Janitorial+2025.pdf

Bid Numbe r: 910-39-25-064

North Dakota Department of Transportation

INVITATION TO BID

Bid Opening Date & Time: August 15th , 2025 10:00 am

Items: Janit orial Services for the NDDOT Minot District Buyer: Amanda Safranski

Bid Mailing Address: 1305 Highway 2 Bypass East Telephone Number: 701-857-6952

City , State, Zip : Minot, ND 58701 Email : asafranski@nd.gov

Contract P eriod : 10/01/2025 TO 09/30/2028 Date Prepared : 07/14/2025

BID RESPONSE

Please submi t your bid response on the attached forms in conformance with the instructions and specifications in the NDAC

4-12-16. One copy of your bid response must be returned to the North Dakota Department of Transportation r to the time and date specified for the bid opening. Bid responses received after the time and day specified ening will be rejected. Mark envelope with word "BID" and the opening time and date. If your bid response by NDDOT, then your bid response will constitute a binding contract.

04-12-01 - 0 (NDDOT) prio for the bid op is accepted

CONTRACT

This contract i s made and entered into b and between NDDOT for the state of North Dakota hereinafter state and

Vendor Na me Vendor Address

(hereinafter v bid response, endor). In consideration of and for the acceptance by the state of the offer made by the vendor pursuant to the the vendor agrees and promises to sell, furnish , and deliver to the state, at the time, places, and prices specified onse, all goods, merchandise, supplies , commodities, equipment, or other items contained in the bid response in the bid resp and for whic h the vendor has been awarded th is contract by the state. The vendor shall fu lly perform this contract in with the terms and conditions contained in the bid response including all specifications, rules, or regulations erein, and shall comply with all applicable provisions of the NDAC 04-12-01 - 04-12-16 promulgated by the sing Division; such manual being made a part of th is contract by reference. The Risk Management Appendix ces A and E of the Title VI Assurances , attached, are hereby incorporated into and made a part of this accordance mentioned th State Purcha and Append i agreement.

The followin! must be com leted b the vendor; failure to do so ma result in the re·ection of the vendors bid ro osal.

me Vendor Na

Mailing Ad dress

Telephone

Name & Title

Signature

Date

FOR ND DEP

Authorized

Number Fax Number

(Type or Print)

E-mail Address

To be signed by Owner; Partner; Corp. Pres., Vice Pres., or other authorized Corp. Officer or bid may be rejected. (if signed by other authorized Corp.

Officer, please attach copy of Power of Attorney or other documentation showing authority to sign.)

ARTMENT OF TRANSPORTATION USE ONLY Acee ted b the state accord in to revisions of award .

Signature Date

Recommen ded for approval Date Approximate contract amount

CLA 7480 (D iv. 50)

NORTH DAKOTA DEPARTMENT OF TRANSPORTATION

APPENDIX A OF THE TITLE VI ASSURANCES

During the performance of th is contract, the Contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the Contractor) agrees as follows :

1. Compliance with Regulations: The Contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Non-discrimination in Federally-assisted programs of the U.S. Department of Transportation , the Federal Highway Administration , as they may be amended from time to time, wh ich are herein incorporated by reference and made a part of this contract.

2. Non-discrimination: The Contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment pract ices when the contract covers any activity, project, or program set forth in Append ix B of 49 CFR Part 21 .

3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding , or negotiation made by the Contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the Contractor of the Contractor's obligations under this contract and the Acts and the Regulations relative to Non-discrimination on the grounds of race, color, or national origin.

4. Information and Reports : The Contractor will provide all information and reports requ ired by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the Federal Highway Administration to be pertinent to ascertain compliance with such Acts , Regulations, and instructions. Where any information requ ired of a Contractor is in the exclusive possession of another who fa ils or refuses to furnish the information , the Contractor will so certify to the Recipient or the Federal Highway Adm inistration as appropriate, and will set forth what efforts it has made to obtain the information .

5. Sanctions for Noncompliance: In the event of a contractor's noncompliance with the Nondiscrimination provisions of th is contract, the Recipient will impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including , but not limited to :

a. withholding payments to the Contractor under the contract until the Contractor complies; and/or

b. cancelling , terminating , or suspending a contract, in whole or in part.

6. Incorporation of Provisions : The Contractor will include the provisions of paragraphs one through six In every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The Contractor will take action with respect to any subcontract or procurement as the Recipient or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided , that if the Contractor becomes involved in , or is threatened with litigation by a subcontractor, or supplier because of such direction , the Contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In add ition , the Contractor may request the United States to enter into the litigation to protect the interests of the United States.

