STATE OF NORTH DAKOTA

GAME AND FISH DEPARTMENT

100 N BISMARCK EXPRESSWAY

BISMARCK, ND 58501-5095

REQUEST FOR PROPOSAL (RFP)

RFP Title: Janitorial Services, Bismarck Facilities RFP Number: 720-26-002 Issued: January 7, 2026 Purpose of RFP: Janitorial Services for the Bismarck Main Office Building, Shop Building, and Lab Building Procurement Officer: Justin Mattson

TABLE OF CONTENTS

ATTACHMENTS

Attachment 1 - Technical Proposal Evaluation Worksheet Attachment 2 – Contract Attachment 3 – Cost Proposal Format

SECTION ONE – INSTRUCTIONS

1.1 PURPOSE OF RFP

The state of North Dakota, acting through its Game and Fish Department, Administration Division (the STATE) is soliciting proposals for janitorial services to maintain the Bismarck main office building, shop building, and lab building in a neat, clean and professional appearance.

The main office building is approximately 43,050 square feet, however not all areas of the building will be cleaned as part of this contract.

The shop building’s main and upper level office areas to be cleaned are approximately 24’ x 80’ per floor, plus the building entry.

The lab building’s areas to be cleaned include 34’ X 34’ office space, 14’X12’ bathrooms, along with the building entry and entry mat.

1.2 PROCUREMENT OFFICER CONTACT INFORMATION

The Procurement Officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the Procurement Officer. Please do not add the Procurement Officer to any marketing distribution lists.

PROCUREMENT OFFICER: Justin Mattson EMAIL: jdmattson@nd.gov

PHONE: 701-328-6658

TTY Users call: 7-1-1

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)]

1.3 DEFINITIONS

For the purposes of this RFP, the acronyms and defined terms are as follows:

1.4 RFP SCHEDULE

Deadline for submission of Questions and Objections

January 30, 2026 by 4:00 PM, C.T.

1.5 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

Contact the Procurement Officer, as soon as possible, if an individual with a disability needs assistance with the RFP, including any events in the RFP schedule, so reasonable accommodations can be made.

1.6 BIDDERS LIST AND SECRETARY OF STATE REGISTRATION REQUIREMENTS

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1)

· See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

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

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

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.7 STATE PROCUREMENT WEBSITE (SPO ONLINE)

This solicitation has been posted to the State Procurement website. The Procurement Officer will contact all vendors solicited regarding any amendments to this solicitation and award notices.

This RFP and any related amendments and notices will be posted on the North Dakota OMB website using SPO Online. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: https://apps.nd.gov/csd/spo/services/bidder/main.htm Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential Offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

1.8 AMENDMENTS TO THE RFP

If an amendment to this RFP is issued, it will be provided to all Offerors on the Bidders List for the solicitation and to those prospective Offerors who have contacted the Procurement Officer to receive notices related to the RFP. An Offeror shall include in its proposal any required acknowledgements of amendments to the RFP.

1.9 DEADLINE FOR QUESTIONS AND OBJECTIONS

Offerors should carefully review the RFP including all Attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP Schedule. If no deadline is specified, questions or objections must be received at least seven days prior to the Solicitation Closing deadline. The Procurement Officer may elect to respond to questions received after the deadline.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number and title cited in the email subject line.

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

1.10 PREPROPOSAL CONFERENCE OR SITE INSPECTION

The STATE will hold optional site inspections for interested offerors. To schedule a site inspection, please contact Brandon Diehl by email at brdiehl@nd.gov. Please allow at least 2 business days for scheduling of site inspections. Site inspection scheduling will be subject to the availability of Department staff.

Completion of a site inspection is not mandatory. All questions and answers received during site inspections will be disseminated as a solicitation amendment after the question deadline.

· Location: North Dakota Game and Fish Department 100 N Bismarck Expressway Bismarck, ND 58501

1.11 OFFER HELD FIRM

Offerors must hold proposals firm for at least 60 days from the deadline for receipt of proposals (Solicitation Closing). The STATE may send a written request to all Offerors to hold their offer firm for a longer period of time.

1.12 OFFEROR RESPONSIBLE FOR COSTS

Offeror is responsible for all costs associated with the preparation, submittal, and evaluation of any proposal including any travel and per diem associated with demonstrations and presentations.

