RFP605SW19001376_Feb_3_25_solicitation_doc.pdf

Solicitation Number: RFP605SW19001376

Janitorial Services - Branson

MODOT Request for Proposal (RFPR)

MoDOT - SW

February 11, 2019 - March 14, 2019

Page:2

General Header Information

RFP605SW19001376

No. RFP605SW19001376 Title: Janitorial Services - Branson Start Date: February 11, 2019 at 10:00:00 AM CST End Date: March 14, 2019 at 3:00:00 PM CDT Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: This Request For Proposal (RFP) seeks proposals from qualified organizations (Offeror) to furnish janitorial services to the Branson Construction office for MoDOT Southwest District. Period of service will be from Date of Award through March 31, 2020, with the option to renew for up to five (5) one year periods. Floor Plans are listed in the documents section. Please fill out Exhibit 1 OR 2, Exhibit A and Exhibit B and upload with your response. There will be a Non-Mandatory/Pre- Bid Tour at the Branson Construction building on Tuesday, February 19, 2019 at 10:00 am. Potential Offeror WILL NOT be permitted to schedule a tour at a different date or time. ATTENTION VENDORS: You must be a registered MissouriBUYS vendor to review all terms and conditions of this solicitation. Visit https://missouribuys.mo.gov/registration to obtain full access.

Delivery Terms: Free On Board Destination Delivery Notes: Service Location:

MoDOT - Branson Construction 251 S.W. Outer Road Branson, MO 65616

Payment Terms: Net 30 Days Contact Information: MoDOT - SW

Teresa Mitchell 3025 E Kearney St Springfield MO, 65803 United States Tel: 417-895-7645 Fax: 417-895-6704 teresa.mitchell@modot.mo.gov

Contact Details: If you have any questions, please contact:

Teresa Mitchell 3025 E Kearney St Springfield MO, 65803 United States Tel: 417-895-7645 Fax: 417-895-6704 teresa.mitchell@modot.mo.gov

Selected Categories:

Page:3

Header Custom Fields:

RFP605SW19001376

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

MODOT Section Numbering

Section Numbering All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

http://www.mo.gov/privacy-policy/

Page:4

Solicitation Requirements:

RFP605SW19001376

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

Page:5

The Missouri Department of Transportation is now posting all of its bid solicitation documents on the new

MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri’s web-based statewide eProcurement system which is powered by WebProcure, through our partner, Perfect

Commerce.

For all bid solicitations, vendors now have the option of submitting their solicitation response either as an electronic response or as a hard copy response. As a means to save vendors the expense of submitting a hard copy response and to provide vendors both the ease and the timeliness of responding from a computer, vendors are encouraged to submit an electronic response. Both methods of submission are explained briefly below and in more detail in the step-by-step instructions provided at https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Notice: The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

• ELECTRONIC RESPONSES: To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the

“Register” button at the top of the page, and completing the Vendor Registration. Once registered the vendor should log back into MissouriBUYS and edit their profile by selecting the organizational contact(s) that should receive an automated confirmation of the vendor’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the vendor must login to MissouriBUYS, locate the desired solicitation on the Bid Board, and, at a minimum, the vendor must read and accept the Original Solicitation

Documents and complete pricing and any other identified requirements. In addition, the vendor should download and save all of the Original Solicitation Documents on their computer so that they can prepare their response to these documents. Vendors should upload their completed response to these downloaded documents (including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered vendor responds to a solicitation electronically are available on the MissouriBUYS system at:

https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Vendors are encouraged to submit their entire proposal electronically; however in lieu of attaching exhibits, forms, pricing, etc. to the electronic solicitation response, a vendor may submit the exhibits, forms, pricing, etc. through mail or courier service. However, any such submission must be received prior to the solicitation’s specified end date and time. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents submitted through mail or courier service.

In the event a registered vendor electronically submits a solicitation response and also mails hard copy documents that are not identical, the vendor should explain which response is valid for the state's consideration. In the absence of such explanation, the state reserves the right to evaluate and award the response which serves its best interest.

https://www.missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf https://missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Page:6

Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum document(s).

1. If you have not accepted the original solicitation document go to the Overview page, find the section titled, Original Solicitation Documents, review the solicitation document(s) then click on the box under

Select, and then click on the Accept button.

2. To accept the addendum document, on the Overview page find the section titled Addendum Document, review the addendum document(s) then click on the box under Select, and then click on the Accept button.

Note: If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to retract your response and re-submit your response by following these steps:

1. Log into MissouriBUYS.

2. Select the Solicitations tab.

3. Select View Current Solicitations.

4. Select My List.

5. Select the correct Opportunity Number (Opportunity No); the Overview page will display.

6. Click on Review Response from the navigation bar.

7. Click on Retract if your response needs to be revised.

8. A message will come up asking, “Are you sure you want to retract the Bid”. Click on Continue to confirm.

9. Click on Respond and revise as applicable.

10. Click on Review Response from the navigation bar and then click on Submit to submit your response.

• HARD COPY RESPONSES: Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents.

