Wisconsin Department of Military Affairs REQUEST FOR QUOTATION No.: Q-19005

THIS IS NOT AN ORDER

RETURN TO:

WING-SBF, ATTN: PURCHASING

WI DEPT OF MILITARY AFFAIRS

2400 WRIGHT ST, PO BOX 14587

MADISON WI 53708-0587

Title: Commercial Janitorial Services for the MATES- Fort McCoy

Date Issued: 04/25/2018

Buyer Contact: Dana Casey

BIDDER:

Telephone: 608-242-3366

Email: dmapurchasing@wisconsin.gov

Submit Quote by:

Date: 05/22/2018 Time:

2:00 pm CDT

Terms: Net 30

Description

Commercial Janitorial Services for the Wisconsin Dept. of Military Affairs, MATES, Fort McCoy for the period July 1, 2018 thru June 30, 2019; with three (3) possible one-year renewal periods.

Site Contact: Bill Owens, Area Superintendent, 608-206-1624

Special “On-Call” Cleaning Hourly Rate $_____________

1.0 MANDATORY SITE VISIT

A mandatory vendor site visit will be held on May 8, 2018 at 9:00 am meet at the location

Bidder Delivery Time (fill in calendar days after receipt of order, if awarded bid):

· Addendums -This firm herby acknowledges receipt / review of the following addendum(s) (If any) Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

|_| We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our Bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. |_| Yes |_| No |_| Unknown

In signing this Bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a Bid; that this Bid has been independently arrived at without collusion with any other Bidder, competitor or potential competitor; that this Bid has not been knowingly disclosed prior to the opening of Bids to any other Bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our Bid.

Fax:

REQUEST FOR QUOTATION NO: JANITORIAL PAGE 2

REV 02/2014

Description

MINORITY BUSINESS ENTERPRISE

Are you a certified MINORITY BUSINESS ENTERPRISE (MBE)? You MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you have questions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7970, Madison, WI, 53707-7970, Telephone 608-67-9550, website: https://wisdp.wi.gov/. A 5% preference ‘may’ be granted for the quotation award to a CERTIFIED MBE.

_____ YES _____ NO

DISABLED VETERAN-OWNED BUSINESS

Are you a certified DISABLED VETERAN OWNED BUSINESS (DVB)? You MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you have questions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7970, Madison, WI 53707-7970, Telephone 608-267-9550, website: https://wisdp.wi.gov/ . A 5% preference ‘may’ be granted for the quotation award to a CERTIFIED DVB.

_____ YES _____ NO

VETERAN-OWNED BUSINESS

Are you a "veteran owned business" as defined by s. 16.75(4)(d) and 16.755 Wis. Stats. means a small business, as defined in paragraph (c), that is certified by the Department of Veterans Affairs as being at least 51% owned by one or more veterans, as defined in s. 45.01(12) Wis. Stats.

_____ YES _____ NO

SMALL BUSINESS

Are you a small business as defined by s. 16.75 (4)(c) Wis. Stats. “small business” means a business which has had less than $1.5 million gross annual sales in the most recent calendar of fiscal year.

_____ YES _____ NO

WORK CENTER

Indicate if responding as a work center certified under s. 16.752 Wis. Stats. employing persons with severe disabilities. When engaged in production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals. Questions concerning the certification process should be addressed to the Work Center Program, 6th Floor, 101 E. Wilson St., PO Box 7867, Madison, Wisconsin 53707-7867 (608) 266-5462.

_____ YES _____ NO

SERVICES PERFORMED IN USA

The services provided under this bid are all performed in the United States pursuant to s. 16.705 Wis. Stats.

___ YES ___ NO

AMERICAN MADE

The materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts were manufactured in whole or in substantial part in the United States, as defined in s.16.754, Wis. Stats.

_____ YES _____ NO _____ UNKNOWN

BUILDING SECURITY AWARENESS

Because of building security, access to the WisDMA Purchasing Office is restriced and may cause delay if hand delivering your quotation/bid. Allow ample time for security clearance and contact with WisDMA Purchasing Office.