1.13 TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon requested by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are 1099 reportable. The purchasing agency may require the contractor to submit an IRS Form W-9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701.328.1246 or visit its website at https://www.nd.gov/tax/tax-resources/ for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees' compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701.328.1248 or visit its website for more information.

1.14 PROPOSAL RECEIPT DEADLINE – LATE PROPOSALS REJECTED

An Offeror is solely responsible for ensuring its proposal is received by the STATE prior to the Solicitation Closing deadline identified in the RFP schedule regardless of the method of submission. A solicitation amendment will be issued if this deadline is changed. An Offeror may contact the Procurement Officer to inquire whether its proposal has been received. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.15 PROPOSAL OPENING

A public opening will not be held.

This is a formal sealed Request for Proposal (RFP) process. Proposals will be secured and held unopened until the Solicitation Closing deadline. Per N.D.A.C § 4-12-08-04, the openings may be made public at the discretion of the purchasing agency. If a public opening is held, only the names of Offerors that submitted proposals can be revealed at the opening, and each proposal will be opened in a manner to avoid disclosure of the contents to the competing Offerors.

1.16 AMENDMENT AND WITHDRAWAL OF PROPOSALS

Offeror may amend, supplement, or withdraw proposal prior to the Solicitation closing deadline. No changes will be accepted after the Solicitation closing deadline. After the Solicitation closing deadline, Offeror may make a written request to withdraw proposal and provide evidence that a substantial mistake has been made, and the STATE may permit withdrawal.

1.17 NEWS RELEASES

Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

1.18 CONFLICT OF INTEREST

Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or officials knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04. [N.D.C.C. § 12.1-13-03 ]

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

1.19 ATTEMPT TO INFLUENCE PROHIBITED

Offerors must not give or offer to give anything to a state employee or official anything that might influence or appear to influence procurement decisions. Suspected attempt to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.20 COLLUSION PROHIBITED

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.21 PROTEST AND APPEAL

An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the Procurement Officer before the specified deadline. If no deadline for questions is specified, protest based upon defects in the solicitation must be made at least seven calendar days before the deadline for receipt of proposals.

An Offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the Procurement Officer to the Director of OMB or designee in writing within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-03.

SECTION TWO – BACKGROUND

2.1 BACKGROUND INFORMATION

ND Game and Fish Department is seeking proposals for janitorial services. Background information concerning this project is as follows:

The main office of the North Dakota Game and Fish Department was constructed in 1985 at a cost of approximately 2 million dollars. At the time of construction, it was regarded as one of the finest built buildings with eight-foot doors, high quality vinyl wall coverings, and top of the line fixtures installed throughout. A 2,400-gallon aquarium and other built-in displays graced the lobby. One lobby display, a wetlands diorama, was constructed by a company out of Florida.

The building soon became a favored place for local, regional, and statewide meetings. The auditorium is capable of handling close to 200 people. Our aquarium displays and mounted wildlife and artwork in the lobby are viewed by thousands of people each year. Three additional conference rooms are available for small meetings and are used by various conservation/wildlife organizations throughout the year. Legislative functions, high level meetings and increased hunter education classes over the years ensure that the main office building is used to its full potential.

The staff of the North Dakota Game and Fish Department take pride in our main office facility and enjoy working here. The sportsmen and sportswomen of this state have contributed to this facility and they take pride in it as well.

The main office building is approximately 43,050 square feet, however not all areas of the building will be cleaned as part of this contract.

The shop building’s main and upper-level office areas to be cleaned are approximately 24’ x 80’ per floor, plus the building entry.

The lab building’s areas to be cleaned include 34’ X 34’ office space, 14’X12’ bathrooms, along with the building entry and entry mat.

SECTION THREE – SCOPE OF WORK

3.1 SCOPE OF WORK

The North Dakota Game and Fish Department is soliciting proposals for conducting daily janitorial services for the Bismarck main office building, and weekly janitorial services at the shop building and lab building.

Successful bidder should be aware that the person/persons selected to clean the lab will need to pass a Criminal History Background Check. Documentation of an acceptable background check must be provided to Department before Contractor employee can access the lab building.

