S000000318, IFB, Janitorial Services.pdf

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STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000318 Solicitation Issued: May 3, 2024

Description: Janitorial Services

Department: AR Educational Television Network

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: May 16, 2024 Bid Opening Time: 2:00 p.m. Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely.

LIVE BID OPENING INFORMATION

Teams Meeting Link: Join the meeting now

Meeting ID: 281 954 804 257

Passcode: a4wzgk

Call in (audio only): 501.244.3310 or find a local number

Phone conference ID: 447 849 520#

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Procurement Specialist:

Julia Shackelford Procurement Specialist’s Direct Phone Number:

501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP Website: transform.ar.gov/procurement file://///tss-file-p1/INDOSPADMIN$/%23_GENERAL_%20PROCUREMENT_%20TEAM_%23/BUYERS/Brandi%20Schroeder/Bid%20Folder%20Documents/%23New%20Drafts/IFB/1%20OSP%20Use/arbuy.arkansas.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk2NDg3YjUtYTMzNC00OWJiLWEyOTUtOTdlNmI3ZjZjNjY5%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%22a202d409-7a31-4076-91b4-f7352fde7396%22%7d https://dialin.teams.microsoft.com/6b6513dc-a034-48d2-8d06-7e711c4ecc0b?id=719036839 https://www.transform.ar.gov/procurement/

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SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Education Television Network (AETN) (hereinafter “Agency”) to obtain pricing and a contract to provide Janitorial Services for the PBS Building located at 350 S. Donaghey Avenue, Conway, Arkansas 72034.

Direct all correspondence regarding this Solicitation to TSS OSP and not to the Agency.

1.2 BACKGROUND AND CURRENT ENVIRONMENT

A. The Agency grounds is a Tobacco, Vape, Weapon, and Drug Free facility. There are designated smoking areas assigned for visitors and employees.

B. The Agency will provide the following supplies and equipment:

1. Paper products: facial quality tissue and paper towels.

2. Storage supply space for Contractor’s equipment and cleaning supplies.

3. Building keys and access cards.

4. External dumpsters for trash.

5. Dispensers for liquid soap and hand sanitizer.

6. Liquid hand soap and hand sanitizer.

7. Active deodorant screens or screens with bars for each and every urinal.

8. Batteries for dispensers.

1.3 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor (see Contractor

Selection).

B. The anticipated starting date for any resulting contract will be from date of award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Building Perimeter” means twenty (20) feet of any entrance and exit areas, including all exterior trash receptacles on the AETN grounds no matter where located.

C. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State Holidays. A list of Arkansas State Holidays can be found at the following link:

Arkansas Secretary of State

D. The terms “Agency,” “Department,” and Arkansas Education Television Network (AETN) are used synonymously in this document.

E. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

F. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets the Requirements and criteria set forth in this Solicitation.

https://www.sos.arkansas.gov/news/calendar/

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G. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination thereof, that is obligated under the Solicitation, resulting contract, or both.

H. “Shall” and “Must” mean the imperative and are used to identify Requirements and Specifications.

I. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any Requirement for inspecting, testing, or preparing a commodity or service for delivery.

J. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this Solicitation, that obligation is limited to the Department using such a contract.

1.5 CONTRACTOR SELECTION

A. Award is expected to be made to the responsive and responsible Prospective Contractor determined to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based on the Total Cost as shown in the ARBuy portal.

B. TSS OSP and/or the Agency reserves the right to request, at any time, from a Prospective Contractor to provide the additional documentation if the Prospective Contractor did not include the required documentation in their bid response. Requested documentation must be received by TSS OSP within seventy-two (72) hours of written or verbal request.

C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

2. It appears that additional savings to the state may result from negotiation.

D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding, responsive and responsible Prospective Contractor.

1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or until such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

E. Once the anticipated awardee has been determined, the anticipated award will be posted to ARBuy, generally for a period of fourteen (14) days prior to the issuance of a contract. The postings are anticipated awards only, subject to protest.

F. A contract is not effective prior to final award being made by the State; some contracts may be subject to Legislative review prior to final award.

1.6 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP Procurement Specialist of any term, condition, etc., that precludes the Prospective Contractor from submitting a Responsive Bid.

Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP Procurement Specialist with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

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1.7 RESPONSE DOCUMENTS

A. All bids must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at arbuy.arkansas.gov.

1. Prospective Contractors must be registered in ARBuy to submit bids.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation in ARBuy to submit their bids.

2. The following are bid submission Requirements and must be submitted as part of a Prospective Contractor’s bid.

a. Signed Bid Signature Page; signature may be ink or digital.

b. Completed Bid Response Packet, which must be in English.

c. Completed pricing response in the ARBuy portal.

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor must bid unit price on the estimated quantity and unit of measure specified.