CLA 7480 (Div. 50)

APPENDIX E OF THE TITLE VI ASSURANCES

During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the Contractor) agrees to comply with the following non-discrimination statutes and authorities; including but not limited to:

Pertinent Non-Discrimination Authorities:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national orig in) ; and 49 CFR Part 21 .

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects) ;

• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex) ;

• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended , (prohibits discrimination on the basis of disability) ; and 49 CFR Part 27;

• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age) ;

• Airport and Airway Improvement Act of 1982, (49 USC § 471 , Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin , or sex);

• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not) ;

• Titles II and Ill of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation , and certain testing entities (42 U.S.C. §§ 12131 -12189) as implemented by Department of Transportation regulations at 49 C.P.R. parts 37 and 38;

• The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin , and sex) ;

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination inc ludes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI , you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg . at 7 4087 to 7 4100) ;

• Title IX of the Education Amendments of 1972, as amended , which prohibits you from discriminating because of sex in education programs or activities (20 U.S C. 1681 et seq).

CLA 7480 (D iv. SO)

MAILING INSTRUCTIONS

Mail only one completed and signed request for bid document per envelope, unless instructed otherwise. Request for bid documents not signed or received after the date and time specified in the request for bid will be rejected .

BID IS: ~ SEALED □ NOT SEALED

Address the envelope containing your response in the following manner:

BID NUMBER - 910-39-25-064

BID OPENING DATE/TIME - 08/15/2025 10:00 am Minot District Office 1305 Hwy 2 Bypass E Minot ND 58701

BIDDERS INSTRUCTIONS

1. Additional Terms and Conditions. Additional terms and conditions submitted with a bid response are of no effect unless accepted in writing by the Purchasing Agency . Bid Responses with add itional terms and cond itions may be rejected as non-responsive. (N .D.A.C. § 4-12-11 -06)

2. Assistance to Bidders with a Disability. Bidders with a disability and/or language assistance, contact Civil Rights Division, NDDOT, 701-328-2978 or civilrights@nd.gov or TTY 711 , as soon as possible so that reasonable accommodations can be made. Additionally , the Request for Reasonable Accommodations form (SFN 60135) can be accessed at the following NDDOT website location:

http://www. dot.nd.gov/forms/sfn60135. pdf

3. Award. Award will be made to the responsible Bidder with the lowest priced Bid Response that is responsive to the specifications and all other requ irements stated herein . Award will be made as follows

• All or none.

4. Award - Tie Bid Preference. If a tie occurs between two or more bidders with equal bid prices or offerers with identical evaluation scores:

• Preference must be given to a resident of North Dakota bidder, seller, vendor, offerer, or contractor as defined in N.D.C.C § 44-08-02.

• If a tie sti ll remains , the award shall be made in accordance with N.D.A.C. § 4-12-11-05.

5. Bid Bond. Waived in this instance; however, bidder(s) fa iling to enter into a contract with th is office , upon notification of award, may be subject to removal from the bidder's list.

6. Bid Held Firm. Bids are not awarded at the bid opening . Bid responses will be firm for 30 days, unless stated otherwise.

7. Bid Opening. All sealed bids received by the NDDOT Procurement Office will be opened and read at 608 East Boulevard Avenue, Bismarck, North Dakota, at the time specified in the solicitation. Interested parties are invited to attend the bid opening .

8. Bid Summary. Interested parties may contact the Procurement Officer to obtain a summary of all bid responses received and the award . When bids are issued using the State's electron ic bidding system, the bid summary will be posted and available for download from: https://apps.nd .gov/csd/spo/services/bidder/main.htm.

9. Bidder Checklist. HAVE YOU REMEMBERED TO:

• Review all instructions, terms and conditions, and specifications to ensure your bid response complies?

• Prepare your price in the specified un it of measure, F.O.B. Destination , Freight Prepaid to the delivery location listed in the bid document?

• Indicate whether you can meet the del ivery date ind icated in the bid document?

• Sign your bid response on the cover sheet?

910-39-25-064 Janitorial for the DOT

• Initial all changes and corrections?

• Submit any required samples or enclosures, if applicable?

• Mark the envelope as indicated above?

• Review and complete all requirements contained in this solicitation to ensure compliance.

• If using a delivery service, check tracking to ensure the Bid Response will be delivered on time.

Contact the Procurement Officer as soon as possible in the event of delays due to weather, etc.

10. Bidders List. Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N. D.A. C. § 4-12-05-01 ). There are no fees to register as a bidder. The on line application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 910-39.