VENDOR REGISTRATION

The State of Wisconsin maintains a list of vendors who wish to conduct business with State agencies. Registered vendors will receive any bid/proposal estimated cost over $50,000 that occurs in the commodity/service area for which you are registered. There are no fees involved. You are encouraged to register with VendorNet. Go to VendorNet’s website: http://vendornet.state.wi.us or call the VendorNet Information center at 1-800-482-7813 or 608-264-7897.

COMPLETE AND RETURN IN BID SUBMITTAL

2.0 PURPOSE AND SCOPE

The State of Wisconsin, Department of Military Affairs (DMA), invites and will accept bids/quotes for the purchase of Commercial Janitorial Services at 242 East G St., MATES, Fort McCoy intends to use the results of this process to award a contract and/or issuance a purchase order.

3.0 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions or additions they have concerning the bid document by 05/14/2018. If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this request for quotation, the bidder shall immediately notify the Purchasing Agent named on the cover page of the issue in writing and request modification or clarification of the bid document.

All inquiries shall be directed to the person indicated on the cover page (e-mail is the preferred method of contact).

4.0 ADDENDUMS

In the event it becomes necessary to clarify any part of this request for quotation, or to revise any part of this RFQ, the Purchasing Agent will send out an official addendum/amendment to all potential bidders. Bidders shall acknowledge the receipt/review of any addendum(s) on the Bid Cover Page.

The Purchasing Division has the sole authority for modifications of this RFQ.

5.0 BIDDER QUALIFICATIONS

Before the award of any Contract, the Procuring Agency shall be satisfied that the bidder has sufficient qualified resources available for performing the work described in this bid. It is the bidder’s responsibility to acquaint the Procuring Agency with these qualifications by submitting appropriate documentation or through the references.

To be eligible for a contract award, bidder shall be qualified and able to provide all of the following:

5.1 Bidder shall be in the business of providing Commercial Janitorial Services for the past four (4) years.

Comply Does Not Comply

5.2 Bidder shall supply references, on the attached References Sheet (Attachment B), of companies/institutions/organizations to which similar service has been provided during the past three (3) years to a comparable-sized company/institution/organization. If contacted, all of those references shall verify that a high level of satisfaction was provided.

Comply Does Not Comply

5.3 Bidder shall designate and name a “Contract Manager” to provide on-going communication, coordination of services, answer questions, and resolve issues. This individual will act on the contractor’s behalf for all matters involving the contract. The contractors “Contract Manager” shall be the individual who assumes ultimate responsibility for the contractor’s performance.

Comply Does Not Comply

5.4 Awarded contractor shall provide DMA Purchasing a Certificate of Insurance prior to award of contract. Contractor shall maintain the required minimum limits specified in Section 23.0 of the attached Standard Terms & Conditions for each contract period. All policies shall be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

Comply Does Not Comply

5.5 Bidder’s and their employees may be subject to a background check upon DMA’s request.

Comply Does Not Comply

6.0 CONTRACT TERM AND RENEWAL

The contract shall be effective on the date it is executed by DMA and continue through June 30, 2019. DMA and Contractor, upon written mutual agreement, may renew the Contract for up to an additional three (3) one-year periods. If no formal contract is executed, the effective date of the contract is the date of the purchase order.

7.0 METHOD OF BID

Bidder must submit a price for each on price sheet. Bidder must submit a price per item, total cost per item and combined total. Bidder shall bid on the enclosed Bid Cover Page. Bids will be accepted only for fixed costs as requested. Bid price(s) shall include all transportation and insurance costs and any other costs associated with this service. All prices shall be quoted in U.S. Dollars. Bidder’s own quotation sheet will not be accepted.

8.0 MANDATORY SITE VISIT

A mandatory vendor site visit will be held on May 8, 2018 at 9:00 am meet at the location. Site Visit Contact is Bill Owens, cell 608-206-1624. A bid addendum will be issued if the site visit is changed or cancelled. This site visit is required; failure to visit the site or provide proof of site visit will disqualify your bid from being considered. The attached Site Visit Verification form, Attachment C, shall be signed by bidder representative and an authorized DMA representative, and submitted within your bid package.