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Standard Provisions

The solicitation for the procurement of services referenced therein, is being issued under, and governed by, the provisions of Title 7 Missouri Department of Transportation, Division 10 Missouri Highways and

Transportation Commission, Chapter 11 Procurement of Supplies, of the Code of State Regulations. The

Missouri Highways and Transportation Commission (MHTC/Commission), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Offerors attention to said 7

CSR 10-11 for all the provisions governing solicitation and receipt of proposals and the award of the contract pursuant to this solicitation.

1.2. Standard Provisions

Page:7

All proposals must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3. Standard Provisions

MHTC reserves the right to reject any and all proposals for any reason whatsoever. Time is of the essence for responding to the RFP within the submission deadlines.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Proposal Certification

The Offeror shall provide a fee proposal to MHTC in accordance with the terms of this Request for Proposal

(RFP). All services shall be performed at the fees offered and in accordance with the terms of this RFP.

2.2. Proposal Certification

By submission of the proposal, each Offeror, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief:

2.2.1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or any competitor.

2.2.2. Unless otherwise required by law, the proposed prices have not been knowingly disclosed by the

Offeror prior the opening, directly or indirectly, to any other Offeror or to any competitor.

2.2.3. No attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

2.2.4. The Offeror certifies this proposal is made without any connection with any other person, firm, organization or business entity making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other member, officer or employee or person whose salary is payable in whole or in part from the MHTC/MoDOT is directly or indirectly interested therein, or in any portion of the profits thereof.

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

This document constitutes a RFP from prospective qualified Offerors to provide to the MHTC, as set forth in this RFP. It is the intent of this RFP to have the successful Offeror enter into an Agreement with MHTC

(hereinafter Resulting Agreement), to supply said services as outlined herein.

3.2. Background

Page:8

MoDOT operates as a customer focused and results driven, state agency under a decentralized organization structure with headquarters in Jefferson City, Missouri and is governed by the MHTC, a six (6) member Commission appointed by the Governor. The Central Office provides oversight and support to seven (7) geographical districts primarily responsible for delivery of MoDOTs mission and tangible results. Each district contains approximately fifteen percent (15%) of the total road mileage in the state highway system. MoDOT employs approximately 5,100 full-time employees. About eighty percent (80%) of those employees work in the seven (7) districts with the remainder working in the various divisions within the Central Office facility.

3.2.2 The building located at the following address consist of offices and employees of the

Missouri Department of Transportation in the Southwest District, Branson area.

a. Branson Conbstruction 251 S.W. Outer Road, Branson, MO 65616

3.2.3 The approximate Ceramic tile areas, VCT (Vetrofied Clay Tile) and carpet areas for the building is as follows and are included in the attached documents section.

Branson Construction (s.f.):

Item Total Square Feet

Vinyl/Ceramic/Tile 2750

Carpet 460

* Total Square Footage: Approximately 3,210 square feet

3.2.3.1 Although an attempt has been made to provide accurate and up-to-date informaiton on the square footage, MoDOT does not warranty or represent that the information provided herein reflects all relationships or existing conditions related to this Request for Proposal.

3.2.3.2 Non-Mandatory/Pre-Bid Tour of Building:

3.2.3.2.1 Potential Offerors are strongly encouraged, but not required, to attend the tour of the building located at the following date, time and address:

February 19, 2019 10:00 A.M. - meet at the Branson Construction Building, 251 S.W. Outer

Road, Branson, MO 65616

3.2.3.2.2 The purpose of the tour is to allow potential Offerors an opportunity to inspect the building(s) prior to submitting a proposal. POTENTIAL OFFERORS SHALL NOT BE PERMITTED

TO SCHEDULE A TOUR AT A DIFFERENT TIME OR DATE. An attendance record will be available.

Page:9

3.2.3.2.3 Each Offeror is solely responsible for a prudent and complete personal inspection, examination, and assessment of the work site(s) condition, facilities, and/or any other existing condition, factor, or item that may affect or impact on the performance of service described and required by the Contractual Requirements. The Offeror shall not be relieved of responsibility for performance under the contract for any reason whatsoever, including, but not limited to, (1) the

Offeror’s failure to observe existing conditions, etc.

3.2.4 Fiscal Year: The fiscal year runs from July 1-June 3; period of service will be from Date of

Award through March 31, 2020 with the option to extend the contract for up to five (5) one year periods, at the sole discretion of the Missouri Department of Transportation.

3.2.5 Amendment to the RFP: Any changes needed as a result of the discussions from the Pre-

Bid Conference and Offeror's questions will be accomplished as an amendment to the RFP. Any questions voiced and responded to at the pre-bid meeting should be submitted as a Request for

Interpretation to the buyer listed in the Contact Section in order to be sure all questions are answered completely.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is from the date of the fully executed Resulting Agreement through March 31, 2020. The successful Offeror shall perform any and all the services listed herein as often as requested by MHTC for the entire duration of the Contract Period as defined herein at the Guaranteed-Not-To-Exceed Prices submitted by the successful Offeror in response to this RFP.