• The State may order more or less than the estimated quantity on term contracts, and the Contractor shall sell to the Department quantities ordered at no more than the bid price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should notify the TSS OSP Procurement Specialist at least seventy-two (72) hours before the bid opening time.

iv. Prices must be firm offers and adjustments may be negotiated at the time of contract renewal.

• A request for a price increase must be submitted ninety (90) days to the Agency and must include supporting documentation demonstrating that the increase in contract price is based on an increased cost to the Contractor and that the proposed pricing is still competitive in the marketplace. The State has the right to approve or deny any request for a price adjustment.

v. Discount from list bids pricing is not acceptable unless requested elsewhere in the Solicitation.

vi. State and local sales taxes should not be included in the bid price. Trade discounts should be deducted from the unit price and the net price should be shown in the bid.

d. Copy of Prospective Contractor’s Equal Opportunity Policy.

i. Pursuant to Arkansas Code Annotated § 19-11-104, OSP requires a Prospective Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an EO Policy must submit a written statement to that effect.

e. Proposed Subcontractors Form (see SRV-1, section 14).

3. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form (see SRV-1, section 11).

https://arbuy.arkansas.gov/ https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf

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4. Prospective Contractors should not include any other documents or ancillary information, such as a cover letter or promotional marketing information.

C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid Price Sheet provided by the State.

D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as permitted by law or rule.

E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s bid response.

F. Prospective Contractors may submit multiple bids.

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SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

2.1 MANDATORY SITE VISIT

A. The Prospective Contractor or one (1) of the Contractor’s representatives shall attend and participate in a mandatory site visit for the AETN building as specified in this IFB. (See Attachment A – Mandatory Site Visit Verification Form.)

1. It is strongly encouraged the Prospective Contractor, or the Contractor’s representative drive to the AETN building prior to the mandatory site visit to determine where to park as parking may be limited.

2. It is strongly encouraged the Prospective Contractor, or the Contractor’s representative arrive early enough before the mandatory site visit begins for potential check-in Requirements such as sign-in or temperature check, etc.

B. Should the Prospective Contractor or the Contractor’s representative arrive after the scheduled start time at the starting location as specified in this IFB and in Attachment A – Mandatory Site Visit Verification Form, the Prospective Contractor or the Contractor’s representative shall not be permitted to participate in the mandatory site visit.

1. Late arrivals will not be permitted to join the mandatory site visit.

C. Should a Prospective Contractor or the Contractor’s representative fail to participate in the mandatory site visit for the AETN building, the Prospective Contractor’s bid will be rejected.

D. The Prospective Contractor or the Contractor’s representative shall provide their own facial mask, if needed.

E. The Prospective Contractor or the Contractor’s representative shall meet in the lobby area of the AETN building for the mandatory site visit. Enter through the main entrance.

F. The mandatory site visit will begin at the following location, date, and time:

Arkansas Public Broadcasting Service 350 S. Donaghey Avenue Conway, AR 72034

Date: May 13, 2024 Time: 2:30 p.m. Central Time

G. Upon arrival at the mandatory site visit location, the Prospective Contractor or the Contractor’s representative shall sign the sign-in sheet provided by TSS OSP or the Agency. It is strongly encouraged to arrive early enough to allow time for check in Requirements.

H. Upon completion of the mandatory site visit, the Prospective Contractor or the Contractor’s representative shall provide Attachment A – Mandatory Site Visit Verification Form to the Agency personnel for signature.

I. The Prospective Contractor should submit the signed Attachment A – Mandatory Site Visit Verification Form with their bid submission but shall provide the signed Attachment A – Mandatory Site Visit Verification Form when requested by TSS OSP.

J. The Prospective Contractor or the Contractor’s representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

1. Although answers will be provided as a courtesy to all in attendance, no oral responses provided by TSS OSP and/or the Agency personnel, to any question posed at the mandatory site visit will become part of a contract resulting from this solicitation unless the oral response provided is reduced to writing and attached as an addendum to this IFB.

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2.2 ESTIMATED CLEANABLE SQUARE FOOTAGE FOR AETN BUILDING

A. At time of issuance of this IFB, the total estimated cleanable square footage for the AETN building is fifty thousand (50,000) square feet. The estimated number of State employees is seventy-five (75).

The daily foot traffic is one hundred twenty-five (125) or less people daily.

1. The AETN building has two sections that is connected by a breezeway and glass hallway: South and North.

B. At time of issuance of this IFB, the South section of the AETN building includes, but is not limited to the following rooms:

1. One (1) floor.

2. Several offices and work areas.

3. Several meeting and conference rooms.

4. Several hallways, breakrooms, and storage rooms.

5. Estimated number of restroom fixtures for seven (7) restrooms, includes, but is not limited to the following fixtures:

a. Eleven (11) toilets.

b. Eleven (11) sinks.

c. Two (2) urinals.

d. Two (2) showers.

e. One (1) mop basin.

