OT903421_Contract_Rev.pdf

Index No.: DAS008

Eff. Date: 04/01/24

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Specialized Underfloor Cleaning Services at State of Ohio Computer Center (SOCC)

CONTRACT No.: OT903421 EFFECTIVE DATES: 04/09/21 to 03/31/24 Renewal through 03/31/26 *

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. OT903421 that opened on 03/24/21. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 24 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Administrative Services, Office of Properties and Facilities, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

http://www.ohio.gov/procure

* Denotes change

Signed: __________________________________________________________ Kathleen C. Madden, Director Date https://procure.ohio.gov/pdf/Instructions_010118.pdf https://procure.ohio.gov/pdf/Standard_t_c_051520.pdf

TABLE OF CONTENTS

Special Terms and Conditions Pages 3-4 Specifications and Requirements Pages 5-8 Price Schedule Page 9 Contractor Index Page 10

SPECIAL TERMS AND CONDITIONS

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

DESCRIPTIVE LITERATURE: The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within ten (10) calendar days after request/notification by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

INSURANCE REQUIREMENTS: In addition to the insurance requirements specified in the State of Ohio Standard Terms and Conditions, section V.C, “Insurance,” the following Electronic Data Liability Insurance Endorsement is required:

ELECTRONIC DATA LIABILITY INSURANCE ENDORSEMENT: As part of Commercial General Liability, Loss of Electronic Data Liability Endorsement (ISO CG 04 37 or comparable), with a limit of $5,000,000 per claim or occurrence.

EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the state will multiply the unit cost of each line item by the estimated usage (Estimated Annual Service) listed in the Bid Price Page, resulting in the line item total. Then, all line item totals will be added together to arrive at the lot total.

CONTRACT AWARD: The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Failure to bid all items may result in the bidder being deemed not responsive.

FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from his suppliers, or 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 of the finished supplies, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. 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 should include, 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.

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 DAS 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 to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

Index No. DAS008 Eff Date: 04/01/24

MANDATORY SITE VISIT: The mandatory site visit will be held on Wednesday, March 10, 2021 at the State of Ohio Computer Center, 1320 Arthur E. Adams Drive, Columbus, OH 43221 to survey the facility and discuss the requirements of the bid. The site visit will commence promptly at 10:00 a.m., barring an unforeseen circumstance that results in a delay of the site visit.

Attendance will be taken. The state will not be responsible to a bidder for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Bidders who fail to attend the mandatory site visit and print their name on the sign-in sheet will be deemed not responsive. Pre-registration is required (see below). Please arrive 15 minutes early to complete registration and sign-in. Due to security at the location, Backpacks will not be permitted on the site.

Arrival Time

Date of Site Visit Building Location

10:00 AM

March 10, 2021 State of Ohio Computer Center

1320 Arthur E. Adams Drive, Columbus, OH 43221 (meet in the front lobby)

Note: The schedule above is subject to adjust as needed.

Please contact Tom Nelson by March 9nd 1pm EST at tom.nelson@das.ohio.gov to make arrangements for authorization to enter the facility.

The State cannot ensure attendance at the site visit for Offerors that fail to Pre-Register by the deadline. Visitors must check in with security upon entering the building and then wait in the front lobby for instructions from DAS representatives conducting the site visit.

BIDDER REFERENCES: Bidder must submit with its bid, a list of at least three (3) companies and/or organizations with which they have had recent (within five (5) years) service contracts for in providing services for specialized underfloor cleaning service projects of similar size, scope and nature. This list shall include the name and phone number of a contact person who will be familiar with the bidder's job performance. The state may verify the bidder's experience based upon the list of business references submitted and any other sources which the state deems appropriate. Bidder may utilize Bidder References form, Attachment One (copy as needed).

* AMENDMENT 1

MUTUALLY AGREED TO CHANGES

The following amendment items reflects a mutually agreed upon changes.

*PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND FOR OFFSHORE SERVICES

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

* Denotes change with amendment 1.

mailto:tom.nelson@das.ohio.gov

SPECIFICATIONS AND REQUIREMENTS

I. SCOPE AND CLASSIFICATION

The State of Ohio, DAS is seeking a qualified, experienced Contractor to provide data center cleaning services for operational computer room space at the State of Ohio Computer Center (SOCC) in accordance with the requirements listed herein. It is the intent of DAS to engage a professional company experienced in this specialty discipline. The Contractor is required to clean sub-floor areas raised floor HPL tile cleaning, above ceiling tiles, and the tops of hardware racks as listed herein. It is DAS’s expectation that no downtime of the building’s utility, as a result of a Bidder’s performance, will be permitted. Services will be scheduled in advance at the convenience of the state.

