SOW.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services/Ohio Veterans Home-Sandusky is seeking bids for Exterior Window cleaning for each of our 3 Buildings located at 3416 Columbus Ave, Sandusky, OH 44870.

Mandatory Site Visit A Mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that results in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

Terms & Conditions Terms and Conditions can be located on the Document tab in this solicitation Purpose Objective To have Quarterly Exterior Window cleaning completed.

Scope of Work SOW The Contractor shall provide Professional Exterior Window cleaning service to 3 of our Buildings to be completed 3 times yearly. The Completion dates for all 3 Buildings are as follows: May 31st, August 31st, and October 31st. Scheduling will be coordinated with occupants of each building to minimize disruption. We reserve the right to request corrections if needed.

ODVS/OVH Sandusky encourages the Contractor to count windows to guarantee accuracy if they so choose.

Term of Contract A sample DVS Contract can be located on the documents tab of this solicitation.

1. Any subsequent agreements or contracts arising from this solicitation shall begin on July 1, 2025, and the term of the contract shall be until June 30, 2027, unless it is terminated earlier.

2. As a condition of any award resulting from this solicitation and subject to mutual agreement, the period covered by the ensuing contract under the same terms and conditions stated herein can be extended for two (2) additional year increments determined by DVS.

3. Position hourly rates may only be re-negotiated if the original contract is extended and will be in effect for the term of the extension. All price changes shall be approved by DVS in writing prior to going into effect. DVS reserves the right to refuse position hourly rates changes.

General Provisions All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. Contractor will at all times in the performance of this work exercise due care and cautions for the safety and well-being of the workmen employed on the job, the Ohio Veterans Home employees, residents and property.

2. The Contractor shall be responsible to repair any and all damage, caused by contractor negligence to the Ohio Veterans Home property and grounds at the contractor’s expense.

3. All Contractors scheduled services must be done at times approved by the appropriate DVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

4. The Contractor and its personnel shall follow all DVS security check-in procedures upon arrival and while at the facility. The procedure for check-in will be confirmed by the designated DVS representative after award of the contract. The Contractor must maintain a posted log showing check-in and check-out times, personnel precent, and services provided.

5. The Contractor shall be responsible for removal of all debris from the work site and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

6. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the Scope of Work.

7. Contractor shall provide a minimum of forty-eight (48) hour notice of intended dates and time of service before scheduled services. Services shall be performed Monday-Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by OVH site Representative(s) in advance.

8. Rescheduling Service – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with DVS staff.

Additional Terms and Conditions for Contracts Involving the ODVS/OVH -Sandusky

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agent’s employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations. A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All costs associated with random drug testing shall be the responsibility of the Department. All drug testing results, and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Contractors shall submit all bids in OhioBuys.

2. All proposals must include a detailed scope of work, outlining the specific tasks and deliverables required for the project. Additionally, an itemized list of labor and materials necessary to complete the project must be provided. The proposal should clearly define expectations, timelines, and any other relevant details to ensure a complete understanding of the project’s requirements and objectives.

A. Lump sums of labor and materials will not be excepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material.

B. If applicable, known hazards statement.

3. Affirmation and Disclosure form must be completed and submitted.

4. Certificate of Liability Insurance Bid Awarding Process The intent is to award this solicitation to the lowest and responsive bidder.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order annotated in the Invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to Invoices@dvs.ohio.gov.