Visit the 0MB website for instructions and the online Bidders List Application : https://www.omb.nd.gov/doing business-state/procuremenUsuspended-and-debarred-bidders.

11 . Clarifications, Bid Changes and Questions Deadline. Bidders should carefully review this bid document including all attachments. The Procurement Officer is the point of contact. Any irregularities, lack of clarity, requested bid changes and all questions regarding this bid and the procurement process must be addressed to the Procurement Officer referenced on the first page of this document not later than the end of the business day July 29th 2025. (Contact information is indicated on cover page) . If a bid amendment is required, it will generally be issued after this date.

Email is the preferred method of submission with the Bid number and title cited in the email subject line.

Responses to questions will be distributed as a solicitation amendment unless the question can be answered by referring the bidder to a specific section of the bid .

A person or firm interested in submitting a proposal should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C . § 54-44.4-01.1 ).

12. Changes/Corrections. Bidders must initial any changes or corrections to the Bid Response, such as erasures and crossed ouUrewritten prices. The Procurement Officer may confirm the Bid Response when changes are not initialed.

13. Definitions.

• Bidder - any person or firm submitting a competitive bid in response to a solicitation.

• Bid summary - a summary of all bid responses received by the NDDOT Procurement Office.

• Bid response - the executed document submitted by a bidder in response to a solicitation.

• Commodities - all property , including equipment, supplies, materials, printing, insurance, and the lease of equipment.

• Contract - a deliberate written agreement between two or more competent persons to perform specific act or acts.

• Contractor - any person or firm having a contract with a governmental body.

• N.D.A.C. - North Dakota Administrative Code, rules with the force and effect of law.

• N.D.C.C. - North Dakota Century Code, state laws.

• Procurement Officer - an individual duly authorized to enter into and administer purchasing contracts and make written determinations with respect thereto, also includes an authorized representative acting with the limits of designated purchasing authority .

• Purchasing Agency (ST ATE) - the entity on which the purchase is being made on behalf of.

• Services - the furnishing of labor, time, or effort by a Contractor, not involving the delivery of a specific end product other than reports that are merely incidental to the required performance.

• Solicitation - a document to notify prospective bidders of a bidding opportunity .

• SPO - State Procurement Office, a division of the Office of Management and Budget.

• SPO Online - a procurement information website maintained by 0MB State Procurement Office pursuant to N.D.C.C. § 54-44.4-1 4.

14. Email & Facsimile Bids. Sealed bids are required ; therefore, bids cannot be submitted by email or fax to the Procurement Officer. Bid responses emailed or faxed may be rejected as non-responsive. Bids may be emailed or faxed to a third party who will put it in a properly-addressed envelope and deliver it to the NDDOT Procurement Office before the date and time specified in the solicitation. Late Bid Responses will be rejected.

Submit in Person, by Mail or Delivery Service Bidders may submit Bid Response in a sealed envelope or package to the following address. Bidders may email Bid Responses to a third party to place in a sealed envelope and deliver by the Bid Response deadline.

Contact the Procurement Officer to confirm receipt.

Bid #: 910-39-25-064 Bid Title: Janitorial for the Minot District DOT ATTN: Amanda Safranski

N.D. DEPT. OF TRANSPORTATION

1305 Highway 2 Bypass East Minot ND 58701

The State assumes no responsibility for delays caused by any delivery service. Postmarking by the Bid Response deadline shall not substitute for actual Bid Response receipt by the State. The State's time of receipt will be used to determine timely receipt.

15. Freight/F .0.8. Destination. Freight and transportation charges are to be included in the price of the products, unless otherwise specified in the solicitation . (F.O.B. - Free On Board) . Title will pass to the Purchasing Agency upon delivery to the specified destination. The contractor will file any claims.

16. Indemnification. Bidders must review the attached Risk Management Appendix for indemnification and insurance requirements. The indemnification and insurance provisions are incorporated and made part of this solicitation and the resultant final contract. Objections to any of the provisions of the indemnification and insurance requirements must be made in writing to the attention of the Procurement Officer by the time and date set for receipt of questions. No alteration of these provisions will be permitted without prior written approval from the Purchasing Agency or Entity in consultation with the North Dakota Risk Management Division. Upon receipt of the Notice of Award , the successful bidder must obtain the required insurance coverage and provide the Procurement Officer with proof of coverage prior to contract approval. The coverage must be satisfactory to the Purchasing Agency or Entity , in consultation with the North Dakota Risk Management Division . A bidder's failure to provide evidence of insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract. Failure of the contractor to keep the required insurance in effect during the term of the contract is grounds for termination of the contract

17. Late Bids. Bid responses must be received by the Procurement Officer by the Bid Response deadline. Late Bid Responses will be rejected , regardless of the degree of lateness, unless the delay is due to the error of the Procurement Officer and discovered before the selection of the successful Bidder. (N . D.A. C. § 4-12-08-13)

18. Minor Informalities. The State reserves the right to waive minor informalities in bid responses in accordance with N.D.A.C. 4-12-10. Minor informalities are insignificant omissions or nonjudgmental mistakes that are matters of form rather than substance, evident from the bid document, with a negligible effect on price, quantity, quality, delivery, or contractual conditions that can be waived or corrected without prejudice to other bidders.

