OPOTA Cleaning Services RFQ vfinal Ohio Buys.pdf

www.OhioAttorneyGeneral.gov

Request for Quotations (RFQ)

RFQ # AGO-GSS-1125-6857

Facility Cleaning Services - Richfield

1.0. Overview and Purpose

The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for Quotations (“RFQ”) to secure goods or services as defined below.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

Both the AGO Bureau of Criminal Investigation, known as “BCI” and the Ohio Peace Officer Training Academy, known as “OPOTA” share office space located at 4055 Highlander Parkway, Richfield, OH 44286.

BCI helps police departments and county sheriffs statewide by providing key support services at no cost. BCI experts analyze evidence, aid in investigations, and provide Ohio’s criminal history network and background-check services. BCI has a full-service laboratory and evidence reception site in Richfield.

OPOTA provides training in basic, advanced and technical subjects to help officers be their best at agencies throughout Ohio. The OPOTA Richfield Campus includes an auditorium, two classrooms, a computer lab and a break room.

The purpose of this request is to solicit responses for the selection of a vendor to provide full-time cleaning and janitorial services for the shared BCI/OPOTA Richfield offices.

Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these references may be used interchangeably throughout this RFQ and have the same meaning.

1.1. Site Visit

A non-mandatory walk-through will be held on November 10, 2025, at 10:00 a.m. to allow interested vendors to view the Richfield facility. The site visit will take place at the address identified above. Attendance is not required to submit a proposal; however, vendors are strongly encouraged to attend to gain a better understanding of the size, layout, and site conditions.

1 Chapter 109 - Ohio Revised Code | Ohio Laws https://codes.ohio.gov/ohio-revised-code/chapter-109

2.0. Scope of Work and Required Duties

The AGO requires the selected vendor to provide a custodial worker to provide both routine daily cleaning and as well as regular weekly and monthly cleaning duties at the Richfield facility.

The vendor shall ensure consistent quality custodial staffing coverage Monday through Friday, during the 1st shift, between the required hours of 8:00 a.m. and 5:00 p.m. In the event of staff absence, the vendor must provide a qualified substitute to maintain service continuity. Note - AGO facilities are closed on State observed holidays.

The scope of this engagement also includes other periodic cleaning duties and annual cleaning needs.

2.1. Daily Cleaning

Daily routine cleaning duties include, but may not be limited to, the following:

I. Common Areas and Entrances

A. Straighten chairs, tables, and magazines/paper on side tables B. Spot clean entrance glass and wipe HVAC units and dust corners for cobwebs C. Clean/disinfect commonly touched surfaces D. Sweep/Mop hard surfaced floors E. Vacuum runners F. Empty outside trash G. Empty outside cigarette canister – weekly only

II. Lunchrooms

A. Empty trash and change bags, spot clean walls behind each trash container as needed B. Clean/disinfect commonly touched surfaces C. Disinfect all counters, tables, and cabinet faces D. Straighten all tables and chairs in all areas when not in use, wipe down bases of chairs as needed E. Scrub/Disinfect sink and surrounding areas F. Damp wipe/disinfect inside the microwave(s) G. Damp wipe/disinfect handles and face of refrigerator H. Dust all horizontal surfaces including shelves, windowsills, blinds, etc.

I. Sweep and mop floors, especially around coffee/vending machines

III. Restrooms (Cleaned once in the A.M. and again after lunch break)

A. Complete cleaning of restrooms to include

• Clean/Disinfect toilets, sinks, faucets, light switch, door handles and push plates.

• Empty waste receptacles and replace liner

• Spot clean walls as needed

• Replenish dispensers, paper towels, soap, toilet paper, etc.

• Clean and polish dispensers

• Sweep/Mop floors.

IV. Office Areas

A. Empty trash and replace bags as needed

B. Disinfect all counters and open desk areas. Do not disturb paperwork C. Dust all horizontal surfaces including shelves, windowsills, blinds, etc.

D. Vacuum office carpets and hallways as needed - at a minimum of once per week

V. Conference, Training Rooms and Auditorium – Cleaned after Each Scheduled Use

A. Disinfect all counters, tables, chairs, and cabinet faces B. Straighten all tables and chairs, wipe down bases of chairs as needed C. Wipe off white boards when not in use D. Dust all horizontal surfaces including shelves, windowsills, blinds, etc.

