SWR2505- Janitorial .docx

Request for Quote & Qualifications (RFQQ)

Solicitation Title SWR2505- Janitorial (Chehalis)

Date Posted 02/24/2025

Solicitation Number

SWR2505

Bid Due Date and Time

03/12/2025 4:00 PM (PST)

Procurement Coordinator Name: Eugene Onyango Email Address: eugene.onyango@wsdot.wa.gov Phone Number: 360-558-0417

The Procurement Coordinator is the SOLE POINT OF CONTACT for this solicitation. All communication between suppliers and WSDOT shall be with the Procurement Coordinator only.

Acquisition Authority:

The Washington State Department of Transportation (WSDOT) issues this Request for Quote (RFQ) acting under the authority of the Revised Code of Washington (RCW) 39.26 , which regulates the manner in which state agencies may acquire general goods and services.

Description of Requirement:

The Washington State Department of Transportation (WSDOT) Southwest Region is seeking a quote (RFQQ) for janitorial services, as listed in this document under Appendix A, at our Chehalis Office.

Special Terms and Conditions:

The work covered inside this solicitation is covered by Washington State Prevailing Wage laws and requirements. Specific wage rates are found on Labor and Industries website (lni.wa.gov). The project will require the selected contractor to generate the project listing on LNI’s website, complete the Intent and Affidavit (combined form may be acceptable based on project costs), and retainage may be waived at the discretion of WSDOT.

Mandatory walkthrough - Scheduled for Monday, March 3rd @ 1 p.m. Bids from vendors who do not attend the walkthrough will be considered non-responsive. We are recommending a maximum of two (2) representatives from each vendor in order to minimize the disruption to WSDOT staff working in the buildings. Contact Maria Cardoni at cardonm@wsdot.wa.gov to schedule your attendees.

Location of Work:

· 1411 Rush Road, Chehalis WA- 98532 Responsiveness:

WSDOT reserves the right to determine the vendors’ compliance with the requirements specified in this RFQ and to waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the competitive RFQ. An immaterial variation is one that has no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of or be otherwise prejudicial to the procurement. WSDOT reserves the right to determine whether a requirement is merely an informality.

Responsibility:

WSDOT reserves the right to make reasonable inquiry to determine the responsibility of any vendor. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of vendor’s offer, and on-site inspection of vendor's or subcontractor's facilities. Failure to respond to these requests may result in a bid being rejected as non-responsive.

Vendor Questions:

Any questions related to this procurement must be submitted in writing, via e-mail, to the WSDOT Procurement Office at eugene.onyango@wsdot.wa.gov no later than 4:00 PM, Wednesday, March 5, 2025. Questions will be responded to, via addendum to the original solicitation, no later than 4:00 PM on Thursday, March 6, 2025.

Changes to the Solicitation Any changes to this solicitation will be sent electronically via addendum posted on the Washington’s Electronic Business Solution (WEBS) to all vendors who downloaded this RFQQ from WEBS. WSDOT reserves the right to modify dates and times associated with this solicitation. A signed addendum must be submitted with a bid in order to be considered responsive.

Bid Response to Include:

Response package shall include the following:

· Mandatory walkthrough attendance

· Completed and signed Request for Quote and Qualifications (RFQQ) form

· Signed Certifications and Assurances form

· Certificate of Insurance

· Signed Wage Theft Prevention Certification form

· Workers’ Rights Contractor Certification form

· Completed Janitorial Services Worksheet, Appendix A

· Signed Addendum(s), if one has been posted to WEBS Bid Submittal:

Vendors wishing to submit a quote must do so no later than 4:00 PM, Wednesday, March 12, 2025. Quotes must be submitted on the provided RFQ form and must be signed to be accepted.

Quotes may only be submitted to WSDOT via email.

· To submit via E-Mail, send to Eugene Onyango, WSDOT Southwest Region Procurement, at eugene.onyango@wsdot.wa.gov. Please reference bid number SWR2505 in the subject line.

WSDOT will announce their intent to award for this solicitation no sooner than Monday, March 17, 2025, via email to all respondents.

WSDOT will announce a formal award for this solicitation no sooner than Friday, March 21, 2025, via the Washington Electronic Business Solution (WEBS), through email to the respondent bidders, and/or via the Small Works Roster communication methods.

WSDOT Complaint, Debrief, and Protest Procedures and Policy apply (attached).

Solicitation Timeline:

11:00 am PST

4:00 pm PST

Thursday, March 6, 2025

4:00 pm PST

4:00 pm PST

Award Announced and Purchase Order Sent To Vendor

Changes to the Solicitation Timeline, if necessary, will be announced via an addendum posted to the Washington Electronic Business Solution (WEBS) website, or notice through the Small Works Roster communications methods.

