ITB Event 64 - Administrative Document - Sheep Creek Rest Area D2.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) ITB Event 64

SHEEP CREEK REST AREA JANITORIAL SERVICES AND CARETAKER SERVICES

TABLE OF CONTENTS

ITB EVENT 64 Administrative Information

ITB Lead:

David Miller, Buyer Email: David.Miller@adm.idaho.gov Phone: 208-332-1604

IPRO POWERED BY LUMA

Pre-Bid Site Inspection

10:00, am M.S.T, November 7, 2023 Sheep Creek Rest Area, US 95 at Mile Post (MP) 188.79 (6.2 Miles south of Riggins Idaho).

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

`35 | Page purpose The Idaho Division of Purchasing, on behalf of the Idaho Transportation Department (“ITD”), is requesting bids from qualified vendors for janitorial services and caretaker services for the Sheep Creek Rest Area, in accordance with the specifications provided below.

general information, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via LUMA: https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA. The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at LUMA. It is the responsibility of the Bidder to monitor LUMA for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at LUMA to be valid. Alternate Bids are not allowed.

Inquiries Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: David Miller Phone: 208-332-1604 E-mail: David.Miller@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

pre-bid Site Inspection All interested parties are strongly encouraged to attend the optional pre-bid site inspection detailed on the Administration Document, at their expense. Parties interested in attending this inspection should notify the ITB Lead by submitting Attachment 5 Pre-Bid Site Inspection Registration no later than November 3, 2023 @5pm (mt). A maximum of three (3) persons for each party interested will be allowed to attend.

Failure to attend the optional pre-bid site inspections will not relieve the Bidder of meeting the requirements of this ITB.

The pre-bid site inspections will be held at: At the Sheep Creek Rest Area, located on US 95 at (MP) 188.79 (6.2 miles south of Riggins Idaho).

background The Idaho Transportation Department operates more than twenty (20) rest areas located on ten (10) highways throughout the state. Rest areas offer travelers opportunities to take breaks from driving, stretch, walk the dog, and let the kids run off pent up energy. Most importantly, they allow travelers to return to the highways refreshed and alert.

Rest area facilities vary from site to site, but they offer restrooms, tables (with or without shelters), trash receptacles, drinking fountains, telephones (only available at some rest areas), shaded areas, and travel information boards. Some of the large facilities offer walking and paved biking trails, larger parking areas for recreation vehicles and semi-trucks, and Visitor Information Centers.

ITD utilizes the services of independent contractors for janitorial and maintenance services at rest area facilities.

scope of work

SEE ATTACHMENT 2 – SCOPE OF WORK

quantity Quantities estimated are for bidding purposes only. Actual quantities may vary due to the nature of the requirements; no minimum or maximum orders are guaranteed or implied.

cost Provide your fully burdened Total Cost for the satellite services and equipment specified in this ITB, meeting the specifications outlined in Attachment 2. Your TOTAL COST must be fully burdened to include all costs associated with providing satellite services and equipment, meeting the required minimum specifications, and including but not limited to installation, delivery and freight charges.

1 SUBMISSION REQUIREMENTS

Required Bid Submission Items Bid Schedule Provide your cost information on Attachment 4 , Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO POWERED BY LUMA.

Bid Submission Methods Bids must be submitted electronically via IPRO POWERED BY LUMA. Do not hand deliver, mail, fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO POWERED BY LUMA header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO POWERED BY LUMA. When submitting electronically via IPRO POWERED BY LUMA, upload all the Required Bid Submission Items (See Section 9.1) and enter your cost in IPRO POWERED BY LUMA for each line item; as the “Total Cost” on the Bid Schedule Attachment 4.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Be advised that the Bidder for Bid evaluation and award purposes is the entity profile under which the Bid is submitted in IPRO POWERED BY LUMA, which must be the same legal entity presented in your uploaded response materials. If the entity identified in the State of Idaho Signature Page differs from the profile under which the Bid is submitted in IPRO POWERED BY LUMA, the ITB Lead may work with the Bidder to take such actions as are necessary to correct the irregularity.

