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Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services




                         Kentucky Teache...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services




                                        ...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services



I. INTRODUCTION

The Kentucky Teachers' R...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services

and c) a statement to the effect that the R...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services

E.      Mandatory Bidders Conference

 Prio...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services

     Selection by KTRS                     ...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services

4.      On a daily basis, the following sha...
Kentucky Teachers' Retirement System
Request for Proposal Janitorial Services

        b.      Clean and polish baseboards...
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Kentucky Teachers' Retirement System

  1. 1. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services Kentucky Teachers' Retirement System 479 Versailles Road Frankfort, KY 40601-3800 REQUEST FOR PROPOSAL JANITORIAL SERVICES November 19, 2009 1
  2. 2. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services TABLE OF CONTENTS Page I. Introduction 3 II. Scope of Services 3 III. Proposal Specifications 3-5 IV. Selection Process 5 V. Tentative Time Table 5-6 VI. Responsibilities 6-8 VII. Fees and Contract 8 VIII. Terms and Conditions 8 2
  3. 3. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services I. INTRODUCTION The Kentucky Teachers' Retirement System (KTRS) is requesting proposals for janitorial services for its offices located at 477 and 479 Versailles Road, Frankfort, Kentucky. This Request for Proposal ("RFP") is being released to invite interested individuals and companies to prepare and submit proposals in accordance with the instructions provided herein. II. SCOPE OF SERVICES The individual or company retained to provide janitorial services must: A. Be completely responsible for satisfactorily managing and performing a cleaning service necessary to assure a clean and orderly condition of the above- mentioned facilities; B. Understand and agree that the janitorial services performed shall be subject to inspection and approval by representatives of KTRS; C. Provide a representative who shall be available either in person or via local telephone during KTRS's normal hours of operation, 8:00 a.m.-5:00 p.m., Monday through Friday, except for legal holidays, for the purpose of service evaluation, complaints, scheduling of project work, etc. D. Furnish labor, materials, tools, and equipment required for furnishing the janitorial services for the above-mentioned facilities in accordance with the cleaning schedule described within this RFP. (See paragraph VI “Responsibilities” below.) III. PROPOSAL SPECIFICATIONS A. Response Deadline The completed Response must be delivered by December 11, 2009, 4:30 p.m. (prevailing local time Frankfort, Kentucky). Any Response delivered after the Response deadline will not be considered. Faxed transmissions are not acceptable. You should submit five (5) paper copies and one (1) electronic copy of the Response to Eric Wampler at the address below as follows: Eric Wampler Kentucky Teachers' Retirement System 479 Versailles Road Frankfort, KY 40601-3800 The Response must be accompanied by a cover letter that should be signed by at least one (1) individual who is authorized to bind the janitorial service contractually. The cover letter must include: a) the individual or company's name, address, E-mail address and telephone/fax numbers; b) the title or position which the signer of the cover letter holds; 3
  4. 4. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services and c) a statement to the effect that the Response is a firm and irrevocable offer of the janitorial service. The cover letter shall also contain the following certification: I certify that this proposal has been prepared and is being submitted without any contact, collusion or cooperation from or with any competing service. We have not directly or indirectly solicited or induced any person or firm to refrain from responding or to submit a false response to the RFP. To the best of my knowledge after due inquiry, the contents of this proposal are true and accurate in all material respects and nothing has been omitted that would make the statements contained in it misleading. I certify, under penalty of perjury, that no payment, fee, gift, gratuity, promise or other thing of value has been (or will be) given or offered, directly or indirectly on behalf of our firm or anyone associated with it, to any KTRS trustee, officer, employee or agent (or to anyone with supervisory or appointing authority thereof) in respect to consideration of this proposal. No placement or finders fee has been paid directly or indirectly on behalf of the firm or by anyone associated with it in connection with consideration of this proposal. Please be advised that Responses will be subject to Kentucky Open Records Act, codified at KRS Chapter 61, and are potentially subject to public inspection. If any information is submitted for which the firm seeks confidential treatment, it should be separated from the rest of the proposal, in an exhibit or attachment, along with an explanation of why it qualifies for confidential treatment under Kentucky law must be provided. KTRS does not guarantee that any request for confidential treatment can be honored. Any questions regarding this issue should be addressed to Eric Wampler. B. Communications with KTRS Respondents should not contact any member of the KTRS Board of Trustees or employees of KTRS. C. Questions Relating to this RFP All questions concerning this RFP must be submitted in writing both by email to Eric Wampler at eric.wampler@ky.gov and in writing by facsimile to KTRS fax number (502) 848-8518. Questions submitted after the question deadline will not be considered. D. Insurance Requirements The janitorial service shall keep the following insurance coverage in effect at all times and show proof of insurance at the time of contract: 1. Worker's Compensation Insurance 2. Contractor's public liability insurance for personal injuries in the sum of $50,000 and $100,000 3. Contractor's public liability insurance for property damage in the amount of $25,000 4