Washington State Department of Transportation Request for Quote

Terms and Conditions The following terms and conditions apply in accordance with Washington State Laws and Regulations, and the Washington State Department of Enterprise Services, which are hereby incorporated by reference.

Right to Cancel:

WSDOT reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.

Changes:

No alteration in any of the terms, conditions, delivery, price, quality, quantities, or specifications of an order resulting from this solicitation will be effective without prior written approval of the WSDOT.

Acceptance:

This RFQ and any order resulting from this solicitation expressly limits acceptance to the terms and conditions stated herein. Any terms proposed by Vendor are objected to and hereby rejected, unless otherwise provided for in writing by WSDOT.

Brands:

When a particular brand is specified, it shall be construed solely for the purpose of indicating the standard of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided Vendor specifies the brand and model and submits descriptive literature. Any bid containing a brand which is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal. Failure to do so shall be sufficient reason to disregard the bid.

Rejection:

All goods or materials purchased herein are subject to written approval by WSDOT. Any rejection of goods or materials resulting because of nonconformity to the terms and specifications of this order, whether held by WSDOT or returned will be at Vendor’s risk and expense.

Infringements:

Vendor agrees to protect and save harmless WSDOT against all claims, suits, or proceedings for patent, trademark, copyright, or franchise infringement arising from the purchases, installation, or use of goods and materials resulting from this solicitation. Vendor assumes all expenses and damages arising from such claims, suits, or proceedings.

Warranties:

Vendor warrants that items supplied as a result of this solicitation conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed, except that if a particular purpose is stated, the material must then be fit for the particular purpose.

Liens, Claims, and Encumbrances:

Vendor warrants and represents that all the goods and materials ordered as a result of this solicitation herein are free and clear of all liens, claims, or encumbrances of any kind.

Save Harmless:

Vendor shall protect, indemnify, and save WSDOT harmless from and against any damage, cost, or liability for any injuries to persons or property arising from acts or omissions of Vendor, his employees, agents, or subcontractors, howsoever caused.

Anti-trust:

Vendor and WSDOT recognize that in actual economic practice, overcharges resulting from anti-trust violations are in fact borne by WSDOT. Therefore, Vendor hereby assigns to WSDOT any and all claims for such overcharges.

Default:

WSDOT may terminate any order or contract resulting from this solicitation, without penalty or further liability, upon not less than Thirty (30) days prior written notice to Vendor, if Vendor defaults on any provision of the order or contract and fails to cure such default within that Thirty (30) day period, or such longer period, as may be reasonably determined by WSDOT, if Vendor is diligently working to cure the default.

Termination:

In the event of a breach by Vendor of any of the provisions of an order or contract resulting from this solicitation, WSDOT reserves the right to cancel and terminate the contract forthwith upon written notice to Vendor. Vendor shall be liable for damages suffered by WSDOT resulting from Vendor’s breach of contract.

Attorney’s Fees:

In the event of controversy, claim, or dispute arising out of any order or contract resulting from this solicitation for which the Vendor is adjudged by a court of competent jurisdiction to be at fault, Vendor shall pay to WSDOT all attorney’s fees, costs and expenses incurred by WSDOT in connection therewith.

Add-on:

By mutual written agreement, additional quantities of items may be purchased within 12 months of the date of award provided the original purchase price, terms, conditions, and specifications remain the same. Add-on purchases shall be submitted to the Vendor using a WSDOT Purchase Order and shall reference the original contract or purchase order.

Pricing - Include all Cost Components in Pricing:

Vendors must identify and include all elements of recurring and non-recurring costs in their pricing. Unless otherwise specified, this must include, but is not limited to, all administrative fees, maintenance, manuals, documentation, shipping charges, labor, travel, training, consultation services, wiring and supplies needed for the installation (including cost of all uncrating, disposal of shipping materials), set-up, testing and initial instruction to agency personnel, warranty work and maintenance of the products/services, handling charges such as packing, wrapping, bags, containers, reels; and any processing fees associated with credit card payment.

Notwithstanding the foregoing, in the event that market conditions, laws, regulations, or other unforeseen factors dictate, at WSDOT’s sole discretion, additional charges may be allowed during the contract term.

Purchase Card Acceptance:

It is not mandatory that Vendors accept the credit card as payment; however, WSDOT encourages Vendors to consider this alternate payment process. Any processing fees associated with the purchasing card must be included in the product pricing and not as a separate fee.

Identification:

All invoices, packing lists, packages, shipping notices, instruction manuals, and other written documents affecting this order shall contain the applicable purchase order number. Packing lists shall be included with each shipment pursuant to this order, indicating the contents of each package therein.

Cash Discount:

In the event WSDOT is entitled to a cash discount, the period of computations will commence on the date of delivery or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is made part of the contract but the invoice does not reflect the existence of a cash discount, WSDOT is entitled to a cash discount with the period commencing on the date it is determined by WSDOT that a cash discount applies.