C. At time of issuance of this IFB, the North section of the AETN building includes, but is not limited to the following rooms:

1. Two (2) floors.

2. One (1) passenger elevator.

3. Several offices and work areas.

4. Several meeting and conference rooms.

5. Several hallways, breakrooms, and storage rooms.

6. Estimated number of restroom fixtures for five (5) restrooms, includes, but is not limited to the following fixtures:

a. Sixteen (16) toilets.

b. Eleven (11) sinks.

c. Four (4) urinals.

d. Two (2) mop basins.

D. The Agency reserves the right to increase or decrease the estimated cleanable square footage based on construction Requirements, the needs of the Agency, and/or unknown Requirements at the time of issuance of this IFB.

1. The Agency will notify the Contractor in writing of any changes (increases or decreases) in the cleanable square footage, effective date, and the applicable billable/invoicing period.

2. The square foot price will be used to calculate the cost of services in the event the cleaning areas increase or decrease in square footage during the entirety of the contract.

E. All adjustments in compensation for increases or decreases in square footage during the term of the contract will be based on the initial square foot price calculated at bid submission by the Contractor.

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1. The formula below is an example of how the initial square foot price will be calculated at bid submission.

The information shown below is used as an example only.

Column A Column B Column C

Initial Square Footage

Initial Monthly Cleaning Rate

Cost per square feet is based on dividing the Monthly Cleaning Rate into the Initial Square Footage

50,000

$5,000

$0.10

2. Example of an increase of 3,000 In Cleanable Square Footage

Revised Square Footage

Cost Per Square Footage Calculated

Above

Revised Monthly Cleaning Rate (53,000 X $0.10)

53,000

$5,300

3. Example of a decrease of 4,000 In Cleanable Square Footage

Revised Square Footage

Cost Per Square Footage Calculated

Above

Revised Monthly Cleaning Rate (46,000 X $0.10)

46,000

$4,600

F. Any increases or decreases in the cleanable square footage occurring prior to the 15th of any month will become effective the 1st day of the month in which the change occurs. Any increases or decreases in the cleanable square footage occurring after the 15th of any month will become effective the 1st day of the following month. In all cases, the Contractor shall provide janitorial services at the same per square foot cost as provided under a resulting contract.

2.3 PROSPECTIVE CONTRACTOR QUALIFICATIONS FOR THE AETN BUILDING

A. To be considered a responsible bidder, the Prospective Contractor shall read the entire Invitation for

Bid and be informed of all existing conditions and limitations under which the work must be performed. No allowances will be made because of lack of examination or knowledge.

B. The Prospective Contractor shall comply with all meeting request from the Agency and/or TSS OSP regarding any performance issues, general Requirements, etc.

C. The Prospective Contractor shall clean approximately fifty thousand (50,000) square feet of the AETN building to the satisfaction of the Agency.

D. To be considered a responsible bidder, the Prospective Contractor shall demonstrate past and/or present experience to clean approximately thirty thousand (30,000) square feet or more of commercial general office space of similar size and scope as the AETN building for a minimum of twelve (12) consecutive months within the last two (2) years and to the satisfaction of their customers, as evidence by providing reference letters. (See Section 2.3 E. for additional Requirements for reference letters.)

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1. The Prospective Contractor shall not combine the square footage of multiple commercial buildings to meet the thirty thousand (30,000) square feet or more Requirement.

2. The Agency reserves the right and discretion to assess the building type and square footage reported to determine whether the Prospective Contractor’s experience adequately demonstrates capacity to perform.

E. The Prospective Contractor should submit with their bid submission, but must be provided when requested by TSS OSP, a minimum of three (3) reference letters, all of which must be located within the State of Arkansas and to whom the Prospective Contractor has provided client services of same and similar size and scope as the AETN building for a minimum of twelve (12) consecutive months and within the last two (2) years.

1. At a minimum, one (1) of the reference letters must indicate whether the Prospective Contractor has cleaned approximately thirty thousand (30,000) square feet or more of commercial general office space of similar size and scope as the AETN building for a minimum of twelve (12) consecutive months to the satisfaction of their customers, and within the last two (2) years.

2. Reference letters must be on company letterhead and within the last two (2) years.

3. Reference letters must include the contact person name, telephone number, email address, dates of service, the square footage for each building in which the Prospective Contractor has serviced for twelve (12) consecutive months and within the last two (2) years, and the rating of the Prospective Contractor’s performance as to poor, fair, good, or excellent in quality of cleaning.

4. The Agency reserves the right to contact or visit any or all clients of the Prospective Contractor even if they were not provided by the Prospective Contractor.

F. The Prospective Contractor shall register their business and be in good standing with the Arkansas Secretary of State’s Office.

1. A copy of the registration should be submitted with the Prospective Contractor’s bid submission but must be provided when requested by TSS OSP.

2. The name of the company registered with the Arkansas Secretary of State’s Office must be the same as shown on the Prospective Contractor’s bid response or awarded contract.