All Bidders participating in a Solicitation issued through IPRO POWERED BY LUMA must establish an account in the IPRO POWERED BY LUMA system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response, as the State will print uploaded documents for evaluation in the manner received via IPRO POWERED BY LUMA.

Trade Secrets and Non-Public Information. The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) requires disclosure of public records, which generally includes vendor responses to Solicitations. The Act provides certain exemptions from disclosure, including for “trade secrets.” The Act defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure. In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

Submit a redacted copy of the Proposal with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name.

Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

AWARD & CONTRACT TERM

Award will be made to the responsive responsible Bidder with the lowest Total Cost meeting all specifications, as provided on Attachment 4, Bid Schedule.

Initial Term of Contract and Renewals: Two (2) years. Upon mutual, written agreement, the contract may be renewed, extended or amended for two (2) additional terms of two (2) years. The anticipated total Contract term is six (6) years.

The Contract anticipated start date is February 1, 2024.

BILLING PROCEDURE

The Contractor must provide an invoice within thirty (30) calendar days after delivery. No invoice will be accepted or paid without the required information listed below and will be returned to the Contractor for resubmission. Payment will be made monthly, for the previous month’s service, upon receipt of a detailed invoice. Payment may be reduced based on monthly inspections, as specified in Section 28.

The Contractor must provide the following information with each invoice:

1) IPRO Contract number;

2) ITD Order number;

3) Delivery location;

4) Service description;

5) Quantity;

6) Unit and total price; and,

7) Name of authorized individual/contact information for the Contractor

Invoice must be submitted to:

D2AP@itd.idaho.gov

Price Adjustment A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ITD and DOP sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. ITD will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify ITD immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

Records Maintenance The Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor must allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

KICK OFF & PERFORMANCE REVIEW MEETINGS

The Contractor must attend a contract kick-off meeting located at ITD’s District 2 HQ facility (2600 Frontage Road, Lewiston, ID. 83501, within two (2) weeks after contract award. This meeting will consist of an overview of the contract requirements.

The Contractor and Contractor’s employee(s) contact information must be provided to the ITD Contract Monitor at the kick-off meeting. Contract Monitor contact information will be provided at the time of Contract award.

ITD may require the contractor’s contract monitor to attend performance review meetings. These meetings are typically held when the contractor continues to fail to meet the requirements of the contract. This is a way for ITD and the contractor to meet in person or over the phone (at ITD’s discretion) to discuss discrepancies together in a constructive environment. The contractor’s attendance is mandatory when required by ITD and are at no additional cost to ITD when they are required.

LOCATION OF REST AREA

The Sheep Creek Rest Area is located on US 95 at MP 188.79, 6.21 miles south of Riggins, Idaho.

DESCRIPTIONS OF PHYSICAL AREAS

The following terms are used to describe general locations within the rest areas where tasks shall be completed. Exhibit 1, Vicinity Map shows the specific locations of these areas at all the Rest Area. The Vicinity Map is provided for general information and reference and should not be relied on as absolute delineations of areas or scope of work. ITD will clearly indicate each of these locations during the pre-bid site inspections to ensure Bidders understand the scope of work as it pertains to each area.

Core Area: The entire rest area facility, and the entrance and exit ramps leading to and from the highway. The core area includes all buildings, parking lots, sidewalks, and other outdoor areas accessible to the travelling public, as well as utility rooms, trash receptacles, or other areas off limits to the public, but located within the described area.

Restrooms: All bathroom facilities inside the rest area building, including men’s, women’s, family, and/or handicap restrooms.

Plaza Area: Any outdoor areas that can reasonably be considered entrances to, or part of, the building that houses the restrooms, and any areas inside the building that are not restrooms but are open to the public.

INVENTORY OF REST AREA FEATURES

See Exhibit 8, Rest Area Inventory

ITD CONTRACT MONITOR AND MANAGER

Contract Monitor contact information will be provided at the time of Contract award. The Contract Monitor is responsible for managing the Contract, performance of the Contract, and remedial action.

The Contractor and Contractor’s employee(s) contact information must be provided to the ITD Contract Monitor at the kick-off meeting.