19. Mistakes. The Procurement Officer may confirm the Bid Response in the event of apparent errors, such as an unreasonably priced Bid Response. Mistakes will be handled in accordance with N.D.A.C. ch . 4-12-10.

20. Multiple Bid(s). Bidders may submit more than one bid response(s) for the item(s) specified in the solicitation.

Each bid submitted must comply with all aspects of the bid requirements and these instructions.

21 . New Equipment and Materials. Unless otherwise indicated in the detailed specifications of this sol icitation , all equipment and materials shall be new and under current production for use in the United States. All equipment and assemblies of equ ipment will be in full compliance with all current appl icable standards established by federal , state, and local governments. The equipment must be listed and labeled by a nationally recognized testing laboratory (NRTL) or certified by field evaluation and labeled by a NRTL. All costs associated with required listings will be included in the bid price. Each piece of equipment or assembly of equipment offered in response to this bid wil l be either listed and labeled or certified and labeled prior to shipment by the successful bidder.

22. Open Records Requests. Bid responses are exempt records until the date and time of the bid open ing. After the bid opening , all bid responses are subject to North Dakota open records laws. Interested parties may contact the Procurement Officer to request information related to this solicitation.

23. Packaging. All packaging must be strong and secure in accordance with accepted commercial practices.

24. Performance Bond. Successful bidders wil l not be required to furn ish a performance bond ; however, failure to perform satisfactorily will result in the immediate termination of the contract(s), and bidders may be subject to removal from the bidder's list.

25. Preparation of Bid. Bids will be accepted on ND DOT forms only. If the document is located on the State Procurement Office website, then the bidder is to download the document and type or write their responses as indicated by the bid document. Alteration of the bid document may be a cause for bid rejection. Bidders are cautioned to examine specifications and all instructions. Failure to do so will be at the bidder's risk.

26. Pricing. Unit prices are to be stated in United States currency and based on the unit of measurement specified in the sol icitation , F.O.B. Destination , to the NDDOT delivery locations specified herein.

In the event of mathematical differences between the unit price and extended total , the unit price wi ll prevail.

27. Protests. Protests of the solicitation must be received by the Procurement Officer within seven days before the bid closing deadline. Protests of the award or Notice of Intent to Award must be received by the Procurement Officer within seven days after receiving notice of award . Seven calendar days after award or issuance of the Notice of Intent to Award it will be assumed that all interested parties knew or should have known all the facts surrounding the award . Protests must be made in writing to the Procurement Officer and include the basis for the protest. (N.D.C.C. § 54-44.4-12; N.D.A.C. § 4-12-14.)

28. Rejection. The State reserves the right to reject any and all bid responses in whole or in part. The Procurement Officer will send a rejection notice, including the reason for rejection . Bid responses may be rejected if:

• The bid response is not legible.

• The bid response is not responsive to the specifications or other requirements of the solicitation.

• The bid response is received after the time and date specified.

• The bidder fails to comply with Bidders List Application requirements by the stated deadline.

• The bidder is determined to be not responsible (N.D.A.C. 4-12-11-04).

If all bids are rejected , the Procurement Officer will send written notice to bidders, including the reason all bids were rejected.

29. Signature. The name and title of the person signing the bid response must be typed or printed above the signature. The bid must be signed by Owner, Partner, Corp. Pres., Vice Pres., or other authorized Corp.

Officer or the bid may be rejected . If signed by other authorized Corp. Officer or representative, please attach a letter signed by the Owner, Partner, Corp. Pres., or Vice Pres. indicating the individual has authority to enter into a contract on behalf of the company (or a Power of Attorney) . The lack of a signature may be waived as a minor informality , provided a signed Bid Response is submitted by the deadl ine established by the Procurement Officer. (N .D.A.C. ch. 4-12-10)

30. Specifications, Brand Name or Equivalent. Unless otherwise ind icated in the detailed specifications of this solicitation , the use of a specific brand name or make/model is for illustrative purposes only , and the State will consider equivalent products. If a commodity or service put forth by a bidder is rejected as not being equivalent, the Procurement Officer will notify the bidder of the rejection .