Disqualifiers Include:

Any convictions where the possession of firearms is currently prohibited

Drug Use Any illegal use of the highly addictive drugs or excessive use to include but not limited to:

uses within 5 years, no more than 3 in life)

use within 3 years)

3.2 REQUIREMENTS

DELIVERABLES

The Contractor will be required to provide the following to achieve the objective of this project:

1. Cleaning based on the Work Schedule detailed in the RFP.

2. A written schedule of when semi-annual and annual cleaning activities will be scheduled.

3. An invoice on a monthly basis.

STATE-FURNISHED PROPERTY/SERVICES

The STATE will provide:

1. Restroom supplies (paper towels, hand soap, toilet paper).

2. Garbage Can Liners

3. Colored Cleaning Rags. Cleaning of the rags will be the responsibility of the CONTRACTOR.

4. Mops & Buckets

CONTRACTOR-FURNISHED PROPERTY/SERVICES

The CONTRACTOR will be responsible to provide:

1. Cleaning chemicals (e.g. disinfectant, glass cleaner, floor wax, etc.) will be provided by the Contractor in accordance with specifications listed and all state and federal laws regarding the use of such chemicals. No additional charge will be made for such items.

2. Cleaning supplies and equipment, tools, etc. (e.g. vacuums, brooms, mop heads, extension cords). Vacuums must be commercial grade equipment. Vacuums must be an upright design with an agitator bar.

3. Preferred Chemical Specifications:

DESCRIPTION OF SPECIFIC, RESULTS-ORIENTED TASKS

1. Hours

a. Bismarck Main Office Building The Contractor will be held to a minimum of 5 hours per night of cleaning under this contract. Past experience has shown that in order to get the job done according to the detailed Work Schedule specified below, a minimum of 5 hours per night is needed. The number of hours per night may be greater than 5 hours if that’s what it takes to get the job done.

Preference will be given to vendors that provide the same staff on a regular basis in order to decrease the amount of required training and questions.

b. Shop & Lab Buildings The amount of cleaning per month will be based on cleaning one day a week. Janitorial work shall begin any time after 5:00 p.m. on the same day each week. Past experience has shown that in order to get the job done according to the detailed Work Schedule specified below, a minimum of 3 hours per week is needed. The number of hours per week may be greater than 3 hours if that’s what it takes to get the job done. A fixed schedule should be followed so we know when to expect the contracted vendor on a regular basis. It is preferred that the Shop and Lab are cleaned on the same day each week.

2. Holidays and Vacations Janitorial Services will not be required on holidays recognized and observed by the State. (New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Christmas Eve, Christmas Day).

The Janitorial Contract does not provide for any vacation-time off. The vendor must provide and pay for back-up janitorial services in their absence. The Department shall be notified in advance when the contracted vendor will be absent and the name and phone number of the back-up janitor. Background check requirements also apply to back-up janitor.

3. Keys and Keycards The Contractor shall be responsible for any lost keys, keycards, and any inherent damages (i.e., re-keying of whole facility). This cost shall be withheld from payment(s). The decision to re-key the whole facility is solely that of the State Contract Administrator. Adequate keys and keycards will be issued to the Contractor. All issued keys and keycards must be returned to the State Contract Administrator at the conclusion of this contract.

4. Work Schedule

a. Bismarck Main Office Building

i. Daily General Work Duties

1. Empty and wipe all waste receptacles. Place trash for disposal in designated areas, including recyclable materials in the appropriate containers for the facility.

2. Place clean plastic bag liner inside of designated waste receptacles.

3. Dust mop all resilient tile floor areas with chemically treated equipment (e.g. mop sprayed with Endust).

4. Damp mop breakroom.

5. Damp mop all spills and trackage on resilient tile floor areas.

6. Damp mop entire front entrance (ceramic tile).

7. Wash all north and south entrance way glass and doors.

8. Vacuum all carpeted areas in south entrance, including the stairway. Vacuum mailroom, all open landing areas, all hallways and entrances to division pods. (Vacuum carpet edging along base boards with attachments twice a week in these areas if regular vacuuming doesn’t pick it up.)

9. Spot clean (vacuum) carpet areas in entire building.

10. Breakroom – remove papers on tables and place in recycle bins; gather and wash coffee pots; wash dishes in sink; clean countertops, microwave, walls near appliances and behind sink, areas next to garbage cans, and tables.

11. Drinking fountains - clean entire top and exterior of drinking fountains; clean around bubbler leaving no residue around fixture (twice a week).

ii. Daily Restroom Duties

1. Clean and sanitize all bathroom fixtures, door handles, containers, and dispensers (including sinks and countertops). Chrome fixtures and sink basins should shine.

