DAS SPECIALIZED UNDERFLOOR CLEANING SERVICES
| Location: | Ohio |
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| Posted: | Jan 5, 2026 |
| Due: | Jan 28, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000034339 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000034339 |
| Solicitation Name: | DAS SPECIALIZED UNDERFLOOR CLEANING SERVICES |
| Original Begin Date: | 1/5/2026 9:47:50 AM |
| Begin Date: | 1/5/2026 9:47:50 AM |
| End Date: | 1/28/2026 1:00:00 PM |
| Inquiry End Date: | 1/21/2026 8:00:00 AM |
| Commodity: | Cleaning and janitorial services |
| MBE Set Aside: | MBE Set Aside |
| Agency: | DAS-Administrative Services |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000034339
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Solicitation Name
DAS SPECIALIZED UNDERFLOOR CLEANING SERVICES
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RFx Type
Invitation To Bid (ITB)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
1/5/2026 9:47:50 AM (ET)
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Amendment?
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End Date
1/28/2026 1:00:00 PM (ET)
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Inquiry End Date
1/21/2026 8:00:00 AM
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Summary
MANDATORY SITE VISIT
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Predecessor Contract
OT903421 - SPECIALIZED UNDERFLOOR CLEANING SERVICES AT STATE OF OHIO COMPUTER CENTER (SOCC) Amendment #2
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Process
OhioBuys TRAINNG MATERIALS
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Training
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To participate or submit an inquiry for this RFx, you need to be registered in the OhioBuys Supplier Portal. Suppliers are not required at this time to be registered in OAKS. If you have a need to seek technical support, clearly specify you need access to an active Ohio Buys solicitation.
Technical Support 1-877-644-6771
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Ship To
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1 Record(s)
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0 Record(s)
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Solicitation Documents
3 Record(s)
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Attachment Preview
STATE OF OHIO
DEPARTMENT OF ADMINISTRATIVE SERVICES
GENERAL SERVICES DIVISION
OFFICE OF PROCUREMENT SERVICES
4200 SURFACE ROAD, COLUMBUS, OH 43228-1395
MANDATORY USE CONTRACT FOR: DAS-SPECIALIZED UNDERFLOOR CLEANING SERVICES
CONTRACT No.: ITB034127
CONTRACT ID: CTR034127
EFFECTIVE DATES: 04/01/26 TO 03/31/29
SUPPLIER: UNKNOWN
The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.
SRC0000034339. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have
been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the
items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and
Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any
attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.
This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the
expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and
Conditions.
CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the
discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement
between the Contractor and the Contracting Agency for any number of times and for any period of time. The
cumulative time of all mutual renewals may not exceed 24-months unless the Contracting Agency determines that
additional renewal is necessary.
This Requirements Contract is available to Department of Administrative Services, as applicable.
Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as
determined by the agency. The State makes no representation or guarantees that agencies will purchase the
volume of supplies and/or services as advertised in the Invitation to Bid.
This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the
following address:
https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage
Signed: _____________________________________________________________________
Kathleen C. Madden, Director
Date
Page 1 of 9
1. SCOPE AND CLASSIFICATION
1.1. The State of Ohio's Department of Administrative Services, the Agency, requires a qualified and
experienced contractor to provide specialized data center cleaning services at the State of Ohio
Computer Center (SOCC). The scope of work includes cleaning sub-floor and raised floor areas, ceiling
tiles, and the tops of hardware racks. All services must be scheduled in advance at the Agency’s
convenience and performed without causing any downtime to the facility's utility systems.
