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Q22000168 Janitorial Service for Records Management Office (RMO)

General Information
Solicitation Number
Q22000168
Status
Awarded
Department
Judiciary
Division
The Judiciary
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
07/28/2021
Offer Due Date & Time
08/12/2021 02:00 PM
Description
The Records Management Office, I.T. & Systems Department, Hawaii State Judiciary, is soliciting quotes for janitorial service for the one (1) year period from August 16, 2021, through August 15, 2022. The contract may be extended for not more than three (3) additional twelve (12) month periods upon mutual agreement at least Thirty (30) days prior to expiration, subject to funding and satisfactory contract performance. Contract terms in the original contract will remain the same for all extended contracts.
Contact Person
Cruz, Tritia L
Email
tritia.l.cruz@courts.hawaii.gov
Phone
808-538-5805
General Comments
Contractor shall provide janitorial service for the Records Management Office of the Hawaii State Judiciary as assigned and supervised by the office supervisors or designees.
1) Janitorial service will be provided by contractor personnel; no sub-contract or outsourcing is allowed.

2) Contractor personnel will provide cleaning service during workdays based on schedules provided by Records Management Office supervisor or designee.

3) All corrective actions need to be taken immediately when there are concerns or issues with the cleaning service and procedures mentioned by Records Management Office supervisor or designee.

4) Contractor must maintain satisfactory performance based on general cleaning procedures and cleaning schedule. If due to unforeseen circumstances that the cleaning schedule cannot be kept, the contractor shall call and inform the Judiciary contact person in advance.

5) Contractor shall provide background checks for staff.

6) Contractor shall maintain liability coverage for the cleaning service.

7) Contractor shall ensure sufficient backup staff in case primary staff is sick or cannot report for duty for another reason.

8) Contractor shall provide 3 customer contacts from the past 2 years for reference.


Contractor shall provide cleaning services based on the Exhibit A – General Requirements and Table A – Cleaning Schedule as attached.
Procurement Officer
Ni Ho
Attachments
Hawaii Judiciary Policy Discrimination Harassment Free Workplace-Hawaii Judiciary Policy Discrimination Harassment Free Workplace Amended 2017.pdf
Judiciary General Conditions-JUD General Conditions.pdf
Table A_Cleaning Schedule-K11208_Table_A_Cleaning_Schedule.pdf
Exhibit A_General Requirements-K11208_Exhibit_A_General_Requirements.pdf


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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Cruz, Tritia L.

Q22000168 Janitorial Service for Records Management Office (RMO)

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Janitorial service for Judiciary Records Management Office
1
YEAR
561720 

Code Table
Commodity Code Description
561720 Janitorial services
General
Quantity
1
Unit of Measure
YEAR
Title
Janitorial service for Judiciary Records Management Office
Description
1 Year weekday cleaning service
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Cruz, Tritia L.

Q22000168 Janitorial Service for Records Management Office (RMO)

Instructions
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai and Hawaii, and 4.1666% for the island of Maui.
  • Instruction to Vendors: Vendors will complete and submit completed vendor offer by August 12, 2021 for janitorial service based on the Exhibit A – General Requirements and Table A – Cleaning Schedule. Incomplete or pricing in different format can disqualify the vendor offer.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to NIC Hawaii, the vendor administering the HIePRO. Payment must be made to NIC Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.