G. The Prospective Contractor shall maintain their registration in good standing with the Arkansas Secretary of State’s Office throughout the aggregate term of a resulting contract and shall submit a copy of the registration prior to each renewal date.

H. In the event the Contractor’s registration with the Arkansas Secretary of State’s Office expires, falls below the good standing rating, or becomes invalid, the Contractor shall have fifteen (15) Business Days to obtain a new registration with the Arkansas Secretary of State’s Office and to provide a copy to the Agency and/or TSS OSP.

1. Should the renewal of the Arkansas Secretary of State’s registration require more than fifteen (15) Business Days, justification from the Arkansas Secretary of State must be submitted to the Agency and/or TSS OSP.

2. If justification is not submitted and/or approved from the Arkansas Secretary of State, then the Agency reserves the right to submit a thirty (30) day contract cancellation notice to the Contractor.

3. Contractor shall be responsible for all cost associated with an invalid, expired, or delinquent registration.

I. The Prospective Contractor shall be licensed by the appropriate Arkansas City or County in which their business is located.

1. A copy of the current license should be submitted with the Prospective Contractor’s bid submission but must be provided when requested by TSS OSP.

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2 The business license name registered with the Arkansas City or County must be the same as shown on the Prospective Contractor’s bid response or awarded contract.

J. In the event the Contractor’s business license expires or becomes invalid, the Contractor shall have fifteen (15) Business Days to obtain a new or renewed license and to provide a copy to the Agency or

TSS OSP.

1. Should renewal of a business license require more than fifteen (15) Business Days, justification from the City or County in which the Contractor is licensed must be submitted to the Agency or

TSS OSP.

2. If justification from the City or County is not submitted, then the Agency reserves the right to submit a thirty (30) day contract cancellation notice to the Contractor.

3. Contractor shall be responsible for all cost associated with an invalid, expired, or delinquent license.

K. The Prospective Contractor shall maintain a current business license throughout the aggregate term of a resulting contract and shall submit a copy of the business license prior to each renewal date of the resulting contract.

2.4 CONTRACTOR’S STAFFING REQUIREMENTS FOR THE AETN BUILDING

A. The Contractor shall provide sufficient numbers of qualified employees who are free of any communicable disease, skilled and physically capable of performing the janitorial services to fulfill the Requirements within this IFB.

1. Arkansas State employees are not eligible for employment with the successful Contractor.

2. When requested by the Agency, the Contractor shall provide additional employees, at no additional cost to the Agency, if the Agency determines additional staff is needed to fulfill the Requirements of the resulting contract.

B. The Contractor shall provide sufficient numbers of after-hours employees to provide janitorial services to the AETN building, Monday through Friday, 4:40 p.m. to midnight Central Time, excluding State Holidays with the following exception:

1. If the legislature is in session on a State Holiday and the AETN building is open for business, then the after-hours employees shall provide janitorial services to the AETN building.

2. If State offices are closed due to inclement weather, the after-hours employees are not required to report to the AETN building.

C. The Contractor shall provide a minimum of one (1) on-site night supervisor, Monday through Friday, between the hours of 4:40 p.m. to midnight Central Time, to perform the following tasks, including but not be limited to the following:

1. Serve as a replacement and provide all janitorial services should one (1) of the Contractor’s scheduled employee(s) fail to report for their assigned shift.

2. Provide all supervision to the Contractor’s employees to make sure janitorial services are being performed according to the Requirements as specified in the IFB.

3. Visually inspect the work performed by the Contractor’s employees and make adjustments to meet the cleaning Requirements as specified within this IFB.

4. Visually check all Contractor’s employees when entering and leaving the AETN building for items belonging to the State or the Contractor.

5. Meet with the Agency a minimum of once per week before 4:30 p.m. Central Time to discuss any issues or concerns that need to be addressed.

6. Manually check to make sure all doors are locked and all lights are turned off when janitorial services have been completed by the after-hours employees. Doors to manually check include but not limited to offices, suites, and building doors.

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7. The on-site supervisor shall be competent and knowledgeable in janitorial methods and aggressive in solving problems.

D. The Contractor shall provide a minimum of one (1) quality contract inspector to perform the following task, including but not limited to the following:

1. Provide quality control inspections along with an Agency representative, a minimum of once per week, on Business Days between the hours of 8:00 a.m. to 4:30 p.m. Central Time, to ensure that janitorial services are being performed in accordance with the Requirements under a resulting contract.

a. Inspections must be performed by someone other than the on-site night supervisor assigned to the AETN building.

2. Discuss any issues and/or concerns that are discovered during the inspection and shall correct any issues and/or concerns as instructed by the Agency.

3. Provide the dates of the weekly quality control inspections in writing to the Agency no later than the 10th day of the previous month. For example, the dates for the August weekly quality control inspection must be provided, in writing, to the Agency no later than July 10th.