910-39-25-064 Janitorial fo r the DOT

31 . Specifications, Compliance. All Bid Responses must comply with the stated specifications, and the successful Bidder will be held responsible. Bidders who desire to submit commodities or services that deviate from these specifications or have any objections to the stated specifications must contact the Procurement Officer by the deadline for questions or at least seven days before the Bid Response closing deadline, so the Procurement Officer can determine whether the specifications need to be amended.

32. Specifications Prepared by Non-State Personnel. When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the state, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

33. Supplier Registration (Payee). The successful Bidder will be requ ired to complete Supplier Registration , if not already registered as a Supplier. Any individual or business who will be receiv ing payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information . Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements.

34. Taxes. The State does not pay sales tax or federal excise tax. The state sales tax exemption number is E- 2001 . The federal tax-free transaction number is 45-70-0010K. The Purchasing Agency will furnish a tax exempt certificate upon request.

35. Bidders List and Secretary of State Registration Requirements. Bidders not having completed the Bidders List reg istration may request to receive notices related to this IFB by contacting the Procurement Officer in writing with the following information: 1TB title , business name, contact person , mailing address, telephone number, and email address.

Bidders must comply with requirements related for 0MB Bidders List application and Secretary of State registration [N .D.C.C. § 54-44.4-09]. Bidders Lists are used to notify vendors when sol icitations are issued on the State Procurement Office Online system (SPO Online).

Bids will be accepted from bidders that are not on the Bidders List. The successful bidder must complete the Bidders List application process and comply with Secretary of State reg istration requirements with in 60 calendar days from the date a notice of intent to award is issued. If the successful bidder does not register within this time, its bid may be rejected .

Bidders List and Secretary of State Information

1. Secretary of State Registration and On line Bidder Reg istration instructions are available online at Bidder

Registration I Office of Management and Budget, North Dakota.

2. Offerer should check the Bidders List to determine if Offerer is already registered .

3. An Offerer that needs to complete the registration process shall :

a. Reg ister with the Secretary of State (fees apply) and obtain a "System ID" number.

b. Complete the On-line Bidder Registration Bidders List Registration and Maintenance I Office of

Management and Budget North Dakota including selecting commod ity codes. Notices re lated to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential Offerers.

4. The successful Offerer may be requi red to register as a new supplier to receive payment from the State.

New vendors (suppliers and individuals) looking to receive payment from the State should use the online Supplier Registration.

36. Withdrawal or changes to a bid response prior to the bid opening date and time. Before the Bid Response deadline, the Bidder's authorized representative may withdraw or change a Bid Response by making a written request to the Procurement Officer.

37. Withdrawals or changes after the bid opening date and time. After the bid opening , no changes may be made to the bid response, except as provided in N.D.A.C. ch . 4-12-10 .. The bidder's authorized representative may make a written request to withdraw the bid response.

910-39-25-064 Jan itorial for the DOT

GENERAL CONTRACT TERMS AND CONDITIONS

1. Affirmative Action. The contractor will take affirmative action in complying with all Federa l and State requirements concern ing fair employment and employment of individuals with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race , color, religion , sex, national origin , or disability.

2. Alternative Dispute Resolution - Jury Trial. By entering into this contract, the State does not agree to binding arbitration , mediation, or any other form of mandatory Alternative Dispute Resolution . The parties may enforce the rights and remedies in judicial proceedings. The state does not waive any right to a jury trial.

3. Applicable Law and Venue. Th is contract is governed by and construed in accordance with the laws of the State of North Dakota. Any action to enforce this contract must be adjudicated exclusively in the state District Court of Burleigh County, North Dakota. Each party consents to the exclusive jurisdiction of such court and waives any claim of lack of jurisdiction or forum non conveniens.

4. Attorney Fees. In the event a lawsuit is instituted by the State to obtain performance due under th is contract, and the State is the prevailing party , the contractor shall , except when prohibited by N.D.C.C. § 28-26-04, pay State's reasonable attorney fees and costs in connection with the lawsuit.

5. Billing and Payment Procedures. Invoices are to be submitted as ind icated on the purchase orders unless otherwise instructed. Failure to submit correct invoices to the appropriate NDDOT office may delay contractor payment.

Payment will normally be made within thirty days after del ivery and acceptance of commodities or services under this contract and receipt of a correct invoice. All invoice and payment inquiries must be directed to the purchasing agency.