Payments and Assignments:

Invoices will not be processed for payment until items invoiced are received. WSDOT will not honor drafts nor accept goods on a sight draft basis. Furthermore, the provisions or monies due under this contract shall only be assignable with prior written approval of WSDOT.

Insurance:

The Successful Vendor is required to have or obtain insurance to protect WSDOT should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Vendor or its subcontractors(s), or their agents, while performing work under the terms of this solicitation.

Contractors Liability Insurance:

Contractor shall obtain all the insurance required by the Contract Documents. Insurance coverage shall name the Owner as an additional insured. Exception: Builder’s Risk property insurance and the Installation Floater shall evidence the Owner as the “named insured”. Companies writing the insurance shall be licensed to do business under Title 48 RCW. Contractor shall include in its bid the cost of all insurance and bonds required to complete the base bid work and accepted alternates. Insurance carriers shall be acceptable to Owner and Carrier’s AB. Best rating shall be indicated on the insurance certificate.

Contractor shall maintain the insurance coverage required by the Contract Documents during the Work and for one year after Final Acceptance. None of the insurance coverage’s may be cancelled or materially changed without 45 days prior notice to Owner.

If a deductible applies to any claim under the policies described in Part 2.01 CONTRACTOR’S LIABILITY INSURANCE, then payment of that deductible will be the responsibility of the Contractor, notwithstanding any claim of liability against the Owner. However, in no event shall any provision for a deductible provide for a deductible in excess of $50,000.00.

Required Coverage and Limits:

Insurance Coverage Certificates the Contractor shall furnish acceptable proof of insurance coverage on the State of Washington Certificate of Insurance form SF500A, dated 07/02/92 or ACORD form.

Required coverage shall be as follows:

Comprehensive General Liability Insurance – The Contractor shall at all times during the term of this contract and for a duration of three years after Final Completion, at its cost and expense, carry and maintain general public liability insurance, including contractual liability, against claims for bodily injury, personal injury, death or property damage occurring or arising out of services provided under this contract. This insurance shall cover claims caused by any act, omission, or negligence of the Contractor or its officers, agents, representatives, assigns or servants. The limits of liability insurance, which may be increased as deemed necessary by the contracting parties, shall be:

General Aggregate Limits: $1,000,000 (other than products-completed operations) Products-Completed Operations Limit: $1,000,000 Personal and Advertising Injury Limit: $1,000,000 Each Occurrence: $1,000,000 (applies to all of the above) Fire Damage Limit: $50,000 (any one fire) Medical Expense Limit: $5,000 (any one person)

Employers Liability on an occurrence basis in an amount not less than $1,000,000.00 per occurrence.

Automobile Liability:

In the event that services delivered pursuant to this contract involve the use of vehicles or the transportation of clients, automobile liability insurance shall be required. If Contractor-owned personal vehicles are used, a Business Automobile Policy covering at a minimum Code 2 “owned autos only” must be secured. If Contractor employee’s vehicles are used, the Contractor must also include under the Business Automobile Policy Code 9, coverage for non-owned autos. The minimum limits for automobile liability is: $1,000,000.00 per occurrence, using a combined single limit for bodily injury and property damage.

Workmen’s Compensation coverage is pursuant to the Washington State Industrial Insurance Act, the Federal Longshoremen’s and Harbor Workers’ Act and the Jones Act.

Failure to provide continuous coverage of insurance, as required, will result in Contract cancellation.

All insurance provided in compliance with this Contract shall be primary as to any other insurance or self- insurance programs afforded to or maintained by the state.

Insurance policies shall include, but not be limited to, the following provisions:

Additional Insured:

WSDOT and all authorized Purchasers shall be named as an additional insured on all general liability, umbrella, excess, and property insurance policies. All policies shall be primary over any other valid and collectable insurance.

Notice of Policy(ies) Cancellation/Non-renewal:

For insurers subject to Chapter 48.18 RCW (Admitted and regulated by the Washington State Insurance Commissioner) a written notice shall be given to the procurement coordinator or designee forty-five (45) calendar days prior to cancellation or any material change to the policy(ies) as it relates to this Contract. Written notice shall include the affected Contract reference number.

Surplus Lines:

For insurers subject to Chapter 48.15 RCW (Surplus Lines) a written notice shall be given to the procurement coordinator or designee twenty (20) calendar days prior to cancellation or any material change to the policy(ies) as it relates to this Contract. Written notice shall include the affected Contract reference number.

Cancellation for Non-payment to Premium:

If cancellation on any policy is due to non-payment of premium, a written notice shall be given to the procurement coordinator or designee ten (10) calendar days prior to cancellation. Written notice shall include the affected Contract reference number.

Identification:

Policy(ies) and Certificates of Insurance shall include the affected Contract reference number.