9.0 GENERAL SPECIFICATIONS & SCHEDULED CLEANING

The intent of these specifications is that the contractor provides all labor and equipment required for full-service janitorial to clean, and keep clean, all areas of the site not specifically excluded.

While an enumeration of scheduled cleaning tasks follows, it is not represented that the enumeration is a complete list of operations to be performed. By quoting prices, the bidder understands and agrees that all tasks not listed, but required to properly clean and maintain the site at a "High Standard of Cleanliness," shall be included as if enumerated. Contractor's Contract Manager /Lead Worker and DMA Area Supervisor will coordinate operations and correct or adjust scheduled tasks as needed.

Equipment and materials to be supplied by the vendor, except as noted.

8.1.2 DMA reserves the right, with or without cause, and in its sole discretion, to disapprove and/or require reassignment of any employee/s of the Contractor, subcontractors, and employees of Contractors to the Contractor prior to assignment to work related in any way to the Contract.

a. Reasons for this request may be but are not limited to: incompetence, carelessness, disruptive, or otherwise objectionable behavior.

b. The request for reassignment is in no way a call for dismissal, only a request for the individual to be reassigned out of the DMA facility.

8.1.3 During the Life of the Contract, Contractor agrees that any employee that DMA believes is not performing in the best interest of DMA shall immediately be relieved of responsibilities related to the Contract. The Contractor shall provide sufficient proof of such termination to the DMA’s satisfaction. If the DMA is not satisfied that the termination has occurred, the Contract is void.

a. A request by DMA to remove an employee shall not constitute an order to discipline or discharge the employee.

b. All actions taken by the Contractor in regard to employee discipline shall be at the sole discretion of the Contractor.

8.1.4 Contractors’ employees shall report daily, through their supervisor, all conditions not included in the contract, such as non-working fixtures, broken fixtures, leaking pipes, defective lighting or outlets, etc.

Contractor will report daily to the Area Supervisor (by 9:00AM), any condition/s not included in this janitorial contract but requiring attention of the Area Supervisor such as broken fixtures, leaking pipes, defective electrical equipment, etc. Unusual conditions shall also be reported, such as unlocked doors, non-routine occupancy, etc. Services performed under this contract shall be subject to the inspection and approval of the Area Supervisor.

8.1.5 During the Life of the Contract, the Contractor shall identify within twenty-four (24) hours of assignment, any employees performing services for the Contract, including officers and/or employees of subcontractors under the Contract. For purposes of this section, “identify” means to list the person’s name, classification, and work location.

8.2 WORK HOURS

Hours for cleaning are set according to each facility use and for security reasons. Contractor will be given a one-week notice of change in hours, which could necessitate changes to the Schedule of Cleanings items and/or frequencies.

8.2.1 All janitorial services must be performed between 8:00 a.m. and 4:00 p.m. on the day(s) set between the Contractor and the Area Supervisor, based on the site’s Schedule of Cleaning. Days and hours must be posted on site, to include: work hours, days of week scheduled, contractor employees assigned to building.

8.2.2 Exception is the semi-annual or annual work that may require a weekend day or days to complete, which will require coordination with the Area Supervisor.

8.2.3 These buildings normally remain occupied, during regular business hours, during all types of severe weather conditions.

Absences by contractor must be reported to the Area Supervisor. Invoice will be credited for absences. For scheduled holidays and inclement weather, the day should be rescheduled for that same week. Note: The state does NOT pay for holidays for contractors.

State and Federal holidays when these buildings are “normally‟ unoccupied:

· January 1*

· Martin Luther King Day (3rd Monday in January)

· Presidents’ Day (3rd Monday in February)

· Memorial Day (4th Monday in May)

· July 4*

· Labor Day (1st Monday in September)

· Columbus Day (2nd Monday in October)

· Veteran’s Day (November 11)

· Thanksgiving Day

· Friday after Thanksgiving Day

· December 24*

· December 25*

· December 31* *If holiday falls on a Sunday, buildings are closed the following Monday.

