COMMONWEALTH OF KENTUCKYCabinet Name, Agency NameStreet AddressCity, KY Zip CodeInformal Solicitation for Non-Professional Services April 2026Please note: Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Request for quotation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx . The vendor must comply with all applicable statutes, regulations and policies related to this procurement. Solicitation Instructions(Month, Day, Year- Date of issuance)Due Date for Response: Close of Business (Month, Day,Year) (Normally 10 days after issuing solicitation)Return Request For Quotation to the above referenced address (or the following address):Terms and ConditionsBid Specifications (Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement)Location of Service: AgencyName, Street Address (Include # of floors), City, KY zip codePeriod of Service: from Day, Month, Year to Day, Month, Year (12 months later). This contract may be extended at the completion of the initial contract period for 1 additional one-year period. (If this is a one time service substitute this: One time service. Required/ requested service date: Day, Month, Year)Services provided by Vendor/Contractor/Proprietor: The service provider will clean and maintain in a clean and presentable manner all floors, offices and restroom facilities. The services will be performed after normal working hours for the agency. The facilities will be clean and ready for use at the beginning of each workday, which normally is Monday through Friday(stipulate required days if not every day). This includes, but is not limited to, emptying all trashcans, sweeping floors, washing and waxing floors when necessary, and cleaning and stocking all restroom facilities. The service provider will inspect the facilities and review the scope of work with the agency contact person before submitting a proposal/offer. (The agency may elect to develop and attach the scope of work hereto). Note that the same information must be given to every vendor.Items/Supplies/Equipment provided by Agency (if necessary) and Provider: The agency will provide all consumable supplies, i.e. toilet paper, paper towels, hand soap, etc. The service provider will provide all cleaning supplies and equipment, i.e. floor and fixture cleaning detergents, floor waxes, brooms, brushes, mops, and floor care equipment. (or include in the attachment)Inspection and Acceptance of Services: The provider will have weekly or semi-weekly inspections with the agency representative. During this inspection the provider and agency will review the facilities and discuss any improvements or changes, if needed. The agency representative will approve the provider’s invoice before payment is authorized.Invoicing Instructions: The vendor is responsible for submitting an invoice to the agency at the address indicated above on or before the 10th of the month following the month in which the service(s) were rendered.Payment Terms: The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered.  Unless otherwise specified, payment will not be made for partial deliveries accepted.   Payments will be made within thirty (30) working days after receipt of goods or a vendor’s accurate invoice in accordance with KRS 45.453 and KRS 45.454. Total cost restriction: Cost of services shall not exceed $20,000 per fiscal year.Taxes: The agency shall furnish the tax exemption number for applicable tax-exempt purchases.Governmental Mandates (Workman’s Compensation, Unemployment Insurance, etc.): All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. The relationship between the State and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of the State for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract.Modifications to Contract: The agency reserves the right to modify this agreement for the addition or deletion of requirements deemed necessary by the agency with the mutual agreement of both parties; however modifications will not result in the expenditures against this contract exceeding $20,000 per fiscal year. Termination of Contract: This Contract shall be subject to the termination provisions set forth in 200 KAR 5:312.Method of Award: Award will be made to the vendor, whose offer, conforming to the request for quotation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein. The agency will issue a notification of award accepting the best value offer. Prompt Payment may be considered in award criteria. The scoring of bids/proposals is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries. See below.Basis of Price Quotation: The provider agrees to provide the cleaning services as requested above for the monthly price of $_____, and agrees to monthly payments made within thirty (30) working days after receipt of approved invoice by the agency. Approved invoice means the agency has approved the work provided during the period indicated on the invoice. Validity of Offer: This offer is valid for thirty (30) days and the provider offers *___% ___ Days, Net 30 WD prompt payment discount (i.e.2%10, N30WD).Governing Law: This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245.Access to Records: The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract."  The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).Nondiscrimination: The Equal Employment Opportunity Act of 1978 (the “Act”), KRS 45.560 to 45.640, applies to all State government contracts or subcontracts in an amount exceeding $500,000. The contractor shall comply with all terms and conditions of the Act.During the performance of this contract, the Contractor agrees as follows:The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age forty (40) and over, disability, veteran status, or national origin or.  The Contractor shall take affirmative action in regard to employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination rates of pay or other forms of compensation, and selection for training, so as to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, age forty (40) and over, disability, veteran status, and national origin.  