3.4. Renewal Period

The contract shall not bind, not purport to bind, the MHTC for any contractual commitment in excess of the original contract period. The Commission shall have the right, at its sole option, to extend the contract for up to five (5) one year periods, or any portion thereof. In the event that the

Commission exercises its options to extend the contract, such extension must be accomplished by a formal contract amendment approved and signed by representatives of the Contractor and

Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Contractor and Commission, respectively.

3.5. Schedule of Events

Page:10

Below is the schedule that will be followed. Unless otherwise specified, the time of day will be 7:30 a.m. to 4:00 p.m. Central Time. MHTC reserves the right at its sole discretion to expand this schedule, as deemed necessary, without any notification except for the deadline date for submitting a proposal.

3.5.1 02/11/2019 Issuance of RFP.

3.5.2 02/19/2019 Non-Mandatory/Pre-Bid Tour of Building at 10:00 a.m. at the Branson

Construction building.

3.5.3 02/21/2019 Deadline for Offerors to submit written questions and requests for clarification to the RFP Contact.

•All questions and request for clarification must be submitted via email:

Teresa.Mitchell@modot.mo.gov

3.5.4 02/26/2019 Issuance of Amendment with resolution to any questions submitted.

3.5.5 03/14/2019 Deadline for submission of proposals.

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1 Scope of Work

Page:11

The successful Offeror agrees to provide to MHTC the following services:

4.1.1 GENERAL REQUIREMENTS:

a. The Offeror shall provide janitorial services for the Missouri Department of Transportation

(hereinafter referred to as “MoDOT”), in accordance with the requirements set forth herein and to the complete satisfaction of MoDOT.

b. The Offeror must perform all janitorial services as required herein in a manner satisfactory to and acceptable by MoDOT in order to provide a clean and sanitary environment for the building(s), the building's content, and the building's tenants.

1) The Offeror shall provide services for all areas of the buildings specified by MoDOT.

2) Such areas shall be all occupied areas, unless otherwise specified by MoDOT, during the tour of the buildings described in the Background section of this RFP.

•At any time during the effective period of the contract, MoDOT reserves the right to change, add to, or delete areas of the building(s) for which the contractor shall provide services.

3) MoDOT also reserves the right to add additional buildings or remove existing buildings from the contract.

•In such event, payment to the contractor shall be adjusted as specified in the Payment and Invoicing Requirements of this document.

c. Services shall be provided at the sole satisfaction of MoDOT. MoDOT reserves the right to obtain "like or similar" services, exclusive of the contract, when use of such services is deemed in the best interest of MoDOT.

d. The work is to be performed under the general supervision and direction of MoDOT and, if awarded any portion of the work, the Offeror agrees to furnish at his/her own expense, all labor and equipment required to complete the work, it being expressly understood that this proposal is for completed work based upon the price(s) specified and is not a proposal for rental of equipment or employment of labor by MoDOT, and MoDOT is to have no direction or control over the employees used by the Offeror in performance of the work.

e. Unless otherwise specified herein or if other days or times are approved by MoDOT, the Offeror shall perform all service(s) identified in these specifications, Monday through Friday, excluding state holidays, beginning and ending at the times shown for each location.

HOLIDAYS Listing

Page:12

January 1 – New Year’s Day 3rd Monday in January – Martin Luther King Jr’s

Birthday

February 12 – Lincoln’s Birthday 3rd Monday in February – Washington’s

Birthday

May 8 – Truman’s Birthday Last Monday in May – Memorial Day

July 4 – Independence Day 1st Monday in September – Labor Day

2nd Monday in October – Columbus Day November 11 – Veteran’s Day

4th Thursday in November – Thanksgiving Day December 25 – Christmas Day

1) When any of the above holiday falls on a Sunday, the holidays will be observed on the following

Monday; when any of the above holidays falls on a Saturday, the holiday will be observed on the immediately preceding Friday.

f. Each facility or portions of a facility shall be cleaned during Day or Night Hours as shown on

Exhibit A.

1) Daytime Cleaning will be allowed no earlier than 3:00 pm at contractor's discretion.

•Most offices requiring cleaning during the day are high profile offices performing their daily tasks.

•Offeror's employees must represent themselves in a professional manner and appearance.

2) Nightly Cleaning will be allowed no earlier than 5:00 pm until tasks are complete.

•All locations must be vacated and any required security devices activated no later than 5:30 a.m.

g. Unless otherwise specified herein, the Offeror shall furnish all material, labor, equipment, supplies, and cleaning products necessary to perform the services required herein.

4.1.2 OFFEROR QUALIFICATIONS:

a. The Offeror must have, at a minimum, three (3) consecutive years of proven successful experience providing janitorial services for office buildings with equivalent square footage per building for those bid on.

b. The Offeror should have a contract contact person residing within close proximity to the buildings where services are to be provided.

4.1.3 EQUIPMENT, PRODUCT SUPPLY AND MATERIAL REQUIREMENTS:

a. The Offeror must maintain, in good repair, all equipment necessary to perform the services required herein.

b. All equipment provided by the Offeror must be commercial grade.

