trash and other discarded materials.

b) Vacuum fabric furniture.

c) Damp wipe all furniture, including front of all wall lockers.

d) Damp mop all waxed floors and machine buff to remove traffic marks and restore luster.

d. Every Six-month Service: Every six-month service is to be performed by midnight on the second

Monday of April and October.

a) Dust and vacuum window coverings, such as drapes, curtains, blinds. Dust with a treated cloth overhead pipe, molding, window and doorframes, and other items as necessary.

b) Wash light fixtures as appropriate for greatest light efficiency.

c) Wash all wastebaskets or more frequently if unsanitary or malodorous.

d) Wash windows three times a year at equal intervals of times, weather and conditions permitting. No window washing will be required during the winter months.

e) Wash windows and glass wind deflectors inside and out, leaving no streaks or unwashed places. Wipe water spots from sills and frames. Use drop cloth as required to protect adjacent surfaces, fixtures, and furniture. Wash outside of windows TWO

(2) times a year at equal intervals of times, weather conditions permitting. No window washing will be required during the winter months.

e. Annual Service:

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a) Clean carpets other than specified by dry compound extraction method only.

f. As Required:

a) Remove all snow and ice from sidewalks and entrances at the completion of daily janitorial duties as necessary to keep sidewalks clear of snow and ice. Some form of ice-melt may be used sparingly. Use of rock salt or other products containing salt is prohibited.

b) Clean carpets in high traffic areas by dry extraction method only.

c) Remove spots and stains from carpets and tiles. Remove all foreign matter (gum, smudges, etc.) from floors, handrails, and furniture.

d) Remove all wax from floors by mopping or scrubbing with a synthetic detergent or wax remover, rinse thoroughly and apply good skid resistant wax of type recommended by floor-tile manufacturers. When wax is dry, machine buff to a smooth sheen. All floors must be maintained at a high gloss at all time or be vacuumed if carpeted.

g. Particular Floor Maintenance:

a) Within 30-days from award of contract, all tile or vinyl floors must be stripped of all wax, resealed to sufficiently protect the flooring and finish coat(s) applied. Thoroughly vacuum all carpets and shampoo with a good commercial product for that purpose.

Treat carpets to assure adequate control of static electricity. Static control treatment shall be applied only to carpeting which is not anti-static bonded by the manufacturer.

b) The contractor will be required to furnish carpet maintenance in accordance with manufacturer’s specification.

c) Daily, sweep halls and floors in the exterior of the buildings. Tile floors are to be swept with a yarn broom or dust mop treated with non-injurious material.

d) Weekly, damp mop all waxed floors.

e) Every 3 months, wax and buff tile floors.

f) As required, remove spots and stains from carpets and tiles. Remove all foreign matter (gum, smudges, etc.) from floors, handrails and furniture.

g) As required, remove all wax from floors by mopping or scrubbing with a synthetic detergent or wax remover, rinse thoroughly and apply good skid resistant wax of a type recommended by floor manufactures. When wax is dry, machine buff to smooth sheen. All floors must be maintained at a high gloss at all times or vacuumed if carpeted.

h. Cleaning Agent:

a) Never use washing solutions stronger than necessary.

b) Apply washing solutions only long enough to loosen dirt.

c) Rinse clean surfaces with clear water.

d) Do not spill solutions on surfaces not to be cleared.

e) Use steel wool, scouring powders, and abrasives only when absolutely necessary.

f) Untreated feather dusters are not allowed.

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g) Wood floor solution to be identified; must be compatible with sealers, etc.

i. Plastic Trash Bags:

a) All waste shall be put into contractor-furnished plastic trash bags and disposed of away from the building being serviced.

b) Plastic liners for wastebaskets shall be contractor-furnished and shall be changed as needed, but in no case shall be used longer than one week.

j. Unscheduled Services

During the contract year, the State may require additional janitorial services on an as‑needed basis. These requests may involve having the daily cleaning services performed on a weekend or holiday and can occur at any time. Unscheduled, non‑routine services – such as emergency clean‑up in response to issues like broken water pipes – may also be required during the contract period. If contacted by the DMVA Project Manager for unscheduled services, the Contractor must respond and have staff on site, ready to work, at a time mutually agreed upon by the Contractor and the State.

Unscheduled daily cleaning services on a weekend or holiday will be paid at the per service rate accepted by the State in the Contractor's bid.

2. Special Specifications

a. Upon request, the contractor shall meet with a representative of unit commander or a representative of DMVA.

b. If for some reason the facilities are being used on a 24-hour basis for training exercises, the contractor shall be relieved from their daily requirements for this period.

c. The contractor shall report all facility maintenance problems (i.e. roof leaks, electrical problems) to the DMVA Project Manager. The contractor shall report any conditions which will not allow him to meet a cleaning standard.

d. The contractor will supply 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. 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 operation 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.