4. Not request any tenants of the AETN building to sign or initial any documentation or accompany the Contractor or the Contractor’s employees during the quality control inspection.

E. As directed by the Agency’s Operations Division representative, the Contractor shall provide janitorial services after 10:30 p.m. Central Time during ARPBS/AETN’s pledge drives held during the months of February/March, August and December.

F. When requested by the Agency, the Contractor shall provide janitorial services on Saturdays and Sundays. The Agency will make every effort to notify the successful Contractor as soon as possible when Saturday and Sunday janitorial services are needed. Saturday and Sunday services will be in addition to the full work week schedule and will be billed by the day.

G. The Contractor, including the Contractor’s employees, all owners, partners, supervisors, and representatives of the Contractor shall exit the AETN building by midnight Central Time, Monday through Friday, unless the Contractor has received prior written approval from the Agency for extended hours.

H. The Contractor shall provide the Agency, within five (5) Business Days of contract implementation by email, the names and phone numbers of the following employees that are assigned to the AETN building:

1. On-site night supervisor.

2. Quality control inspector.

I. The Contractor shall provide the Agency, in writing and within twenty-four (24) hours of any changes in the name(s) and phone number(s) of the on-site night supervisor and the quality control inspector.

J. The Contractor and/or the Contractor's employees shall not carry any type of weaponry of any kind whatsoever, whether permitted or non-permitted, onto the Agency’s premises or any State property.

1. Not complying with this Requirement will result in immediate contract cancellation and a VPR being issued to the Contractor by the Agency.

K. The Contractor shall immediately terminate and remove from State property any employee found to have any type of weaponry while on the Agency’s premises or on any State property, whether permitted or non-permitted.

1. Not complying with this Requirement will result in immediate contract cancellation and a VPR being issued to the Contractor by the Agency.

L. The Contractor shall follow the IFB Requirements of the criminal background checks on each of their employees prior to placement in the AETN building.

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M. When requested by the Agency, the Contractor shall replace any of their employees who may become incompatible with the State, as determined by the Agency. The Contractor shall replace the employee in a manner where janitorial services are not interrupted.

N. The Contractor shall immediately provide a trained and qualified replacement who has met the Requirements of the criminal background check, to perform the janitorial services as specified within this IFB, to ensure continuous on-site coverage to the AETN building.

2.5 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS FOR THE AETN BUILDING

A. The Contractor shall provide labor, materials, sanitizing and cleaning supplies, equipment, and incidentals to clean and maintain the South and North buildings.

B. The Contractor shall be informed of all existing conditions and limitations under which the work must be performed. No allowances will be made because of lack of examination or knowledge.

C. The Contractor shall comply with all meeting request from the Agency and/or TSS OSP.

D. The Contractor shall respond by phone and/or email to all Agency’s and/or TSS OSP’s meeting request, inquiries, and/or complaints within one (1) business day of Agency and/or TSS OSP’s request.

E. The Contractor shall provide the daily and/or weekly janitorial services addressed in the Agency’s complaint and rectify the complaint within eight (8) business hours or at a time determined by the Agency and to the Agency’s satisfaction.

F. The Contractor shall not subcontract any janitorial services during the aggregate term of a resulting contract, or during any contract renewal periods.

G. The Contractor and/or the Contractor’s employees shall not discuss any concerns, complaints, and/or issues that have been reported by the tenant or any other tenant of the building.

H. The Contractor and/or the Contractor’s employees shall only discuss any concerns, complaints, and/or issues with the personnel designated by the Agency.

I. If an office door is locked, the Contractor and/or the Contractor’s employees shall lock the door after cleaning is completed.

J. With prior written approval from the Agency, the Contractor may request to adjust the days, hours, cleaning schedules, and/or building access in order to maintain the AETN building in optimal clean conditions at no additional cost to the Agency.

1. There is no guarantee that the Agency will approve any requests for adjustments.

K. The Contractor and/or the Contractor’s employees shall not have any visitors or children at the AETN building while providing janitorial services under a resulting contract.

1. Not complying with this Requirement will result in immediate contract cancellation and a VPR being issued to the Contractor by the Agency.

L. The Contractor and/or the Contractor’s employees shall adhere to safety measures when cleaning the AETN building.

M. The Contractor and/or the Contractor’s employees shall utilize “Wet Floor” signs at locations where floors are wet, damp, or slick from mopping or during inclement weather such as rain, sleet, snow, etc.

N. For safety reasons, the use of ladders is discouraged by the Agency. The Contractor and/or the Contractor’s employees shall notify the Agency by phone or email prior to ladders being used for cleaning.

O. When requested by the Agency, the Contractor and/or the Contractor’s employees shall submit to polygraph examinations under the provisions of Public Law #100-347, 29 USC 2001 et. seq.

P. The Contractor and/or the Contractor’s employees shall not open any desks, cabinet drawers, or bookcases.

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Q. Contractor's employees may bring food and drink into the vending machine kitchen/breakroom during their shift but shall not take any food or drink into the office areas.