6. Binding Contract. The acceptance of a bid response in writing by the purchasing agency constitutes a contract between the bidder and the State. Written acceptance from the purchasing agency may be made by execution of a contract, purchase order, or order using a state purchasing card . Any oral agreement or arrangement by a bidder with a State employee or purchasing agency will have no force or effect unless reduced to writing .

7. Compliance with Public Records Laws. Contractor Under the North Dakota public records law and subject to the Confidentiality clause of this contract, certain records may be open to the publ ic upon request. Public records may include: (a) records State receives from contractor under this contract, (b) records obtained by either Party under this contract, and (c) records generated by either party under this contract. Contractor agrees to contact State immediately upon receiving a request for information under the public records law and to comply with State's instructions on how to respond to such request.

8. Confidentiality. Contractor shall not use or disclose any information it receives from State under this contract that State has previously identified as confidential or exempt from mandatory public disclosure except as necessary to carry out the purposes of th is contract or as authorized in advance by State. State shall not disclose any information it receives from contractor that contractor has previously identified as confidential and that State determines in its sole discretion is protected from mandatory public disclosure under a specific exception to the North Dakota public records law, N. D.C.C. ch . 44-04. The duty of State and contractor to maintain confidentia lity of information under this section continues beyond the term of this contract.

9. Nondiscrimination and Compliance with Laws. The contractor agrees to comply with all applicable federal and state laws, rules, and policies, including those relating to nondiscrimination, accessibility, and civil rights.

(See N.D.C.C. Title 34 - Labor and Employment, specifically N.D.C.C. ch . 34-06.1 Equal Pay for Men and Women. The contractor agrees to timely file all required reports, make required payroll deductions , and timely pay all taxes and premiums owed , including sales and use taxes, unemployment compensation and workers' compensation premiums. The contractor shall have and keep current at all times during the term of th is contract all licenses and permits required by law.

The contractor is prohibited from boycotting Israel for the duration of this contract. (See N.D.C.C. § 54-44.4-15.)

The contractor represents that it does not and will not engage in a boycotting Israel during the term of this contract. If the State receives evidence that the contractor boycotts Israel , the State shall determine whether the company boycotts Israel. The foregoing does not apply to contracts with a total value of less than $100,000 or if the contractor has fewer than ten full-time employees.

The contractor's failure to comply with this section may be deemed a material breach by the contractor entitling the State to terminate in accordance with the Termination for Cause section of this contract.

10. Contract Amendments, Unanticipated Amendment. After a binding contract has been entered into, no changes (i.e. additions, substitutions, subcontracting or a price adjustment) may be made, unless prior approval has been obtained from the purchasing agency and Procurement Officer. The contractor may request changes, such as substitutions of a product, by submitting a written request to the Procurement Officer. Unanticipated amendments must be within the scope of the original contract, authorized by the terms of the contract due to legitimate, unforeseen circumstances. (N .D.A.C. ch . 4-12-13)

11. Contract Price Adjustment. The Contract Unit Prices shall be firm for the twelve (12) months of the contract period. On an annual basis, all unit prices may be subject to price adjustment (increase I decrease). The request for a price adjustment shall be submitted to the Procurement Office at least forty-five (45) days before the scheduled contract expiration date and must include justification for the proposed change. The Procurement Officer will respond as follows:

1. The request may be granted ,

2. The contract may be cancelled and solicitation may be re-advertised , or

3. The contract may be continued without change.

If a price increase is approved by the NDDOT, the date the increase will be effective along with the new unit prices will be included in an amendment document. Approval of any price increase renews the twelve-month firm price period.

The State shall also be advised of and receive the benefit of any price decrease. The same notification and review process will apply to a decrease in cost.

12. Contract Term and Renewal Option. The NDDOT will enter into a contract with an effective date beginning October 1st 2025, and ending September 30th, 2026, inclusive. This contract may be renewed upon satisfactory completion of the initial contract term. The NDDOT reserves the right to execute up to two options to renew this contract for a period of twelve (12) months each, not to exceed thirty-six (36) months total.

Renewals will be documented by amendment.

The NDDOT reserves the right to renegotiate price and terms provided that such negotiated price and terms fall within the original scope of work for this bid . Negotiations may be conducted annually or at such times that additional and unexpected services falling within the scope of the contract may occur. Such changes will be documented by amendment to the contract.

