SITKA TRIBE OF ALASKA (2026)
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SITKA TRIBE OF ALASKA
REQUEST FOR PROPOSAL ( RFP )
JANITORIAL SERVICE
RFP 2025- 05
January 6, 2026
THE SITKA TRIBE OF ALASKA IS SEEKING
PROPOSALS
FROM QUALIFIED VENDORS TO PROVIDE JANITORIAL
SERVICES FOR THE TRIBAL BUILDINGS
Table of Contents
SECTION 1.
INTRODUCTION & INSTRUCTIONS
............................................................................. 4
SEC. 1.01
PURPOSE OF THE REQUEST FOR PROPOSAL ................................................................... 4
SEC. 1.02
DEADLINE FOR RECEIPT OF PROPOSALS
SEC. 1.03
REQUEST FOR PROPOSAL ( RFP ) REVIEW ........................................................................ 4
SEC. 1.04
QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS
SEC. 1.05
VOLUNTARY SITE VISIT
SEC. 1.06
SUBMITTING PROPOSALS ................................................................................................ 5
SEC. 1.07
PROPOSAL FORMS ............................................................................................................. 5
SEC. 1.08
PRICES ................................................................................................................................ 5
SEC. 1.09
ASSISTANCE TO VENDORS WITH DISABILITY
SEC. 1.10
AMENDMENTS TO PROPOSALS ........................................................................................ 6
........................................................................ 4
................................. 4
.................................................................................................... 4
............................................................... 6
SEC. 1.11 AMENDMENTS TO THE RFP ................................................................................................. 6
SEC. 1.12
RFP SCHEDULE .................................................................................................................. 6
SEC. 1.13
ALTERNATE PROPOSALS ................................................................................................... 6
SEC. 1.14
SUPPORTING INFORMATION
SEC. 1.15
SEC. 1.16
SECTION 2.
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.......................................................................................... 6
FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER
....................................................... 7
CERTIFICATION OF ELIGIBILITY TO RECEIVE FEDERAL FUNDS
CONTRACT INFORMATION
.................................. 7
............................................................................................ 7
SEC. 2.01
CONTRACT TERM .............................................................................................................. 7
SEC. 2.02
CONTRACT ADMINISTRATION
SEC. 2.03
CONTRACT EXTENSION .................................................................................................... 7
SEC. 2.04
CONTRACT CHANGES – UNANTICIPATED AMENDMENTS
SEC. 2.05
SCOPE OF WORK AND SPECIFICATIONS
........................................................................................ 7
........................................... 8
......................................................................... 8
1.
LOCATIONS ..................................................................................................................................... 8
2.
GENERAL INFORMATION .............................................................................................................. 8
3.
CONTRACTOR WORK EXPECTATIONS.
4.
SERVICE AREAS DEFINED. ........................................................................................................... 14
....................................................................................... 10
5.
SCOPE OF WORK FOR REQUIRED TASKS.
SEC. 2.06
INSPECTION & MODIFICATION
................................................................................... 15
- REIMBURSEMENT FOR UNACCEPTABLE
DELIVERABLES ....................................................................................................................................... 21
SEC. 2.07 CONTINUING OBLIGATION OF CONTRACTOR
................................................................. 21
SEC. 2.08
INFORMAL DEBRIEFING ................................................................................................. 21
SEC. 2.09
INDEMNIFICATION
SEC. 2.10
INSURANCE ..................................................................................................................... 22
SECTION 3.
........................................................................................................ 22
CONTRACT INVOICING AND PAYMENTS
.................................................................. 23
SEC. 3.01
BILLING INSTRUCTIONS
................................................................................................ 23
SEC. 3.02
Payment ............................................................................................................................ 23
SECTION 4. EVALUATION AND CONTRACTOR SELECTION
............................................................... 23
SEC. 4.01
EVALUATION OF PROPOSALS ........................................................................................ 23
SEC. 4.02
Contractor Selection ......................................................................................................... 24
SEC. 4.03
Bid Rejection ..................................................................................................................... 24
SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION
............................................................ 24
SEC. 5.01
COMPLIANCE ................................................................................................................... 24
SEC. 5.02
RIGHT OF REJECTION ..................................................................................................... 25
SEC. 5.03
ASSIGNMENTS ................................................................................................................ 25
SEC. 5.04
DEFAULT .......................................................................................................................... 25
SEC. 5.05
SEVERABILITY ................................................................................................................. 25
SEC. 5.06
CONTRACT CANCELLATION
........................................................................................... 26
ATTACHMENTS ......................................................................................................................................... 27
Attachment 1
Proposal Checklist ........................................................................................................ 27
ATTACHMENT 2: PROPOSAL FORM ...................................................................................................... 28
Attachment 3: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions ........................................................................................................... 29
Attachment 4: Cleaning Frequency Schedule Example .......................................................................... 32
Attachment 5: Daily Checklist Example ................................................................................................. 33
Attachment 6: Floor Plan/ Cleaning ........................................................................................................ 34
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SECTION 1.
SEC. 1.01
INTRODUCTION & INSTRUCTIONS
PURPOSE OF THE REQUEST FOR PROPOSAL
Sitka Tribe of Alaska is soliciting proposals from qualified contractors to provide janitorial services for
the Tribal Buildings, as specified in this RFP.
SEC. 1.02
DEADLINE FOR RECEIPT OF
PROPOSALS
Proposals must be received no laterthan 3:00 p.m. Alaska Time on February 13, 2026, at which time
they will be publicly opened. Late submissions or amendments will be disqualified and not opened or
accepted for evaluation.
SEC. 1.03
REQUEST FOR PROPOSAL ( RFP ) REVIEW
Bidders shall carefully review this RFP for defects and questionable or objectionable material. Comments
concerning defects and questionable or objectionable material in theRFP should be made in writing and
received by the Deputy General Manager (DGM) at least ten days before the bid opening date. This will
allow time for an amendment to be issued if one is required. It will also help prevent the opening of a
defective bid, upon which an award cannot be made, and the resultant exposure ofvendors' prices.
SEC. 1.04
QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF
PROPOSALS
All questions must be submitted in writing and directed to the DGM. The interested party must confirm
telephone conversations in writing.
Questions are due no later than 3:00 p.m. Alaska time on February 6, 2026, and will be emailed to
anne.davis@sitkatribe-nsn.gov. The subject line of the email will include the RFP number 2025-05.
SEC. 1.05
VOLUNTARY SITE VISIT
A voluntary site visit is scheduled for February 4, 2026, at 10:00 a.m. Alaska Standard Time at 204
Siginaka Way, Sitka, AK . This site visit allows vendors to see the conditions under which the work
described in this RFP will be performed. The vendor's failure to visit the work site will in no way relieve
the vendor of the responsibility of performing the work in strict compliance with the true intent and
meaning of the terms, conditions and specifications of this RFP.
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Attendees for the site visit will need to contact Anne Davis at (907) 747-7352. No more than two vendor
representatives are to attend. Vendors are to meet at Tribal Headquarters 204 Siginaka Way no later
than 10:00 a.m. Late vendors will not be afforded an opportunity to visit the site at a later date and time.