Insurance Carrier Rating: The insurance required above shall be issued by an insurance company authorized to do business within the State of Washington. Insurance is to be placed with a carrier that has a rating of A- Class VII or better in the most recently published edition of Best’s Reports. Any exception must be reviewed and approved by the Risk Manager for the WSDOT, by submitting a copy of the Contract and evidence of insurance before Contract commencement. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and Chapter 284-15 WAC .

Industrial Insurance Coverage:

The Contractor shall comply with the provisions of Title 51 RCW Industrial Insurance. If the Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, the Purchasing Activity may terminate this Contract. This provision does not waive any of the Washington State Department of Labor and Industries (L&I) rights to collect from the Contractor.

OSHA and WISHA Requirements:

Contractor agrees to comply with conditions of the Federal Occupational Safety and Health Administration (OSHA) and, if manufactured or stored in the State of Washington, the Washington Industrial Safety and Health Act (WISHA) and the standards and regulations issued there under, and certifies that all items furnished and purchased will conform to and comply with said laws, standards and regulations. Contractor further agrees to indemnify and hold harmless Purchasing Activity and Purchaser from all damages assessed against Purchaser as a result of Contractor’s failure to comply with those laws, standards and regulations, and for the failure of the items furnished under the Contract to so comply.

Statewide Vendor Payment Registration:

Vendors are required to be registered in the Statewide Vendor Payment system, prior to submitting a request for payment under this procurement. Purchasers who are Washington state agencies require registration to be completed prior to payment.

The Washington State Office of Financial Management (OFM) maintains a central contractor registration file for Washington State agencies to process contractor payments. To obtain information and registration materials visit the Receiving Payments from the State website.

Collection of Retail Sales and Use Taxes:

In general, Vendors engaged in retail sales activities within the State of Washington are required to collect and remit sales tax to Department of Revenue (DOR). In general, out-of-state Vendors must collect and remit “use tax” to Department of Revenue if the activity carried on by the seller in the State of Washington is significantly associated with Contractor’s ability to establish or maintain a market for its products in Washington State. Examples of such activity include where the Contractor either directly or by an agent or other representative:

· Maintains an in-state office, distribution house, sales house, warehouse, service enterprise, or any other in-state place of business;

· Maintains an in-state inventory or stock of goods for sale;

· Regularly solicits orders from Purchasers located within the State of Washington via sales representatives entering the State of Washington;

· Sends other staff into the State of Washington (e.g. product safety engineers, etc.) to interact with Purchasers in an attempt to establish or maintain market(s); or

· Other factors identified in WAC 458-20 .

Department of Revenue Registration for Out-of-State Vendors:

Out-of-state Vendors meeting any of the above criteria must register and establish an account with the Department of Revenue. Refer to WAC 458-20-193, and call the Department of Revenue at 800-647- 7706 for additional information. When out-of-state Vendors are not required to collect and remit “use tax,” Purchasers located in the State of Washington are responsible for paying this tax, if applicable, directly to the Department of Revenue.

Public Disclosure of Purchasing Information:

Per WAC 200-300-115, after bids, quotes or proposals have been received, all such information becomes the property of the purchasing activity and shall not be released or otherwise distributed until after the evaluation has been completed and final award(s) announced. Evaluation team members shall maintain confidentiality of information to ensure the integrity of the process. The purchasing activity assumes no responsibility for the confidentiality of bids, quotes or proposals after award.

Any document(s) or information which the Vendor believes is exempt from public disclosure per RCW

42.17.310 shall be clearly identified by Vendor and placed in a separate envelope marked with bid number, Vendor's name, and the words "proprietary data" along with a statement of the basis for such claim of exemption. The state's sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure within a period of five years from date of award. Failure to so label such materials or failure to provide a timely response after notice of request for public disclosure has been given shall be deemed a waiver by the Vendor of any claim that such materials are, in fact, so exempt.

Copies of documents related to this or any other WSDOT procurement that are subject to public disclosure may be requested after the formal award is announced via the Washington Electronic Business Solution (WEBS) by sending an email to PublicDisclosureRequests@WSDOT.WA.GOV. When requesting procurement documents be sure to include the name of the procurement coordinator and the solicitation number for the information you are requesting.

Gifts:

The Vendor shall comply with all applicable sections of the State Ethics law, RCW 42.52, which regulates gifts to State officers and employees. Under that statute, any State officer or employee who has or will participate with the Vendor regarding any aspect of the Contract involving the purchase of goods or services is prohibited from seeking or accepting any gift, gratuity, favor or anything of economic value from the Vendor. Neither the Vendor nor any agent or representative shall offer anything of economic value as a gift, gratuity or favor directly or indirectly to any such officer or employee.