A. The floor area is approximately 113,000 square feet (SF), which includes 750 SF on the first floor, 70,000 SF on the second floor, 34,000 SF on the third floor and 8,050 SF on the fourth floor. The raised floor is 24” above the sealed concrete sub-floor which constitutes a cold air supply plenum. The column spacing is on 40’ x 40’ centerlines which constitutes one 1,600 SF “Bay”. The center of each bay has one floor drain at the center of the concrete sub-floor. The raised floor is comprised of 2’ x 2’ cementitious tiles in a bolted stringer system with pedestals at each tile corner. The air distribution system is via 20 ton down-flow Computer Room Air Conditioning (CRAC) units. Copies of the floor plan are attached showing the area of High Pressure Laminate (HPL) tiles and the general location of facility related equipment (CRAC and Power Distribution Units (PDU)).

B. Building Air Handlers: Two units are the means to introduce outside make-up air and in winter months, steam humidity into the computer room area. Both units are 9,000 CFM (6,000 CFM return air and 3,000 OA make up) and use 1” roll off 10% filter media over 2” MERV 8 pre-filters with 12” MERV 14 final filters. Notes: Cubic Feet per Minute (CFM); Minimum Efficiency Reporting Value (MERV).

C. CRAC Units: Multiple 20 Ton down-flow units are used within the raised floor area and are ducted from the above ceiling plenum space and discharge below the raised floor. Each unit uses 2” MERV 8 pre-filters and 4” MERV 8 final filters.

D. The area beneath the raised floor contains condenser water piping ranging in size from 6” to 14”, 1” domestic cold water piping, electrical conduits, seal-tight flexible PDU cables, cable tray, voice and data cables and smoke detection. There is no fire suppression in the plenum space.

II. DEFINITIONS

A. High Pressure Laminates (HPL) Tile - a material that belongs to the high-tech group of high-pressure decorative laminates, compact laminates, and balance sheets, widely used as a surface finishes applied to different materials, such as MDF or Chipboard. HPL is manufactured by different layers of cellulosic technical fibers, from young woods, bonded with phenolic resin (the upper part facing the outside is covered with cellulose impregnated with heat-hardened resin) that, subject to high pressure and temperature, achieve a very compact composite sheet that has outstanding characteristics and a long duration, especially highlighting its exceptional resistance to impact and scratching.

B. Computer Room Air Conditioning (CRAC) unit – is a device that monitors and maintains the temperature, air distribution and humidity in a network room and date center.

C. Light Cleaning - is intended for spot and debris removal throughout and dust removal in the main traffic areas using an approved High Efficiency Particulate Air (HEPA) vacuum with proper attachments and/or low-lint damp mop.

D. Heavy Cleaning - includes the scrubbing and rejuvenation of floor tiles with anti-static and non-toxic, low Volatile Organic Compounds (VOC) cleaning agents to remove dirt, scuffs and marks. Also, the removal of large debris not removed during light cleanings.

E. Outage - any activity that causes a disruption in power or data to a computer.

F. Occurrence - the act of power disruption whether it be momentary, sustained, or intermittent/repeated. It could also be known as an “incident “ or “ event”. For example, a computer going down, up, and down again because of activity currently taking place is one occurrence. A computer outage on Monday and again on Tuesday is two occurrences.

SPECIFICATIONS AND REQUIREMENTS (Cont.)

III. GENERAL REQUIREMENTS

A. The SOCC reserves the right to add, delete, or modify any of the cleaning expectations and frequencies set forth herein as determined appropriate by the SOCC Maintenance Director or designee in response to programmatic, facilitative, and operational needs of the facility. The SOCC and the Contractor must agree to any changes prior to the implementation of such changes.

B. DAS will provide a closet if needed to store a limited amount of cleaning supplies and equipment. This closet is approximately 12’ wide by 6’ deep, and may be locked. No office space will be provided for the vendor.

C. Cleaning

1. The first cleaning must be scheduled and completed within 45 Days after issuance of a Purchase Order.

2. Vacuum cleaning machines must be equipped with HEPA (High Efficiency Particulate Air 99.97% of particles

0.3 micrometers or greater) or better shall be permitted and filters shall be replaced regularly.