PROPERTY DAMAGE

In the event ITD property is damaged by the Contractor, the Contractor must:

Take immediate corrective action to prevent further damage.

Prevent pedestrians from coming in contact or harming themselves as a result of the damage.

Take photographs and notify ITD, via phone and in writing, within the same business day.

Provide ITD with a corrective action plan to repair damages within twenty-four (24) hours of the damage. Repairs must be approved by ITD prior to work taking place and be complete within seven (7) business days after approval by ITD.

In the event repairs are not made within seven (7) business days, ITD will have the right to have repairs made or to make repairs and deduct this amount from any invoices due to the Contractor.

The property must be repaired to prior condition before the damage occured at no additional cost to ITD.

SPECIAL INSTRUCTIONS FOR PERFORMING MAINTENANCE

If ITD determines that any damage is the result of a negligent act by the Contractor or employees, repairs will be the Contractor’s responsibility. If the Contractor or employees do not complete the repairs within fourteen (14) calendar days, ITD will make repairs and deduct costs from the Contractor’s payment.

Notification to ITD The contractor must notify the ITD contract monitor of damaged, broken, rusted, or non-functioning items including, but not limited to lights or light fixtures, liquid soap dispensers, trash receptacles, hand dryers, sinks, mirrors, stall doors, partitions, urinals, commodes, cigarette butt receptacle, pet waste stations, and lavatory fixtures immediately.

The contractor must notify ITD immediately of any problem involving the sewage system. ITD will be responsible for pumping, cleaning, and disposing of sewage from septic tanks for the rest area.

EMERGENCIES/INCIDENTS

In case of emergencies in the rest area, the contractor or employee(s) must notify the ITD contract manager immediately, unless the emergency requires immediate assistance from emergency authorities such as police, fire department, or ambulance, in which case the ITD contract manager must be contacted as soon as possible after emergency authorities have been contacted. Emergencies are generally circumstances that threaten the health or safety of the travelling public including, but are not limited to, fuel or other hazardous material spills, lack of safe water, power outage, problems with the septic system and fire.

In the event of illness or injury to visitors or others while in the rest area, the contractor or employee must call for professional help as requested or deemed appropriate.

The contractor must report to the ITD contract manager immediately any suspected hazardous material spills. The contractor must barricade and cordon the area to obstruct passage where a hazard is observed with Manual on Uniform Traffic Control Devices (MUTCD). MUTCD Link The contractor must not attempt cleanup and must keep people away until the ITD contract manager decides on proper action.

ITD will furnish signs and barricades for emergency closure of the rest area. The contractor must furnish pedestrian signs deemed necessary to adequately warn or protect the public from possible hazardous conditions.

The contractor must report all incidents including, but not limited to, vandalism, excessive occupancy, and camping to the proper law enforcement agency as quickly as possible. Incidents affecting public health or safety must be reported to the ITD contract manager as soon as possible and no later than the end of the day of the occurrence; incidents of a less threatening nature must be reported by the end of the next business day, at the latest.

QUANTITY

ITD reserves the right to change items, quantities, and/or frequency of tasks at any time during the life of the Contract upon Thirty (30) days written notification of any requested changes to the Contractor.

If circumstances require extended closure of the Rest Area, the Contractor’s duties and compensation may be suspended for the closure period. ITD may allow or require a Caretaker to remain at the Rest Area residence during closures.

COST AND INVOICING

Provide your fully burdened Total Cost on the Attachment 4, Bid Schedule. Your Total Cost must be Firm, Fixed and Fully Burdened to complete the required Scope of Work, including all operating and personnel expenses including, but not limited to: overhead, salaries, administrative expenses, profit, insurance requirements, equipment, supplies, and any other expenses related to providing the service/performing the work. Contractor should consider the entire scope of work, including tasks that vary from month to month, to arrive at a total base value for the year; monthly invoices will be based on the total yearly base value divided by twelve (12) equal installments.

KEY MONITORING METRICS

Below is a list of requirements within the scope of the Contract that ITD will be monitoring. This is not an exhaustive list; ITD will be monitoring all requirements and will take remedial action as necessary. The key metrics below have payments associated with them, thus are called out in this separate section.

