This is a service / maintenance or supply contract in Olathe, Kansas. Contact the soliciting agency for additional information.

Procurement Officer: Lara J Williams Telephone: 785.296.2371 E-Mail Address: lara.j.williams@ks.gov Agency: Kansas Department of Transportation Item: Olathe KDOT Janitorial Services Period of Contract: February 25, 2025, through February 24, 2030 Bid Guarantee: No monetary bid guarantee required. Bid proposals submitted via courier will include the following action items: o One (1) electronic / software version(s) of the technical and cost proposals are required. o Both the Technical and Cost Proposals shall be on separate flash drives, in Microsoft(R) Word, Excel or searchable PDF(R). o If asked to submit multiple copies of the proposals, they shall be submitted in a separate sealed envelope or container separate from each other. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID number, company name, and closing date. Bidder's proposal, sealed securely in an envelope or other container, shall be received no later than 2:00 p.m., Central Time, on the closing date, addressed as follows: Kansas Department of Administration Procurement and Contracts Proposal #: EVT0009895 Closing Date: October 14th, 2024, 2:00 PM CST 900 SW Jackson Street, Suite 451-South Topeka, KS 66612-1286 It is the bidder's responsibility to ensure bids are received by the closing date and time. Delays in mail delivery or any other means of transmittal, including couriers or agents of the issuing entity shall not excuse late bid submissions. Proposals received prior to the closing date shall be kept secured and sealed until closing. The State shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late Technical and/or Cost proposals will be retained unopened in the file and not receive consideration or may be returned to the bidder. 1. Bidding Instructions 1.1. Bid Event ID / Reference Number The Bid Event ID / RFP number, indicated in the header of this page, as well as on the first page of this proposal, has been assigned to this RFP and MUST be shown on all correspondence or other documents associated with this RFP and MUST be referred to in all verbal communications. All inquiries, written or verbal, shall be directed only to the procurement officer reflected on Page 1 of this proposal. There shall be no communication with any other State employee regarding this RFP except with designated state participants in attendance ONLY DURING: o Negotiations o Contract Signing o as otherwise specified in this RFP. Violations of this provision by bidder or state agency personnel may result in the rejection of the proposal. 1.2. Questions/Addenda Questions requesting clarification of the bid event must be submitted in WRITING to the Procurement Officer prior to the close of business on September 24, 2024, to the following address: Lara J Williams Telephone: 785.296.2371 E-Mail Address: lara.j.williams@ks.gov Kansas Department of Administration Procurement and Contracts 900 SW Jackson, Suite 451-South Topeka, KS 66612-1286 Failure to notify the Procurement Officer of any conflicts or ambiguities in this bid event may result in items being resolved in the best interest of the State. Any modification to this bid event shall be made in writing by addendum and mailed to all vendors who received the original request. Only Written communications are binding. Answers to questions will be available in the form of an addendum on the Procurement and Contracts' website. It shall be the responsibility of all participating bidders to acquire any and all addenda and additional information as it is made available from the web site cited above. Vendors/Bidders not initially invited to participate in this Bid Event must notify the Procurement Officer (Event Contact) of their intent to bid at least 24 hours prior to the event's closing date/time. Bidders are required to check the website periodically for any additional information or instructions. Failure to notify the Procurement Officer (Event Contact) of any conflicts or ambiguities in the bid event may result in items being resolved in the best interest of the State. Any modification to this bid event as a result of the pre-bid conference, as well as written answers to written questions, shall be made in writing by addendum and dispatched to all bidders associated to this event. Only written communications are binding. Answers to questions will be available in the form of an addendum on the Procurement and Contracts' website. It shall be the responsibility of all participating bidders to acquire any and all addenda and additional information as it is made available from the web site cited above. Vendors/Bidders not initially invited to participate in this Bid Event must notify the Procurement Officer (Event Contact) of their intent to bid at least 24 hours prior to the event's closing date/time. Bidders are required to check the website periodically for any additional information or instructions. 