E. Empty trash and change bags, spot clean walls behind each trash container as needed F. Vacuum carpet

VI. Routinely Clean/Disinfect Commonly Touched Surfaces Throughout Facility

A. Door handles and surface above handles (where someone may hold or push) on both interior and exterior sides of lab and other building doors

B. Security keypads C. Fingerprint scanners – dry cloth only, no acid liquids, alcohol, or abrasive material are permitted as they will damage the scanners D. Copiers and Printers and other shared office equipment E. Table Tops and Counters F. Cabinets and handles G. Appliances, such as refrigerator, microwave, etc.

H. Light switches

VII. Recycling

A. Remove all recycling to BCI bin location

2.2. Weekly and Monthly Cleaning

Weekly and monthly routine cleaning duties include, but may not be limited to, the following:

I. Weekly

A. Dust mop and wet mop hallway hard surfaced floors

• Do as needed for spills and weather-related issues.

II. Every other week

A. Detail dusting, high and low dusting

• All pictures, partitions, chair legs, etc.

B. Detail vacuuming to ½ of carpeted areas

• All edges, kneeholes, upholstered chairs

• This will complete all vacuuming monthly

III. Monthly

A. Dust office areas including desks, shelves, windowsills, doorjambs B. Detail vacuum office area – edges and kneeholes C. Detail dust lunchroom D. Dust baseboards/cove molding in all areas

E. Clean bases of chairs/tables in lunchroom

2.3. Periodic Cleaning, Cleaning Projects and Annual Cleaning

Periodic cleaning, cleaning projects and annual cleaning may include, but are not limited to, the following:

I. Periodic Cleaning

A. Wash main entrance glass monthly B. Wash restroom walls and partitions quarterly C. Detail vacuum auditorium quarterly D. Clean auditorium chair legs quarterly E. Clean carpet as needed

II. Cleaning Projects

A. Clean carpet spots as needed B. Dust auditorium chair legs as needed

III. Annual Cleaning (these items should be priced separately from the daily cleaning duties)

A. Maintain VCT Floors – scheduled around lab and office availability; requires escort of crew

• Buff, burnish, scrub and refinish as needed

• If stripping is needed, plan ahead with schedule

B. Shampoo Carpet – scheduled around office availability C. Wash all windows inside and outside – as requested and scheduled by Office

The vendor will coordinate with the AGO Facilities Manager for access to secure areas and scheduling of annual or project-based cleaning activities.

2.4. Supplies and Equipment

The vendor will provide their own cleaning supplies and equipment. Supplies include trash can liners, hand soap, hand sanitizer and all necessary cleaning chemicals and supplies. The vendor is also responsible for the equipment required to complete all work detailed in Section 2.0. Scope of Work and Required Duties.

All supplies and equipment used must meet or exceed industry standards.

AGO will provide all paper products, including paper towels and toilet tissue for the vendor to replenish dispensers throughout the facility.

2.5. Safety and Compliance

All work must comply with State of Ohio laws and regulations. The selected contractor must follow OSHA safety standards.

2.6. Term

The proposed contract shall be in effect from January 1, 2026, up to and including June 30, 2027.

Subject to mutual agreement, and appropriation from the Ohio General Assembly, the contract may be extended, for cleaning services, for an additional two (2) years, to end on June 30, 2029.

2.7. Contract Performance and Monitoring

As part of the AGO’s commitment to improved outcomes, the AGO seeks to actively and regularly collaborate with awarded vendors to enhance contract management, improve results, and adjust service delivery based on learning what works. The contractor must assign a dedicated Service Coordinator/Contact. During regular contact throughout the term of the contract, it is anticipated that the following topics will be regularly discussed:

• Topics of interest or concern to the AGO and the Contractor, such as:

o Discussion and troubleshooting of challenges.

o Response time for complaints or corrective actions.

o Inspection or reporting requirements.

To facilitate discissions, the vendor may be asked to maintain a log of completed tasks and be prepared to report any facility issues to the AGO Facilities Manager. Periodic inspections may be conducted by the AGO Facilities Manager to ensure compliance with the Scope of Work and Required Duties.