· Paper towels

· Toilet paper

· Trash can liners

· Liquid hand soap

· Urinal screens or liquid urinal deodorant

Contractor must keep the Area Supervisor aware of the inventory level of the state-furnished items, so needed items can be ordered and stocked before the inventory is totally exhausted (four-week supply normally). Order sheets for the above items will be provided and need to be faxed or e-mailed to Lance Boettcher the Area Supervisor.

Contractor shall furnish, without additional cost, all materials and supplies required to perform the total cleaning operation of the site. All materials shall be used and stored safely, and stored neatly in the janitor storage room or area.

Contractor shall keep adequate quantities of properly labeled supplies on-hand in each building to perform cleaning operations at all times. Material Safety Data Sheets (MSDS) for all supplies intended for use in the building and approval by the Supervisor will be required prior to start of contract. Any supply not approved by the Supervisor, shall be removed from the premises. Products that are flammable are Not allowed on DMA Property. The Department cannot facilitate proper storage of these chemicals. Oil based products are NOT approved for use; i.e., Stainless steel cleaner, furniture polish, etc.

The State of Wisconsin supports the use of sustainable cleaning products and materials based upon national standards such as Leadership in Energy and Environmental Design (LEED), Green Globe 21, Green Seal, etc.

www.usgbc.org/DisplayPage.aspx?CategoryID=19 http://www.greenglobe21.com/ www.greenseal.org/standards.htm

General purpose, bathroom, and glass cleaners that meet Green Seal GS-37 Certification are preferred for use on this contract. All other cleaning products with low Volatile Organic Compound (VOC) levels are preferred for use on this contract. Reference the California Code of Regulations maximum allowable limits. MSDS with VOC levels listed or other documentation should be provided. www.arb.ca.gov/consprod/regs/cp.pdf

8.4 EQUIPMENT

Equipment shall be commercial or industrial-rated.

All equipment required to provide Janitorial Services in accordance to the RFB specifications, shall be provided by the Contractor, and shall meet the standards of the Federal Occupational Safety and Health Act found at https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=OSHACT&p_id=2743 and State of Wisconsin Safety Codes found at http://165.189.64.111/Default.aspx?Page=437e6840-55ab-464f-bc7c-8f881627fb33.

WisDMA is not responsible for any Contractor equipment or supplies stored on site.

8.5 TRASH REMOVAL AND RECYCLING

Contractor shall facilitate the State's current waste recycling program that requires each state agency to separate recyclable from non-recyclable waste. All sites will have both trash and recyclables containers positioned throughout the buildings for this purpose.

Trash removal shall be to the designated covered dumping bin(s) located outside of the building, packed in such a manner that trash will not fly around causing a mess or nuisance until the trash hauling contractor can dump the bin as per separate contract schedule. Janitorial Contractor shall not accumulate any waste material in potential fire hazard areas, specifically the utility room, and shall maintain the utility room in an orderly fashion at all times.

8.6 INSPECTIONS

Contractor’s Contract Manager shall be available, upon request, for joint quality assurance inspections with WisDMA’s Area Supervisor or designee. WisDMA may use a Janitorial Quality Assurance Inspection form and be signed off by both Contractor and WisDMA Area Supervisor or designee.

Contractor’s cleaning Contract Manager will conduct periodic inspections of the premises to insure compliance with the required scope of work and the schedule of cleaning. Contractor’s Contract Manager will report any situations requiring attention on the part of WisDMA.

Contractor will be warned either verbally or in writing of continued unsatisfactory performance and intent to cancel the contract. Contractor will be given a period of time to ‘cure’ the performance. If performance does not improve, the Contractor will be given 30 days written notice that the contract will be cancelled (Section 15.0 CONTRACT CANCELLATION).