The Contractor shall state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age forty (40) and over, disability, veteran status, or national origin. The Contractor shall post notices in conspicuous places, available to employees and applicants for employment, setting forth the provisions of this non-discrimination clause.The Contractor shall send a notice to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding advising the said labor union or workers' representative of the Contractor's commitments under this nondiscrimination clause.The Contractor's noncompliance with the nondiscrimination clauses of this contract shall constitute a material breach of the contract.Each Contractor shall, for the length of the contract or at the point at which the contract is covered by this Act and until its conclusion, furnish such information as required by the Act and any rules, regulations and orders issued pursuant thereto and permit access to all books and records pertaining to his employment practices and work sites by the contracting agency and the Cabinet to ascertain compliance with the Act.This section applies to agreements disbursing federal funds, in whole or part, only when the terms for receiving those funds mandate its inclusion.Best Value - Ranking ApproachThe Commonwealth intends to award a contract to the vendor, whose offer, conforming to the request for quotation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the request for quotation. PRICE: 90 pointsDELIVERY: 10 pointsEach vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor. If adequate space is not available, the vendor must attach additional information that clearly cross-references the appropriate location in the request for quotation (i.e. page number, paragraph, subject, etc.).A bidder shall submit one (1) response to a request for quotation and shall not propose more than one (1) model/brand for each item listed in the request for quotation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected. Vendors responding with the minimum Best Value requirements in this request for quotation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.PRICE (90 points) The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, 90 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / $3.00 = 1.00 x 90 = 90). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 67.5 points ($3.00 / $4.00) = .75 x 90 = 67.5).DELIVERY 10 pointsPrompt delivery following placement of order is desired. That bidder with the best delivery offer will received 10 points. Other offers will be scored by dividing the best offer by the next best offer and multiplying the available points by that resulting percentage. For example, if the best delivery offer is 20 days, that bidder receives 10 points. If the next best delivery offer is 30 days, that bidder receives 6.67 points. (20/30 = .666666 X 10 = 6.66 = 6.67 points, etc.)BIDDERS ARE TO ENTER THEIR DELIVERY OFFER IN CALENDAR DAYS IN THE SPACE PROVIDED BELOW. Delivery Days ARO_______________________________________The Vendor agrees that when delivery is not made within the contracted due date, one percent (1%) per day shall be deducted from the Vendor’s invoice for each day the Vendor fails to meet the contracted delivery date.(Note to agency – make the appropriate changes to the above draft to suit or meet your requirements – remember best value criteria has to be objective and you must inform the prospective vendors how it will be evaluated – please refer to the above examples)Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). KRS 45A.490 Definitions for KRS 45A.490 to 45A.494. As used in KRS 45A.490 to 45A.494: (1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and (2) "Public agency" has the same meaning as in KRS 61.805.KRS 45A.492 Legislative declarations. The General Assembly declares: (1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and (2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations. (1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder. (2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding: (a) Is authorized to transact business in the Commonwealth; and (b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect. (3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section. (4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder. (5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency. (6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given. (7) The preference for resident bidders shall not be given if the preference conflicts with federal law. (8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the request for quotation or advertisement for bids.The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.Determining the residency of a bidder for purposes of applying a reciprocal preferenceAny individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination. A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid. Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a request for quotation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a request for quotation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the request for quotation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth. If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.Bidder, Offeror, or Contractor Mandatory Representations Compliance with Commonwealth LawThe contractor represents that, pursuant to KRS 45A.485, they and any subcontractor performing work under the contract will be in continuous compliance with the KRS chapters listed below and have revealed to the Commonwealth any violation determinations within the previous five (5) years:KRS Chapter 136 (CORPORATION AND UTILITY TAXES)KRS Chapter 139 (SALES AND USE TAXES)KRS Chapter 141 (INCOME TAXES)KRS Chapter 337 (WAGES AND HOURS)KRS Chapter 338 (OCCUPATIONAL SAFETY AND HEALTH OF EMPLOYEES)KRS Chapter 341 (UNEMPLOYMENT COMPENSATION)KRS Chapter 342 (WORKERS' COMPENSATION)Boycott ProvisionsIf applicable, the contractor represents that, pursuant to KRS 45A.607, they are not currently engaged in, and will not for the duration of the contract engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which Kentucky can enjoy open trade. Note: The term Boycott does not include actions taken for bona fide business or economic reasons, or actions specifically required by federal or state law. If applicable, the contractor verifies that, pursuant to KRS 41.480, they do not engage in, and will not for the duration of the contract engage in, in energy company boycotts as defined by KRS 41.472. Lobbying ProhibitionsThe contractor represents that they, and any subcontractor performing work under the contract, have not violated the agency restrictions contained in KRS 11A.236 during the previous ten (10) years, and pledges to abide by the restrictions set forth in such statute for the duration of the contract awarded. The contractor further represents that, pursuant to KRS 45A.328, they have not procured an original, subsequent, or similar contract while employing an executive agency lobbyist who was convicted of a crime related to the original, subsequent, or similar contract within five (5) years of the conviction of the lobbyist.Artificial Intelligence (AI)Vendor agrees to adhere to CIO-126 Artificial Intelligence Policy.pdf,  which includes but is not limited to, the required written disclosure, in advance, of every use of generative AI and/or integrations with generative AI system.  