R. The Contractor and/or the Contractor’s employees shall take all reasonable measures and precautions necessary to prevent anyone from entering the AETN building after 5:00 p.m. Central Time on Business Days for any reason, unless it is the local fire, police, ambulance, or other emergency personnel.

1. Tenants working after hours must use their own access card, keys, and/or fobs to enter the AETN building.

S. The Contractor and/or the Contractor's employees shall be on time for their assigned shifts and shall not leave and/or re-enter the AETN building once their cleaning shift begins, except for, but not limited to the following reasons:

1. Removal of trash from the building to the dumpsters. The doors shall not be propped open for trash disposal.

2. A building emergency, such as a fire.

T. The Contractor and/or the Contractor’s employees shall place all collected trash in a truck or tilt cart to be taken to one central point inside the building. The collected trash and cardboard recycling must be removed from the building each night with the on-site night supervisor present.

U. The Contractor and/or the Contractor’s employees shall adhere to the following Requirements, to include but not be limited to the following:

1. HID PROXIMITY CARDS AND DOOR KEYS

a. The Agency will provide the Contractor with HID Proximity cards and door keys and will periodically audit the HID Proximity cards.

b. The Contractor and/or the Contractor’s employees shall not make any copies of HID Proximity cards or door keys belonging to the State.

c. The Contractor and/or the Contractor’s employees shall report lost, stolen, or damaged HID Proximity cards and door keys within one (1) Business Day, by phone and/or an email to the Agency representative.

d. The Contractor shall be responsible for all costs associated with replacement of the HID Proximity cards or door keys due to the actions of the Contractor and/or the Contractor’s employees.

e. The Contractor and/or the Contractor’s employees shall notify the Agency in writing if unable to access any office to provide janitorial services due to any issues with the HID Proximity cards or door keys. Written issues can be left at the Agency’s maintenance office at the AETN building.

2. CLEANING PRODUCTS AND SUPPLIES

a. The Agency will provide the successful Contractor a list of cleaning products to use on specific surfaces.

b. Damages resulting from products misused or products not recommended for areas being serviced shall be the Contractor’s responsibility to repair, correct, replace, or bring to the same condition prior to cleaning.

3. SAFETY DATA SHEETS

a. The Contractor shall provide the Agency the Safety Data Sheets (SDS) for all cleaning products withing twenty-four (24) hours of request from the Agency.

b. The Contractor shall keep a current copy of the (SDS) for all cleaning products in a folder marked “Safety Data Sheets” in the janitorial storage closet in the AETN building.

i. All SDS must list complete chemical ingredients of each product, including the percentage

S000000318 Page 14 of 26 composition of each ingredient in the mixture down to 0.1%, the chemical abstract service numbers for those substances, and a listing of any potentially hazardous products that may produce gas during or following application.

ii. The certification or compliance standards required for these products in no way exempts compliance with other applicable Occupational Safety, Health, and Environmental Standards.

4. DELIVERY AND STORAGE OF CLEANING PRODUCTS AND SUPPLIES

a. The Contractor shall be responsible for receiving, handling, storage, and delivery of all materials, supplies, and/or equipment needed for contract performance.

b. The Contractor shall notify the Agency when materials, supplies and/or equipment are being delivered.

c. The Contractor shall keep the janitorial storage closet free from health and fire hazards.

d. The Contractor shall keep the janitorial storage closet clean, safe, sanitary, odor free, and in an organized manner at all times.

i. Mops, clothes, and sponges must not, at any time, have an offensive odor due to contents or lack of cleaning methods.

ii. Covers and lids must be securely replaced on all containers.

e. The Contractor shall purchase and maintain at least one (1) month supply of inventory stock of all cleaning supplies and/or products to provide janitorial service as required based on the population of the AETN building and the scheduled meetings. Supplies and/or products must be compatible with the existing dispensers and receptacles and must be kept in the janitorial storage closet. Inventory stock must include, but not be limited to the following:

i. Glass cleaner.

ii. Micro-fiber mops.

iii. Lint-free towels.

iv. Trash can liners for floor and wall.

v. HEPA filters.

vi. All other sanitizing cleaning supplies and tools needed to fulfill the Requirements of this

IFB.

f. The Contractor and/or the Contractor’s employees shall not leave cleaning products or supplies on countertops, around toilets, stall areas or, other locations unless there is a mechanical issue with the dispensers and the Contractor has notified the Agency of any mechanical issues.

g. The Contractor and/or the Contractor’s employees shall not remove any products placed on the countertops by tenants of the Agency.

h. Should the Agency decide to change receptacles or dispensers of any kind in the restrooms it will be the Contractor’s responsibility to provide those supplies that are compatible with the installed dispensers or receptacles.

i. The Contractor shall receive written approval from the Agency to change out dispensers and receptacles. Dispenser and receptacle units will become the property of the Agency at expiration on non-renewal of the resulting contract.