SEC. 1.06
SUBMITTING PROPOSALS
Vendors must submit their proposal, in writing, to the DGM via email. The bid should be emailed to
anne.davis@sitkatribe-nsn.gov and must include the RFP number 2025-05 in the subject line.
Email transmission is not instantaneous. Similar to sending a hard copy bid, if you are emailing your bid,
the STA recommends sending it enough ahead of time to ensure the email is delivered by the deadline
for receipt of bid.Please note: the DGM uses the time and date shown on received emails in the
office’s inbox to determine the date and time for receipt of proposals that have been submitted
electronically.
It is the vendor’s responsibility to contact the issuing agency at 907-747-7352 to confirm the bid has
been received. The STA is not responsible for unreadable, corrupt, or missing attachments.
SEC. 1.07
PROPOSAL FORMS
Vendors shall submit the front page of this RFP, the proposal form (attachment A), the certification
regarding debarment (attachment B) and any other documentation identified in 4.01 and Attachment A
for submitting proposals. All proposals must be signed by an individual authorized to bind the vendor to
the provisions of the RFP.
CONFLICT OF INTEREST
Each bid shall include a statement indicating whether or not the company or any individuals working on
the contract has a possible conflict of interest (e.g., currently employed by the STA, a Tribal Council
Member or are directly or indirectly involved with a Tribal Council Member) and, ifso, the nature of that
conflict. The DGM reserves the right to consider a bid non -responsive and reject it or cancel the award
if any interest disclosed from any source could either give the appearance of a conflict or cause
speculation as to the objectivity of the contract to be performed by thevendor.
SEC. 1.08
PRICES
The vendor shall state prices in the units of issue on this RFP. Prices quoted in proposals must be
exclusive of federal, state, and local taxes.
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SEC. 1.09
ASSISTANCE TO VENDOR S WITH DISABILITY
Vendors with a disability may receive accommodation regarding the means ofcommunicating this RFP
or participating in the procurement process. For more information, contact theDGM no later than ten
days prior to the deadline for receipt ofproposals.
SEC. 1.10
AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received
prior to the deadline that is set for receipt ofproposals. No amendments or withdrawals will be accepted
after the deadline unless the delay is due to an error of the contracting agency.
SEC. 1.11
AMENDMENTS TO THE RFP
If an amendment is issued, it will be provided to all who were notified of theRFP and to those who have
registered with the DGM after receiving the RFP from the Sitka Tribe of Alaska.
SEC. 1.12
RFP SCHEDULE
The RFP schedule set out herein represents the STA’s best estimate of the schedule that will be
followed. If a component of this schedule, such as the deadline for receipt ofproposals, is delayed, the
rest of the schedule may be adjusted accordingly. All times are Alaska Time.
ACTIVITY
TIME
DATE
Voluntary Site Visit
10:00 a.m.
February 4, 2026
Deadline for Questions
3:00 p.m.
February 6, 2026
Deadline for Receipt of Proposals / Bid Due
Date
3:00 p.m.
February 13, 2026
Notice of Intent to Award
February 20, 2026
Contract Issued
March 2, 2026
SEC. 1.13
ALTERNATE PROPOSALS
Vendors may only submit one bid for evaluation. Alternate proposals (proposals that offer something
different than what is asked for) will be rejected.
SEC. 1.14
SUPPORTING INFORMATION
Vendors shall submit all required technical specifications and other supporting information with their
proposal, so that a detailed analysis and determination can be made by the DGM that the product
offered meets the RFP specifications and that the other requirements of theRFP have been met.
However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional
offer, the STA reserves the right to request supplemental information from thevendor, after the
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proposals have been opened, to ensure that the products or services offered completely meet theRFP
requirements. The requirement for such supplemental information will be at the reasonable discretion of
STA and may include the requirement that a vendor will provide a sample product(s) so that STA can
make a first-hand examination and determination.
A vendor's failure to provide this supplemental information or the product sample(s), within the time set
by STA, will cause STA to consider the offer non-responsive and reject the bid.
SEC. 1.15
FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER
Vendors must provide enough information with their bid to constitute a definite, firm, unqualified and
unconditional offer. To be responsive, a bid must constitute a definite, firm, unqualified, and
unconditional offer to meet all the material terms of theRFP. Material terms are those that could affect
the price, quantity, quality, or delivery. Also included as material terms are those which are clearly
identified in the RFP and which, for reasons of policy, must be complied with at risk of bid rejection or
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non-responsiveness.
SEC. 1.16
CERTIFICATION OF ELIGIBILITY TO RECEIVE FEDERAL FUNDS
Statement attesting that the vendor and any subcontractors have not been disbarred, suspended, or
otherwise determined to be ineligible to receive federal funds.See Attachment B.
SECTION 2.
SEC. 2.01
CONTRACT INFORMATION
CONTRACT TERM
The length of the contract will be for one year from the date of award, with two optional-year
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terms
under the same terms and conditions as the original contract. Renewals will be exercised at the sole
discretion of the STA.
SEC. 2.02
CONTRACT ADMINISTRATION
The administration of this contract is the responsibility of the Deputy General Manager (DGM), or her
designee.
SEC. 2.03
CONTRACT EXTENSION
Unless otherwise provided in this RFP, STA and the successful vendor/contractor agree: (1) that any
extension of the contract excluding any exercised renewal options, will be considered as a month-tomonth extension, and all other terms and conditions shall remain in full force and effect and (2) theDGM
will provide written notice to the contractor of the intent to cancel the month-to-month extension at
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least thirty (30) days before the date of cancellation. A month-to-month extension may only be executed
by STA via a written contract amendment.
SEC. 2.04
CONTRACT CHANGES – UNANTICIPATED AMENDMENTS
During the course of this contract, the contractor may be required to perform additional work. That work
will be within the general scope of the initial contract. When additional work is required, STA will provide
the contractor with a written description of the additional work and request the contractor to submit a
firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost
and pricing data must be provided to justify the cost.
The contractor will not commence additional work until the DGM has secured the required approvals
necessary for the amendment and issued a written contract amendment.
SEC. 2.05
SCOPE OF WORK AND SPECIFICATIONS
The Sitka Tribe of Alaska is seeking proposals from qualified contractors to perform janitorial services for
our Tribal Buildings.
All work must be performed in a thorough and workmanlike manner and in accordance with current
industry practices. The contractor will be held responsible for the quality of the service, maintenance
and inspections. Service, maintenance and inspections that are improperly done will be redone, by the
contractor, at the contractor's risk and expense.
The contractor must furnish, unless mentioned in this RFP , all labor, supervision, materials, supplies,
tools, and equipment to satisfactorily perform the services required by thisRFP . Contractor must
comply with all applicable Federal and State labor, wage and hour, safety and associated laws which
have a bearing on the services provided. (All equipment required to perform this contract must be
contractor-owned.
1. LOCATIONS
a. Tribal Headquarters 204 Siginaka Way
b. Resource Protection Department 429 Katlian St .
c. Administration Building 456 Katlian St .