ITD will determine acceptance of service by performing monthly, random, and public inspections as detailed below. These inspections will determine if the service being provided is in compliance with the Contract and to assess price adjustments for Substandard Performance. Failure of the Contractor to perform any of the requirements will be defined as a “Discrepancy(ies)”.

INSPECTIONS

Monthly Inspections – ITD will perform monthly inspections to verify the Contractor’s compliance with the Contract. ITD will provide a schedule for the monthly inspections at the kickoff meeting. ITD reserves the right to modify the scheduled monthly inspection, and it will provide the update to the Contractor at least one (1) week in advance of the modification. The Caretaker must be present during every scheduled monthly inspection. If the Caretaker is not present for the scheduled inspection, the inspection will be conducted, and the Contractor will be subject to all findings in their absence. If monthly inspections continue to show Substandard Performance, the Contractor’s Contract Manager will be required to attend the scheduled inspections, at no additional cost to ITD.

ITD will assign a representative to conduct each monthly inspection. The ITD representative will complete the Janitorial Caretaker Inspection Report, Exhibit 7 – Janitorial Inspection Report (Report) and email it to the Contractor’s Contract Manager within twenty-four hours (24) after completion of the inspection. This Report will document all items inspected, rating for each item, and comments as needed. All Discrepancies found will be noted in the “comments” field of the Report and photographs may be attached as needed.

The Contractor’s Contract Manager must confirm receipt of the Report and provide a written response explaining how and when each Discrepancy will be corrected. All Discrepancies must be corrected and brought back into compliance with the Contract within twenty-four (24) hours after receipt of the Report from ITD.

Random Inspections – ITD may perform random inspections at any time during the Contract. No notice will be given prior to random inspections. The Caretaker may accompany ITD’s representative during each inspection, but it is not required. The ITD representative will complete the Report and email it to the Contractor’s Contract Manager within twenty-four hours (24) after completion of the inspection. This Report will document all items inspected, rating for each item, and comments as needed. All Discrepancies found will be noted in the “comments” field of the Report and photographs may be attached as needed.

Public Inspections – ITD will review all notifications made by public citizens that relate to the Contractor’s performance. ITD may conduct a random inspection or forward a copy of the notification to the Contractor. If a random inspection is performed by ITD, the same conditions apply per the above section for “Random Inspections”. If a copy of the notification is provided to the Contractor, all Discrepancies must be corrected and brought back into compliance with the Contract within twenty-four (24) hours after receipt of the notification from ITD. Price Adjustments (see below) will not apply to forwarded public notifications; price adjustments will only apply if ITD performs a random inspection.

MONTHY PAYMENT ADJUSTMENT

The Contractor’s monthly payment may be adjusted under the following circumstances and according to the following methods:

Monthly payment will be reduced for inspection averages less than two eight tenths (2.80), based on the Janitorial Inspection Report Exhibit 7, the Janitorial Inspection Report which will be completed by an ITD Contract Manager at each monthly inspection. The reduction will be as follows:

Average Rating from Exhibit 7 Percent (%) Reduction in Pay

If ITD determines that the Contractor has failed to perform the daily jobs or duties specified in this Contract on one or more days during the month, the Department may withhold, as a penalty, the daily pro-rated share from that month’s payment.

If ITD must perform or hire a firm or individual(s) to perform emergency, safety, or health-related tasks which are the responsibility of the Contractor under the terms of this Contract, ITD may withhold the costs associated with that emergency, safety, or health-related work from the Contractor’s monthly payment. Such costs will be itemized as to labor, materials, equipment, and travel costs.

REPORTING REQUIREMENTS

The following records must be maintained carefully and accurately.

DAILY, WEEKLY, MONTHLY, QUARTERLY, and SEMI-ANNUAL LOG The Contractor or employees must keep a daily, weekly, monthly, quarterly and semi-annual log. See Exhibit 2 – Daily Log of Rest Area Cleaning and Exhibit 4 – Sheep Creek Weekly, Monthly, Quarterly, And Semi-Annual Log of Rest Area Cleaning detailing tasks completed; times of completion; details of unusual activities, including, but not limited to, accidents; vandalism and other incidents; lost and found articles; if applicable.