10.0 SECURITY REQUIREMENTS

9.1 ACCESS TO CENTER

All Contractor employees shall be identified while on the premises by nametags, and or uniforms (visible always) indicating their name and company or organization, (to be furnished at Contractors expense) and verified by photo ID (upon request). Under no circumstances shall Contractors employees admit anyone to areas controlled by a key in their possession. All doors and windows shall be closed and locked upon completion of cleaning operations in the area. All areas shall be double-checked at end of the shift to verify the areas are secured. On occasion, certain areas normally open for cleaning may be secured. In such a situation, cleaning shall take place only upon request of the Department.

9.2 KEYS

Any worker reporting to the building will use their badge to access the building whether the door is open or not. Contractor shall be responsible for all keys and security access cards issued to the contractor. For purposes of this RFQ, a magnetic or computer-readable access-card is also considered a key. Contractor shall not duplicate any keys for the premises under any circumstances. Any lost keys or need for additional keys shall be promptly reported to or requested of the Area Supervisor. To avoid the possibility of tracing lost keys to the premises, the contractor shall not put identification on any keys. Any costs incurred for replacement of keys or re-keying of locks due to the contractor of the contractor's employees are the responsibility of the contractor.

Care and special instructions for the access card:

a. Do not bend the badge, use care in storing the badge as to not cause bending.

b. Do not leave the badge displayed in the open in your vehicle.

c. Because of increased security risks, do not openly display the badge when in a public setting outside of DMA installations.

d. If using a lanyard to display the badge, use only a safety lanyard that will break away if it becomes entangled. If performing job duties were entanglement is possible, tuck the badge in your shirt or use other method of display like a clip.

e. Do not lend or allow someone else to use your badge for any reason.

9.3 OFF-LIMITS ITEMS

Employees of the contractor shall not disturb papers or personal effects on desks, open drawers or cabinets, use telephone, computer equipment, radio or television sets, or tamper with other personal property or state property. Any items of value, such as watches, rings, wallets, etc. found on the premises must be turned over immediately to the Area Supervisor.

9.4 LIGHTS

It is intended that on-site office personnel after their working day will turn off all lights. Only those lights necessary for cleaning in the areas where contractor's employees are working shall be illuminated. All lights shall be turned off upon completion of cleaning.

10.0 PERFORMANCE AND SUPPORT REQUIREMENTS

1. Restrooms - All cleaning procedures shall be conducted with the use of an EPA registered disinfectant/cleaner effective for killing Hepatitis B pathogens. An approved soft-scrub product can be used to remove embedded soil on porcelain fixtures.

De-scaling/acid cleaning procedures of toilet bowls and urinals shall be conducted with the use of an approved hydrochloric acid, not exceeding 10% in solution. The acid shall not come in contact with toilet seats or bright work without immediate removal.

1. Carpet - Carpet maintenance shall follow IICRC S001 Carpet Cleaning standard procedures. IICRC stands for Institute of Inspection, Cleaning & Restoration Certification.

1. Resilient tile Floors - Apply a minimum of two (2) coats of an approved floor seal; and three (3) coats of an approved floor finish following product manufacturer's recommended floor maintenance procedures.

1. Hard Floors - Apply a minimum of four (4) coats of an approved floor finish following product manufacturer's recommended floor maintenance procedures.

1. Terrazzo Floors – Use only neutral cleaner. Apply a minimum of three (3) coats of an approved water-based acrylic sealer designed for terrazzo use. Follow product manufacturers recommended floor maintenance procedures.

1. Rubber Flooring – Damp mop with approved neutral cleaner. Spot cleaning procedures shall be conducted with Lever Industrials TASKI “Profi” (or similar product) as per Manufacturer of the Flooring Systems Maintenance Recommendations. Never seal rubber flooring, unless requested by WisDMA (if requested, the work will not part of this contract, but a separate ‘special’ project).

IMPORTANT RUBBER FLOOR MAINTENANCE TIPS

· Use high CFM vacuum to pick up dust.

· Wait for floor to dry thoroughly before applying floor finishes, usually 24 hours.

· Apply only thin coats of floor finishes with finish mop. Buffing finish into the floor with a soft nylon brush is beneficial.

· For large areas, use auto scrubbers to clean floors

· For stripping floors, use TASKI ice-it and black or purple pad. Rinse thoroughly with clean water and wet vac up solution.