Page:13

c. The Offeror must supply vacuum cleaners that meet requirements of the Carpet and Rug

Institutes "Green Label" Vacuum Cleaner Criteria and are capable of capturing 96% of particulates

0.3 microns in size and operate with a sound level less than 70 decibels (dBA). (Information on CRI

Green Label certification can be found at www.carpet-rug.org.)

1) Vacuums must be equipped with the proper filter and/or bag.

2) The filters must be changed or cleaned consistent with the manufacturer's recommendations.

3) Vacuum bags or canisters shall be inspected at least every two hours and changed or replaced when half full or when indicated by a bag sensor, if vacuum is so equipped.

d. Whenever day cleaning services are required during business hours, the Offeror shall utilize a vacuum system with "Hush Mode" capabilities similar or equal to the Hoover U5262-900 EmPower

Upright Bagless vacuum cleaner with Hush Mode.

e. In the event pile lifting is required, the pile lifter must be a commercial quality "pile lifter" pile brush, equipped with a rotary brush and an industrial type two (2) motor commercial vacuum equipped with high efficiency filtration bag (Certified Pile Lifter, Minuteman CC-3 Pile Lifter or comparable).

f. The Offeror or the Offeror's personnel shall not plug equipment into state-owned power strips or surge protectors.

g. The Offeror must continue normal cleaning operations and required services, even in the event of Offeror's equipment failure.

h. MoDOT reserves the right to refuse the use of any equipment that appears to be a hazard or risk.

4.1.4 FLOOR SAFETY REQUIREMENTS:

a. The Offeror must provide a sufficient number of floor safety signs and barriers to alert building tenants about any slip/fall hazards created while performing services described in this bid.

1) The floor safety signs must be removed when the potential hazard for a slip/fall has been resolved.

2) To prevent overexposure to the building's tenants, the Offeror shall not use floor safety signs when situation(s) do not warrant a slip/fall hazard.

4.1.5 CLEANING PRODUCTS, SUPPLIES AND MATERIALS (hereinafter referred to as

"product(s)"):

a. The Offeror shall agree and understand that the state agency shall have the right to approve/disapprove the use of any product used in the performance of the services required herein.

4.1.6 MODOT WILL PROVIDE THE FOLLOWING:

Page:14

a. Trash and waste basket liners

b. Paper products

c. Hand soap for refill of dispensers only.

1) Offeror must submit an order for the supplies required one business day in advance using the

MoDOT provided order form.

2) MoDOT will place orders and arrange payment from designated supplier.

3) The Offeror will pick up products at the agreed upon designated supplier.

4) Orders may be hand delivered, faxed or emailed; however, Offeror is responsible to ensure receipt and provide delivery tickets back to the MoDOT representative after picking up materials.

5) Upon expiration, termination or cancellation of the contract, the Offeror shall return all unused products purchased by MoDOT.

d. The Offeror shall only use environmentally preferable products in th performance of the services required herein, unless a written exception to this requirement is obtained from MoDOT for a specific product.

1) Failure of the Offeror to use environmentally preferable products or failure to demonstrate the willingness and efforts necessary to use such environmentally preferable products may be considered a breach of contract.

e. The Offeror shall not use any product which may be injurious or damaging to the surfaces upon which they are applied.

f. The Offeror shall provide a Material Safety Data Sheet for each product/chemical to MoDOT contact personnel (listed on Exhibit A), at least seventy-two (72) hours prior to the Offeror's use of any product/chemical in any of the MoDOT buildings.

1) The Offeror must maintain a file of the Material Safety Data Sheets on the inside of the door in the MoDOT janitorial closet in the building where the product/chemical is to be stored.

2) The Material Safety Data Sheets shall remain the property of MoDOT.

g. Upon expiration, termination or cancellation of the contract, the Offeror shall return all unused products supplied by MoDOT.

h. The Offeror shall be assigned at least one (1) storage closet at each building for storage of equipment and a limited quantity of the products necessary for the building.

1) All equipment and products abandoned by the Offeror, for a period exceeding thirty (30) calendar days following the expiration, termination or cancellation of the contract, shall become the property of MoDOT.

4.1.7 Minimum Services for each location(s) and at each frequench identified in Exhibit A:

Page:15

a. The Offeror shall keep all surfaces clean and free of dust, cobwebs, spots, spills, scuffs, and other debris, etcetera.

b. The Offeror shall perform any and all other related and contingent miscellaneous janitorial cleaning duties which may arise from time to time as a result of accidental spilling of any office materials or supplies.

1) Thoroughly vacuum (utilizing equipment with beater brush) all carpet from wall to wall, including all entrance and exit, elevator floor, elevator rugs/mats (if applicable), and inside cubicles and office areas.

2) Clean all kitchens and break rooms, wash and disinfect all hard surfaces (i.e. polishing sinks and counter tops).

•Fill all soap and paper towel dispensers.

•Clean and disinfect microwave(s) located in the break room, inside and out.

3) Thoroughly sweep and wet mop all hard surface floors (tile, linoleaum and concrete), including stairwells, using treated brooms or dust mops to give a clean and satisfactory appearance.