2. GENERAL INFORMATION
a. STA Holidays. The Contractor should be aware of the STA holidays and plan schedules
accordingly. The contractor is not required to perform services on STA’s scheduled holidays that
are listed below. If these holidays fall on Saturday, the preceding Friday will be observed. If
these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a
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scheduled services day, the contractor will be responsible for rescheduling services for the first
day post-holiday observance. Observed Holidays are as follows:
1) New Year’s Day— First of January
2) Elizabeth Peratrovich Day— Sixteenth of February
3) Presidents Day— Third Monday in February
4) Memorial Day— Last Monday in May
5) Independence Day— Fourth of July
6) Labor Day— First Monday in September
7) National Indian Day — Fourth Friday in September
8) Indigenous Peoples’ Day – Second Monday of October
9) Alaska Day — Eighteenth of October
10) Veterans Day— Eleventh of November
11) Thanksgiving Day — Fourth Thursday in November
12) The day after Thanksgiving – Fourth Friday in November
13) Christmas Day — Twenty-fifth of December
14) The day after Christmas
b. Cleaning and Restroom Supplies . The contractor shall furnish a listing of all proposed cleaning
and restroom supplies to be utilized during the contract period not later than the contract startup meeting for approval by the DGM.
After initial approval, any new cleaning and/or restroom supplies added or changed will need
approval from the DGM before being used. The cleaning inventory supply list shall contain the
following information:
1) Product name
2) Manufacturer Item use
3) Disposal procedures if material remains after usage
4) Storage of item
c. The Contractor shall be responsible for the proper disposal of all their cleaning supplies. A
material safety data sheet (SDS) shall also be provided for each cleaning and restroom supply
item and employees will be trained, by the Contractor, on the properuse and disposal of each
item. All cleaning supplies shall be non-flammable.
d. Drugs, Alcohol and Tobacco. The Sitka Tribe of Alaska is a drug, alcohol and tobacco-free work
environment. No smoking, chewing tobacco or use of e-cigarettes are permitted in or near any
STA property, facility, vehicle or boat.
e. Weapons, Firearms, and Ammunition . The Contractor and its employees are prohibited from
possessing weapons, firearms, or ammunition, on their person or within their contractor-owned
or privately-owned vehicle while on STA property.
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f.
Reporting Requirements. The Contractor and its employees shall report to an appropriate
authority any information or circumstances they are aware may pose a threat to the security of
STA personnel, contractor personnel and resources. Information or circumstances must be
reported immediately upon knowledge to the DGM.
3. CONTRACTOR WORK EXPECTATIONS.
a. Contractor Start -up Meeting. Prior to beginning any work on the contract, the Contractor will
meet with the DGM at a mutually agreed upon time and location.
The purpose of the meeting will be to discuss the Contractor and STA’s expectations, review the
scope of work and specifications, and exchange contact information. The following information
will be provided at the meeting:
1) Contractor to provide:
1. Assign an On-Site Supervisor and alternate contact information;
2. A copy of the contractor’s quality control procedures;
3. Names of employees and copies of state driver’s license or state ID’s
4. A list of all cleaning and restroom supplies proposed to be used by the Contractor in
performing services under the contract;
5. Safety Data Sheet(s) for all chemicals proposed to be used by the Contractor in
performing services under the contract;
6. A Cleaning Frequency Schedule (CFS) showing the anticipated days and times of
commencing quarterly, semi-annual, and/or annual services and the functions to be
performed, identifying facilities by building number and approximate time cleaning will
occur. A copy of the cleaning schedule should be provided to the contract manager.
2) STA to provide:
1. Briefing on safety protocols and expectations for each service location under thisRFP .
b. Manager, Employees, and Supervision.
1) Contract On -Site Supervisor. The Contractor shall provide an on-site supervisor who shall
be responsible for the performance of the work. The name of this person and an alternate(s),
who will be available on a daily basis for communication of custodial functions and quality
control with the DGM shall be designated in writing, at the contract start-up meeting.
The on-site supervisor, or alternate, shall have full authority to act for the Contractor on all
contract matters relating to the daily operation of this contract. The on-site supervisor must
also be available to meet with the DGM within one hour of notification of any valid customer
complaint or contract service deficiency.
Additionally, the contract manager is responsible for enforcing the following guidelines:
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1. Contract On-Site Supervisor will inspect all work after it is completed for quality control
and ensure work is being completed to the standards and expectations described in this
RFP .
2. The Sitka Tribe of Alaska properties are a drug, alcohol and tobacco free environment.
Smoking is not allowed on the property.
3. Contractor employees appearing to be under the influence of alcohol or drugs shall not
be permitted on the premises
4. Contractor employees shall not use or tamper with office telephones, copiers or fax
machines, computers, equipment, or personal property at any time.
5. Contractor employees shall not open desks, cabinets, file cabinets, overhead bins,
lockers, or other furniture at any time.
6. No business solicitations from the Contractor or contractor employees, to solicit
additional private business from building occupants, shall be allowed during
performance of services under contract. This also prohibits notes or advertisements
posted to bulletin boards.
7. Contractor employees will be immediately removed fromthe service site if entering a
restroom designated for the opposite gender without announcing themselves before
entering the room/area.
8. Failure to enforce the above guidelines will be grounds for contract cancellation.
9. The On-Site Supervisor will be on the job site at all times during performance of work.
2) Personnel. Contractor personnel shall present a neat appearance. Contractor personnel
shall be easily recognizable while on the installation in conjunction with this contract.
3) Contractor and Employee Qualifications. The Contractor must be proficient in achieving
service requirements outlined in this contract. Contractor and the contractor's employees
shall be free from contagious diseases and viruses. Contractor must present themselves in a
clean, groomed, professional respectful manner. Contractor must be easily identifiable.
Contractor should have matching uniforms that are clean and in good condition.
Open toed shoes, shorts, sleeveless Tee shirts, tank tops, half shirts, offensive clothing,
holey/worn pants or shirts are not acceptable. STA may require removal of any contractor
employee from the service site whom it is deems incompetent, insubordinate, disrespectful,
or otherwise objectionable.
STA may also require removal of any contractor employee from the work area whose
continued employment on base is deemed contrary to the Tribes best interests. STA may
require the Contractor, and all employees submit to fingerprinting. If required it is the
responsibility of the Contractor to ensure this requirement is met without delay.
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4) Presence of Minors. Non-contracted employees shall not be permitted on the work site and
are prohibited from performing any work under this contract.
5) Background Checks. STA may require identification, fingerprints, or conduct investigations
of the successful vendor's employees performing work on any contract resulting from this
solicitation. At a minimum, United States Pass Port or any Federal recognized identification
will be required for all contract employees.
6) Work Hours.
1. Tribal Headquarters Building. The Contractor shall perform daily services after 4:30pm
Monday through Friday and all work must be completed by 10:00pm. The NOAA Law
Enforcement and Rural Development Offices will be cleaned during normal business
hours.
2. Resources Protection Building. The Contractor shall perform daily services during
normal business hours.