ITD will supply one (1) master log set to the Contractor. The Contractor must make enough copies to have at least one (1) log set available at each rest area for Contract term. Log sheets must be digitized and e-mailed by the Contractor to the Contract Manager weekly.

Remedial Action In addition to any remedies available to the State under law or equity, the State may in its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to the State, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) withhold and reduce payment pursuant to Section 48, Price Adjustments 5) terminate the Contract pursuant to Section 49, Termination for Non-Compliance, in addition to any remedies imposed by the State.

If ITD must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

TRANSITION

Prior to the end of the Contract term (including any extensions), the Contractor must provide all reasonable transition assistance to ITD to ensure the orderly transfer of service to another service provider. In the event that there may be a potential gap in service, when transitioning to a new service provider, the Contractor must continue to provide service for a period up to ninety (90) calendar days, or such lesser time as the parties may agree to in writing. The Contractor will be compensated for all services extended in writing beyond original contract term, at the Unit Price as outlined in Attachment 4, Bid Schedule.

PERFORMANCE REVIEW MEETING

ITD may require the contractor’s contract manager to attend performance review meetings. These meetings are typically held when the contractor continues to fail to meet the requirements of the contract. This is a way for ITD and the contractor to meet in person or over the phone (at ITD’s discretion) to discuss discrepancies together in a constructive environment. The contractor’s attendance is mandatory when required by ITD and are at no additional cost to ITD when they are required.

SAFETY DATA SHEET

The Contractor must provide a binder at the Rest Area containing current Safety Data Sheets (SDS) and inventory list of all materials used at the rest area. The SDS binder must always be kept updated with all the chemicals being applied on ITD property. The binder must be stored at the associated rest area at all times and made available when requested by ITD or if needed in an emergency.

The Contractor must make ITD aware of the location of this notebook so that ITD can access it quickly if necessary. A copy of the associated SDS must be provided to the ITD Contract Manager within twenty-four (24) hours after each application.

COMPLIANCE WITH FEDERAL AND STATE LAW, AND ITD POLICIES FEDERAL AND STATE LAW

The Contractor must comply with the Federal Highway Administration (FHWA) guidelines, available at: https://www.fhwa.dot.gov/ and state law regarding the use of service animals under the Americans with Disabilities Act (ADA), Idaho Code § 18-5812A, available at https://legislature.Idaho.gov/statutesrules/idstat/title18/t18ch58/sect18-5812a/ and Idaho Code § 56-704, available at https://legislature.Idaho.gov/statutesrules/idstat/title56/t56ch7/sect56-704/.

The Contractor must comply with Guide to Compliance with the ADA – Service Animals and provide copies to all employees who will perform tasks at the rest area. The Contractor must provide training to all employees who will perform tasks at the rest area regarding the Service Animal guidelines and compliance.

The Contractor must provide written documentation stating the following: that ALL EMPLOYEES employed at the Rest Area have read and understand the ‘Guide to Compliance with the ADA – Service Animals’ the date training was offered and completed; the signature of each employee. Training documentation must be provided to the ITD Contract Manager Representative within fifteen (15) calendar days after effective date of the Contract. Failure to comply with this statute will result in the termination of the Contract.

ITD POLICIES

The following ITD policies apply when the Contractor is performing work at an ITD facility or when using ITD equipment or other property. These policies will remain in force for the duration of the Contract:

https://ITD.Idaho.gov/wp-content/uploads/ITD-Policy-Compliance-Dec-2015.pdf

The Contractor must read, understand and comply with these policies: 100% compliance is mandatory. Furthermore, the Contractor must ensure that all employees and Subcontractors adhere to these policies. ITD reserves the right to remove from its premises, at any time, any Contractor or its employee or subcontractor that fails to follow these policies.

TERMINATION

Termination with Notice - The State may terminate the Contract when the Contractor has been provided written notice of default or non-compliance and has failed to cure the default or non-compliance within the time required by the written notice.