4) Using a damp treated cloth, wipe all flat, horizontal, surfaces including, but not limited to, file cabinets, conference tables and stands, bookshelves, coat racks, window sills, and modular office systems, etcetera.

5) Clean and disinfect all telephones.

6) Remove cobwebs from all ceilings, doors, ceiling fans, window sills and corners within each building.

7) Clean both sides of entrance door glass, clean door glass frames and accompanying glass panels including transoms (inside and outside), removing all fingerprints and dirt.

8) Clean and disinfect drinking fountains.

9) Empty all wastebaskets, trash, and disposal containers and place refuse in the dumpster.

•Wash wastebaskets and replace plastic liners, as needed.

•Clean surrounding areas of wastebaskets to eliminate spots, splashes, etcetera.

10) Dispose of large trash and cardboard recycling items not located in trash receptacles, only when clearly marked as trash/recycle.

11) Clean and disinfect all door handles.

12) Spot clean all carpet as spots appear or as notified with the communication log.

13) Clean and organize janitorial closet(s) after completion of the daily tasks and before exiting the building.

4.2 Specific Services

Page:16

The Offeror agree to perform specific services within the above stated scope of work to include, but not be limited to the following:

4.2.1 WEEKLY REQUIREMENTS:

a. The following services shall be performed at each facility, at the duration and/or date specified unless MoDOT approves an alternate schedule. If any services are scheduled to be performed on a state holiday, such work shall be performed the next business day following the state holiday. For facilities cleaned less than daily, Contractor and MoDOT will agree on the day in which the same work is to be performed based upon the needs of those facilities but shall be no less than one time per month.

1) Spray buff all hard surface floors in order to remove scuffs and black marks from floor and baseboards.

2) Check all recycling product collection containers - this includes paper, cardboard and beverage containers. (Monday)

•If these containers are full, Contractor shall empty product containers in the designated pick up location.

•Replace plastic bag in beverage container bins.

3) Remove all trash and sweep sidewalks for twenty feet (20’) from all entrances/exits to each building. (Monday)

4) Thoroughly vacuum all carpet from wall to wall with MODOT approved up-right vacuum equipment. (Wednesday)

•This shall include but not be limited to under tables and desks and may require moving chairs, waste cans/recycling boxes, etcetera.

5) Clean and polish all stainless steel surfaces, included, but not limited to all icemakers and kickplates on the doors. (Thursday)

6) Clean all light switches/plate covers and interior and exterior door handles with a damp sanitzing cloth. (Tuesday)

7) Clean and apply furniture polish on wood tables. (Thursday)

4.2.2 BI-WEEKLY REQUIREMENTS:

1) Clean and disinfect all refrigerators. (every other Friday)

•All contents are to be disposed of.

•Offeror shall post a schedule on each regrigerator depicting the cleaning schedule.

4.2.3 QUARTERLY REQUIREMENTS:

Page:17

a. The Offeror shall provide the quarterly tasks listed below every quarter between the first (1st) and tenth (10th) day of January, April, July, and October, during standard cleaning hours, unless

MoDOT approves an alternate schedule. The Offeror must submit to MoDOT, by the twentieth

(20th) of March, June, September and December, the service dates and times work will be performed. Depending upon the condition of the building and the beginning date of the contract, MoDOT may choose to waive the quarterly services or a portion thereof during the original contract period only.

1) Thoroughly scrub all hard surface floor areas removing all scuffs and black marks from the floors and baseboards.

•When required scrubbing removes wax from the bare floor hard surface, the contractor shall apply one (1) coat of skid-proof wax floor finish.

2) Clean/dust tops of file cabinets, book cases and cabinets.

•No paperwork or personal items are to be removed.

3) Clean both sides of all interior windows,.

•Side glass transomes of office doors.

•Glass wall partitions and framing.

4.2.4 SEMI-ANNUAL REQUIREMENTS:

a. The Offeror shall provide the semi-annual tasks listed below every six months between the first

(1st) and tenth (10th) day of April and October, during standard cleaning hours, unless MoDOT approves an alternate schedule. Offeror must submit to MoDOT by the twentieth (20th) of

March and September the service dates and times work will be performed. Depending upon the condition of the building and the beginning date of the contract, MoDOT may choose to waive the semi-annual services or a portion thereof during the original contract period only.

1) Dust all vertical surfaces of office furniture and equipment.

2) Dust all coat racks and picture frames.

3) Dust/clean tops of all partitions and tops of wall-mounted cabinets

4) Dust all venetian/mini blinds

5) Dust/clean all interior and exterior doors and frames.

6) Clean/vacuum/dust all ceiling fans.

7) Clean all glass surfaces other than windows.

8) Clean/vacuum all HVAC inlets and outlets in all areas.

4.2.5 ANNUAL REQUIREMENTS:

Page:18

a. The Offeror shall provide the following annual tasks listed below one (1) time per year between the first (1st) and tenth (10th) day of October, during standard cleaning hours, unless MoDOT approves an alternate schedule. Offeror must submit to MoDOT by the twentieth (20th) of September the service dates and times work will be performed. Depending upon the condition of the building and the beginning date of the contract, MoDOT may choose to waive the annual services or a portion there of during the original contract period only.