13. Contract Termination.

a. Termination by Mutual Agreement. This contract may be terminated by mutual consent of both parties, executed in writing.

b. Early Termination in the Public Interest. The State is entering into the contract for the purpose of carrying out the public policy of the State of North Dakota, as determined by its Governor, Legislative Assembly , Agencies and Courts. If this contract ceases to further the public policy of the State of North Dakota, State, in its sole discretion, by written notice to the contractor, may terminate this contract in whole or in part.

c. Termination for Lack of Funding or Authority. The State may terminate this contract effective upon delivery of written notice to the contractor, or on any later date stated in the notice, under any of the following conditions:

i. If funding from federal , state, or other sources is not obtained and continued at levels sufficient to allow for purchase of the services or supplies in the indicated quantities or term. The contract may be modified by agreement of the parties in writing to accommodate a reduction in funds.

ii. If federal or state regulations or guidelines are modified , changed or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract.

iii. If any license or certificate required by law or regulation to be held by the contractor to provide the services required by the contract is for any reason denied, revoked or not renewed.

Any such termination of this contract under this subsection , shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination .

d. Termination for Cause. The State by written notice to the contractor may terminate the whole or any part of this contract:

i. If the contractor fails to provide services required by this contract within the time specified herein or any extension thereof; or ii . If the contractor fails to perform any of the other provisions of this contract, or so fails to pursue the work as to endanger performance of this contract in accordance with its terms.

e. Termination, Deliveries. If the contract is terminated for any reason, the contractor is responsible for delivery of all commodities and services ordered prior to the termination , unless those orders had been canceled by the Purchasing Agency or Entity .

The rights and remedies of State provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this contract.

14. Inspection and Investigations. The State reserves the right to conduct inspections and investigations related to the bidder and the offered commodities or services, including but not limited to the firm, personnel, qualifications, and the commodities and services offered to make determinations regarding compliance with the bid requirements and responsibility of the bidder. All material and workmanship are subject to inspection and testing by the State at the point of manufacturer, place of storage, or upon receipt. The State reserves the right to reject any commodities or services and terminate the contract if the contractor fails to comply with the specifications, terms and conditions, or the seller's express or implied warranties. Rejected commodities will be removed at the contractor's expense. Failure to satisfactorily perform may result in suspension or debarment from the Bidders List.

If commodities or services are rejected as being not compliant with the requirements of this solicitation, the State will inform the contractor in writing . The Purchasing Agency may provide the contractor with a reasonable opportunity to cure, whenever practicable, as set forth in writing by the Purchasing Agency.

15. Effectiveness of Contract. This Contract is not effective until fully executed by both parties. If no start date is specified in the Term of Contract, the most recent date of the signatures of the parties shall be deemed the Effective Date.

16. Force Majeure. Neither party shall be held responsible for delay or default caused by fire , riot, terrorism, acts of God , or war if the event is beyond the party 's reasonable control and the affected party gives notice to the other party promptly upon occurrence of the event causing the delay or default or that is reasonably expected to cause a delay or default.

17. Materials and Workmanship. All material and workmanship shall be subject to inspection and testing at the discretion of the purchasing agency either at the point of manufacturer, place of storage, or upon receipt.

18. Merger and Modification, Conflict in Documents. This contract, including the following documents, constitutes the entire agreement between the parties. There are no understandings, agreements, or representations, oral or written , not specified within this Contract. This Contract may not be modified, supplemented, or amended, in any manner, except by written agreement signed by both parties. Notwithstanding anything herein to the contrary, in the event of any inconsistency or conflict among the documents making up this Contract, the documents must control in this order of precedence:

a. The terms of this contract as may be amended;

b. State's Solicitation Amendments related to this Invitation for Bid;

c. State's Invitation for Bid;

d. Contractor's Bid Response submitted in response to this Invitation for Bid .

e. All automated end-user agreements (e.g., click-through, shrink-wrap, or browse-wrap) are specifically excluded and null and void . Clicking shall not represent acknowledgement or agreement to any terms or conditions contained in those agreements.

f. Terms and conditions contained within any documents furnished by the contractor, including packing slips, shall not supersede the terms and conditions of this contract.

19. Receiving. Deliveries must arrive at the designated destination(s) during normal business hours unless other shipping/receiving instructions are issued by NDDOT personnel. The contractor shall contact the NDDOT to schedule delivery dates and times at least 24 hours in advance of delivery.

All NDDOT offices will be closed in recognition of State holidays. Any day declared a holiday by the President or Governor will also be recognized by office closure.

