RFQ - Attachment 1 - Administrative Info - Janitorial Services - McCall Regional Office.docx

IDAHO DEPARTMENT OF FISH & GAME

RFQ2023 – IDFG JANITORIAL SERVICES MCCALL REGIONAL OFFICE

ATTACHMENT 1 – SECTION 1

Doug.Peterson@idfg.idaho.gov 208.287.2816

A. Purpose & Overview The Idaho Department of Fish & Game (IDFG) is requesting quotes from qualified vendors for janitorial services (Services) for the McCall Regional Office located at 555 Deinhard Lane., McCall, ID 83638.

IDFG’s goal is to provide cost effective, safe, and well-maintained office buildings for its employees by contracting for Services with a local vendor. Services will generally include cleaning and sanitizing restrooms, break rooms, offices, and conference rooms; removal of trash and recyclables; sweeping and vacuuming floors; dusting and sanitizing surfaces. Additional janitorial services may be requested on an as-needed basis. Further detail is provided below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO: (https://purchasing.idaho.gov/information-for-vendors/). The RFQ Lead is the only contact for this solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted on IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Pre-Bid Site Inspection All interested parties are highly encouraged to attend the pre-bid site inspections, at their expense. Interested parties must notify the RFQ contact, in writing, of their intent to attend no later than one (1) business day prior to the date of the pre-bid site inspection. The written request must include the name(s) and title of each person who will be attending. A maximum of two (2) persons from each interested party will be allowed to attend. Please see Appendix A for additional details.

D. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email (see below for additional details). IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline established in IPRO. Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO (https://purchasing.idaho.gov/information-for-vendors/) and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

E. Required Submittals As part of your response to this RFQ, the following documents are required.

Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 – Insurance

In addition to the Required Submittals identified above, the following information about your company must be provided with your response. Please utilize Attachment 5 – Contractor Company Information when providing this information.

Business Information:

· Provide a summary of your company explaining the size of your company, services provided, number of clients supported, list other government agencies supported.

· How many years has your company been in business performing similar services?

· Describe your company’s compliance and performance history for similar services.

· Provide reference information from three (3) clients other than IDFG (company name, contact name, contact phone number, contact email address) to support compliance history.

Staffing:

· Describe personnel stability and experience for those who will be working on this contract: i.e. how long they’ve been working for the company and job experience performing the scope of this RFQ.

F. Award Award will be made, all or none, to the responsive, responsible bidder whose submission is determined to be in the best interest of IDFG, as provided on Attachment 2 – Price Sheet.

G. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system (IPRO), which will be an acceptance of the successful bid. The CPO will be comprised of the following documents: this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety, whether or not they are attached in IPRO:

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website (https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

H. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for a period of no less than three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

I. Audit Rights Contractor agrees to allow State and Federal auditors and State purchasing staff access to all records relating to this Contract, for audit, inspections, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions – May 2021.

A. General Requirements Contractor must provide adequate personnel to provide Services under this Contract in a safe, sanitary, clean manner, to the satisfaction of IDFG.

Contractor must provide Services to include, but not limited to, cleaning and sanitizing restrooms, break rooms, offices, lobby, and conference rooms; removal of trash and recyclable materials; sweeping and vacuuming of floors; and dusting and sanitizing of surfaces. Please see Appendix B – Scope of Work and Building Square Footage for further details.

Contractor agrees to utilize a green cleaning process, intended to reduce the introduction of volatile organic compounds (VOC) in the Facility to maintain a high level of air quality. The successful Contractor must employ methods, procedures, and equipment that facilitate the use of less water and energy, thus reducing the overall carbon footprint of the IDFG Facility. The contractor must use micro-fiber cloth, as well as bio-cleansers or plant based organic cleansers whenever and wherever possible.

The contractor must provide, and maintain, a binder of Safety Data Sheets (SDS) for all applicable items used to provide the Services under this Contract. SDS binder must be stored in each janitorial closet located throughout the IDFG Facility, and must be accessible to all Contractor and IDFG employees.

B. IDFG & Contractor Responsibilities IDFG agrees to provide the following items during the Contract Term:

· Dispensers – paper towel, toilet paper, soap (restroom & shower), hand sanitizer, sanitary napkin.

· Paper Products – paper towels, toilet paper.

· Soap – restroom, break room, and shower soaps.

· Can Liners – office, breakroom, restroom, 35-55 gallon trash can liners, and sanitary napkin liners.