2. Clean mirrors to a clean, unstreaked condition.

3. Replenish paper towel, toilet paper, and hand soap supply.

4. Remove all marks, clean and disinfect all lavatories, toilet bowls, seats, urinal and flush valves with cleaners not harmful to the finish and wipe dry. Leave no residue around or on fixtures; fixtures should shine.

5. Remove all marks, soils, stains, water stains, organic matter and dust from bathroom partitions and ledges, etc. Wipe down walls next to urinals to prevent build up.

6. Rags used around toilets/urinals shall not be used to clean other parts of the building.

7. Wet mop and sanitize floors, and vacuum carpet and edging.

8. Empty trash cans (and small disposal containers in woman's stalls).

iii. Daily Other Duties

1. Before exiting the building: a) ensure all lights are off; b) check and lock all doors as the last step prior to leaving the premise, c) check who is left in the building and only arm the security system if you are the last one out.

2. Keep janitorial rooms clean, organized and locked.

3. Notify the Building Maintenance Supervisor of restroom supply needs by agreed method that will facilitate adequate supply for replenishment requirements.

4. Be observant of the building and aware of any problems that arise (e.g. a window that is left open). Call the Building Maintenance Supervisor immediately with any concerns or issues.

5. Close and lock two gates in north fenced compound before departing the property.

iv. Weekly General Work Duties

1. Vacuum all carpet areas in entire building at least twice per week.

2. Dust desks, file cabinets, other furniture, and window ledges that are not covered with other material.

3. Clean showers in restrooms. If the shower hasn’t been used that week, operate it to fill the drain trap.

4. Spot clean glass, door frames, door knobs, light switches, baseboards, kick plates, bathroom areas, walls, etc. to remove all hand marks, and soiled spots.

v. Periodically or As Needed:

1. Auditorium – the entire auditorium is cleaned, on average, at least twice a week throughout the year. The vendor will be provided a calendar of upcoming scheduled usage. Based on use, it may need to be cleaned as little as once a week and as often as four times a week. Cleaning would include coffee pots. This room needs to be checked daily.

2. Wipe down countertops (mailroom, licensing, etc.), kitchen cabinets, lobby glass area, aquarium glass and other high traffic exposed surfaces. Note that fingerprints and smears to glass areas should be cleaned daily.

3. Sweep and mop back garage floor. Scrub garage mat. Empty 3 garbages. Wipe off tables.

4. Empty mailroom, coffee room, auditorium, and lower level hall recycle bins/cans to appropriate bins in garage.

5. Take empty boxes from designated areas to garage.

6. Vacant office cleaning. In the event an office is vacated due to staff changes, etc, vendor must do a thorough cleaning of vacant office before occupied by new staff.

vi. Semi-Annual:

1. Deep cleaning of luxury vinyl tile flooring in Breakroom.

2. Notify Building Maintenance Supervisor in advance of the dates chosen for the following cleaning to be done twice a year:

a. Wash all inside windows. Leave clear and unstreaked.

b. Clean window blinds and window ledges. Advance notice must be given to staff prior to cleaning their area.

vii. Annually:

1. Scrub and wax resilient tile floors.

2. Pull out refrigerator - vacuum and clean behind it. Janitor must ensure there are no leaks and that coiled fill hose is not kinked when sliding back in place. Coordinate with Building Maintenance Supervisor when doing this task.

3. Pull out mailroom copier – vacuum and clean behind it.

4. Clean other hard to reach dirty areas as needed and at least once per year (e.g. the counter top behind the fax machine in the mailroom.)

b. Shop Building

i. Main Floor & Upper Level (Weekly Duties):

1. Empty and wipe all waste receptacles. Place trash for disposal in designated areas.

2. Vacuum all carpeted areas, including offices.

3. Dust horizontal surfaces such as copier/fax, file cabinets, and other areas that are not being done a bi-monthly basis.

4. Staircase – sweep/vacuum and wipe handrails.

5. Monthly: Dust shelves, desk tops, window sills, and light fixtures.

ii. Restrooms-Office & Shop (Weekly Duties):

1. Clean and sanitize bathroom fixtures, containers, and dispensers (including sinks and countertops.)

2. Clean and disinfect all lavatories, toilet bowls, seats, urinal and flush valves with cleaners not harmful to the finish and wipe dry. Leave no residue around or on fixtures.