Title VI Notice to the Public:

It is Washington State Department of Transportation (WSDOT) policy to ensure no person shall, on the grounds of race, color, national origin, or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities. Any person who believes his/her Title VI protection has been violated may file a complaint with WSDOT’s Office of Equal Opportunity (OEO). For Title VI complaint forms and advice, please contact OEO’s Title VI Coordinator at 360-705-7082 or 509-324- 6018.

Americans with Disabilities Act (ADA) Information:

This material can be made available in an alternate format by emailing the WSDOT Diversity/ ADA Compliance Team at wsdotada@wsdot.wa.gov or by calling toll free, 855-362- 4ADA (4232). Persons who are deaf or hard of hearing may make a request by calling the Washington State Relay at 711.

Imbedded Internet URL’s:

WSDOT Standard Specifications http://www.wsdot.wa.gov/Publications/Manuals/M41-10.htm

Statewide Vendor Number: http://des.wa.gov/services/ContractingPurchasing/Business/VendorPay/Pages/default.aspx

Department of Revenue: http://dor.wa.gov/

WAC 458-20: http://apps.leg.wa.gov/WAC/default.aspx?cite=458-20

WAC 458-20-193: http://apps.leg.wa.gov/WAC/default.aspx?cite=458-20-193

Filing a Complaint, Request for Debrief, and Protest:

The purpose of these instructions is to provide a clear and transparent process for vetting issues or concerns with the Washington State Department of Transportation (WSDOT) competitive procurement solicitations. All WSDOT competitive solicitations will be posted in the Washington Electronic Business Solution (WEBS) and will include these instructions.

Complaints, requests for debrief, and protests will be:

· In writing; and delivered either in-person, by USPS, courier, or email to the Procurement Coordinator identified on the cover page of the solicitation.

· Signed by the complaining or protesting Vendor, unless sent by email.

· Be submitted and delivered within the time frame outlined in this document.

· Identified with the WSDOT solicitation number.

· Identified as “Complaint”, “Request for Debrief”, or “Protest” in the subject line of the correspondence or email.

Complaint Process:

The complaint process is available to Vendors with unresolved issues or concerns that were not resolved during the question and answer period of the solicitation. Every attempt should be made to address and resolve issues or concerns during the question-and-answer period.

A complaint must be received by the Procurement Coordinator, not less than five (5) business days prior to the deadline for bid submission. The Procurement Coordinator’s name, PO Box, physical address, and email address will be listed on the cover page of the solicitation.

Grounds for Complaint:

To be considered, complaints may be based only on the following:

· The solicitation unnecessarily restricts competition.

· The solicitation evaluation or scoring process is unfair or flawed; or

· The solicitation requirements are inadequate or insufficient to prepare a response.

Complaint Content:

The complaint shall include:

· The legal name of the Business, mailing address, phone number, email address, and the name of the individual submitting the complaint.

· The solicitation document name, number, and reference to WSDOT as the issuing agency.

· Specific and complete statement of WSDOT action that is the subject of the complaint.

· Facts and arguments.

· Specific reference to the basis for the complaint.

· Description of the relief or corrective action requested.

Complaint Review Process:

The Procurement Coordinator will consider all the facts available after receiving a complaint.

The Procurement Coordinator will send the response to the complaint directly to the Vendor and post the complaint and the response in WEBS prior to the bid submission deadline.

If additional time is needed to provide a response to the complaint and it affects the bid submission deadline, the Procurement Coordinator will extend the bid submission date with an amendment to the solicitation.

The WSDOT response to the complaint is final and not subject to appeal or protest.

Debrief Conference (Protest Precondition):

Following the announcement of the Apparent Successful Vendor, a Vendor who submitted a responsive bid may request a debrief conference. A debrief conference provides an opportunity for a Vendor to discuss their bid and evaluation with the Procurement Coordinator.

Request For Debrief Conference:

The request for a debrief conference must be made via email to the Procurement Coordinator at the email address listed on the cover page of the solicitation. Subject line must include “Request for Debrief”. The request for a debrief conference must be received by the Procurement Coordinator within three (3) business days after the announcement of the Apparent Successful Vendor.

Location of Debrief Conference:

A debrief conference may be conducted in person at a designated WSDOT facility, or by telephone, as determined by the Procurement Coordinator, and may be limited by WSDOT to a specified period of time.

The failure of a Vendor to timely request and attend a debrief conference shall constitute a waiver of the right to submit a protest.

Protest Process:

The protest process is available only to a Vendor who submitted a responsive bid.

The protest period begins the first business day after the protesting Vendor has attended a debrief conference. For a protest to be considered it must be submitted and received by the Procurement Coordinator within five (5) business days after the debriefing conference.

Grounds for Protest:

To be considered, protests may be based only on the following:

· Bias, discrimination, or conflict of interest on the part of an evaluator;

· Errors in computing the scores; or

· Non-compliance with procedures described in the solicitation document, Department of Enterprise Service’s policy, or applicable State or Federal laws or regulations.