· For food areas, use TASKI profi (10 oz/gal. of water).

· For gum, use any generic gum remover, however, any solvent based product should be rinsed well with water to avoid damaging floor.

· For high traffic areas, top scrub and recoat floor as needed.

· Avoid flooding the floor.

10.1 ENTRANCES

Mats and Carpet - Shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue.

Glass and Metal Surfaces - Shall appear streak-free, film-free and uniformly clean. This shall include the elimination of dust and soil from sills and ledges and heat registers.

Dusting - All ledges, furniture, and other surface areas shall be free of dust and soil without damaging surfaces. They shall appear visibly and uniformly clean.

Floor Appearance – Floors, cove base, corners and thresholds shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpet, cove base and thresholds shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects. Cold water should be used on waxed floors.

Walls - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Fixtures/Fountains –Fire extinguisher cabinets, water fountains waste/recycle containers and other fixtures shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Waste Containers - Contents shall be removed from waste containers and can liners and replaced as required. If the liner is not soiled, it should be emptied into a larger container, reducing the waste of can liners. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff, and the presence of an offensive odor emitting from the container.

10.2 ELEVATORS

Tracks - Shall be free of dirt and debris. Tracks shall appear visibly clean. This shall include the elimination of standing water from wet cleaning procedures

Lights - Shall be free of dust and soil and stains without causing damage. Diffusers shall remain in proper position; they shall appear streak-free, film free and uniformly clean.

Walls and Doors - Shall be free of dust, soil, spots and stains without causing damage. They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. This shall include the elimination of polish residue and/or film.

Floors, Carpet and Cove bases - Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

10.3 CORRIDORS AND COMMON AREAS

Floor Appearance – Floors and carpets shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors and carpets shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects.

Baseboards – Cove base and corners shall appear visibly and uniformly clean. They shall be free of dust, soil, gum, spots, stains and other debris.

Glass and Metal Surfaces - Streak- and film-free, including removal of dust or other built-up residue from sills, ledges and heat register.

Corners/Thresholds - Free of floor-finish build-up, and debris. Elimination of cleaner residue or dried cleaner- or weather-related slurry.

Walls and Fixtures - Shall be free of dust, dried-soil and soil without causing damage. Surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Fixtures/Phones/Fountains – Public phones, fire extinguisher cabinets, water fountains, waste/recycle containers and other fixtures shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Furniture and Equipment - This shall include the elimination of cleaner residue, streaks and film.

Partitions - Shall be free of graffiti without causing damage. This shall include the elimination of streaks, film and cleaner residue.

Waste Containers – Same as restrooms.

Carpet and Baseboards - Free of gum, spots, stains and debris. Elimination of dust, streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

10.4 STAIRWELLS

Rails and Walls - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, cleaner residue or film.

Steps and Landings - Shall be free of dust, dried soil, gum, stains and debris. This shall include risers and cove bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

10.5 RESTROOMS

A sanitary restroom environment, minimizing the possibility of cross-infection, is considered by DMA to be of the highest priority. Restroom sanitation levels shall be especially closely monitored by inspection.

Dispensers - Free of bacteria inducing deposits without causing damage. Surfaces regularly disinfected with approved supply product. Elimination of film, streaks, and cleaner residue. Soap runs freely and dispensers are cleaned of hardened or clogged soap. Dispensers refilled when required with proper supply item.

Hardware - Free of scale without causing damage. Bright work polished to a streak-free shine, including elimination of polish residue. Surfaces shall be regularly disinfected.

Sinks - Free of cleaner residue and soap film without causing damage. Polished-dry. Elimination of streaks, embedded soil, film and water spots. Surfaces regularly disinfected.

Mirrors - Mirrors and surrounding metal framework streak- and film-free.

Toilets and Urinals - Toilets, toilet seats and urinals shall be free of bacteria, organic matter, cleaner residue and lime or scale without causing damage. These fixtures shall be disinfected and polished-dry. This shall include the elimination of streaks, film and water spots.