3. Administration Building. The Contractor shall perform bi-weekly services during normal
business hours.
c. Daily Checklist and Reporting. Contractor employees will be required to complete a daily work
checklist, attached to this RFP (Attachment 6). The contractor on-site supervisor shall ensure
the daily checklist is accurately completed and submitted to the DGM on a weekly basis. Digital
or paper copies are acceptable. The cost of printing of the checklists is the responsibility of the
Contractor. Contractor may not use STA property or supplies to fulfill this obligation.
d. Conduct of Work. All services shall be performed during the frequency schedules prescribed in
this RFP. The Contractor shall perform facility cleaning, restroom cleaning services, and periodic
cleaning services in a manner to create minimum disturbance, inconvenience, and without
interfering with the proper performance of STA business or work being done byother
contractors.
e. Cleaning Frequency Schedule. The Contractor shall submit a completed schedule for services,
attached to this RFP (Attachment 5) to the DGM for approval at the Contract Start-up Meeting.
The schedule will be updated annually, at least thirty (30) calendar days prior to previous
schedule expiration, and follow the contract period of performance dates. Schedules shall
identify facilities by building name and approximate time cleaning will occur for all services and
will be known as the Cleaning Frequency Schedule (CFS). The Contractor will be allowed thirty
(30) days, from contract start date, to adjust work schedules based on inspections, use,
minimum frequencies listed in scope of work section, and withDGM, as appropriate. If the
schedule needs adjusting after the thirty (30) day period, the adjusted work schedule shall be
submitted to the DGM for approval within ten (10) days after the first contract month period.
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The Contractor must provide the proposed CFS to the DGM. Upon approval, the Contractor
must not deviate from the approved CFS without prior approval. Any permanent changes to the
CFS must be submitted for approval at least ten (10) days before implementation and received
by the DGM for approval before changes are allowed. The CFS shall be submitted electronically
using a file format compatible with STA software programs such as Microsoft Word, Microsoft
Excel, or Adobe PDF.
In some cases, unexpected training or events (i.e., staff retreats, open houses, etc.) will take
place in facilities. The DGM will advise the Contractor when a building may require extra
supplies or services. Extra services will be billed at the hourly rate with pre-approval by STA
General Manager.
f.
One-Time Schedule Changes. One-time, non-permanent schedule changes due to customer
requests shall be discussed between the Contractor and DGM prior to the schedule change.
g. Safe Practices . Acceptable safe practices must be followed in the performance of the work. The
Contractor must comply with all standards prescribed by the State of Alaska, Department of
Labor, and Division of Labor Standards and Safety.
h. Building Security . The Contractor will ensure that outside doors are kept locked at all times
except when the building is normally open to the public. Interior building doors must remain
locked except while work in the immediate area is being performed. All doors are to belocked
when the Contractor and his employees leave the building and shall not be propped open at any
time for any reason. Failure to do so may be considered a Breach of Contract.
i.
Physical Security. The Contractor shall be responsible for safeguarding all STA property.
j.
Key Control. The Contractor shall establish and implement methods of making sure all
keys/combinations issued to the Contractor by the government are not lost or misplaced and are
not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the
government. The Contractor shall immediately report to the DGM any occurrences of lost or
duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor
may be required, upon written direction of theDGM, to re-key or replace the affected lock or
locks without cost to the STA. Alternatively, STA may, at its option, replace the affected lock or
locks or perform re-keying, and deduct the cost of such activity from the monthly payment due
to the Contractor.
k. Loss of Keys: Lost keys may be grounds for immediate termination of contract. At a minimum a
replacement and re-keying charges will be paid by the Contractor. This cost may be paid from
any money that may be due to the Contractor upon termination. If keys are lost, stolen, or
duplicated, the Contractor must make the DGM aware of the security issue immediately.
l.
Inspection of Work. The Contractor or contractor’s designee shall be prepared, upon twentyfour (24) hours written notification, be present to conduct an inspection with theDGM. The
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purpose of this meeting will be to review the contractor’s performance and monitor the
frequency of services being performed. Inspections will take place between the hours of
8:00a.m. and 4:00 p.m. as specified in writing to the contractor by theDGM. This does not
reduce the contractor’s on-site supervisor’s responsibility to inspect daily work of personnel.
m. Deficient Work. The DGM will work with the Contractor to resolve matters of deficiency by
contacting the contractor and/or his/her designee and issue a Deficient Work Notification. The
Contractor will respond to the DGM’s written notification within two (2) hours with proposed
correction and correct any deficiency within two (2) hours after response, or at the sole
discretion of the DGM, an acceptable, alternate time. If the Contractor fails to appear for an
inspection or a deficiency is not responded to and corrected within the stated period of time, the
DGM may hire another janitorial service to correct the deficiency and deduct the cost from the
next payment due to the Contractor under the contract.
n. Procurement Cure Letter. If the Contractor fails to correct the deficiency within the required
time, this will be considered a valid deficiency claim and theDGM will submit the deficient work
notification to the General Manager (GM). The GM will issue a Cure Letter to the Contractor.
This letter must identify the problem(s), citing relevant contract language and any corrective
action required. This letter must also list the consequences for failing to correct the problem(s).
If a Contractor is issued more than two (2) Cure Letters in a thirty (30) day period for the same
deficiency or two (2) Cure Letters in a sixty (60) day period for any deficiencies, it will be grounds
for the STA to find the Contractor in default and cancel the contract.
o. Damage. Any damage to building structures, contents, or personal property caused by the
Contractor, contractor’s employees or cleaning methods shall be corrected or replaced by the
Contractor at no cost to the STA. STA may deduct the cost to repair any damage caused by the
Contractor from any payments that may be due.
The Contractor shall report all facility maintenance problems to the DGM (i.e., roof leaks,
defective electrical outlets, etc.) as soon as possible after discovery. The Contractor shall also
immediately report any existing conditions which will prohibit the contractor and/or
contractor’s employees from meeting a cleaning standard.
4. SERVICE AREAS DEFINED.
a. Common Areas. Common areas are identified on facility floor plans without a color. A common
area is defined as public use areas such as conference rooms, break rooms, classrooms,
hallways, entryways, stairwells, elevators, lobbies and corridors in each facility. These areas are
high use and shall be serviced per the frequency schedule for required tasks found under Section
2.05 Scope of Work and Specifications.
b. Office Areas . Office areas are identified on facility floor plans in green. Offices in these areas will
be cleaned at the frequency as outlined on the frequency schedule found under Section 2.05
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Scope of Work and Specifications. The Contractor will remove trash as part of the required task.
Contractor personnel may require escorts in areas of the NOAA Office.
c. Restroom Areas. Restroom areas are identified on facility floor plans in orange. These areas are
high use and shall be serviced per the frequency schedule for required tasks found under Section
2.05 Scope of Work and Specifications.
d. Once a month Areas . Areas identified on floor plans in blue are areas where services described
will only be required once a month. These areas will be cleaned at the frequency as outlined on
the frequency schedule found under Section 2.05 Scope of Work and Specifications.
e. Work Areas Excluded . Areas identified on floor plans in yellow, No work is required in elevator
pits, mechanical rooms, electrical/switching rooms, and those rooms specifically excluded by
the STA due to special requirements (e.g.: computer rooms, telephone equipment rooms). All
areas identified as not in contract on the floor plans are excluded from the contract.