Protest Content:

A protest shall contain the facts and arguments upon which the protest is based, and shall be signed by a person authorized to bind the Vendor to a contractual relationship.

At a minimum, the protest shall include the following information:

· Business Name, mailing address, phone number, email address, and the protesting Vendor’s name.

· Solicitation document name, number, and reference to WSDOT as the issuing agency.

· Specific and complete statement of WSDOT action(s) being protested.

· Specific reference to the grounds for the protest.

· Description of the relief or corrective action requested.

Protest Authority:

The Procurement and Materials Manager has been delegated as the Protest Authority for WSDOT. The Procurement Coordinator will forward the protest to the Procurement and Materials Manager within one

(1) business day.

Protest Review Process:

The Procurement and Materials Manager will assign a neutral party who was not involved in the evaluation and award process of the protested solicitation.

The neutral party will objectively review all protest materials submitted by the Vendor and all other relevant facts known to WSDOT.

The Procurement and Materials Manager may request the authority to sign a contract before the protest process is completed from the Director, Department of Enterprise Services, due to exigent circumstances.

Protest Decision:

The Procurement and Materials Manager will review the recommendation of the neutral party and issue a decision within ten (10) business days of receipt of the protest. If more time is required, the Procurement and Materials Manager will notify the protesting Bidder, in writing, of any delay.

The final determination shall:

· Find the protest lacking in merit and uphold the award;

· Find only technical or harmless errors in the procurement process, determine substantial compliance, and reject the protest;

· Find merit in the protest and provide options that may include:

· Correct errors and reevaluate all proposals; or

· Reissue the solicitation document; or

· Make other findings and determine other courses of action as appropriate.

The protest authority’s decision is final and no appeal process will be allowed.

References:

Chapter 39.26.170 RCW - Procurement of Goods and Services.

Complaints and Protests Policy # Department of Enterprise Services 170-00.

Request for Quotation / Invitation to Bid Do Not Return No Bid Responses

SUPPLIER NOTICE: Quotations should be completed in ink and on this form. Unsigned or late quotations will neither be accepted nor returned to the suppliers. Please quote net prices at which you agree to furnish all below goods and services, freight prepaid, FOB destination. Add sales tax as separate item; do NOT include tax in price(s) quoted. The State reserves the right to accept or reject quotations on each item separately or as a whole. By signing below the supplier affirms having read the terms and conditions noted above and those attached: agrees thereto, and has stated here on the prices at which he/she shall furnish and deliver. The signature below signifies the name of company principal or his/her agent acting within scope of authority to commit company. Provide unit prices for ALL items identified below.

Multiply by the “estimated usage” quantity shown and insert the total in the “subtotal” column. Caution: Do not leave any Unit Prices blank. Failure to bid prices for all line items specified may result in a bid being rejected for lack of responsiveness. To ensure consideration, your quotation must be received by the “Return Date” shown on this form. If inadequate competition is received or the prices are considered excessive, all quotes may be rejected and additional suppliers be asked to quote.

Company Name Address

Washington State Dept. of Transportation Attn: Procurement 4100 Main Street Vancouver, WA 98663

Email Address: Eugene.onyango@wsdot.wa.gov

Telephone Number: 360-558-0417

REVISED April 11, 2013

Supplier will allow % discount for payment within 30 days OR supplier will accept credit card for payment: Yes No

All bidders are required to bid FOB Origin. The purchaser bears all costs of freight and owns the goods in transit.

Print Name and Title: Phone:

Federal Tax ID:

Signature Date

BIDDER CERTIFICATIONS AND ASSURANCES

Return this form, completed and signed, with bid

Certifications and Assurances We make the following certifications and assurances as a required element of the Response, to which it is attached, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the IFB are conditions precedent to the award or continuation of the resulting Contract.

1. The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the bidder, directly or indirectly, to any other bidder or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the bidder to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a single Bid or Proposal.

2. The attached Response is a firm offer for a period of 45 days following the Response Due Date specified in the IFB, and it may be accepted by WSDOT without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 45 day period. In the case of protest, our Response will remain valid for 45 days or until the protest and any related court action is resolved, whichever is later.

3. In preparing this Response, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Response. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

4. We understand that WSDOT will not reimburse us for any costs incurred in the preparation of this Response. All Responses become the property of WSDOT, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation document.

5. We understand that any Contract awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certify our willingness to comply with the terms and conditions appearing in the solicitation document. It is further understood that our standard Contract will not be considered as a replacement for the terms and conditions appearing in this solicitation.

6. We are not submitting proposed Contract exceptions.

7. The authorized signatory below acknowledges having read and understood the entire solicitation and agrees to comply with the terms and conditions of the solicitation in submitting and fulfilling the offer made in its Bid.