Partitions - Shall be free of graffiti without causing damage. Partitions shall be disinfected and polished-dry. This shall include the elimination of streaks and film.

Waste Containers - Contents shall be removed from waste containers and can-liners replaced. Inside and outside of the container shall be cleaned and disinfected. This shall include the elimination of streaks, foodstuffs, or any offensive odor emitting from the container.

Walls and Doors - Shall be free of spots and stains without causing damage. These surfaces shall be clean/ disinfected. This shall include the elimination of film, streaks and cleaner residue. Ceramic walls and wainscots; and metal kick plates, handles and push plates on doors shall also be polished-dry.

Floors and Baseboards - Shall be free of gum, stains and debris. Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent shine. Floors and cove bases shall be clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Air Vents - This also pertains to air distribution units and exhaust vents.

Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position.

10.6 OFFICES, CLASSROOMS & EQUIPMENT AREAS

Furniture and Equipment - Shall be free of dust, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks and film.

Walls and Doors - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Waste Containers/Recycling - Contents shall be removed from waste containers and can liners have replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff, and the presence of an offensive odor emitting from the container.

Partitions - Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Dusting –All ledges, furniture, and other surface areas shall be free of dust and soil without damaging surfaces. They shall appear visibly and uniformly clean.

Floor Appearance – Floors and carpets shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpets and cove base shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects.

Baseboards – Cove base and corners shall appear visibly and uniformly clean. They shall be free of dust, soil, gum, spots, stains and other debris.

Edge Vacuuming – Floors and carpets shall have edges and borders vacuumed to be free of dust, soil, and other debris. This shall include areas under heat registers, partitions, desks, and equipment on of cleaner residue and dried-slurry. Edge areas shall appear visibly and uniformly clean.

NOTE: Chairs may NOT be put on tables, for any reason.

10.7 INTERIOR GLASS

Glass/Sidelights - Shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Window Sills/Frames - Shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Blinds - Shall be free of dust and soil without causing damage.

10.8 JANITOR CLOSETS AND STOREROOM

Cleanliness – Shelves, walls, janitorial carts and other contractor equipment shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue. Supplies and equipment stored shall also be free of dust and soil, and organized, neatly. Utility sinks shall be free of cleaner residue and soap film. This shall include the elimination of streaks, embedded soil, film and water spots. Bright work shall be cleaned, de-scaled and polished. Floors shall be swept and moped clean, free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient tile floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean.

Organization - Supplies and equipment shall be stocked and organized, neatly on shelves and on janitorial carts. All dirty rags, debris, packing material, empty containers or other waste materials should be disposed of properly and not left to accumulate in the closet or storerooms.

Supplies and Equipment – Adequate quantities of properly labeled supplies must be on-hand to perform cleaning operations at all times. All vacuums and other equipment should be emptied daily and electrical cords checked for safety. Vacuums and other equipment must be kept in good working condition. Equipment must not leak fluids or dust.

10.9 MISCELLANEOUS

Air Vents - Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

Carpet Spotting – Spots, soil marks, gum and stains on carpets shall be removed as they occur throughout the building. All cleaner residues shall be eliminated and the carpet restored to a uniformly clean appearance.

Break Rooms/Kitchens – All furniture, counters, shall be cleaned and disinfected to be free of soil and food debris, without damaging surfaces. Sweep, vacuum, wet mop, spray buff/ burnish hard floor surfaces to maintain a high shine. All shall be free of dust, soil, cleaner residue and soap film. Sinks shall be wiped free of dust, soil, bacteria, water spots, and scale and appear visibly and uniformly clean, without causing damage. Bright work shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine, including elimination of polish residue. Dispensers shall be refilled when required with proper expendable supply item. Empty, replace liners (as required) in appropriate waste containers, and wipe clean trash/recycle containers.

11.0 SUBCONTRACTING OR THIRD-PARTY PAYMENTS

All subcontracting shall be pre-approved by WisDMA. Subcontractors must abide by all terms and conditions of the contract. The prime contractor shall be responsible for all subcontractor(s) work and payment. The WisDMA will not directly pay any subcontractor or third parties.