5. SCOPE OF WORK FOR REQUIRED TASKS.
The contractor will be responsible for custodial/janitorial service in all areas as identified on the
attached maps/floor plans, which include: all common areas, corridors/hallways, required tasks and
service frequency.
Task Description
Common Areas
Office Areas
Restroom
Once a month
area
Trash/Refuse
Removal
Daily
Daily
Daily
Monthly
Vacuuming
Daily
Daily
N/A
Monthly
Sweeping/Mopping
Daily
N/A
Daily
Monthly
Dusting
Weekly/quarterly
Weekly/quarterl
y
Weekly
Kitchen Equipment
Daily
N/A
N/A
Deep Clean
monthly
High Touch Area
Daily
Daily
Daily
Monthly
Glass
Daily
Quarterly
N/A
Monthly
Floor Mats
Daily
Daily
N/A
Monthly
Carpet Cleaning
Monthly/Quarterly
Semi-annual
N/A
Annually
Fitness Center
Twice a week
NA
NA
Deep Clean
monthly
a. Service Frequency Definitions
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1) Daily. Daily services will be performed each service day (Monday– Friday) in all buildings as
identified in the attached service area maps. For example, trash will be removed from the
common areas in all buildings, every day, Monday – Friday.
2) Weekly. Once a week service will be performed one day a week (pick a day Monday– Friday)
in all buildings as identified in the attached service area maps. Once a week means one day,
as established by the contractor on the cleaning frequency schedule, in all identified areas.
For example, dusting will take place in all buildings, one day, i.e. Wednesday’s, every week.
3) Twice a week : Twice a week service will be performed two out of the 5 days a week
(Monday – Friday) in the areas identified. Twice a week means two days, as established by
the contractor on the cleaning frequency schedule, in all identified areas. For example,
wiping down the equipment and floors in the fitness centerwill take place at the fitness
center, twice a week, i.e. Tuesday & Fridays , every week.
4) Monthly. Once a month service will be performed one day a month (pick a day Monday–
Friday) in all buildings as identified in the attached service area maps. Once a month means
one day, as established by the contractor on the cleaning frequency schedule, in all
identified areas. For example, kitchen equipment deep clean will take place in all buildings,
one day, i.e. Wednesday’s, every month.
5) Quarterly . Once a quarter service will be performed one day a quarter in all buildings as
identified in the attached service area maps. Once a quarter means one day, each month, as
established by the contractor on the cleaning frequency schedule, in all identifiedareas. For
example, carpet cleaning will take place in all buildings, one day, i.e. the third Wednesday of
every month.
6) Semi-Annual. Semi-annual services will be performed twice a year in all buildings as
identified in the attached service area maps. Semi-annual means two dates, as established
by the contractor on the cleaning frequency schedule, within a year to perform tasks in all
identified areas. These dates would be ideally between 6 and 8 months apart and may span
several days. For example, carpet cleaning will take place in all buildings in areas identified,
i.e. October, April of the current year.
7) Annual. Annual services will be performed twice a year in all buildings as identified in the
attached service area maps. Annual means two dates, as established by the contractor on
the cleaning frequency schedule, within a year to perform tasks in all identifiedareas For
example, carpet cleaning will take place in all buildings, i.e. April of the current year.
b. Required Tasks and Expectations of Services
1) Trash and Refuse Removal. All common area interior and exterior trash receptacles shall be
emptied daily and returned to their initial locations. Boxes and papers placed near a trash
receptacle and marked “TRASH” shall be removed. All can liners obviously soiled or torn
16
shall be replaced. The Contractor is responsible for removing trash and debris from
buildings. Trash shall be disposed of in secured plastic bags in the nearest outside
dumpster. The Contractor shall pick up any trash that may have fallen onto the facilities
grounds during removal from the building. STA will be responsible for emptying the
dumpsters. Trash shall not be left in custodial closets or other areas overnight. The
Contractor is responsible for removing stains and spots on surfaces where trash is placed
before transportation to refuse dumpsters. These surfaces include carpet, tile, and concrete
surfaces.
2) Vacuuming. Vacuuming will be performed daily with an electric stand up or handheld
vacuum. All common area carpeted areas are to be thoroughly cleaned. This includes under
desks and tables, behind doors and in corners. Upon completion, all carpeted areas shall be
neat, clean, free of debris, and have a professional appearance. All tears, burns, and
unraveling will be brought to the attention of the DGM.
3) Dusting. Dusting will be performed weekly on all horizontal surfaces that are readily
available and visibly require dusting. Quarterly vacuuming or dusting of all surfaces in the
building from the floor to the ceiling, including light fixtures.
4) Kitchen Equipment. Daily clean kitchen equipment surfaces (i.e., refrigerator, microwave,
range, ice machine, coffee pots, etc.) After cleaning, items will be free of deposits, dirt,
streaks, and odors. Quarterly deep clean break room kitchen equipment (i.e., refrigerator,
microwave, range, etc.). After cleaning, items will be free of deposits, dirt, streaks, and
odors.
5) High Touch Areas. Daily clean and disinfect all high touch surfaces (i.e., countertops,
handrails, conference room tables, elevator, door handles, walls, visitor seating, water
fountains, etc.). After cleaning, items will be free of deposits, dirt, streaks, and odors.
6) Sweeping and Wet Mopping . All non-carpeted common area floors shall be swept and
mopped daily. The entire floor surface, including corners, shall be free of litter, dust, foreign
objects or debris. Trash receptacles, other items (except forpersonal belongings), etc. shall
be swept and mopped underneath. After cleaning, the floor shall have a uniform
appearance, with no streaks, swirl marks, detergent residue, scuff marks, heel marks, or any
evidence of soil. All floor maintenance solutions shall be removed from baseboards,
furniture, etc. All moved items shall be returned to their original proper position.
7) Glass . Clean all lobby and arctic entry windows inside and out daily. Clean all interior
windows and exterior first floor windows quarterly. No streaks or unwashed places will be
visible.
8) Floor Mats. Vacuum and clean interior and exterior floor mats daily. After vacuuming or
cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and
17
moisture underneath mats shall be removed and mats returned to their normal location on a
daily basis.
9) Carpet Cleaning Common Areas. Deep clean steaming or shampooing of all carpets will be
performed quarterly. The Contractor will need to move furniture prior to cleaning. All spots
shall be treated and removed. In the event stains wick through the carpet, return visits
would be required until the spots are removed. This will include the common areas within
the NOAA and Rural Development Offices.
10) Restroom Additional Tasks and Expectations . In addition to the tasks listed on the
frequency schedule above and described in section 3, restrooms will be cleaned performing
the following tasks:
11) Daily clean and disinfect all surfaces of toilets, urinals, sinks, dispensers, receptacles,
mirrors, shower areas, countertops, and stall walls/partitions using a
germicidal/disinfectant. After cleaning, items will be free of deposits, dirt, streaks, and
odors. Urinals and toilets to be free from mineral/scale deposits.
12) Descaling shall be performed once a month, at a minimum, and as often as needed to keep
areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free
from streaks, stains, scale, scum, urine deposits, and rust stains.
