Ohio_Buys_Request_for_Quote_for_Shrine_opening_closing_2025.pdf

The Ohio Department of Natural Resources is requesting bids for: Mohican-Memorial Shrine Opening and Cleaning

Name or Title of the Service or Supply: Opening and closing of Mohican-Memorial Shrine (twice daily) and cleaning (basic cleaning daily and as needed)

Ordering Division and address: Division of Forestry

2045 Morse Road Bldg H-1

Columbus, OH 43229-6693

Specifications

Opening and cleaning of the Mohican-Memorial Shrine located at State Route 97, Hanover Township, Ashland County on Mohican State Forest. The shrine is a public war memorial and must remain open for public visitation. This service requires the shrine doors to be opened in the morning by 8:00 am and closed and locked at dark or 8:00 pm whichever comes first. The provider will be furnished a key to the building. This service requires the shrine doors to be opened and closed 7 days per week, 365 days per year. Exceptions to the days of opening and closing the shrine are Thanksgiving day, Christmas day, and New Year's day. Other exceptions to opening and closing the shrine may include county-level snow emergencies, severe weather events, flooding, and sick days or vacation days of the service provider.

Exceptions must be approved in advance by the Forest Manager. No exceptions will be granted for Memorial Day weekend, July 4th weekend, or Veteran’s Day, since this is a war monument.

In addition to opening and closing the Memorial Shrine, the service provider must also complete basic cleaning services. These include but not limited to: sweeping the floor, mopping the floor (when needed), dusting of fixtures and displays, cleaning the windows, insect nest removal, and trash removal.

Basic cleaning services shall be completed each day that the shrine is opened.

In addition, this service may require the provider to lower the flag on the flagpole when the Governor or the President declares flags at half-staff. The flags must return to full-staff at the appropriate declared time.

Delivery Mohican-Memorial State Forest

945 ODNR Mohican Rd 60

Perrysville, OH 44864

Delivery Date: July 1, 2025- June 30, 2027 (Daily)

Evaluation. The contract will be awarded to the lowest responsive and responsible bidder as determined by the State.

Contract Award. The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive

Preferences

The State will apply all preferences pursuant to Ohio Administrative Code 123:5-1-06.

Following the initial evaluation and scoring, all Proposals will be considered for preferences. Preferences will be calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third preferences. The preferences shall be combined and applied as a total percentage of the original Proposal to determine the score for evaluation purposes.

Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference. For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will be deemed as not qualifying for that preference.

(a) For the Buy American preference, if any Offeror offers a product that is not a domestic source end product, the State will add the applicable percentage of the total available points to the total score of each Offeror offering a domestic source end product.

(b) For the Buy Ohio preference, if any Offeror is a Buy Ohio Offeror claiming the preference, the State will add the applicable percentage of the total available points to each Buy Ohio Offeror’s total score.

(c) If claiming the preferences in (a) and (b) based on the product(s) offered, an Offeror is only eligible to receive the preference if the cost of the product(s) offered exceeds 50% of the total offered cost for products and services. A Buy Ohio Offeror is also eligible to receive the Buy Ohio preference based on its significant economic presence in Ohio or a border state.

(d) For the Veteran-Friendly Business preference, the State will add the applicable percentage of the total available points to any certified veteran-friendly business Offeror’s total score.

Site Visit & Point of Contact

Prior to submitting a bid response, offerors are encouraged to visit the shrine at 1000 OH-97, Perrysville, OH 44864 or contact Chad Sanders, Forest Manager at 614-439-6522.

Once a contract is awarded, failure of the bidder to have requested a site visit to become familiar with the facility and requirements of the bid will be insufficient reason to support any request to be released from the contract.

Bill to information:

Origin-DNR-N18 All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are two options available to submit invoices to FSS:

• EMAIL the invoice to: invoices@ohio.gov

• MAIL the invoice to: Financial Shared Services, PO Box 182880, Columbus, Ohio 43218-2880

In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to FSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 2025.

11. Any goods/services received after June 30, 2025 will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Economic Price Adjustment

The Contract prices(s) will remain firm for the initial term of the Contract. Thereafter, the Contractor may submit a request to increase its price(s) to be effective 30 calendar days after acceptance by the State. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers; on purchase orders that are already being processed; or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, e.g., increases in the cost of raw materials, labor, freight, workers’ compensation and/or unemployment insurance. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation includes, but is not limited to:

copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

mailto:invoices@ohio.gov

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify the State immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject section VI I. - Standard Terms and Conditions.

Suspension/Termination and the Contract Remedies sections.