The Contractor agrees to provide the following items during the Contract Term:

· Chemicals – all chemicals must be approved by the IDFG before they are used. When possible, the use of ready to dispense (RTD) chemicals are encouraged. No RTD dispensing stations/units will be allowed to be mounted to the walls. The use of quick-connect hoses is encouraged.

· Warning Signs – all signage, including but not limited to, slip/trip/fall, wet surface, closed restroom and/or closed area.

· Janitorial Equipment – all equipment needed to provide the Services under this Contract will be at the expense of the Contractor and approved by IDFG. This includes, but is not limited to, janitorial carts, 35–55-gallon trash cans/dollies, vacuums, cleaning rags/dusters, mop buckets/handles/heads, brooms, and dustpans.

· Miscellaneous – all other items needed to provide the Services under this Contract, not mentioned above, will be at the expense of the Contractor.

Upon completion of the Contract Term, or in the event that the Contract is terminated, Contractor will retain possession of all chemicals and equipment purchased to provide Services. Contractor is responsible for labeling all equipment, clearly identifying the Contractor as the owner.

Contractor agrees that from time-to-time, IDFG may need to utilize the equipment purchased by the Contractor and agrees to authorize the use of the equipment to IDFG. In the event that IDFG damages Contractor owned equipment during use, IDFG agrees to repair and/or replace the item.

C. Key Personnel The Contract Management Team (CMT) will consist of IDFG personnel who are responsible for activities such as monitoring performance, documentation, reviewing and approving invoices, requesting and approving minor changes (as defined within), and closing out the contract. The CMT will be the Contractor’s main contact for all day-to-day activities.

The Contract Administration Team (CAT) will consist of IDFG procurement personnel who are responsible for activities such as executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and terminating the Contract.

The Contractor must designate a principal point of contact to serve as the Contractor’s Contract Manager. The Contractor’s Contract Manager will be responsible for overseeing the Services performed on the Contract, coordinating activities with the CMT, responding to notifications from the CMT and the CAT as appropriate.

All contact information will be provided during the Contract Kickoff Meeting.

D. Contract Meetings Contract Kickoff Meeting - The Contractor must attend a Contract Kickoff Meeting prior to performing any Services. This meeting will be used to introduce key personnel, review the Contract, review and approve schedule, and to address any questions or concerns.

Compliance Review Meeting - IDFG may require the Contractor’s Contract Manager to attend Compliance Review Meetings. These meetings are typically held when the Contractor continues to fail to meet the requirements of the Contract. This is a way for IDFG and the Contractor to meet in person or over the phone (at IDFG’s discretion) to discuss discrepancies together in a constructive environment. The Contractor’s attendance is mandatory when required by IDFG and are at no additional cost to IDFG when they are required.

E. Contractor’s Employees The Contractor must keep a record of the employees who work each shift. This information must be provided to IDFG as quickly as possible, within a maximum of twenty-four (24) hours, upon request. The contractor will be required to report to IDFG, in writing, any change in personnel within twenty-four (24).

The Contractor must have a minimum of one (1) employee on site during each work shift that is trained in blood borne pathogen clean up and must furnish and maintain clean up kits.

Contractor must provide sufficient personal protective equipment (PPE) to all its employees, at the Contractor’s expense. This includes, but is not limited to, gloves, protective eye wear, face protection, hearing loss prevention, and respiratory protection. Contractor’s employees will be required to maintain all PPE in good condition. The utilization of the PPE by the Contractor’s employees will be strictly enforced. Failure to adhere to this may result in remedial action.

Contractor’s employees must wear a uniform while on site, clearly identifying the person as an employee of the Contractor. Access to the IDFG Facility will be by a code, issued by IDFG. Access to supply closets and other locations relevant to the Contract will be by key(s). Codes and keys issued to the Contractor will be the responsibility of the Contractor. At no time will the Contractor be permitted to allow any persons, other than those providing Services under this Contract, the ability to utilize a Code or key(s) to any persons not providing Services under this Contract.

IDFG reserves the right to request that the Contractor remove an employee(s) from the Facility, who endanger persons or property, or whose continued work under the Contract does not serve the best interest of IDFG or the State. In the event that the Contractor has an employee who quits or is removed from the Facility by the Contractor or at the request of IDFG, the Contractor will be responsible for retaining codes and key(s).