Termination without Notice - The State may terminate the Contract without providing prior written notice of default or non-compliance when:

The Contractor intentionally destroys ITD property The Contractor creates a risk to public safety or any criminal activity The Contractor treats public citizens or ITD employees in a rude or unkindly manner The Contractor fails to respond to notifications provided by the State The Contractor fails to meet with ITD regarding discrepancies The Contractor fails to correct repeat Discrepancies The Contractor fails to provide representation on site during the scheduled monthly inspections The monthly inspection’s Total Overall Rating is 2.10 or lower Failure to notify ITD of any needed repairs, replacements, or non-functioning items within twenty-four (24) hours Assignment of the Contract without prior approval of the State Receipt of excessive or serious complaints from public citizens. Ongoing or repeated complaints regarding the same or similar problems will be considered excessive. Complaints related to issues of public safety or criminal activity will be considered serious.

If the Contract is terminated for default or non-compliance, the Contractor will be responsible for any costs resulting from the State’s award of a new Contract and any damages incurred by the State. The State, upon termination of default or non-compliance, reserves the right to take any legal action it may deem necessary including, without limitation, offset of damages against payment due.

WORKPLACE ENVIRONMENT

While providing services for ITD under this Contract at ITD locations, the Contractor must maintain a workplace free of harassment, alcohol, drugs, and violence. Further, the Contractor must treat public citizens and ITD employees with kindness and respect. All Contractor employees and subcontractors are required to dress in professional manner consistent with the general industry for the scope of work performed in this Contract, and they must wear identification badges at all times while on ITD’s property.

REPLACEMENT OF CARETAKER

If ITD receives excessive or serious complaints regarding the Caretaker, or if ITD has determined that the Caretaker continues to fail to meet the requirements of the Contract, ITD reserves the right, after having consulted with the Contractor, to require the Contractor to remove the Caretaker from the Contract. The Contractor must replace the non-compliant Caretaker with a compliant Caretaker of equal or greater abilities within forty-eight (48) hours after removal of the non-compliant Caretaker. ITD will not be responsible for any costs incurred by the Contractor in replacing the Caretaker. Caretakers replaced multiple times for non-compliance may result in termination of the Contract.

Insurance Requirements See IPRO POWERED BY LUMA

ATTACHMENT 1 – BIDDER QUESTIONS

ITB EVENT 64 ITD D2 SHEEP CREEK REST AREA JANITORIAL SERVICES AND CARETAKER SERVICES

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

Attachment 2 – SCOPE OF WORK

1. GENERAL REQUIREMENTS

1.1. The contractor must provide sufficient competent personnel to provide janitorial caretaker services to maintain the rest area facilities in a safe, sanitary, clean, and attractive manner to the satisfaction of ITD. Work must be performed every day of the year, including holidays.

1.2. The contractor and its employees or subcontractors are not employees of ITD; however, ITD retains the right to control its own workplace and the use of its property.

1.3. In the performance of this contract, the contractor agrees to abide by all employment laws, codes, rules and regulations set forth by state, federal, and all appropriate authorities having jurisdiction in the location where the work is to be performed.

1.4. The contractor must meet with the ITD contract manager each contract year to ensure a proper plan is established for cleaning and maintenance.

1.5. In the event of questions concerning areas of responsibility and duties, ITD will have final authority.

2. CONTRACTOR’S EMPLOYEE(S)

2.1. The contractor must provide the ITD Contract Monitor, or designee, with the names and telephone numbers of all employees who will be utilized in the performance of the contract, including the janitorial caretaker and any other employees. This information must be updated if personnel changes occur during the term of the contract and be provided in writing via email to ITD as quickly as possible, with a maximum of twenty-four (24) hours.

2.2. Uniforms and name tags must be worn by employees while on duty at the rest area. Uniforms and name tags must be presented to ITD contract monitor or designee for written approval seven (7) calendar days prior to contract start date or as authorized by ITD. Employees must display easily read identification badges, either attached to or printed on the uniforms, which identify the employee’s name and the contractor. Employee’s attire must be clean and presentable during their entire shift.

2.3. The contractor and employees must treat the public in a friendly, courteous manner. The public have many questions: employees must be well informed on local road conditions, detours, service stations, motels, restaurants, and tourist attractions. Employees must be able to communicate effectively with the public in English.