5. EQUIPMENT

a. To ensure that janitorial services are being met to fulfill the Requirements within this IFB, the

Contractor shall provide all cleaning supplies, materials, equipment, and tools, including but not limited to the following:

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i. Vacuum cleaners with High-Efficiency Particulate Air (HEPA) filter bags to aid in the reduction of allergens and pollutants becoming airborne.

ii. Buffers.

iii. Mops

iv. Mop buckets

b. The Contractor shall be responsible for any loss, damage, or destruction of their own property or that of any equipment and materials used in conjunction with the work performed.

c. The Contractor shall purchase at the Contractor’s own expense an insurance policy with adequate coverage to cover the Contractor’s owned property.

6. LOSS, DAMAGE, AND/OR DESTRUCTION TO STATE PROPERTY

a. The Contractor shall be responsible for any loss, damage, and/or destruction to the State’s property and the property of other’s due to the actions of the Contractor and/or the Contractor’s employees.

b. The Contractor shall reimburse the Agency, within seven (7) Business Days, for all losses, damages, and/or destruction to the State’s property and to the property of other’s due to the actions of Contractor and/or the Contractor’s employees. The Agency reserves the right to determine the cost of damage.

c. The Contractor shall repair, correct, replace, and/or bring to the same condition as prior to cleaning, all damages resulting from misused products and/or from the use of products not recommended for areas being serviced.

d. The Contractor and the Contractor’s employees shall take all reasonable measures and precautions necessary to prevent the unauthorized use, pilferage, or removal of the following items from State property, including, but not limited to:

i. Materials.

ii. Tools.

iii. Equipment.

iv. Fixtures.

v. Furnishings.

vi. Receptacles.

vii. Tenant offices and common areas.

viii. Telephones.

ix. All other equipment installed in the AETN building.

e. The Contractor shall reimburse the Agency for the monetary value, as determined by the Agency’s phone bills or other documented evidence, of such unauthorized use, pilferage, or removal of items belonging to the State, common areas, and/or tenant’s offices.

7. EMPLOYEE UNIFORMS

a. The Contractor shall furnish each of their employees a company shirt or smock and an identification badge. The identification badge must contain the name of the company and the name of the Contractor’s employees.

b. The Contractor’s employees shall wear the company shirt or smock and identification badge while providing janitorial services at the AETN building.

c. The Contractor’s employees uniforms must be clean and pressed while providing janitorial services at the AETN building.

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2.6 NON-SERVICE AREAS

A. The Agency will provide a reference map to the following non-service rooms for the South and North buildings.

1. Non-Service South Building Room Numbers: 166, 165, E38, E63, E64, E50, E54, E53, E56, E19, E18, E17, E16, E14, E80, E77, E72, E77A, E71, E75, E76

2. Non-Service North Building (First Floor) Room Numbers: 154, 155, 112, 111, 109, 107, 117, 120, 121, 125, 136, 137

3. Non-Service North Building (Second Floor) Room Numbers: 222, 224, 234, 255

2.7 TRASH AND SWEEP ONLY AREAS

A. The Agency will provide a reference map to the following rooms for the South and North buildings.

B. Floor cleaning must not be provided in the following areas that are either studio and engineering areas or have raised flooring (i.e. trash and sweep only).

C. The Contractor’s employees shall only sweep and empty trash in the following rooms:

1. South Building Room Numbers: 167, 169/173, 168, 171, E42, E51, 62, 60, E57

2. North Building (First Floor) Room Numbers: 152, 110, 114

2.8 DAILY CLEANING REQUIREMENTS FOR OFFICES

A. The Contractor shall provide the following janitorial services on a daily basis and shall coordinate services with the Agency. However, should the Agency or the Contractor notice any area requiring additional attention, then the janitorial services must be provided accordingly to keep the areas clean.

B. The Contractor’s employees shall use a dust control treated cloth to remove cobwebs, dirt, debris, trash, spill, grime, dust, dust streaks, fingerprints, oils, spots, or smudges from all offices, office cubicles, conference rooms, breakrooms, stairwell, and landing, to include, but not be limited to the following:

1. Bookcases.

2. Chairs.

3. Corners.

4. Crevices.

5. Cubicle tops/dividers.

6. Desks.

7. Doors.

8. Filing cabinets.

9. Fire extinguishers and other wall mounted objects.

10. High and low ledges.

11. Moldings.

12. Office machines.

13. Partitions.

14. Picture frames.

15. Shelves.

16. Walls.

17. Windowsills.

18. Wood tables.

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C. The Contractor’s employees shall not move papers or personal items on tenants desk to dust.

D. The Contractor’s employees shall clean all glass to be free of dirt, grime, dust, smudges, streaks, watermarks, tape, tape residue, spots. Glass must not have a cloudy appearance after cleaning.