F. Work Schedule IDFG identifies a week as Sunday through Saturday. Services must be provided as follows (all times are listed as Mountain Standard Time):

Once between Friday – Sunday – Services must not start until 6:00pm Friday and must be completed by Sunday, at 11:59pm. A full clean per the scope of work needs to be performed.

In the event that the Services fall on a holiday, Contractor will not be required to provide Services for that day, and Services will resume on the next scheduled work day. State of Idaho holidays can be found at the following link: https://www.idaho.gov/government/state-holidays/ .

Any deviations to the Work Schedule requested by the Contractor, or IDFG, must be made in writing (email). Every effort to provide as much advanced notice as possible by either the Contractor or IDFG must be made.

G. Pricing All prices must be fully burdened and firm for the entire Contract Term. Fully burdened is to include, but not be limited to, all operating and personnel expenses such as: overhead, salaries, administrative expenses, profit, insurance, bonding requirements, equipment, supplies, and any other expenses related to providing the Services under the Contract. Please utilize Attachment 2 – Price Sheet when providing this information.

H. Janitorial Service Bond In addition to the requirements per Attachment 4 – Insurance Requirements, the Contractor must furnish a Janitorial Surety/Business Service bond in the amount of the Contract within ten (10) business days of Award of the Contract. Services under the Contract will not begin until the above-mentioned documentation has been provided by the Contractor and approved by IDFG.

Note: The Bond must be registered and licensed with the Idaho Department of Insurance. Bonds not registered and licensed in the State of Idaho will not be accepted, and the Contract will not be executed by IDFG.

I. Invoicing & Payments Invoices – Invoices must be submitted on a monthly basis for each location separately, as further detailed below. Invoices submitted without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must include the following information:

· Contractor Company Name & Contact Information

· Contract Name & Number (CPO #)

· Invoice Number & Date

· Itemization of the purchased goods to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount.

Payment – Payment for correctly submitted invoice will be made in accordance with Idaho Code 67-2302 (https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH23/SECT67-2302/).

J. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the discrepancy, 4) terminate the Contract pursuant to Section 2.K, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

K. Termination of Contract For Cause - See Section 2, Termination, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

L. Transitioning Service Providers Prior to the end of the Contract term (including any extensions), the Contractor must provide all reasonable transition assistance to IDFG to ensure the orderly transfer of service to another service provider. In the event that there may be a potential gap in service, when transitioning to a new service provider, the Contractor must continue to provide service for a period up to six (6) months, or such lesser time as the parties may agree to in writing. The Contractor will be compensated for all services extended in writing beyond original term at the current pricing of the Contract prior to the extension.

M. Contract Closeout Upon completion of the Contract, either expiration or termination, the CMT will initiate its closeout procedures to ensure all obligations have been fulfilled, all disputes are resolved, and all payments have been completed.

Two (2) letters will be provided to the Contractor:

1) Initial Closure Letter – provided prior to expiration to serve as a reminder that the Contract is approaching its completion.

2) Final Closure Letter – provided after the expiration to confirm that all obligations have been met, disputes are resolved, all payments made, and the Contract is officially closed.

N. Additional Services From time to time, IDFG allows the citizens of the State of Idaho to utilize the Facility to host meetings, classes, and other events. After the completion of these events, Additional Services may be required by the Contractor if the event is held on a date in which Services are not scheduled to take place. Using Attachment 2 – Price Sheet, please provide an hourly rate for Additional Services.

The hourly rate entered will not be used for evaluation purposes. Actual use of Additional Services may vary, and no minimum or maximum use is guaranteed or implied. If IDFG elects to use the Additional Services, every effort will be made to notify the Contractor with as much advance notice as possible. If IDFG elects to utilize Additional Services, Contractor must submit a separate invoice.

APPENDIX A – PRE-BID SITE INSPECTION

RFQ – HQ Janitorial Services

All parties interested in submitting a response to this RFQ are highly encouraged to attend the Pre-Bid Site Inspection. Per Attachment 1, Section 1.C, attendees must notify the RFQ Contact declaring their intent to participate in the Pre-Bid Inspection. Further details are provided below.

DATE: February 1st, 2024

TIME: 10:00 AM MST

LOCATION: IDFG 555 Deinhard Lane, McCall, Idaho 83638

The inspection will promptly begin at the time noted above. Those attendees who fail to arrive on time will not be included in the inspection walkthrough.