3. Rags used around toilets/urinals shall not be used to clean other parts of the building.

4. Clean mirrors to a clear and clean condition.

5. Replenish paper towel, toilet paper, and hand soap supply.

6. Remove all marks, soils, stains, water stains, organic matter and dust from bathroom partitions, ledges, walls, etc.

7. Sweep, wet mop and sanitize floors.

8. Empty garbage receptacles.

9. Clean shower in shop area during summer months (May-Sept.).

iii. Breakroom (Weekly Duties):

1. Vacuum carpet.

2. Clean the sink.

3. Wipe down countertops, kitchen cabinets, and table tops.

4. Monthly: Wipe down appliances and vacuum cloth chairs.

iv. Entryway (Weekly Duties)

1. Vacuum the area.

2. Clean glass, door frames, and door knobs.

3. Wipe walls as needed.

4. Wipe electric heater grill as needed.

v. Shop (Weekly Duties)

1. Clean/sanitize the emergency eye wash station – on west wall of first shop stall. Janitor should also depress the lever during each cleaning to keep the valves lubricated.

vi. General Work Duties (Monthly):

1. Dust computer screens, other furniture, shelves, window ledges and light fixtures.

2. Clean all walls, light switch plates, baseboards, kick plates, doors, etc. to remove all marks, and soiled spots.

3. Sweep storage rooms (1 main floor & 2 upstairs).

4. Vacuum or wash rugs in entryway from shop into building.

5. Mop staircase and wipe staircase walls.

vii. Other:

1. Lock doors prior to leaving the premises, check who is left in the building and if they are the last one out.

2. Keep janitorial rooms clean and organized.

3. Notify the Contract Administrator of restroom supply needs by agreed method that will facilitate adequate supply for replenishment requirements.

4. Be observant of the building and aware of any problems that arise (e.g. a window that is left open). Call the Building Maintenance Supervisor immediately with any concerns.

viii. Semi-Annual:

1. Wash all inside windows. Leave clear and dry. Coordinate dates with staff.

2. Clean window blinds and window ledges. Advance notice must be given to staff prior to cleaning their area.

3. Remove submerged mat and clean both mat and opening that it fits in.

4. Vacuum office chairs.

c. Lab Building

i. General Work Duties (Weekly Duties):

1. Clean 4 offices, conference area, and bathroom weekly per applicable specs in 3.2. D 4 b. (Shop Building) above. (Duties identified in 3.2. D 4 b. as monthly shall be done monthly.)

ii. Additional Duties at Lab (Weekly)

1. Dust desk tops and baseboard heaters.

2. Clean microwave inside and out.

3. Sweep and mop electrical room.

4. Wipe and disinfect water dispenser on outside of refrigerator.

5. If things are moved to clean/dust/wipe/vacuum, put them back afterward.

6. Lab work area will not be cleaned and will remain locked.

5. Rags and Mops

STATE will provide colored cleaning rags for use. Rags will be color coded and only used in locations specified. For example, red rags will only be used in around lavatories, while green rags may be used for general purpose cleaning. CONTRACTOR shall be responsible for washing and drying rags as needed. There will also be specific mops and mop buckets that shall only be used in the restrooms. Strict adherence to the use of correctly colored rags and mops shall be required.

CONTRACT TERM, SCHEDULE AND DELIVERABLES

1. Contract Term This contract will be for a 12-month period, with options for four (4) 12-month renewal options, and an option to extend for a six month period. See the attached Contract.

State reserves the right to renew all or parts of the contract after the initial contract term. State will either renew all, none, just the Bismarck Main Office Building, or just the Shop & Lab Buildings.

2. Schedule and Deliverables The STATE has identified the following deliverables which are significant work products or milestones in the project. The STATE requires these deliverables to be addressed in the Contract Schedule, as a minimum. The contractor shall develop a schedule for accomplishing the Scope of Work, including these specific deliverables. The final schedule shall be agreed upon between the STATE and the successful Offeror and incorporated into the contract. The approximate schedule for this contract is as follows:

a. Contract start: January 3, 2022

b. “Kick off” meeting/conference call: March 23, 2026

c. First contractor work period: April 1, 2026

d. 30-day Review: May 1, 2026

3.3 EXPERIENCE AND QUALIFICATIONS

1. Minimum Qualifications No specific minimum qualifications have been set for this RFP.

1. Experience The Offeror must meet the following experience requirements to be considered for contract award. A proposal from the Offeror that does not meet minimum experience requirements will be rejected. The Offeror must have a minimum of 1 year of experience providing commercial janitorial services.