E. The Contractor’s employees shall spot clean office windows where blinds are up.

F. The Contractor’s employees shall clean and dry polish glass or Formica top tables with an untreated cloth to keep free of soil and smudges.

G. The Contractor's employees shall clean both sides of all interior and exterior glass entrance doors, mirrors, and panels, including offices, conference rooms, and breakrooms, etc.

H. The Contractors employees shall sweep and/or dust mop tile floors in the South building with dust control treated mops or other effective tools free of dust, dirt, debris, and spots from spillage.

I. The Contractors employees shall damp mop tile floors and corners in the South building to be free of dirt, string, gum, grease, tar, and oil spots to present an overall appearance of cleanliness.

J. The Agency will provide manufacturer cleaning instructions to the successful Contractor for cleaning vinyl flooring in the hallways of the first and second floors in the North building.

K. The Contractor’s employees shall vacuum all carpeted areas in office areas, public areas, and all traffic areas free of dirt, dust, and other debris.

L. The Contractor's employees shall inspect under hard-to-reach areas, such as desks, tables, and chairs and shall vacuum those areas as needed, but must be done at least once per week or when requested by the Agency.

M. The Contractor’s employees shall clean and remove buildup, spills, spots, smears, stains, and crusted materials on carpeted areas.

1. Cleaned areas must blend with adjacent areas of carpeting and show no evidence of fuzzing caused by harsh rubbing or brushing.

N. The Contractor’s employees shall empty and disinfect all trash receptacles and install fresh new bag liners.

O. The Contractor’s employees shall clean and remove smudges, marks, tape, tape residue, and spots from wall surfaces, doors, door facings, doorknobs, partitions, switches, and receptacle plates without causing unsightly discoloration. The use of 409 or similar product is recommended.

2.9 DAILY CLEANING REQUIREMENTS FOR RESTROOMS

A. The Contractor’s employees shall wash and sanitize the interior and exterior of all toilet seats, urinals including, but not limited to, the inside rim of each toilet, and leaving no rust, incrustations, or water rings. Toilet seats must be left in a raised position after cleaning.

B. The Contractor’s employees shall clean, disinfect, and sanitize the counters and sinks in all restrooms.

C. The Contractor’s employees shall clean and remove smudges, marks, tape, tape residue, and spots from wall surfaces, stalls, partitions, doors, door facings, doorknobs, switches, and receptacle plates without causing unsightly discoloration. The use of 409 or similar product is recommended.

D. The Contractor’s employees shall sweep and damp mop all restroom floors with a disinfectant with special attention to maintaining the cleanliness of the floors around toilet fixtures.

E. The Contractor’s employees shall clean drain traps to be free from odors at all times.

F. The Contractor’s employees shall clean and sanitize the inside and exterior of all washbasins and sink fixtures.

G. The Contractor’s employees shall damp wipe and polish dry all mirrors, shelving, dispensers, chromium fixtures, and piping.

H. The Contractor’s employees shall clean and dust all vents, HVAC grilles.

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I. The Contractor's employees shall re-stock the following products to include, but not be limited to:

1. Liquid hand soap dispensers.

2. Sanitizer dispensers.

3. Air freshener dispensers.

4. Trash liners.

J. The Contractor’s employees shall refill paper towels and toilet tissue dispensers from the Agency’s stock.

K. The Contractor’s employees shall empty and disinfect all trash receptacles in restrooms and install fresh new bag liners.

L. The Contractor’s employees shall clean and sanitize showers as needed or when requested by the Agency.

2.10 DAILY CLEANING REQUIREMENTS FOR BREAKROOMS

A. The Contractors employees shall sweep and damp mop all breakroom floors to be free of dirt, dust, debris, mop strings, gum, grease, tar, oil spots, and spots from spillage to present an overall appearance of cleanliness.

B. The Contractor’s employees shall empty and disinfect all trash receptacles and install fresh new bag liners.

C. The Contractor’s employees shall wipe clean all chairs and tables.

D. The Contractor’s employees shall dust vending machines and clean the front glass of the vending machines.

E. The Contractor’s employees shall clean and remove smudges, marks, tape, tape residue, and spots from wall surfaces, doors, door facings, doorknobs, partitions, switches, and receptacle plates without causing unsightly discoloration. The use of 409 or similar product is recommended.

F. The Contractor’s employees shall clean, disinfect, and sanitize the counters and sinks in breakrooms.

2.11 DAILY CLEANING REQUIREMENTS FOR ENTRANCES, LOBBIES, AND CORRIDORS

A. The Contractor’s employees shall sweep and wet mop entrances, lobbies, and corridors to be free of trash, dirt, dust, debris, mop strings, gum, grease, tar, oil spots, and spots from spillage to present an overall appearance of cleanliness.

B. The Contractor’s employees shall dust all walls, including the top of baseboards to be free of dust, dirt, trash, and spots from spillage to present an overall appearance of…