12.0 FIRM PRICING

The awarded Contractor must hold the accepted prices for the initial contract period which shall begin on the date that the contract is fully executed through June 30, 2017. Fuel surcharges will ‘not’ be allowed to be added to an invoice during any contract period and will not be allowed for any price adjustments/increase.

13.0 REQUESTING PRICE ADJUSTMENTS

Requests for price increases shall be provided by the Contractor, in writing, to DMA 90 calendar days prior to the renewal period. DMA will review any adjustment of prices before the beginning of a contract renewal period. Any price increase must be mutually agreed upon between WisDMA and the Contractor in writing. Price increase requests must be justified with supporting documentation of industry-wide increases. If Purchasing deems cost increases are not acceptable, it reserves the right to re-bid the contract in whole or part.

14.0 METHOD OF AWARD

Award(s) shall be made based on the lowest cost Bid Cover Page from a responsive, responsible bidder who meets specifications. Bids that require that the State shall guarantee a specific quantity or dollar amount will be disqualified.

The State does not guarantee to purchase any specific quantity or dollar amount of service and may purchase no services.

15.0 CONTRACT CANCELLATION/TERMINATION

This Contract may be terminated by either party under the following conditions:

15.1 Please review section 23.0 and section 24.0 of the attached Standard Terms and Conditions (DOA-3054) attached to this Request for Quote. WisDMA may terminate the contract at any time at its sole discretion by delivering 30-days written notice to the Contractor.

15.2 If the problem is service performance, Contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel this contract. Contractor will be given a period of time to ‘cure’ the performance (5 days). If the performance does not improve, Contractor will be given 30-days written notice that the contract will be cancelled. Contractor will be liable for any and all costs associated with rebidding this contract.

Upon termination, WisDMA’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

15.3 In the event the Contractor terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the WisDMA Purchasing Agent not less than 120-days prior to said termination.

15.4 If at any time the contractor performance threatens the health and/or safety of WisDMA, WisDMA has the right to cancel and terminate the Contract without notice.

15.5 If the Contractor fails to maintain and keep in force the insurance as required in Section 23.0 of the attached Standard Terms and Conditions, WisDMA has the right to cancel and terminate the Contract without notice.

15.6 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, WisDMA has the right, in addition to any other rights of whatsoever nature that it may have at law or inequity, to terminate this Contract by giving 90 calendar day notice in writing of such termination.

16.0 REQUIRED FORMS

For your bid to be considered, the following completed documents must be provided. An “X” preceding the form indicates that it must be completed and returned with the Quote/Bid response by the due date and time listed on the bid cover page, in order for your bid to be considered. Include:

Failure to provide the required documents/information within your bid submittal may disqualify your bid.

Wisconsin Department of Administration Chs. 16, 19, 51

DOA-3681 (03/99)

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS

FOR PROCUREMENTS FOR SERVICES

VENDOR INFORMATION

Attachment A

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

This document can be made available in accessible formats to qualified individuals with disabilities.

VENDOR REFERENCES

Attachment B

FOR VENDOR:

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement.

Company Name

Address (include Zip + 4)

Contact Person

Phone No.

Product(s) and/or Service(s) Used

Company Name

Address (include Zip + 4)

Contact Person

Phone No.

Product(s) and/or Service(s) Used

Company Name

Address (include Zip + 4)

Contact Person

Phone No

Product(s) and/or Service(s) Used

Company Name

Address (include Zip + 4)

Contact Person

Phone No.

Product(s) and/or Service(s) Used

This document can be made available in accessible formats to qualified individuals with disabilities.

BIDDER SITE VISIT CERTIFICATION

Attachment D

THIS CERTIFIES THAT

Company/Organization Name

HAS VISITED THE FACILITY AND UNDERSTANDS THE SPECIFICATIONS AND ALL CONDITIONS OF BID.

Signed by:

(Vendor Signature)

Printed Name & Position Title:

Date:

Signature of authorized DMA Employee:

Printed Name:

Date: ____________________ image1.png