3. No mop buckets will be permitted in the raised floor areas

4. DAS will identify electrical receptacles to be used by contractor for his cleaning equipment at the beginning of the project.

5. Sub-floor cleaning: 113,000 SF, one (1) time per year. The underfloor areas shall be vacuumed to remove dust, debris, metal shavings, zinc whiskers and contaminants. If zinc whiskers are found, DAS shall be notified to inspect prior to removal. No more than 10 tiles shall be removed at one time in a given area and shall be cordoned off for safety purposes. However, all panels should be removed to clean all floor stringers, pedestals and tile edges. While cleaning, wipe down reasonably accessible sub-floor surfaces without disturbing data cables to remove fine particles missed during vacuuming. The contractor shall inspect for signs of moisture, oil or oily substances around CRAC units and notify DAS if evidence of this exists.

6. Raised Floor HPL Tile Cleaning: There are approximately 113,000 SF of HPL tiles which require cleaning. The heavy cleaning on the top of the raised floor tiles shall be scrubbed and rejuvenated with anti-static and non-toxic, low Volatile Organic Compounds (VOC) cleaning agents to remove dirt, scuffs and marks. The floor should then be damp mopped to remove residual cleaning agents then buffed to restore the original finish to the greatest extent reasonably possible. The weekly light cleaning is intended for spot and debris removal throughout and dust removal in the main traffic areas using an approved High Efficiency Particulate Air (HEPA) vacuum with proper attachments and/or low-lint damp mop. One (1) heavy cleaning shall be conducted monthly, minimum of twelve (12) times per year, and one (1) Light Cleaning using low-lint damp mop, conducted weekly, minimum of four (4) times per month.

7. Clean Above Ceiling Tiles: Cleaning of 20,000 SF (minimum) to 113,000 SF (maximum) on the top side of the

2’ x 4’ acoustic ceiling tiles (10’ Ht), at one time, by vacuuming. One to two tiles may be removed in any one area at a time. Light fixtures, sprinkler heads, smoke detectors, horn/strobe devices and speakers shall not be removed. This service will be performed only if requested by the State, and for the areas specified per the request.

8. Top of Rack Vacuuming – upon request, vacuuming the tops of all Information Technology (IT) hardware spread over the 113,000 SF encompassing approximately 600 pieces of equipment. This service will be performed only if requested by the State.

9. 14,000 SF 4th Floor Raised Floor HPL Tile Cleaning: There are approximately 14,000 SF of HPL tiles on the fourth floor which require cleaning. All other requirements noted within this section, II.A.2, “Raised Floor HPL Tile Cleaning” shall apply to this service. This service will be performed only if requested by the State.

SPECIFICATIONS AND REQUIREMENT (CONT.)

IV. SPECIAL REQUIREMENTS

In addition to the Contract Remedies specified in the Standard Contract Terms and Conditions, Section IV.H, the following shall apply: In the event, due to the fault or negligence of the contractor or due to the failure of the contractor to perform according to the terms of the contract, and there is an interruption of service (outage), experienced by any computer or telecommunications system located at SOCC, the contractor shall agree to pay to DAS, as damages, for the first occurrence, the amount of $10,000. The contractor shall pay damages in the amount of $20,000 for each subsequent occurrence.

V. CONTRACTOR’S RESPONSIBILITIES

A. The Contractor will be required to attend a kick-off meeting prior to the first day of service at a date and time to be determined. The kick-off meeting will be used to review the facilities’ detailed expectations of the Contractor. The contract may also be required to attend subsequent meetings, at the request of the facility, to discuss operational changes and Contractor performance.

B. The Contractor shall furnish professional services performed in accordance with the standards necessary for the satisfactory performance of the work.

C. The Contractor shall provide any and all required personal protective equipment and training. Including Material

Safety Data Sheets (MSDS) material as it pertains to cleaning elements or any other compounds used for the execution of services outlined in Specifications and Requirements.

D. The Contractor shall notify the DAS Facility Manager of any conditions which will cause a delay of completion of the work, within 24 hours of discovery. The Contractor shall also submit a proposed solution to the problem.

E. The Contractor and its staff are to follow all applicable SOCC rules and regulations while on SOCC grounds. Some of these work rules are provided through the following Web address:

https://procure.ohio.gov/pdf/DAS008CERMinfo.pdf

F. The Contractor is responsible for equipment (including tile pullers), qualified labor, logistics, and transportation, necessary for the successful completion of all the required products and services listed herein. The Contractor shall be responsible for and assume all office and business expenses that are incurred because of the performance of this contract unless stated otherwise. The Contractor is responsible for any travel-related expenses incurred during the execution of the services and requirements listed.

