Window washing Scope of Work.pdf

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veteran Services, Ohio Veterans Home Georgetown (OVH-G) is seeking bids cleaning which includes scraping glass as needed and cleaning all glass on all exterior glass/windows located at 2003 Veterans Blvd Georgetown OH, 45121. All work performed by the Contractor is expected to be of the highest quality and meet or exceed accepted industry standards.

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.

Arrival Time and Date Location Entrance September 23, 2025 Will begin promptly at 10:00am

2003 Veterans Blvd Georgetown, OH 45121

Main Entrance

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective To replace current fire door, install, test and certify in accordance with NFPA standards.

Scope of Work (SOW) All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations.

1. Scrape, wash and clean exterior windows of OVH-G building.

2. Scraping of windows as needed. Scraping blades MUST be in good repair to prevent any damage to the window.

3. Wash all windows using a “Purified Water System.”

4. Wash all windows/doors on outside of OVH-G as specified during site visit. Any window that is pointed out as NON- WASHABLE due to potential issues such as screens that are non-removable or at risk of breaking if removed are not to be washed.

5. Squeegee dry window as not to leave watermarks/streaks or specify other drying method i.e. drying agent.

6. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the contractor.

7. Contractor must attend mandatory site visit.

8. Contractors are expected to take their own measurements at the mandatory site visit to accurately determine the amounts of materials that will be needed to complete the project. Bids shall be submitted on the basis of the Contractors’ own measurements and any defect in such measurements shall be the responsibility of the Contractor.

9. Bids shall include all labor and materials necessary to satisfactorily complete the work.

10. All service work will meet and/or exceed manufacturer/industry standards.

11. Contractor will at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the Ohio Veterans Home employees, residents and property.

12. 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.

13. Contractor shall meet weekly with OVH-G staff for project updates at a mutually agreed upon time.

14. The contractor will be responsible to repair any and all damage, caused by contractor, to the Ohio Veterans Home property and grounds.

15. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

16. All Contractor scheduled services must be done at times approved by the appropriate DVS site representative. All service activities should be performed during regular business hours unless the particular service request requires otherwise.

17. 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 present, and services provided.

18. Contractor will furnish all necessary equipment, qualified supervisor, and crews to do the work as specified by the Ohio Veterans Home.

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 the date of signing and the term of the contract shall be until June 30, 2026, or until work is complete.

General Provisions

All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations and NFPA standards and be stamped. All Terms and conditions will be in compliance with State of Ohio Terms and Conditions.

1. All service work will meet and/or exceed manufacturer/industry standards.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the DVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during regular business hours 7:00am to 3:30pm unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of DVS/OVH and pick up an DVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

9. All Contractor provided services must be performed by properly certified personnel, where applicable.

10. The Contractor shall be responsible for removal of all debris from the worksite 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.

11. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

12. Contractor shall provide forty-eight (48) hour notice of intended dates and times of service before scheduled service.

Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 7:00am and 3:30pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

13. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

14. Contractor must sign and agree to the standard state terms in the documents tab of the solicitation.

Additional Terms and Conditions for Contracts

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 agents’ 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 cost 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 sum of labor and materials will not be accepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material.

b. If applicable, known hazards statement.

c. Warranty information.

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

4. Certificate of Liability Insurance

Evaluation This would be objective criteria which could include experience, qualifications, cost availably, and technical compatibility.

Bid Awarding Process Companies considered for award are required to complete an Affirmative Action Plan, or accept the States Plan and affirm being in compliance with the requirements of ORC 125.111 prior to being awarded a contract (Reference Material attached in Documents).

Contractors must agree to our State of Ohio Contract (Sample in Documents).

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 on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

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