1) Clean all wall surfaces, taking care not to use any liquid or product that will mark or scratch the wall coverings.

2) Clean/vacuum all ceilings, window sills, doors and wall vents.

4.2.6 RESTROOM REQUIREMENTS:

a. The Offeror shall clean and disinfect all of the restrooms located within the buildings. For purposes of restroom requirements, “clean” shall be defined as disinfecting, polishing, and removing all water spots. Disinfect must be “hospital” grade quaternary disinfectant that kills fungus, viruses, and bacteria and must have organic soil tolerance.

4.2.6.1 DAILY REQUIREMENTS:

a. The Offeror shall perform the following daily tasks five (5) nights each week, Monday through

Friday, during standard cleaning hours, excluding state holidays. For facilities cleaned less than daily, Offeror and MoDOT will agree on the day in which the same work is to be performed based upon the needs of those facilities.

1) Clean all surfaces for all restrooms located in the building.

2) Clean toilet bowls and seats, urinals and walls around these fixtures.

3) Clean hand basins, counter tops and walls around these fixtures.

4) Clean all mirrors, bright work, chrome pipes, and fittings.

5) Wet mop all restroom floors using a disinfectant.

•A dual sided mop bucket is required.

•Mop water MUST be changed after cleaning each restroom and shall not be used on any other floors.

•Floors much be free of streaks and swirls.

6) Clean stall partitions, doors, door frames and push plates (all sides).

7) Dust or wipe all horizontal surfaces.

8) Empty and clean (inside and out) all trash containers and feminine hygiene receptacles.

•Change all liners daily.

9) Restock ALL dispensers to normal limits (soap, toilet tissue, paper towels).

10) Remove spots, stains, scuff marks, fingerprints and handprints from all surfaces.

Page:19

11) Report all damage.

4.2.6.2 WEEKLY REQUIREMENTS:

a. The Offeror shall perform the following weekly tasks one (1) time per week. The Offeror shall perform the listed tasks during standard cleaning hours, excluding state holidays.

1) Clean air diffusers in all restrooms.

•To be performed each Monday or the next business day after a state holiday.

4.2.6.3 MONTHLY REQUIREMENTS:

a. The Offeror shall provide the monthly tasks listed below every month between the first (1st) and tenth (10th) day of each month, during standard cleaning hours, excluding state holidays, unless

MoDOT approves an alternate schedule. Offeror must submit to MoDOT within seventy-two (72) hours of issuance of contract the service dates and times work will be performed.

1) Clean and disinfect all walls.

2) Machine scrub all restroom floors.

•When required scrubbing removes wax to the bare floor hard surface, the contractor shall apply wax to such surfaces.

4.2.7 SUPPLEMENTAL SERVICES:

a. The Offeror shall perform the following supplemental services at the request of MoDOT. Any such supplemental service(s) requested shall be in addition to the service(s) specified herein. The decision as to what constitutes a supplemental service and when a supplemental service is required shall rest solely with MoDOT. All service(s) shall be performed on a schedule agreed to by Offeror and MoDOT, with MoDOT having the final determination. Offeror must notify MoDOT if there are any changes to the agreed upon schedule, in advance of any changes. MoDOT will be responsible for the removal of furniture and equipment if allowable for any supplemental work to be performed.

1) Low moisture extraction or intermediate extraction carpet via lightly wetting top of carpet.

2) Deep clean carpet via wet extraction method.

3) Clean inside of light fixtures.

•This involves opening up light fixtures and cleaning and wiping down all opaque panels.

4) Strip and refinish all hard surface floors with two (2) coats of skid-proof wax.

5) Spray and buff hard surface floors in order to remove scuffs and black marks from floor and baseboards if and when requested for special meetings.

•Services shall be performed with one day notice and at the time requested.

6) Deep clean via wet extraction method upholstered manager/desk chair.

7) Deep clean via wet extraction method upholstered side chair.

Page:20

8) Construction Clean Up:

•This service may be a one-time request or on going.

•The number of hours and cleaning time will be provided to bidder at time of request.

•Services may include but not be limited to the removal of debris and waste, dust and detail all surfaces, and heavy carpet vacuuming.

9) Hourly Personnel:

•The Bidder shall provide janitorial personnel on an as needed basis, for janitorial related services not required or described elsewhere in the bid document.

10) Replace Florescent TB light bulbs in lighting fixtures on an as-requested basis.

4.3 Reporting Requirements

Page:21

4.3.1 REPORTING:

a. The Offeror must utilize Exhibit B, MoDOT Janitorial Services Log, for reporting purposes throughout the contract period.

1) For each item performed, the Offeror's employee as well as their supervisor shall initial the work performed on the appropriate log date.

•Omission of the proper initials may be proof that work was not performed as required.

3) The MoDOT Janitorial Services Log must be kept in the inside of MoDOT's janitorial closet in the space provided.