G. Contractor shall take care not to damage any IT hardware or building infrastructure equipment in or adjacent to the project area. Any damage to these items and the resulting expense to rectify damage shall be borne by the Contractor.

H. Contractor shall maintain their equipment and staging/storage area in a clean, safe manner at the end of each workday. Contractor shall keep premises free of accumulated rubbish or debris throughout course of the work. DAS reserves the right to have excess rubbish removed at the Contractor's expense if Contractor is deemed negligent or un-responsive.

https://procure.ohio.gov/pdf/DAS008CERMinfo.pdf

SPECIFICATIONS AND REQUIREMENT (CONT.)

I. The awarded Bidder’s personnel shall comply with and successfully pass the security background check requirements determined by the State of Ohio; Department of Administrative Services to gain access to the State of Ohio Computer Center. Access may be revoked at any time for the duration of the work. Background checks will be conducted by DAS Security for those persons who are specifically performing the work and have an actual need to be physically on SOCC premises.

1. Access to second floor , require BCI – Fingerprints submitted by DAS Security to Ohio BCI for a criminal background check Costs will be paid by the State of Ohio.

2. To work in the State of Ohio Computer Center, Contractor’s resources are required to successfully pass a State and Federal criminal background check performed by DAS Security and The Ohio Department of Public Safety.

Failure of either background check immediately eliminates the resource from working at the SOCC. Note: Federal background checks may take thirty days or longer to complete.

3. The Contractor is to immediately inform SOCC of any resignation/termination of an employee who is assigned to the SOCC.

VI. INVOICING

A. All invoices shall be received by DAS within 30 days of work completion. The facility will be invoiced on a monthly basis unless mutually agreed upon otherwise.

B. The State will not be responsible for any costs not identified.

C. There will be no additional reimbursement for travel or other related expenses.

Eff. Date 09/01/24

PRICE SCHEDULE

UNSPSC CATEGORY CODE: 76110000 (Cleaning and janitorial services)

SPECIALIZED UNDERFLOOR CLEANING SERVICES AT SOCC

• The State will not be responsible for any costs not identified.

• There will be no additional reimbursement for travel or other related expenses.

*Denotes change, per amendment 2.

ITEM DESCRIPTION

Unit of Measure

Price offered

1. Sub-floor Cleaning, 113,000 SF, annual Occurrence

$33,900.00 /OCC

2. Raised Floor HPL Tile Light Cleaning Occurrence

*$1,280.00 /OCC

3. Raised Floor HPL Tile Heavy Cleaning Occurrence

$4,520.00 /OCC

3. Clean Above Ceiling Tiles Square Feet

$.40 /Sq. Ft.

4. Top of Rack Vacuuming Occurrence

$1,950.00 /OCC

5. 4th Floor Raised Floor HPL Tile Light

Cleaning Occurrence $190.00 /OCC

6. 4th Floor Raised Floor HPL Tile Heavy

Cleaning Occurrence

$640.00 /OCC

7. Hourly Rate for Miscellanies Cleaning Hour $48.00 /HR

Eff. Date: 04/09/21

CONTRACTOR INDEX

CONTRACTOR CONTRACT NO.: OT903421

0000070560 DELIVERY: As specified Micro Clean Services, Inc.

25405 Broadway Ave. – Unit 2 Oakwood Village, OH 44146

TERMS: Net 30 Days

CONTRACTOR’S CONTACT: Telephone: (216) 481-8030

FAX: (216) 274-9041

Scott Lewis Email: scott@mcserv.com

PREFERRED METHOD OF RECEIVING PURCHASE ORDERS: scott@mcserv.com mailto:scott@mcserv.com mailto:scott@mcserv.com

Eff Date: 09/01/24

SUMMARY OF AMENDMENTS

Amendment

Number Effective

Date Description

2 09/01/24 This amendment is issued to update the pricelist, dated 09/01/24, effective with all orders issued on or after 09/01/24.

1 04/01/24

This amendment is issued to advise that, as a result of mutual agreement between the State of Ohio and the Contractor, this Contract is renewed for an additional twenty-four (24) months.

In addition, this amendment is issued to include updated language regarding the Prohibition of the Expenditure of Public Funds for Offshore Services.

All other prices, terms and conditions remain unchanged.