APPENDIX B – SCOPE OF WORK AND BUILDING SQUARE FOOTAGE

RFQ – JANITORIAL SERIVCES

The following Scope of Work (SOW) are the minimum Services the Contractor must provide under this Contract. The items listed in the SOW must be completed during each shift. IDFG reserves the right to revise the SOW, either by adding or removing Services.

LOBBY & ENTRYWAYS - DAILY

· Floors dusted/mopped, carpets vacuumed, free of debris.

· Clean front entrance glass, free of streaks, water spots, cobwebs

· Cobwebs and dust removed from baseboards, ceiling, and animal mounts.

· Furniture dusted (if applicable)

· Dust/sanitize all ledges, frames/picture frames, flat surfaces.

· Empty all trash/recycle bins, replace liners, clean bins as needed.

· Dust air vent returns

BREAKROOMS - DAILY

· Countertops cleaned, sanitized, free of debris.

· Drinking fountains cleaned, sanitized, free of streaks and water spots.

· Sinks cleaned and disinfected, chrome shined, free of water spots.

· Refrigerator front/visible sides cleaned, to include door, door pulls, and fridge top.

· Microwave fronts(door) cleaned.

· Floors vacuumed and mopped, free of debris.

· Cobwebs and dust removed from baseboards and ceiling.

· Cabinet fronts and cabinet pulls cleaned and sanitized.

· Breakroom furniture (tables, chairs) cleaned and sanitized, free of debris.

· Doors and frames spot cleaned from fingerprints.

· Empty all trash/recycle bins, replace liners, clean bins as needed.

· Clean and polish all dispensers.

· Refill all paper and soap dispensers.

RESTROOMS & SHOWERS - DAILY

· Vanity tops cleaned and disinfected, free of debris.

· Sinks/faucets/shower heads cleaned and disinfected.

· Clean and polish all mirrors and bright work, free of streaks and water spots.

· Sweep and mop floors, free of debris.

· Clean and disinfect all toilets, urinals, showers, wash basins, walls, and partitions.

· Clean and disinfect all restroom & shower room entry doors.

· Empty all trash bins, replace liners, clean bins as needed.

· Clean and polish all dispensers.

· Refill all paper, soap and sanitary napkin dispensers.

PERSONAL OFFICES, OPEN AREAS & CONFERENCE ROOMS - DAILY

· Empty all trash/recycle bins, replace liners, clean bins as needed

· Floors dusted/mopped, carpets vacuumed, free of debris

· Drinking fountains cleaned, sanitized, free of streaks and water spots

· Dust all flat surfaces, ledges, window sills, file cabinets, exposed office furniture (chairs, tables, desks) and animal mounts

· Clean and sanitize all doors and door pulls

· Countertops cleaned, sanitized, free of debris

· Sinks cleaned and disinfected, chrome shined, free of water spots

· Refrigerator front/visible sides cleaned, to include door, door pulls, and fridge top

· Stairwells swept/mopped, free of debris, handrails wiped down if applicable.

· All light covers must be cleaned inside and out two (2) times per year

HARD FLOOR CLEANING - QUARTERLY

On a quarterly basis, Contractor must deep clean all hard floors utilizing a commercial grade power floor scrubber. Contractor must provide and utilize the appropriate chemicals necessary to clean the floors according to industry standards. Contractor is not authorized to apply any waxes and/or sealants to the floors without prior written approval from the CMT. Contractor must coordinate with the CMT to establish a schedule.

CARPET CLEANING - ANNUAL

On an annual basis, Contractor must deep clean all open areas of carpet utilizing industry standard commercial grade equipment. Contractor must provide and utilize the appropriate chemicals necessary to clean the carpet according to industry standards.

Contractor may elect to establish a carpet cleaning schedule in writing, with the CMT, allowing the carpet to be cleaned over the course of the Contract year in lieu of cleaning the carpet within a shortened timeframe.

INTERIOR WINDOW & GLASS CLEANING - ANNUAL

On an annual basis, Contractor must clean all interior windows and glass surfaces (Glass). Contractor must provide and utilize the appropriate equipment and chemicals according to industry standards. Glass must be cleaned within a specified period, to be established in writing with the CMT. Cleaning of the Glass over the course of the Contract year will not be accepted.

McCall Regional Office Total Square Footage –2500 SQ feet 216 square feet of Hard Floor 2284 square feet of Carpet

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