4) The MoDOT Janitorial Services Log must be submitted with each invoice at the end of each month.

b. The Offeror shall maintain a daily log of all services performed on that day.

1) The daily log shall also reference any abnormal or unusual conditions affecting the physical and material aspects of the building or its contents such as unlocked doors, breakage, damage, and/or any mitigating circumstances that prevented the Offeror's employees from performing the contractual service.

2) The Contractor must immediately report any damage caused by Contractor and their employees.

•Immediately shall be defined by the severity of the damage.

•If the issue must be addressed by MoDOT immediately to avoid any further damage to our facilities or employees, Contractor must contact the MoDOT representative at the time the damage occurs.

•Other damages must be reported to the MoDOT representative the following business day.

3) The Contractor shall be held responsible for and shall pay to replace any breakage, damage, theft, and/or loss of equipment, supplies, materials, and other items in the building through negligence and/or other inappropriate actions of the Offeror or the Offeror's employees while working on the building's premises.

4.4 Personnel and Security Requirements

Page:22

4.4.1 PERSONNEL:

a. The Offeror, or the Contractor's designee, must be available during normal business hours

(7:30 a.m. to 4:00 p.m.) for telephone conversations and/or meetings with personnel from MoDOT regarding the janitorial services.

1) The Offeror's designee must have the express authority to speak on behalf of the Offeror and to make decisions on the behalf of the Offeror.

2) No later than ten (10) calendar days after contract award, the Offeror shall provide MoDOT with the name, address, and telephone number of the Offeror's designee.

4.4.2 WORKING SUPERVISOR:

a. The Offeror shall provide a working supervisor who shall be located on-site during cleaning and shall be available within 30 minutes of MoDOT locations as needed.

1) The supervisor must have at least two (2) years of recent experience in directing cleaning type operations in a supervisory capacity for buildings of the approximate size and characteristics of

MoDOT's buildings.

2) The Offeror's working supervisor shall, at a minimum, be responsible for the following:

•On-site supervision of employees performing janitorial services.

•Inspect services performed each day to ensure all requirements are completed satisfactorily and in accordance with the bid terms and conditions.

•Train and assign duties for the Offeror's employees as necessary.

•Maintain a positive working relationship with MoDOT employees, the tenants of the building, and the general public.

•Insure the required reports are submitted as required, or as needed.

•Coordinate with MoDOT's contact person on a daily basis regarding problems and/or other directions.

•Meet, when requested, with the MoDOT contact person during normal business hours (7:30 a.m.

to 4:00 p.m.) to discuss janitorial services.

•Such meetings may be requested by either party when requested but no more than one time per week.

b. MoDOT reserves the right to approve or disapprove appointment of any of the Offeror's employees and/or approve or disapprove access to any location for any reason.

1) MoDOT also reserves the right to request replacement of any of the Offeror's employees.

•Unless the situation with the Offeror's employee(s) requires immediate replacement, MoDOT will attempt to give the Offeror a minimum of fourteen (14) calendar days after notification to replace any unsatisfactory employee(s).

4.4.3 PERSONNEL SECURITY:

Page:23

a. The Offeror and each of the Offeror's employees assigned to the contract must have a security clearance approved by MoDOT in order to provide service under the contract.

1) The Offeror must obtain each of the required security clearances from their State Highway

Patrol.

•Upon notification of award of contract, the Offeror will have no more than fifteen (15) calendar days to provide MoDOT with a copy of the security clearance information obtained from their State Highway Patrol for each employee performing services for MoDOT along with a completed "Authorization for Release of Information Form and Confidentiality Oath" individually signed by the Offeror and each current or anticipated employee who shall be assigned to the contract.

2) Two business days prior to utilizing a new employee, the Offeror must provide MoDOT with an approved security clearance and an executed "Authorization for Release of Information, and

Confidentiality Oath" for security clearance review.

•The proposed employee will not allowed to enter any MoDOT building(s) and work until notification of approval by MoDOT is given.

b. The Offeror's personnel shall only be allowed in work in areas to which they are assigned.

c. The Offeror's personnel shall only take rest breaks in break rooms.

d. The Offeror must ensure that each of the Offeror's employees are appropriately dressed while on-site and including an article of clothing that clearly identifies their affiliation with the Offeror and also includes a visible picture ID tag at all times.

e. The Offeror's employees shall not loiter in the buildings.

f. The Offeror's employees shall not smoke anywhere in the buildings.

g. The Offeror shall not use nor allow the Offeror's employees to use any MoDOT telephones and/or equipment in the building EXCEPT for the beverage and snack vending machines.

h. The Offeror shall not adjust and/or use, nor allow the Offeror's employees to adjust and/or use, those personal items belonging to MoDOT employees (i.e. radios, decorative accessories, etc.).

i. The Offeror shall not adjust and/or use, nor allow the Offeror's employees to adjust and/or use, office furniture utilized by MoDOT employees (i.e. chairs, desks, etc.).

4.4.4 SECURITY REQUIREMENTS:

a. The Offeror shall provide MoDOT with an updated employee list indicating any and all MoDOT buildings each of their employees is assigned to.