2.4. Tips or other gratuities must not be accepted by the contractor or employees for any services performed in the rest area.

2.5. Guests or immediate family of the contractor or employees will not be allowed to accompany or assist with cleaning or maintaining the rest areas unless they are also employees. Pets will not be allowed to accompany contractor or employees while performing duties in the rest area without written approval from ITD.

2.6. Contractor and employees are prohibited from operating or advertising any commercial enterprise or activity on any part of the rest area premises.

2.7. Contractor and employees are prohibited from having firearms in their possession while on duty.

2.8. Contractors’ employees must be properly classified as employees and be on the contractors payroll and not be treated as an independent contractor.

2.9. Contractor’s employees must be paid the federal minimum wage provisions as contained in the fair labor standards act (FLSA) https://www.dol.gov/general/topic/wages/minimumwage. In cases where an employee is subject to both the state and federal minimum wage laws, the employee is entitled to the higher of the two minimum wages.

3. GENERAL FACILITY REQUIREMENTS

3.1. The heating and cooling systems, if applicable, must be operated and maintained as necessary to assure proper air circulation/exchange is taking place inside the restrooms. The required temperature ranges are: Ten degrees Celsius (10ºc )to Eighteen degrees Celsius (18ºc ) Fifty degrees Fahrenheit (5oºf) to Sixty – five degrees Fahrenheit ( 65ºf) in winter; Eighteen degrees Celsius (18ºc) to Twenty – seven degrees Celsius (27ºc) Sixty – five degrees Fahrenheit (65ºf) to Eighty degrees Fahrenheit(80ºf) in summer.

3.2. If violations of the rules and regulations posted at the rest area are observed, the contractor or employees must notify the person(s) violating the rules and regulations of the violation. Continuing violations and violations that pose an immediate risk to public safety must be reported to the ITD contract manager and/or police.

3.3. ITD sometimes grants special use permits to organizations allowing them to serve refreshments at rest areas. The permit terms require that the rest area grounds used by the organization be cleaned by the organization at termination of their use period so that no additional work will result for the contractor. The organization cannot block access to vending machines placed by the commission for the blind and visually impaired. The contractor must manage the activities of organizations granted special use permits and report to the ITD contract manager any noncompliance with the permit terms.

3.4. The contractor is not responsible for servicing or maintaining vending machines. If questions or complaints about the vending machines are raised by a member of the public, the contractor or employees will direct the person to contact the commission for the blind and visually impaired at the number listed on the rest rea signage.

3.5. The contractor must provide safe storage for found articles and must deliver unclaimed articles monthly to the ITD contract manager. All incidents of lost and found articles must be recorded in the daily log (See Exhibit 2, Daily Log of Rest Area Cleaning).

4. GENERAL SAFETY REQUIREMENTS

4.1. The Contractor must comply with all applicable laws and regulations governing safety, health, and sanitation.

4.2. Gasoline must be stored in OSHA-approved metal gas cans. OSHA requirements are available at: https://www.OSHA.gov/pls/OSHAweb/owadisp.show_document?p_table=interpretations&p_id=22243

4.3. The contractor must store all flammable liquids in an OSHA-approved flammable cabinet provided by the contractor.

4.4. Gas and gas-powered equipment must not be stored in the rest area public buildings. Gas powered equipment may be stored in ITD designated locations at each rest area or in an OSHA-approved flammable cabinet provided by the contractor.

4.5. The mechanical room must be kept in a clean and orderly condition. Bulk supplies may be stored in designated areas, only. Electrical panel(s) must be accessible at all times.

4.6. The Contractor must notify the ITD contract manager each time an on-site ITD owned extinguisher is used, requires servicing, recharging, an inspection, or replacement within twenty-four (24) hours. ITD owned extinguishers must be inspected monthly to confirm the extinguisher is visible, unobstructed, locking pin is in place, tamper seal is unbroken and dial indicator is in the green field of the dial.