3.0. Professional Experience

The selected vendor must meet quality standards set by this contract including experience with full-time cleaning and janitorial services of similar size and complexity to this request.

4.0. Vendor Quote Content and Submission

Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and Item Grid. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys may result in rejection of a response.

The vendor’s responses to the information requested will allow for a well-defined comparison of the bids received. Quotes must be valid for no less than 60 days from the quote due date.

1. Quote. Bidders must provide a complete comprehensive quote.

• The cost of the Scope and Required Duties in Section 2.0. must be detailed and all fees and pricing included within the quote for review. Bidders must include and describe all direct and indirect costs associated with the quote for review.

• The 2.3. Annual Cleaning items (A, B and C) should be quoted separately from the daily cleaning duties.

2. Professional Experience. Bidders must include three (3) Attachment - Performance Questionnaire to be completed by customers of vendor. Vendors should inform these customers that the AGO may reach out to ask specific questions. Questionnaires from clients, similar to the scope of this request in size and complexity, will receive more weight.

3. Terms and Conditions. Vendors must review the RFQ and the Sample Contract and within the Questionnaire must identify and attach any vendor assumptions or exceptions to the AGO Terms and Conditions in vendor’s response and/or state if the vendor holds a current contract with the AGO and include that AGO contract number. If the selected vendor currently holds a contract with the AGO, it is within the AGO’s discretion to amend that contract to include the items solicited in this document, at the prices bid. All other terms and conditions of the existing contract will remain the same.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the upcoming biennium, which ends June 30, 2027.

The award will be made to the vendor that offers the lowest priced responsible and responsive submission.

5.0. Calendar of Events

• RFQ Issued Date November 3, 2025

• Inquiry Period Begins November 3, 2025

• *SITE VISIT* November 10, 2025; 10:00 A.M. Eastern Time

• Inquiry Deadline November 12, 2025; 11:00 A.M. Eastern Time

• Quote Due Date November 19, 2025; 11:00 A.M. Eastern Time

*SITE VISIT* - A non-mandatory site visit will be held to allow prospective bidders the opportunity to inspect the Richfield facility and assess site conditions relevant to the scope of work. Attendance is strongly encouraged but not required for bid submission.

6.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

7.0. Terms and Conditions

No work may commence until the selected vendor receives an AGO purchase order and, if determined by the AGO, an AGO contract as well as all other applicable agreements are executed.

The AGO Attachment – Sample Contract is included with this RFQ. The RFQ and, unless otherwise determined by the AGO, the Attachment constitute the terms and conditions for this AGO purchase. Vendors must review the RFQ and Sample Contract and must identify any exceptions to the Terms and Conditions and/or state if the vendor holds a current contract with the AGO and the AGO contract number in the vendor’s response.

If exceptions are not noted in the response, the vendor stipulates the vendor’s acceptance of the Terms and Conditions and RFQ requirements.

https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state mailto:OBM.ContactCenter@obm.ohio.gov

Additionally, the selected vendor(s) may be required to sign various AGO forms and/or agree to comply with certain requirements prior to commencement of work including:

The vendor, its employees and subcontractors are required to successfully complete a number of background checks and subsequent approval by the AGO Chief of Human Resources prior to working at the AGO Richfield facility.

In addition to the completion of an AGO Background Information Form which will need to be notarized, the following checks will be required:

• BCI/FBI Fingerprint WebCheck

• State of Ohio Taxation Check

• Driving Record Check

Background checks are done at no charge to the contracting company.

The vendor, its employees and subcontractors may be subject to BCI escort at any time while on the premises of the AGO facility. The AGO reserves the right to refuse access to the job site at any time if the AGO determines in its discretion that vendor or vendor’s employee or subcontractor presents a potential security threat or if there is a change in the results of the background check at any time during the contract term.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFQ are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

The terms and conditions of this solicitation are subject to Ohio Revised Code Section 9.27 - State Contracts

- Invalid Terms and Conditions. Under Ohio Revised Code Section 9.27, the AGO is prohibited, among other things, from including provisions by which the AGO agrees to indemnify and hold harmless a vendor. These provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms subject to Ohio Revised Code Section 9.27 in their standard terms and conditions, manufacturer warranties, and applicable warranty services.

The selected shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.