1) This list must be provided no later than the fifth (5th) day of each month, even when no staff changes have occurred, and each time the Offeror makes a staff change.

b. The Offeror shall, within five (5) days of contract award, provide MoDOT with the name, address, e-mail address, and telephone number of at least two (2) of the Offeror's representative servicing the contract.

Page:24

1) The Offeror's Representative shall be made available, at the telephone numbers provided, between the hours of 7:00 a.m. and 11 :00 p.m. in order for MoDOT staff to report problems with services provided herein.

2) Should such a problem arise which needs immediate response, the Offeror shall have their employee(s) on site at the MoDOT location where the problem exists within one (1) hour of the reported problem.

3) Determination of problems needing immediate response is at the sole discretion of MoDOT.

c. The Offeror shall be responsible for excluding all unauthorized persons from entering the building and for keeping the building locked after 4:00 p.m. while the Offeror or the Offeror's employees are on the premises.

1) Employees of the Offeror shall not be allowed to bring friends or family members into MoDOT facilities.

2) The Offeror shall ensure that only authorized employees of the Offeror are permitted access to

MoDOT facilities to conduct janitorial duties only.

d. The Offeror and the Offeror's employees shall not carry firearms or any other lethal weapons inside any MoDOT building.

e. When the Offeror and/or the Offeror's employees leave an unoccupied MoDOT building, the

Offeror shall ensure all doors are locked and all lights are turned off, except those lights specified to be left on.

1) If the building contains other security system(s), the Offeror shall activate the system(s) according to instructions in order to protect the security of the building.

f. The Offeror shall be issued keys and/or electronic cards to all areas in which janitorial services shall be performed.

1) The Offeror must take care of and not lose any such keys and/or electronic cards nor shall the

Offeror's employees who are issued access cards be allowed to loan the cards to anyone else.

•If additional keys are issued for lost keys, MoDOT will charge the Offeror $35 per lost key.

•The Offeror shall not duplicate any of the keys and/or electronic cards issued to the Offeror.

•If evidence of duplication is ascertained beyond reasonable doubt, MoDOT shall have the right to immediately replace the locks and all keys and/or electronic cards and to charge the Offeror for such replacement.

2) At the expiration/cancellation of the contract, the Offeror must surrender all keys and/or electronic cards originally issued to the Offeror by MoDOT.

•Any payments due the Offeror shall be withheld until the Offeror has surrendered all keys and/or electronic cards issued.

Page:25

•In the event all keys and/or electronic cards are not returned, the Offeror shall pay MoDOT for the actual costs incurred for the replacement of all locks and keys and/or electronic cards, including keys and/or electronic cards held by the building tenants.

3) In the event the Offeror or a Offeror's employee loses a key(s) and/or electronic card(s), the

Offeror must notify MoDOT within one (1) working day from the date the loss is discovered.

•The Offeror shall pay MoDOT for the actual costs incurred for the replacement of all locks and keys and/or electronic cards, including keys and/or electronic cards held by the building tenants.

g. Employees of the Offeror shall not attempt to circumvent any security process or system within

MoDOT facilities including, but not necessarily limited to, propping open doors within MoDOT facilities.

h. In the process of performing the requirements of the contract, the Offeror and/or the Offeror's employees may become aware of information required by law to be kept confidential; therefore, the

Offeror and/or the Offeror's employees must not, at any time, disclose, directly or indirectly, any information gained during the performance of the services required by the contract.

4.5 Payment and Invoicing Requirements

Page:26

4.5.1 Invoicing:

a. The Offeror shall submit a monthly itemized invoice for providing services to MoDOT at the address stated below. The Offeror must include the firm, fixed per square foot, per month price, contract number, the location, and the dates of service on each monthly invoice.

Business & Benefits, 3025 East Kearney, Springfield, MO 65803 or email to

SWInvoices@modot.mo.gov

b. The Offeror shall be paid the firm, fixed per square foot, per month price specified on the pricing page of this document for janitorial services actually provided, subject to any damages that may be charged to the Offeror, per the damages requirements stated herein.

1) If a partial month of service is provided, the monthly amount due shall be divided by the total number of work days in that particular month to obtain a daily rate, and then multiplied by the number of days in that particular month for which service was provided, rounded to the nearest cent.

c. If any of the supplemental services as specified herein were required and performed during the monthly invoice period, the contractor shall be paid the firm, fixed price specified on the pricing page for the type of additional cleaning performed.

d. Other than the payment(s) specified above, no other payments or reimbursements shall be made to the Offeror for any reason whatsoever.

4.5.2 Damage Requirements:

a. The Offeror shall agree and understand that performance of services as required herein are considered essential for the successful conduct of business for the tenants in each building;

therefore, if the Offeror does not perform the requirements as required herein or if service(s) provided by the Offeror is substandard, deficient, and/or incomplete and if the contractor does not correct the service within a period of time agreed to between MoDOT and the Offeror after written notification by MoDOT, the Offeror shall pay damages to MoDOT according to the following provisions.

1) The Offeror shall understand and agree that MoDOT shall be the final…