20. Responsibility of the Bidder. The Procurement Officer, at any time, may make a supplementary investigation as to the responsibility of any bidder, even though the bidder may be on the Bidders List. If a bidder is determined to be not responsible, that bid response will be rejected even if it is the lowest bid response received , and the bidder may be debarred or suspended from the bidders list. (N .D.A.C. § 4-12-11-04)

21 . Responsiveness of the Bid Response. Any bid response that does not meet the requirements of the solicitation, other than mistakes determined to be minor informalities, will be rejected.

22. Severability. If any term of this Contract is declared to be illegal or unenforceable by a court having competent jurisdiction , the valid ity of the remaining terms is unaffected and, if possible, the rights and obligations of the parties are to be construed and enforced as if this Contract did not contain that term.

23. State Audit. All records, regardless of physical form, and the accounting practices and procedures of the contractor relevant to this contract are subject to examination by the North Dakota State Auditor, the Auditor's designee, or Federal auditors, if required . Contractor shall maintain all of these records for at least three (3) years following completion of this contract and be able to provide them upon reasonable notice. State, State Auditor, or Auditor's designee shall provide reasonable notice to the contractor prior to conducting examination.

24. Subcontracts, Assignment. The contractor shall not subcontract, assign or transfer the contractor's interests or duties under this contract without express written consent of the purchasing agency. However, the contractor may enter into subcontracts provided that any such subcontractor acknowledges the bind ing nature of this contract and incorporates this contract, including any attachments. The contractor is solely responsible for the performance of any subcontractor. The contractor shall not have the authority to contract for or incur obligations on behalf of the State.

25. Successors in Interest. The provisions of th is agreement shall be binding upon and shall inure to the benefit of the parties hereto, and their respective successors and assigns.

26. Works for Hire. Contractor acknowledges that all work(s) under this contract is "work(s) for hire" within the meaning of the United States Copyright Act (Title 17 United States Code) and hereby assigns to State all rights and interests the contractor may have in the work(s) it prepares under this contract, including any right to derivative use of the work(s) . All software and related materials developed by the contractor in performance of this contract for the State shall be the sole property of the State, and the contractor hereby assigns and transfers all its right, title, and interest therein to State. Contractor shall execute all necessary documents to enable State to protect State's intellectual property rights under this section.

27. Work Product. All work product, equipment or materials created for State or purchased by State under th is contract belong to the State and must be immediately delivered to the State at State's request upon termination of this Contract.

28. Service Representative. The contractor must provide a dedicated customer service representative to provide support for this contract. The contractor shall notify the Procurement Officer in the event the representative is changed .

NAME: ---------------------------------

(Name of person servicing th is contract)

BUSINESS NAME: ___________________________ _

MAILING ADDRESS: __________________________ _

CITY & STATE: _________ ZIP CODE: ____________ _

PHONE NUMBER: _________ TOLL FREE: ___________ _

FAX NUMBER: __________ E-MAIL: ______________ _

1. ON SITE VISIT REQUIRED: All interested parties are required to schedule and attend a walk through prior to a bid submission to familiarize themselves with the location as they must assume full responsibility for meeting the solicitation and requirements. Bids will be considered disqualified is no walk through has been completed . All interested parties should contact the Minot District office to schedule a walk-through Monday-Friday between the hours of 8 am and 4 pm.

Please indicate whether or not you visited the facility prior to submitting your proposal :

NO: ___ _ YES: ____ _ Date of visit:

2. BACKGROUND CHECK: CONTRACTOR agrees that the NDDOT may require contracted staff and subcontracted staff assigned by the contractor to perform work under this contract to submit to a criminal history record check. NDDOT reserved the right to reject any individual assigned to perform work under this contract if, in its sole discretion , it determines the results of the criminal history record check make the ind ividual unacceptable.

BID RESPONSE

ITEM QTY. UNIT DETAILED SPECIFICATIONS UNIT PRICE TOTAL PRICE

NO.

1 12 EACH *Rate per month for Janitorial Services* $ $

AWARD WILL BE BASED ON RATE PER MONTH FOR JANITORIAL SERVICES.

ANY ALTERATIONS OR CORRECTIONS MADE TO THE UNIT OR TOTAL PRICE MUST BE INITIALED BY THE BIDDER.

FAILURE TO DO SO MAY BE CAUSE FOR BID REJECTION.

910-39-25-064 Janitorial fo r the DOT

Minot District Offices Janitorial Specifications

Daily cleaning shall be done 5 days per week, Monday through Friday. Duties are to be performed after

5:00 p.m. each Monday, Tuesday, Wednesday, Thursday, and Friday, except on State holidays. The shop areas are available after 5:30 p.m. The exact hours are to be determined by the Contractor. No work will be required on legal holidays. See the following pages for a summary of services.

The NDDOT will furnish all expendable…