8. By submitting this Bid, Bidder hereby offers to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation.

The signatory below represents that he/she has the authority to bind the company named below to the Bid submitted and any Contract awarded as a result of this solicitation.

Bidder Signature

Company Name

Title

Date

Print Name

CONTRACTOR CERTIFICATION

WAGE THEFT PREVENTION – RESPONSIBLE BIDDER CRITERIA WASHINGTON STATE GOODS & SERVICES CONTRACTS Prior to awarding a contract, agencies are required to determine that a bidder is a ‘responsible bidder.’ See RCW 39.26.160(2) & (4). Pursuant to legislative enactment in 2017, the responsible bidder criteria include a contractor certification that the contractor has not willfully violated Washington’s wage laws. See Chap. 258, 2017 Laws (enacting SSB 5301).

I hereby certify, on behalf of the firm identified below, as follows (check one):

· NO WAGE VIOLATIONS. This firm has NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

OR

· VIOLATIONS OF WAGE LAWS. This firm has been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, a provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

I hereby certify, under penalty of perjury under the laws of the State of Washington, that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the firm listed herein.

FIRM NAME:

Name of Contractor/Bidder – Print full legal entity name of firm

By:

Signature of authorized person

Title:

Title of person signing certificate

Date:

Print Name of person making certifications for firm

Place:

Print city and state where signed

Return Contractor Certification to Procurement Coordinator at: eugene.onyango@wsdot.wa.gov

CONTRACTOR CERTIFICATION – WAGE THEFT PREVENTION: GOODS & SERVICES CONTRACTS (Rev. 7-12-2017)

CONCTRACTOR CERTIFICATION

EXCECUTIVE ORDER 18-03 – WORKERS’ RIGHTS

WASHINGTON STATE GOODS & SERVICES CONTRACTS

Pursuant to the Washington State Governor’s Executive Order of 18-03 (dated June 12, 2018), the Washington State Department of Transportation is seeking to contract with qualified entities and business owners who certify that their employees are not, as a condition of employment, subject to mandatory individual arbitration clauses and class or collective action waivers.

I hereby certify, on behalf of the firm identified below, as follows (check one):

· NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. This firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

· MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. This firm requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

I hereby certify, under penalty of perjury under the laws of the State of Washington, that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the firm listed herein.

FIRM NAME:

Name of Contractor/Bidder – Print full legal entity name of firm

By:

Signature of authorized person

Title:

Title of person signing certificate

Date:

Print Name of person making certifications for firm

Place:

Print city and state where signed

Return Contractor Certification to Procurement Coordinator at:

eugene.onyango@wsdot.wa.gov

Appendix A image2.png image3.emf

Janitorial Service Work Request Chehalis 2025.xls Work Request Form

Not Applicable Self-Certified Women Owned Business Self-Certified Minority Owned Business Self-Certified Minority & Women Owned Business Certified Women Owned Business Certified Minority Owned Business Certified Minority & Women Owned Business x 1 2 3 4 5 6 7 8 9 10 11 12 24 26 a Week a Year General Office Single Purpose Medical Warehouse/Storage Laboratory Other Adams Asotin Benton Chelan Clallam Clark Columbia Douglas Ferry Franklin Garfield Grant Grays Harbor Island Jefferson King Kitsap Kittitas Klickitat Lewis Lincoln Mason Okanogan Pacific Pend Oreille Pierce San Juan Skagit Skamania Snohomish Spokane Stevens Thurston Wahkiakum Walla Walla Whatcom Whitman Yakima Work Request # Work Contract # Request for Quote & Qualifications (RFQQ) # Cost Estimation Worksheet for Mandatory Site Visit REVISION

Choose % 95% 90% 85% 80% 75% 70% 65% 60% 55% 50% 45% 40% 35% 30% 25% 20% 15% 10% 5%

Janitorial Services Bid Template

Request for Quotes and Qualifications (RFQQ) #

December 31, 1899

Bidder Company Name: OMWBE Status:

Bidder UBI #:

Bidder Point of contact: Email: Phone:

Site Supervisor: Email: Phone:

VENDORS: Type in your company/business information above. Fill in your supervisor's wage, the adequate work minutes for all noted tasks, and your necessary cost multipliers in the appropriate sections noted below. VENDORS: Type in your company/business information above. Fill in your supervisor's wage, the adequate work minutes for all noted tasks, and your necessary cost multipliers in the appropriate sections noted below. Work Request Form: Type your agency/entity information below, fill out site visit/evaluation information, embed any special "Terms and Conditions," update prevailing wage boxes, and then fill out the janitorial work requirements below.

Agency Name: WSDOT Work Request Number: Second Check box below is to be used to convert this RFQQ to a Work Contract.

Work Request

Agency # or ID: 405 Lewis x <<< Check this box to turn Work Request into Solicitation (Uncheck to turn back to Work Request).