13) Daily clean the entire floor surface, including grout. Contractor shall damp/wet mop with a
disinfectant that will not be harmful to the floors finish. Grout on wall and floor tiles shall be
free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without
streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water.
Moveable items (except for personal items) shall be tilted or moved to sweep and damp mop
underneath. Floors shall be stripped, scrubbed, waxed, etc. as necessary to maintain
sanitary conditions and a clean, uniform appearance.
14) Trash cans and sanitary napkin disposal units will be emptied and liners replaced daily.
15) All restroom dispensers including paper towels, toilet paper, toilet seat protectors, soap
dispensers, etc. will be checked daily and restocked as needed to ensure they at no time run
empty. Supplies shall be stored in custodial closets or other designated areas.
c. Additional Cleaning Specifications.
1) Never use chemical cleaning solutions at dilutions stronger than necessary. Measure and
use all cleaning chemicals to manufacturer recommendations.
2) Apply washing solutions only long enough to loosen dirt.
3) Rinse clean surfaces with clear water (ensure no chemical residue remains).
4) Do not spill solutions on surfaces not to be cleaned.
5) Use steel wool, scouring powders, and abrasives only when absolutely necessary.
6) Untreated feather dusters are not allowed.
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7) All supplies used in existing dispensers must meet manufacturers specifications, i.e., correct
soap in soap dispensers.
d. Supplies and Equipment. The Contractor will supply all equipment, labor, supplies, and paper
products required to complete the work as specified in thisRFP . The equipment must be
maintained in good operating condition and in sufficient quantities to adequately perform all
services. The Contractor will keep a minimum of two-month supply of supplies stocked in the
building. The Contractor can use the commercial vacuums, industrial carpet extractor and
janitorial carts STA owns. All STA owned equipment must be maintained and serviced by the
Contractor following the manufacturers procedures. All repairs cost is to be paid by the
Contractor. If the equipment breaks it needs to be reported to theDGM. For bidding purposes,
the Contractor should plan on providing the following: dispenser towels, toilet paper, trash can
liners, soaps, detergents, cleaning chemicals, floor maintenance products, towels, cloths,
sponges, brushes, germicidal and fungicidal chemicals, vacuum cleaners, buffer, ladder, and
squeegees. This is not all inclusive of supplies and equipment required and by no means should
be considered as a “minimum item required” list. All supplies used in existing dispensers must
meet manufacturers specifications, i.e., correct soap in soap dispensers. All ladders or other
devices used to reach the surface of objects not otherwise accessible for the required cleaning
operations shall be provided by the Contractor, at no additional expense to the STA, all such
equipment shall be of sound construction, be firm and stable, and shall be maintained in good
condition.
1) Supply and Equipment Storage : Janitorial closets are available for use by the Contractor,
without cost, for the purpose of storing materials and equipment, excluding flammable
materials. The Contractor shall be required to maintain odorless and clean closets. Closets
shall be free of clutter and debris. Cleaning supplies and tools shall be stored and organized
in such a manner as to allow easy access and movement in closet. Closets provided for
janitorial service use will be locked if locks are available. STA will not be responsible for
Contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the
Contractor’s employees’ personal belongings. Any supplies or equipment stored in janitorial
closets by building users may not be used by the contractor.
2) Equipment . Contractor equipment must be suitable for the requirements of this contract
and must meet all pertinent Federal and State Safety Regulations. Each and every electrical
piece of equipment should have a UL rating plate. Each piece of equipment is subject to
State and Federal inspections at any time during the life of this contract.
3) Equipment Minimum Requirements. The contractor is required to produce, at minimum,
the following equipment:
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1. Industrial grade back –pack vacuums with air filtration bag, wet vacuum extractor, and
upright vacuum cleaners with beater brush head and filtration bag.
2. Floor scrubbers, squeegees, dust mops, wet mop handles, wet mop heads, mop buckets
with ringers.
3. Floor Buffer: floors must keep a polished look at all times.
4. Carpet shampooer, water extractors, air movers, dehumidifiers, wet floor signs and
closed for service barricades.
5. Well maintained, in good working order, vehicles with company identification.
6. Commercial cleaning products. (Glass cleaners, disinfectant, and general purpose). The
Contractor will not use any other STA owned equipment other than what has been
previously stated.
4) Restroom Supply Specifications . The contractor is responsible for purchasing and providing
supplies for restroom equipment such as:
1. Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle and sanitary
napkin liners currently installed in the restroom room
2. Toilet Tissue: Two -ply, compatible with existing toilet paper dispensers currently
installed in the restroom/locker room
3. Paper Towels: Bi-Fold, Tri-Fold or Dispenser type, as indicated by existing dispensers
currently installed in the restroom
4. Hand Soap: Soap will be manufacturer recommended type and brand or compatible with
currently installed dispensers
5) Water and Power. The Contractor will be permitted use of facility water and power for the
performance of this contract. The Contractor shall be directly responsible for instructing
employees in utilities conservation practices and will be responsible for operating under
conditions that preclude waste of utilities, which shall include but be limited to, the
following:
1. Lights shall be used only during the time work is being performed in the area. Lights
shall be turned off after room is cleaned.
2. The workers shall not adjust mechanical equipment, controls for heating, ventilation,
and/or air conditioning systems.
3. Water faucets and valves shall be turned off after the required usage has been
completed.
4. Exterior doors and windows will not be propped open.
e. Special Specifications
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1) Daily checklist. The Contractor shall submit completed daily checklists (attachment 5) to
the DGM via hardcopy or email. Checklists will be used to verify work submitted on invoices.
Failure to submit daily checklists may result in delayed or reduced payment.
2) Billings and Invoices. The Contractor shall submit itemized invoices by facility location on a
monthly basis. Any questions pertaining to payments must be addressed to the STA DGM.
3) Payments. Unless otherwise specified in this RFP or a contract resulting from this
solicitation, payments for services will be made after they have been satisfactorily
performed each month. If, however, a special provision is added that the Contractor must
bill STA for in any given period, no payment will be made until such an invoice is received by
the STA.
4) Payments for Closures or Power Loss. The Contractor will be paid for all buildings on days
the buildings are closed due to force majeure, as well as on days when there is power failure
in excess of one hour. The Contractor will wait up to one hour for power to be restored
before securing the building and departing. Interruptions in production due to power failure
will be billed in 15-minute increments at $100.00 per crew for the first hour.
SEC. 2.06
INSPECTION & MODIFICATION
- REIMBURSEMENT FOR
UNACCEPTABLE DELIVERABLES
The contractor is responsible for providing all products or the completion of all work set out in the
contract. All products or work is subject to inspection, evaluation, and approval by the STA. STA may
employ all reasonable means to ensure that the work is progressing and being performed in compliance
with the contract. STA may instruct the contractor to make corrections or modifications if needed in
order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.
Substantial failure of the contractor to perform the contract may cause STA to terminate the contract. In
this event, STA may require the contractor to reimburse monies paid (based on the identified portion of
unacceptable products or work received) and may seek associated damages.
SEC. 2.07 CONTINUING OBLIGATION OF CONTRACTOR
Notwithstanding the expiration date of a contract resulting from this RFP , the contractor is obligated to
fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements
have completely expired.