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e. Holidays: DMVA observes the following holidays, Columbus Day, Veterans Day, Thanksgiving, Christmas, New Years, Martin Luther King Day, President’s Day, Memorial Day, Independence Day and Labor Day. If a holiday falls on a service day, services shall be performed the next DMVA working 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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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 9, 2026, through November 8, 2028, 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.

Unless otherwise provided in this ITB, the State and the successful bidder/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 2.03 CONTRACT TYPE

This contract is a firm fixed type 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 and 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.

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 PROMPT PAYMENT FOR STATE PURCHASES

Not applicable to this ITB.

https://doa.alaska.gov/dof/vendor.html

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SEC. 2.07 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 (DAS). DAS Procurement staff may be reached by telephone at (907) 428-7224, or by email at MvaDasProcurement@alaska.gov. DAS procurement staff have full authority to modify or amend this contract.

SEC. 2.08 CONTRACT PRICE ADJUSTMENTS

SEC. 2.09 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed at the Alaska Army National Guard Armory located in Ketchikan, Alaska.

The contractor should include in their bid price: transportation, lodging, and per diem costs sufficient to pay for sufficient to pay for necessary number of person(s) to make the necessary number of trip(s) to Alaska Army National Guard Armory located in Ketchikan, Alaska. 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. 2.10 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. 2.11 SUBCONTRACTORS

Subcontractors will not be allowed.

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SEC. 2.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.13 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. 2.14 F.O.B. POINT

The F.O.B. point for all items purchased under this contract is the final destination anywhere within the State of Alaska. Ownership of and title to the ordered items remains with the contractor until the items have been delivered to their final destination and are accepted by the state.

The cost of shipping and delivery within Ketchikan, Alaska is to be included in the bid price. There will be no additional charge for shipping and delivery within Ketchikan, Alaska.

SEC. 2.15 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. 2.16 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. 2.17 NEW EQUIPMENT

Equipment offered in response to this ITB must be new equipment. New equipment means equipment that is currently in production by the manufacturer and is still the latest model, edition or version generally offered. The equipment must be warranted as new by the manufacturer and may not have been used for any purpose, other than display (not demonstration), prior to its sale to the state. The state will not accept remanufactured, used, or

{ITB-3/v1/10.16.24} Page 20 of 63 reconditioned equipment. It is the contractor's responsibility to ensure that each piece of equipment delivered to the state complies with this requirement. A contractor's failure to comply with this requirement will cause the state to seek remedies under breach of contract.

SEC. 2.18 REMANUFACTURED/RECONDITIONED EQUIPMENT

SEC. 2.19 LEMON CLAUSE

SEC. 2.20 DISCONTINUED ITEMS

In the event an item is discontinued by the manufacturer during the life of the contract, another item may be substituted, provided that the procurement officer makes a written determination that it is equal to or better than the discontinued item and provided that it is sold at the same price or less than the discontinued item.

SEC. 2.21 LIQUIDATED DAMAGES

The State may apply liquidated damages under this contract to help ensure timely and consistent performance of all required janitorial services. The actual costs associated with missed service days or uncorrected deficiencies - such as disruptions to facility operations, additional burden on State staff, and the need to procure supplemental cleaning - are difficult to quantify with precision. Based on the State’s reasonable estimate of these administrative and operational impacts, liquidated damages will be assessed at five percent (5%) of the Contractor’s monthly invoice for each missed service day.

If the Contractor fails to perform required services, including failure to correct noted deficiencies within the timeframe specified by the State, liquidated damages may begin on the first missed service day and continue until the Contractor completes the required services or resolves all outstanding deficiencies to the State’s satisfaction.

The procurement officer will prepare a written determination for the procurement file explaining why liquidated damages are appropriate for this contract and how the amount was reasonably calculated, consistent with 2 AAC

12.475 and the State’s ITB guidance.

SEC. 2.22 SHIPPING DAMAGE

The state will not accept or pay for damaged goods. The contractor must file all claims against the carrier(s) for damages incurred to items in transit from the point of origin to the ultimate destination. The state will provide the contractor with written notice when damaged goods are received. The state will deduct the cost of the damaged goods from the invoice prior to payment. The contractor must file all claims against the carrier(s) for reimbursement of the loss.

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SEC. 2.23 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. 2.24 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. 2.25 BILLING INSTRUCTIONS

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

1. Contract number and title;

2. Billing period;

3. Bid Schedule line item;

4. Quantity and contractual unit of measure;

5. Contract unit price and extended amount;

6. Total amount billed;

7. Date submitted for payment; and

8. Contractor name, contact information, and Alaska vendor number.

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. 2.26 ESTIMATED QUANTITIES

SEC. 2.27 WARRANTY

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SEC. 2.28 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.).

If confidential information is…