4.7. Special precautions must be used when power equipment is operated in the vicinity of pedestrians.

4.8. The contractor must provide a #25 ANSI industrial first aid steel kit for use by contractor’s employees. The contractor must keep the first aid supplies stocked at all times. ITD will provide additional information about acceptable kits and potential suppliers upon request.

4.9. The contractor must provide, at no cost to its employees: information, equipment, training, testing, vaccination (if requested) and appropriate protective equipment to ensure safe handling of human hazards and limit exposure to, or contact with, blood borne pathogens or diseases. The contractor must meet all current federal (OSHA) requirements to protect employees from this exposure.

4.10. The contractor must require employees to wear highly visible clothing or safety vests while working on any ITD right-of-way, in accordance with part VI, Section 6d-2 of the manual on uniform traffic control devices, available at: http://mutcd.fhwa.dot.gov/pdfs/2009r1r2/part6.pdf.

4.11. The contractor and employees, including the resident-janitorial caretaker, are prohibited from using the emergency vehicle crossovers to gain access to either side of the rest area facilities. Use of the nearest exit (interchange) is mandatory.

5. JANITORIAL CARETAKER SERVICES

5.1. The contractor must review Exhibit 2 –Daily Log of Rest Area Cleaning, Exhibit 6 – Janitorial Caretaker Requirements, and acknowledge that they understand the requirements and are willing and able to complete the assigned tasks within the required times. The contractor must return Attachment 3 - Scope of Work Acknowledgment Form, signed by the contractor and the employee caretaker, to ITD within five (5) business days of notification of ITD’s award of the contract to the contractor. In the event there is a change in the employee caretaker, ITD must be notified in writing within twenty-four (24) hours via email, updated signed documents (Attachment 3 - Caretaker Acknowledgment Form in the Buyer attachments in IPRO) must be received by ITD within five (5) business days. Failure to meet this requirement may be grounds for contract termination.

6. JANITORIAL TASKS AND SCHEDULE

6.1. See Exhibit 6, Janitorial Requirements

7. SUPPLIES

7.1. Contractor is responsible and must provide at no cost to its employees all labor, equipment, tools, materials, and supplies including paper goods, trash bags, pet waste disposal bags, soap, odor control, cleaning chemicals, safety items and other cleaning products/supplies necessary to safely and effectively complete the required tasks and perform the duties of the janitorial caretaker.

7.2. Contractor must not require the contractor employee(s) to purchase any required supplies.

7.3. Trash bags must be One point Thirty Five (1.35) mil thick, linear low-density, flat seam trash bags made from at least Ninety Percent (90%) virgin material. All supplies and materials furnished by the contractor are subject to prior approval by ITD. Safety Data Sheets (SDS) must be present for all appropriate products.

7.4. All cleaning equipment must be kept in good repair. Mops must be laundered or replaced monthly or more frequently as needed. Cleaning utensils including but not limited to brushes, rags, sponges, etc., that are used to clean toilets and urinals must not be used to clean other items or areas such as tables, benches, countertops, etc. These items must be labeled, color coded separately for each task, and stored separately in the storeroom or supply closet.

8. SPECIAL CLEANING INSTRUCTIONS

8.1. The public must be permitted use of rest rooms during cleaning if they so request. The contractor or employees must use the cleaning signs to close off the section they are cleaning.

8.2. Rest areas generally experience numerous “peaks” in usage throughout each day. Peaks are times when an especially high volume of people are using the rest area facilities. Some peaks may occur as the result of typical travel patterns, while others may be totally unpredictable (such as the arrival of buses full of travelers). The contractor or employees must adjust cleaning around peak times. During a peak, the contractor or employees must stop cleaning and move themselves and their cleaning supplies out of the travelers’ way; the contractor must manage consumables such as toilet paper during a peak. When the volume of people decreases after a peak, the contractor should check on supplies, resume cleaning, and respond to new caretaker concerns as needed.

8.3. When mopping, a "caution wet floor" sign must be displayed until the floor is dry. Dirty rinse water must be disposed of, and buckets and mops rinsed, immediately after each use.

8.4. Wax and dirt must not build up under baseboard heaters, corners, floor edges or around fixtures such as toilets and lavatory vanities.