  5. 5. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services E. Mandatory Bidders Conference Prior to submitting a response, all interested individuals and companies shall attend a mandatory bidders conference to be held at KTRS's offices on November 30, 2009, at 9 a.m. The individuals and companies shall physically inspect KTRS's offices so that each response may be based upon first-hand knowledge and be tailored to fit the needs of each individual location. The office located at 477 Versailles Road consists of approximately 19,000 square feet. The office located at 479 Versailles Road consists of approximately 25,000 square feet. The successful individual or company shall be responsible for cleaning each office in its entirety. A response shall not be accepted from any individual or company who does not attend the conference. F. Non-Qualifying Responses KTRS staff will evaluate each Response to determine if it was submitted in accordance with the requirements set forth in this RFP. All non-qualifying Responses will be rejected. IV. SELECTION PROCESS RFP responses will be evaluated by a Selection Committee composed of KTRS staff. Based upon this review, chosen candidates may be invited to Frankfort, Kentucky for further discussions. Between the issuance of this RFP and issuing a final contract, respondents are precluded from contacting KTRS in regard to the RFP, except through Eric Wampler. Unauthorized contacts may result in disqualification. Any questions regarding the RFP or interpretation of its requirements must be submitted in writing to Eric Wampler by December 1, 2009. Responses to questions will be posted on the KTRS website. V. TENTATIVE TIME TABLE The following is the tentative time schedule for KTRS’s search for respondents to provide janitorial services. All dates are subject to modification by KTRS. All referenced time is prevailing local time in Frankfort, Kentucky. Issuance of RFP November 19, 2009 Bidders' Conference November 30, 2009 Question Deadline December 1, 2009, 4:30 p.m. Response to Written Questions December 4, 2009 RFP Response Deadline December 11, 2009, 4:30 p.m. KTRS Staff Evaluation December 14, 2009 5
  6. 6. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services Selection by KTRS December 18, 2009 Projected Commencement Date January 1, 2010 VI. RESPONSIBLITIES A. Janitorial Service The janitorial service shall: 1. Be held responsible for satisfactory work in accordance with the instructions and specifications set forth in this RFP; 2. Upon request, submit prior to commencement of a contract, a list of all materials to be used in providing the cleaning services; 3. Screen its employees in order to confirm their honesty and appropriate moral character; 4. Post in the service closet rules and regulations governing its employees while in the building and a copy of the cleaning schedule provided herein; 5. Require a representative to make an on-site visit monthly to insure that the employee(s) are performing to specifications and frequency schedule. At that time, a janitorial inspection shall be filled out by the janitorial services representative and thereafter approved by KTRS; and 6. Use the light, water and electric utilities provided by KTRS sparingly. B. KTRS KTRS shall: 1. Provide all disposable washroom supplies such as toilet paper, paper towels, and soap; 2. Provide secured storage space for the janitorial services equipment and supplies; 3. Provide such light, water and electricity as are necessary to perform the services; and 4. Approve or disapprove of any product the janitorial service intends to use prior to commencement of the service. C. Specific Requirements for Janitorial Services Both of the offices named herein as well as the exterior steps and walkways shall be cleaned and trash and clutter removed per the following instructions and schedule: 1. Work shall not start before 5:00 p.m. on the days KTRS offices are open; 2. Working employees, particularly the Executive Officers, shall not be disturbed; 3. Children shall not be allowed in the buildings; 6
  7. 7. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services 4. On a daily basis, the following shall be done: a. Clean floors at all entrances to buildings; b. Clean glass at all entrances as needed; c. Dust/sweep lobby – damp mop as needed d. Empty, clean, and reline wastebaskets; e. Collect trash and remove from buildings; f. Clean drinking fountains; g. Spot vacuum floors where needed; h. Spot clean carpet as needed; i. Spot clean glass, interior doors as needed j. Keep janitorial closets neat; k. Dust all desks and work tables; and l. Close dumpster lid. Bathrooms a. Scrub and sanitize all toilet bowls, toilet seats, urinals and sinks; b. Empty, clean, and reline trash containers; c. Clean mirrors as needed; d. Polish fixtures and chrome; e. Sweep and mop floor; f. Spot clean walls and partitions as needed; and g. Refill all dispensers. Executive Secretary's Offices All of the above, plus vacuum floors. Do not begin cleaning this area prior to 6:00 p.m. 5. On a weekly basis, the following shall be done: a. Vacuum all floors; b. Wipe off doors, doorways and kick plates; c. Sweep stairway; d. Clean handrails and kick plates on stairways; e. Dust pictures and window sills; f. Dust corners and wood paneling; g. Dust all furniture; and h. Pick up and remove all trash that may accumulate around the front and back door entrances. Executive Secretary's Offices All of the above. 6. On a quarterly basis, the following shall be done: a. Strip, clean and refinish all resilient floors on weekend prior to third Monday in March, June, September, and December (Board Meetings) 7
  8. 8. Kentucky Teachers' Retirement System Request for Proposal Janitorial Services b. Clean and polish baseboards; c. Clean inside windows; d. Dust high/low surfaces, ledges, pipes, etc.; e. Damp clean ceiling vents; f. Dust venetian blinds and drapes; and g. Clean all telephones. Executive Secretary's Offices All of the above. VII. FEES AND CONTRACT A. Provide the annual fee for all services proposed to be provided by the firm. Specify the services included in the fee proposal. The quote should assume a one-year contract and include all travel and other out-of-pocket expenses. B. List any additional services not listed in the fee proposal above that would incur additional fees as special or other services. VIII. TERMS AND CONDITIONS KTRS makes no representations or warranties, expressed or implied, as to the accuracy or completeness of the information in the RFP and nothing contained herein is or shall be relied upon as a promise or representation, whether as to the past or the future. The janitorial services performed under the contract shall be subject to inspection and approval by representatives of KTRS. KTRS reserves the right, at its sole discretion and without giving reasons to change the specifications, instructions and/or schedule at any time. In that event, the janitorial service and KTRS shall negotiate what price adjustments are to be made. KTRS is not and will not be under any obligation to accept, review or consider any Response to the RFP, and is not and will not be under any obligation to accept the lowest offer submitted or any offer at all. KTRS is not and will not be under any obligation to any recipient of, or any respondent to, the RFP except as expressly stated in any binding agreement ultimately entered into with one or more parties, either as part of this RFP process, or otherwise. 8

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