1. Background Check If STATE, including the state agency entering into this Contract on behalf of the STATE, has the necessary authority under N.D.C.C. §12-60-24, STATE may require personnel that CONTRACTOR assigns to perform work under this Contract, including employees, contracted staff, subcontractors, or other individuals, to submit to a criminal history record check. STATE shall have the right to reject any individual CONTRACTOR assigns to perform work under this Contract if, in STATE’s sole discretion, it determines that the results of the criminal history record check make the individual unacceptable. CONTRACTOR agrees to be responsible for all costs associated with criminal history record checks carried out pursuant to this paragraph.

Forms and information regarding North Dakota Criminal History Record Checks are available on the following website: https://attorneygeneral.nd.gov/public-safety/criminal-history-records/requesting-criminal-history-record-check

SECTION FOUR – PROPOSAL INSTRUCTIONS

4.1 PROPOSAL PREPARATION

The STATE discourages overly lengthy and costly proposals. An Offeror must prepare its proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. If an Offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.

Each proposal will include a Technical Proposal and a Cost Proposal prepared in accordance with these instructions. The Technical Proposal and a Cost Proposal must be submitted as separate documents, clearly labeled with the name of the Offeror, and marked “Technical Proposal” and “Cost Proposal.” Costs must not be revealed in the Technical Proposal. Options may be discussed in the technical proposal, but all cost information must be in the Cost Proposal only. DO NOT submit documents that are embedded into proposal documents or that contain links to documents on an external website.

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

Sealed proposals are required; therefore, proposals cannot be submitted by email to the Procurement Officer.

SUBMIT IN PERSON, BY MAIL OR DELIVERY SERVICE

Offerors may submit proposals in person, by mail, or delivery service. Offerors may email proposals to a third party to place in a sealed envelope and deliver by the Solicitation Closing deadline.

Clearly address all envelopes or packages as follows:

RFP #: 720-26-002

RFP Title: JANITORIAL SERVICES, BISMARCK LOCATIONS

ATTN: JUSTIN MATTSON

NORTH DAKOTA GAME AND FISH DEPARTMENT

100 N BISMARCK EXPRESSWAY

BISMARCK, ND 58501

The STATE assumes no responsibility for delays caused by any delivery service. Postmarking by the Solicitation Closing deadline shall not substitute for actual proposal receipt by the STATE. The STATE’s time of receipt will used to determine timely receipt.

COPIES OF TECHNICAL AND COST PROPOSAL

Offeror shall submit three (3) copies of its Technical Proposal.

Offeror shall submit one (1) copy of the Cost Proposal in a separate, sealed envelope, clearly labeled “Cost Proposal.”

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE):

Offeror may electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. Recommend uploading response 24 hours prior to the Solicitation Closing deadline.

Offeror must begin the electronic submission process well in advance of the Solicitation Closing deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

If documents are in the process of being uploaded when the Solicitation Closing deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find this solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5), clearly labeled documents before the Solicitation Closing deadline provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50mb per file.

6. There is a 50 character file name limitation for the document being uploaded.

7. There is 75 character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system DOES NOT accept other special characters such as apostrophe, & symbol, quotation marks, etc..

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If Offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If Offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

4.3 PROPOSAL FORMAT

Prepare the Technical Proposal and Cost Proposal in accordance with these instructions.

Technical Proposal – Format the proposal with the following labeled sections:

Section 1 – Cover Letter Section 2 – RFP Amendments Section 3 – Scope of Work Strategy Section 4 – Experience and Qualifications Section 5 – Contract Provisions Section 6 – Open Records and Confidentiality

Cost Proposal – The Cost Proposal must be a separate document. Format the Cost Proposal following the RFP instructions.

4.4 TECHNICAL PROPOSAL

SECTION 1 – COVER LETTER

Proposals shall include a cover letter that includes the following:

1. The name of the Offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.

2. Offerors are instructed to review the “Conflict of Interest” provisions in RFP Section 1 “Instructions.” If the firm, its employees or subcontractors working on the contract have an apparent or actual conflict of interest, provide a statement disclosing the circumstances of the apparent or actual conflict of interest. Otherwise, provide a statement that your firm, employees and subcontractors do not have a conflict of interest.