SEC. 2.08
INFORMAL DEBRIEFING
When the contract is completed, an informal debriefing may be performed at the discretion of the STA. If
performed, the scope of the debriefing will be limited to the products provided or work performed by the
contractor.
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SEC. 2.09
INDEMNIFICATION
The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any
claim of, or liability for error, omission or negligent act of the contractor under this agreement. The
contractor shall not be required to indemnify thecontracting agency for a claim of, or liability for, the
independent negligence of the contracting agency. If there is a claim of, or liability for, the joint
negligent error or omission of the contractor and the independent negligence of the contracting agency,
the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.
“Contractor” and “contracting agency”, as used within this and the following article, include the
employees, agents and other contractors who are directly responsible, respectively, to each. The term
“independent negligence” is negligence other than in the contracting agency’s selection,
administration, monitoring, or controlling of the contractor and in approving or accepting the
contractor’s work.
SEC. 2.10
INSURANCE
Without limiting the contractor's indemnification, it is agreed that the contractor shall purchase at its
own expense and maintain in force at all times during the performance of services under this agreement
the following policies of insurance. Where specific limits are shown, it is understood that they shall be
the minimum acceptable limits. If the contractor's policy contains higher limits, STA shall be entitled to
coverage to the extent of such higher limits.
Certificates of Insurance must be furnished to the DGM prior to contract approval and must provide for a
notice of cancellation, non-renewal, or material change of conditions in accordance with policy
provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach
of this contract and shall be grounds for termination of the contractor's services.
Proof of insurance is required for the following:
1. Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees
engaged in work under this contract, and where applicable, any other statutory obligations
including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive
subrogation against STA.
2. Commercial General Liability Insurance: covering all business premises and operations used by
the contractor in the performance of services under this agreement with minimum coverage limits of
$300,000 combined single limit per occurrence.
22
3. Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the
performance of services under this agreement with minimum coverage limits of $300,000 combined
single limit per occurrence.
SECTION 3.
SEC. 3.01
CONTRACT INVOICING AND PAYMENTS
BILLING INSTRUCTIONS
All invoices produced by the contractor must be itemized by building and reflect the monthly charge for
that building. Invoices must be numbered sequentially and reflect the contract number.
All payments will be NET 30 -days upon approval of the invoice and the required documentation by the
DGM. Invoices must be billed electronically to ap@sitkatribe -nsn.gov no later than the 15th of the
following month services were completed. Failure to submit timely invoices by the 15th of the following
month of services may cause the cancellation of the contract.
SEC. 3.02
Payment
Payment will be based on invoices submitted by the vendor for satisfactorily completed work. Invoices
will be processed for payment upon verification of work performed and receipt of required vendor
submittal.
Questions concerning payment must be addressed to the STA Accounts Payable ap@sitkatribe-nsn.gov.
SECTION 4. EVALUATION AND CONTRACTOR SELECTION
SEC. 4.01
EVALUATION OF PROPOSALS
After bid opening, the DGM will evaluate the proposals for responsiveness. Proposals deemed nonresponsive will be eliminated from further consideration.
1. Proposals will be evaluated according to the following criteria:
a. Aesthetic appeal and functionality of previous work of vendor and any proposed subcontractor.
(up to 30 points)
b. Capacity to deliver the scope of services on time and within budget, given qualifications and
experience of project personnel, and other current work. (up to 30 points)
23
c. References from previous clients, with consideration given to timeliness, quality of preliminary,
intermediate, and finished products, cooperative/negotiation abilities, and project coordination
for work of a similar nature. (up to 15 points)
d. Ownership of vendor’s firm by an enrolled citizen of a federally recognized Indian tribe and
participation of Native personnel on the project. (up to 10 points)
e. Best value for fee proposed. (up to 10 points)
SEC. 4.02
Contractor Selection
After the initial evaluation of the proposals, STA may hold interviews with the top ranked vendors.
Vendors selected for an interview will be contacted byMay 17, 2026. Each interview will be no more than
45 minutes, with the vendor’s presentation limited to not more than 20 minutes. Any area of specific
concern will be identified before the interview. The Sitka Tribe Alaska reserves the right to select a
vendor based solely on proposals submitted without conducting interviews. If interviews are required,
they will be held by May 19, 2026.
SEC. 4.03
Bid Rejection
The Sitka Tribe of Alaska reserves the right to reject all proposals and waive any and all informalities and
the right to disregard all nonconforming or conditional proposals or counter proposals. Sitka Tribe of
Alaska reserves the right to reject any proposal if an investigation of such proposer fails to satisfy the
Sitka Tribe of Alaska that such proposer is properly qualified to carry out the obligations and to complete
the work contemplated by the contract documents. All proposals will be rejected if there is reason to
believe that collusion exists among the proposers. The signature on the face of the proposal certifies
that the proposal is made without prior understanding, agreement, or connection with any corporation,
firm, or person also submitting a proposal for the same services and is in all respects fair and without
collusion or fraud. Proposer’s signatory agrees to abide by all conditions of this proposal and certifies
that he/she is authorized to sign the proposal for the proposer.
SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION
SEC. 5.01
COMPLIANCE
In the performance of a contract that results from this RFP , the contractor must comply with all
applicable federal, state, and city regulations, codes, and laws; be liable for all required insurance,
licenses, permits and bonds; and pay all applicable federal, state, and city taxes.
24
SEC. 5.02
RIGHT OF REJECTION
Vendors must comply with all of the terms of theRFP and all applicable local, state, and federal laws,
codes, and regulations. The DGM may reject any bid that does not comply with all of the material and
substantial terms, conditions, and performance requirements of the RFP .
Vendors may not qualify the bid nor restrict the rights of the Tribe. If avendor does so, the DGM may
determine the bid to be a non-responsive counter-offer and the bid may be rejected.
Minor informalities that:
●
●
●
●
●
●
●
do not affect responsiveness;
are merely a matter of form or format;
do not change the relative standing or otherwise prejudice other offers;
do not change the meaning or scope of theRFP ;
are trivial, negligible, or immaterial in nature;
do not reflect a material change in the work; or
do not constitute a substantial reservation against a requirement or provision; may be waived by
the DGM.
STA reserves the right to refrain from making an award if it determines that to be in its best interest.
A bid from a debarred or suspended vendor shall be rejected.
SEC. 5.03
ASSIGNMENTS
The contractor may not transfer or assign any portion of the contract without prior written approval
from the DGM. Proposals that are conditioned upon the STA’s approval of an assignment will be rejected
as non-responsive.
SEC. 5.04
DEFAULT
In case of default by the contractor, for any reason whatsoever, STA may procure the goods or services
from another source and hold the contractor responsible for any resulting excess cost and may seek
other remedies under law or equity.
SEC. 5.05
SEVERABILITY
If any provision of the contract or agreement is found to be invalid or declared by a court to be illegal or
in conflict with any law, the validity of the remaining terms and provisions will not be affected; and the
rights and obligations of the parties will be construed and enforced as if the contract did not contain the
particular provision held to be invalid.