1.4. Negotiated Procurement This is a negotiated procurement pursuant to K.S.A. 75-37,102. Final evaluation and award will be made by the Procurement Negotiation Committee (PNC) consisting of the following entities (or their designees): o Secretary of Department of Administration; o Director of Purchases, Department of Administration; and o Head of Using Agency 1.5. Appearance Before Committee Any, all or no bidders may be required to appear before the PNC to explain the bidder's understanding and approach to the project and/or respond to questions from the PNC concerning the proposal; or, the PNC may award without conducting negotiations, based on the initial proposal. The PNC reserves the right to request information from bidders as needed. If information is requested, the PNC is not required to request the information of all bidders. Bidders selected to participate in negotiations may be given an opportunity to submit a revised technical and/or cost proposal/offer to the PNC, subject to a specified cut off time for submittal of revisions. Meetings before the PNC are not subject to the Open Meetings Act. Bidders are prohibited from electronically recording these meetings. All information received prior to the cut off time will be considered part of the bidder's revised offer. No additional revisions shall be made after the specified cut off time unless requested by the PNC. 1.6. Notices All notices, demands, requests, approvals, reports, instructions, consents or other communications (collectively "notices") that may be required or desired to be given by either party to the other shall be IN WRITING and addressed as follows: Kansas Department of Administration Procurement and Contracts 900 SW Jackson, Suite 451-South Topeka, Kansas 66612-1286 RE: EVT0009895 or to any other persons or addresses as may be designated by notice from one party to the other. 1.7. Cost of Preparing Proposal The cost of developing and submitting the proposal is entirely the responsibility of the bidder. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this RFP. 1.8. Preparation of Proposal Prices are to be entered in spaces provided on the cost proposal form if provided herein. Computations and totals shall be indicated where required. In case of error in computations or totals, the unit price shall govern. The PNC has the right to rely on any prices provided by bidders. The bidder shall be responsible for any mathematical errors. The PNC reserves the right to reject proposals which contain errors. All copies of cost proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID / RFP number and closing date. A proposal shall not be considered for award if the price in the proposal was not arrived at independently and without collusion, consultation, communication or agreement as to any matter related to price with any other bidder, competitor or public officer/employee. Technical proposals shall contain a concise description of bidder's capabilities to satisfy the requirements of this RFP with emphasis on completeness and clarity of content. Repetition of terms and conditions of the RFP without additional clarification shall not be considered responsive. 1.9. Signature of Proposals Each proposal shall give the complete legal name and mailing address of the bidder and be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. If the contract's contact will be a different entity, indicate that individual's contact information for communication purposes. Each proposal shall include the bidder's tax number. 1.10. Acknowledgment of Amendments All bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the Office of Procurement and Contracts in writing. 1.11. Modification of Proposals A bidder may modify a proposal by email at any time prior to the closing date and time for receipt of proposals. 1.12. Withdrawal of Proposals A proposal may be withdrawn on written request from the bidder to the Procurement Officer at the Office of Procurement and Contracts prior to the closing date. 1.6. Notices All notices, demands, requests, approvals, reports, instructions, consents or other communications (collectively "notices") that may be required or desired to be given by either party to the other shall be IN WRITING and addressed as follows: Kansas Department of Administration Procurement and Contracts 900 SW Jackson, Suite 451-South Topeka, Kansas 66612-1286 RE: EVT0009895 or to any other persons or addresses as may be designated by notice from one party to the other. 1.7. Cost of Preparing Proposal The cost of developing and submitting the proposal is entirely the responsibility of the bidder. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this RFP. 1.8. Preparation of Proposal Prices are to be entered in spaces provided on the cost proposal form if provided herein. Computations and totals shall be indicated where required. In case of error in computations or totals, the unit price shall govern. The PNC has the right to rely on any prices provided by bidders. The bidder shall be responsible for any mathematical errors. The PNC reserves the right to reject proposals which contain errors. All copies of cost proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID / RFP number and closing date. A proposal shall not be considered for award if the price in the proposal was not arrived at independently and without collusion, consultation, communication or agreement as to any matter related to price with any other bidder, competitor or public officer/employee. Technical proposals shall contain a concise description of bidder's capabilities to satisfy the requirements of this RFP with emphasis on completeness and clarity of content. Repetition of terms and conditions of the RFP without additional clarification shall not be considered responsive. 1.9. Signature of Proposals Each proposal shall give the complete legal name and mailing address of the bidder and be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. If the contract's contact will be a different entity, indicate that individual's contact information for communication purposes. Each proposal shall include the bidder's tax number. 1.10. Acknowledgment of Amendments All bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the Office of Procurement and Contracts in writing. 1.11. Modification of Proposals A bidder may modify a proposal by email at any time prior to the closing date and time for receipt of proposals. 1.12. Withdrawal of Proposals A proposal may be withdrawn on written request from the bidder to the Procurement Officer at the Office of Procurement and Contracts prior to the closing date.