Vendor agrees to disclose all parts of contracted work that is expected to be or will be performed with the assistance of AI.  Further, Vendor understands and agrees to take appropriate measures to ensure Generative AI shall not be used for any activities that are illegal or in violation of state policy, COT policy, or agency policy per CIO-126.   Vendors may not use Commonwealth confidential or internal data in generative AI queries or for building or training proprietary generative AI programs unless explicitly approved in writing by the agency head with consultation from the COT Chief Information Officer.  Vendor agrees to provide reasonable written notice of any issue of noncompliance with these requirements.Insurance Requirements All additional insurance should be included below in this section part B.** Proof of all required insurances should be provided prior to award.**A Certificate of Insurance (COI) on an ACORD form is required unless approved by the Commonwealth’s Office of the Controller.Required CoverageThe awarded vendor(s) shall be responsible for maintaining, and not reducing, the following insurance coverages, types, and limits of liability. Further awarded vendor shall be able to produce evidence of insurance in compliance in part C of this section through the entire contract:Commercial General Liability Insurance in accordance with minimum limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. The Commonwealth, in the Request for Solicitation, may require higher limits.B.Additional Types of Insurance (*The Commonwealth reserves the right to require higher coverage amounts if needed based on the type of contract and associated risk)Automobile Liability Insurance (If Applicable)Automobile Liability Insurance is required for delivery, onsite training, services or events in all situations where the Contractor must drive to any property where Commonwealth operations occur. With regard to delivery, if the items requested will be delivered by the awarded Contractor or Subcontractor, proof of Automobile Liability Insurance must be provided.  If items will be delivered by common courier (USPS, FedEx, UPS, Old Dominion Freight Line, etc.), this requirement does not apply.The Contractor or Subcontractor must provide a certificate of insurance coverage for any vehicle used in performance of this contract, whether owned, non-owned, or hired, or other vehicles utilized by the Contractor or Subcontractor. Said policy of insurance to have a minimum coverage limit of $1,000,000.00 per occurrence combined single limit for bodily injury, including death, and property damage. This requirement does not apply if the Contractor does not own, lease, or hire any automobiles to be used in connection with performance under any Contract resulting from this Solicitation. Professional Liability Insurance (If Applicable)Professional Liability (Error & Omissions) Insurance shall be required for all professional services performed by licensed or certificated individuals or individuals working on behalf of licensed or certificated individuals. The required Professional Liability Insurance shall have a minimum limit of liability of $1,000,000.00 per claim for damages arising out of negligent acts, errors, and/or omissions in the performance of services. C. Evidence of Insurance CoverageThe successful bidder shall provide evidence of insurance coverage as required. Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract. For all required insurance coverages, during the course of the Contract, the awarded vendor shall not be self-insured or utilize a Captive Insurer or a fronting policy that shifts risk back to the awarded vendor without prior written approval by the Office of the Controller of the Commonwealth.Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract without prior written approval by the Office of the Controller of the Commonwealth.  Such approvals may require additional financial review, proof of funds, or bonding requirements sufficient for the risk associated with the services covered by the Contract, and approval or rejection is within the sole discretion of the Commonwealth’s Office of the Controller.Contractor shall furnish the Certificate of Insurance prior to award and shall, upon request of the Commonwealth at any time during the contract term, provide a current, valid Certificate of Insurance.Contractor and/or its insurer shall provide immediate notice of nonrenewal or cancellation of coverage during the course of the Contract. All Certificates of Insurance must be signed by an authorized representative of the insurance agency, shall be in compliance with the laws of the Commonwealth of Kentucky, and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive. A list of authorized companies can be found at https://insurance.ky.gov/ppc/Company/Default.aspx.The certificate holder shall be listed as:CabinetAddressCity, State and ZipAttn: Contact personEndorsement of Additional Insured. Certificate of Insurance must contain the following language in the Description of Operations box: “The Commonwealth and its agents are Additional Insureds for the contract resulting from the solicitation. Additional insured protection afforded is on a primary and non-contributory basis.” A copy of the Endorsement of Additional Insured must be submitted with the Certificate of Insurance. SubcontractorsIf the contract allows for Subcontractors and utilizes Subcontractors, prior to the commencement of any work by a Subcontractor. The primary Contractor’s Certificate of Insurance must identify coverage that meets or exceeds the insurance requirements defined in this contract and that covers Subcontractor and its work in support of the Contract or the Subcontractor must submit and maintain a Certificate of Insurance that also meets or exceeds the insurance requirements of the Primary Contractor defined in this contract, with an Additional Insured Endorsement. Procuring Agency reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.COMMONWEALTH OF KENTUCKYglenn.bumpousLuby, Shelby (Finance)22000-05-08T19:35:00Z2026-05-01T18:55:00Z2026-05-01T18:55:00Z111436324874Microsoft Office Word020758falseTitle1COMMONWEALTH OF KENTUCKYCommonwealth of Kentuckyfalse29179falsefalse16.0000