25
SEC. 5.06
CONTRACT CANCELLATION
STA reserves the right to cancel the contract at its convenience upon 30 calendar days written notice to
the contractor. STA is only liable for payment in accordance with the payment provisions of this contract
for supplies or services provided before theeffective date of termination.
26
ATTACHMENTS
1. Proposal Checklist
2. Federal Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transaction form.
3. Cleaning Frequency Schedule example
4. Daily Checklist example
5. Floor plan/cleaning service area (see Section 2.05 Service Area Defined)
Attachment 1Proposal Checklist
***Respondents are encouraged to use this checklist when assembling their quote package***
This list is for guidance only and may not be all-inclusive. It is the responsibility of the vendor to ensure
all required documents and information is received by the STADGM no later than the deadline set for
receipt of proposals for your bid to be considered responsive.
◻ Vendor information: Business name and DBA (if applicable), number of years in business,
physical address, email address, phone number and website.
◻ Current contracts: List of vendor’s current contracts and those completed within the past two
years relating to janitorial services, including client names, addresses, phone numbers and email
addresses for a contact person.
◻ Contract personnel: Name of key personnel, including the designated manager.
◻ Contract plan: Narrative describing approach to janitorial plans, proposed workflow, checklists
and cleaning frequency schedule.
◻ References: Contact information for at least three professional references, including name,
business name, address, phone number and email address.
◻ Demographic Information Form
◻ Fee proposal using the bid form provided
◻ Proof of Insurance as stated in Section 2.10
◻ Certification of eligibility to receive federal funds: Statement attesting that the vendor and
any subcontractors have not been disbarred, suspended, or otherwise determined to be
ineligible to receive federal funds. (See Attachment B).
27
ATTACHMENT 2: PROPOSAL FORM
The Prpoposal Form is for a one-year period based on estimated service. By signing below, I agree to
furnish all necessary labor, materials, and equipment. Work shall be accomplished on a workman like
manner to the satisfaction of STA.
Floor plans depicting service areas are located in Attachment 6 . The file is also available from the DGM
upon registration for updates and amendments. Some buildings have multiple floors, consult each floor
plan for the building name.
Task
Building Name
Unit Price
Number
1
Tribal Headquarters
204 Siginaka Way
2
Healing House/Resource Protection
249 Katlian St
3
Old Admin Building
456 Katlian
Total: __________________
VENDOR 'S CERTIFICATION
By signature on the bid, the vendor certifies that they comply with the following:
a) the laws of the State of Alaska;
b) all terms and conditions set out in this RFP ;
c) the price(s) submitted was arrived at independently and without collusion, under penalty of
perjury; and
d) that the proposal will remain open and valid for at least 90 days.
e) If any vendor fails to comply with [a] through [g] of this paragraph, STA reserves the right to
disregard the bid, terminate the contract, or consider the contractor in default.
Name: ___________________________________________________
Title:
___________________________________________________
Date:
___________________________________________________
28
Attachment 3: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion Lower Tier Covered Transactions
(BEFORE COMPLETING CERTIFICATION, READ THE INSTRUCTIONS ON THE FOLLOWING PAGE
WHICH ARE AN INTEGRAL PART OF THE CERTIFICATION)
This certification is required by the regulations implementing Executive Order 12549, Debarment and
Suspension, 29 CFR Part 98, Section 98.510, Participant's responsibilities. The regulations were
published as Part VII of the May 26, 1988 Federal Register(pages 19160-19211).
1. The prospective recipient of Federal assistance funds certifies, by submission of this proposal,
that neither it nor its principals are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
2. Where the prospective recipient of Federal assistance funds is unable to certify to any of the
Statements in this certification, such prospective participant shall attach an explanation to this
Proposal.
____________________________________________
Printed Name and Title of Authorized Representative
_____________________________________________
Signature
Date
Please provide either the DUNS Number _________________ or the Cage Code ______________
29
Instructions for Certification
By signing and submitting this Proposal, the prospective recipient of Federal assistance funds is
providing the certification as set out below.
1. The certification in this class is a material representation of fact upon which reliance was placed
when this transaction was entered into. If it is later determined that the prospective recipient of
Federal assistance funds knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the Department of Labor (DOL) may pursue
available remedies, including suspension and/or debarment.
2. The prospective recipient of Federal assistance funds shall provide immediate written notice to
the person to whom this Proposal is submitted if at any time the prospective recipient of Federal
assistance funds learns that its certification was erroneous when submitted or has become
erroneous by reason of changed circumstances.
3. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "participant," "person," "primary covered transaction," "principal," "Proposal,"
and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions
and Coverage sections of rules implementing Executive Order 12549. You may contact the person
to which this Proposal is submitted for assistance in obtaining a copy of those regulations.
4. The prospective recipient of Federal assistance funds agrees by submitting this Proposal that,
should the proposed covered transaction be entered into, it shall not knowingly enter into any
lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction, unless authorized by the
DOL.
5. The prospective recipient of Federal assistance funds further agrees by submitting this Proposal
that it will include the clause titled "Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions, " without modification,
in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
6. A participant in a covered transaction may rely upon a certification of a prospective participant
in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily
excluded from the covered transaction, unless it knows that the certification is erroneous. A
participant may decide the method and frequency by which it determines the eligibility of its
principals. Each participant may but is not required to check the List of Parties Excluded from
Procurement or Nonprocurement Programs.
7. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render in good faith the certification required by this clause. The knowledge
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and information of a participant is not required to exceed that which is normally possessed by a
prudent person in the ordinary course of business dealings.
8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a
covered transaction knowingly enters into a lower tier covered transaction with a person who is
suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in
addition to other remedies available to the Federal Government, the DOL may pursue available
remedies, including suspension and/or debarment.
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Attachment 4: Cleaning Frequency Schedule Example
At the Contract Start -Up Meeting, the Contractor and Deputy General Manager should work together to
complete the Cleaning Frequency Schedule. The schedule should clearly depict the days and times the
Contractor is expected to be in each building to perform the required services.
Please refer to the required tasks table section under the Scope of Work in thisRFP for frequency
expectations.
Building Name
Tribal
Headquarters
Healing House
Old Admin
Building
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Daily
Weekly
Monthly
Quarterly
Semi-Annual
Annual
Attachment 5: Daily Checklist Example
Building Name __________________ Date _________ Time In _______ Time Out _______
Checklist Completed By: ______________________________________________
Task Frequency
Activity
Daily
Trash removal
Daily
Clean restroom toilets and urinals
Daily
Clean restroom
counters/sinks/baby changing
tables
Daily
Clean restroom partitions/walls
Daily
Clean restroom mirrors
Daily
Mop bathroom floors
Daily
Clean drinking fountains
Daily
Vacuuming
Daily
Entryway and conference room
glass
Daily
Clean entryway and floor mats
Daily
Clean all high touch areas
Daily
Clean Break Room/mop
Weekly
Dusting Horizontal Surfaces
Monthly
Deep clean Kitchen equipment
Quarterly
Dusting of floor to ceiling
Quarterly
Clean inside glass and 1st floor
exterior
Semi Annual
Office Carpet Cleaning
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Complete
d By
Notes*
Attachment 6: Floor Plan/ Cleaning
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35
36
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This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.