3. The cover letter must be signed by an individual with authority to bind the Offeror. By signing the cover letter, an Offeror certifies that it complies with:

a. All the requirements, terms and conditions as set forth in this RFP.

b. The requirement that the Offeror’s proposal accurately describes the goods and services being offered to the STATE, and the proposal will be held firm for the period specified.

c. All local, state, and federal laws, rules, code laws, rules, code, regulation, and policies, including those relating to nondiscrimination, accessibility, civil rights, and equal employment.

d. The requirement that this proposal was prepared independently without collusion.

SECTION 2 – RFP AMENDMENTS

Provide signed copies of all Solicitation Amendments issued by the STATE that were required to be acknowledged by Offerors.

SECTION 3 –SCOPE OF WORK STRATEGY

Offeror must review the requirements and deliverables provided in RFP Section 3, Scope of Work.

1. Applicable Directives. The Offeror should acknowledge Criminal History Background Check requirements for this project.

2. State Furnished Property and Services. Provide a detailed breakdown of the Offeror’s expectations for STATE resources that will be needed for the project.

3. Contractor Furnished Property and Services. Provide a detailed breakdown of the Offeror’s expectations for Contractor provided resources that will be needed for the project, including materials required, number of staff, qualifications, roles and responsibilities, and time requirements for the various phases of the project. Offeror should list the commercial equipment (e.g. vacuum) that will be used to perform the contract.

4. Strategy for Scope of Work Requirements. The Offeror must provide narrative statements to demonstrate their understanding of the scope of work requirements. Explain the proposed strategy to accomplish the scope of work, meet all requirements, and provide the deliverables described in the scope of work within the STATE’s project. Offerors should provide details such as what time they would begin cleaning daily, how long they anticipate to spend cleaning each facility (daily amount for Bismarck Main Office Building and weekly for Shop and Lab buildings). Offeror should detail when they propose to do Friday’s cleaning (Friday, Saturday, or Sunday).

SECTION 4 –EXPERIENCE AND QUALIFICATIONS

Mandatory Requirements. An Offeror must provide information to demonstrate meeting the Offeror Experience and Qualifications Requirement in RFP Section 3, Scope of Work, Experience and Qualifications.

Experience and Qualifications of the Firm Provide a brief history and describe the organization of the firm. Describe the number of years the Offeror has provided the type of work requested in this RFP. Describe specific experience of their firm in completing similar projects.. Offerors may provide letters of reference from customers.

Experience and Qualifications of the Project Team Provide a narrative or organizational chart that describes the organization of the proposed project team. Provide information for key project team members, including:

1. Title;

2. Description of anticipated work they will perform;

3. Approximate estimated hours;

4. Resume or description of the relevant education, training, experience, skills and qualifications;

5. Subcontractors. If an Offeror intends to use subcontractors for vacation relief as defined in the RFP, the Offeror must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. Provide a statement that the Offeror will ensure that the subcontractor has or will obtain any required licenses and registrations, including registration with the North Dakota Secretary of State.

References Provide three (3) references for similar projects the Offeror has completed. Offerors must include the name of a contact person, address, email, and telephone number. Offerors are responsible for providing accurate reference contact information and are instructed to notify the reference that the STATE may be contacting them. Reference checks may begin within one (1) business day of the Solicitation Closing deadline. Evaluation may be impacted if the STATE is unable to contact the reference or the reference does not timely provide the requested information.

SECTION 5 – CONTRACT PROVISIONS

Offeror shall review the RFP Section 6 and the STATE’s Contract – Attachment 2.

The proposal must include indicate whether the Offeror accepts the terms and conditions in the STATE’s Contract.

An Offeror may state that they accept the STATE’s Contract as written.

An Offeror may state any objections or propose changes or additions to the STATE’s Contract. Describe the changes to the Contract being proposed or provide a red-line of the STATE’s Contract. Offerors are not to submit their own contract or standard terms and conditions with their proposals. Offeror should address the specific language in the attached contract and submit any proposed changes.

North Dakota procurement statutes, rules, and policies allow some negotiation of the terms and conditions. No changes to the terms and conditions will be permitted without prior written approval from the STATE.

SECTION 6 – OPEN RECORDS AND CONFIDENTIALITY

All proposals and other material submitted become the property of the State and may be returned only at the State’s option. The State of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2).