1 Request for Quotes and Qualifications (RFQQ)

Contract Life: 2 YR 1-Apr-25 <<< Check this box when ready to award the Contract (Uncheck box to revert back to Work Request or Solicitation

0 Work Contract

Building Type: General Office 12985 <<< Check this box to add vendor's signature line to the Contract

1 Request for Quotes and Qualifications (RFQQ)

Approved working hours Monday thru Friday, 5:00om-4:00am <<Revision ID: Date of last modification/edition to this request/contract -- if applicable.

Work to be performed at: Contract Administrator: Send billing information to: <<< Check this box if the contract is being extended

Street Address: 1411 Rush Road 11018 NE 51st Circle 4100 Main Street 0

Street Address: 0

City & Zip Chehalis WA 98532 Vancouver WA 98682 Vancouver WA 98663

Point of contact Cortney Geist Maria Cardoni Noelle McLennan

Phone: 360 740-8645 360 619-0600

Fax: 360 740-8641

Email: cortney.geist@wsdot.wa.gov maria.cardoni@wsdot.wa.gov wsdotswmainadmin@wsdot.wa.gov

Information for Vendors concerning Site Visit, Bid Submission and Evaluation weighting

% of weighting applied to evaluation categories: Pricing References: Standardized Q&As:

Site Visit Date: Site Visit Time: Bids must be submitted on or before the date of >>>

Bid Submissions (by Vendors) should be electronically sent to this email address >>> maria.cardoni@wsdot.wa.gov

Special Instructions, Conditions, Standard of Work Requirements and/or Floor Plans

Facility Security: Bidder employees may be required to pass background check documentation for any staff member or subcontractors who will be given access to the facility.

Embed any documents containing specific terms, conditions, specifications, floor plans, and/or other instructions. >>>>>>>>>>>

Prevailing Wage Information: To be updated with any contract extension

Click on link to identify proper prevailing wage>>> L&I janitorial prevailing wages by job class by county

*Note: The purchasing agency may update the Work Contract based on minimum wage increases and will update the Work Contract to reflect the LNI prevailing wage changes each applicable year.

Supervisor Janitor Shampooer Waxer Window Washer

Bidder to identify hourly labor rate>>> $16.66 $16.66 $16.66 $16.66

$16.66 $16.66 $16.66 $16.66

NOTE: Janitorial work contracts are “performance based” contracts, and vendors must submit quotes that assure the ability to fully service all noted tasks in accordance withthe purchaser's performance demands (which will be discussed at the site visit.) Janitorial service personnel are required to cumulatively work the amount of minutes submitted in the bid and Work Contract.

Cleaning Services task section instructions:

These sections use drop down menus for choices. X is selected in each section in column B as a default as is a frequency of 1 Weekly. Deselect the X in the drop down menu if a section is unnecessary. If tasks are needed, select the X next to the task. You may also add tasks in the sections marked "Other." Select the frequency that the tasks needed. Please provide any "additional instructions" unique to your site in the area provided. Your accuracy will assist the vendors in providing the most responsive bid possible.

x 1 Dust, wipe, spot clean, and remove finger prints to include: (Daily / Weekly)

a) x Reception area tables, counters, chairs, and windows

b) x Copy room counters & tables

c) x Lunchroom counters and tables

d) x General hallway and corridor walls

e) x File cabinets nnn

f) x Glass doors

g) Elevator walls and hand rails

h) Stairwell walls and hand rails

i) x Spot clean all smudges, stains and spills as needed on any flooring or open surface

j) x Remove cobwebs

k) Other

l) Other

m) Other

n) Other

Additional Instructions: Please also remove cobwebs from outside of main building public entrance.

Weekly Minute Totals Annual minute totals

1 x Week x

S M T W R F S

Total MINUTES required to successfully complete this task per job class per event >>> Supervisor(s) Janitor(s) Shampooer(s) Waxer(s) Window Washer(s) 0 x Total Annual Minutes: 0.00 0 0 0 0 0 0 0 0 0 0

Frequency Supervisor Janitor Shampooer Waxer Window Washer Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week Amt.

1 52 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total

È Check box to activate section:

x 2 Additional Dust, wipe, spot clean and disinfect: (Daily / Weekly)

a) x Light switches

b) x Door handles

c) x Vending machines

d) x File cabinets

e) Stair walls and hand rails

f) Elevator walls and hand rails

g) Other

h) Other

i) Other

Additional Instructions:

Frequency: 1 x a Week x

S M T W R F S

Total MINUTES required to successfully complete this task per job class per event >>> Supervisor(s) Janitor(s) Shampooer(s) Waxer(s) Window Washer(s) 0 Annual Cost Per Task Calculation Total Annual Minutes: 0.00 0 0 0 0 0 0 0 0 0 0

Frequency Supervisor Janitor Shampooer…