1.2. The floor area is approximately 113,000 square-feet , which includes 750 square-feet on the first floor,
70,000 square-feet on the second floor, 34,000 square-feet on the third floor, and 8,050 square-feet on
the fourth floor. The raised floor sits 24-inches above the sealed concrete sub-floor, constituting a cold
air supply plenum. The column spacing is on 40-feet by 40-feet centerlines, constituting one 1,600
square-feet “Bay.” The center of each bay has one floor drain at the center of the concrete sub-floor. The
raised floor comprises two-feet by two-feet cementitious tiles in a bolted stringer system with pedestals
at each tile corner. The air distribution system uses 20-ton down-flow Computer Room Air Conditioning
(CRAC) units. The Exhibit-2 Floor Plan shows the area of High-Pressure Laminate (HPL) tiles and the
general location of facility-related equipment such as CRAC and Power Distribution Units (PDU).
1.3. Building Air Handlers: Two units introduce outside make-up air and, in winter months, steam humidity
into the computer room area. Both units have a capacity of 9,000 CFM with 6,000 CFM return air and
3,000 OA make-up and use one-inch roll-off 10-percent filter media over two-inch MERV 8 pre-filters with
12-inch MERV 14 final filters.
1.4. CRAC Units: Multiple 20-ton down-flow units operate within the raised floor area and duct from the
above-ceiling plenum space, discharging below the raised floor. Each unit uses two-inch MERV 8 pre-
filters and four-inch MERV 8 final filters.
1.5. The area beneath the raised floor contains condenser water piping ranging in size from six-inch to 14-
inch, one-inch domestic cold-water piping, electrical conduits, seal-tight flexible PDU cables, cable trays,
voice and data cables, and smoke detection. There is no fire suppression in the plenum space.
1.6. GENERAL REQUIREMENTS
1.6.1.
The Agency reserves the right to add, delete, or modify any cleaning expectations and
frequencies set forth herein as determined appropriate by the SOCC Maintenance Director or
designee in response to the programmatic, facilitative, and operational needs of the facility. The
Agency and the Contractor must agree to any changes before implementation.
1.6.2. The Agency will provide a closet, if needed, to store a limited amount of cleaning supplies and
equipment. This closet is approximately 12-feet wide by six-feet deep and may be locked. No
office space will be provided for the Contractor.
1.6.3. Cleaning
1.6.3.1. The first cleaning must be scheduled and completed within 45-days after issuing a
Purchase Order.
1.6.3.2.
Vacuum cleaning machines must be equipped with HEPA (High Efficiency Particulate
Air 99.97-percent of particles 0.3 micrometers or greater) or better. Filters must be
replaced regularly.
1.6.3.3. The Contractor must report any evidence of decreased air quality, moisture, oil, or
oily substance in or around the work area.
1.6.3.4. No mop buckets will be permitted in the raised floor areas.
Page 2 of 9
1.6.3.5. The Agency will identify electrical receptacles for the contractor’s cleaning equipment
at the beginning of the project.
1.6.3.6.
Sub-floor cleaning: 113,000 square-feet , once per year. The underfloor areas must
be vacuumed to remove dust, debris, metal shavings, zinc whiskers, and
contaminants. If zinc whiskers are found, the Agency must be notified to inspect
before removal. No more than 10 tiles may be removed at one time in a given area,
and the area must be cordoned off for safety purposes. However, all panels must be
removed to clean all floor stringers, pedestals, and tile edges. While cleaning, wipe
down reasonably accessible sub-floor surfaces without disturbing data cables to
remove fine particles not removed during vacuuming. The Contractor must inspect
signs of moisture, oil, or oily substances around CRAC units and notify the Agency if
evidence exists.
1.6.3.7.
Raised Floor HPL Tile Cleaning: Approximately 113,000 square-feet of HPL
tiles require cleaning. The room(s) have 10-foot ceilings. The contractor must
scrub and rejuvenate the top of the raised floor tiles with anti-static and non-toxic, low
VOC cleaning agents to remove dirt, scuffs, and marks. The floor must then be damp
mopped to remove residual cleaning agents and buffed to restore the original finish
as much as reasonably possible. The contractor must conduct one heavy cleaning
monthly, for a minimum of 12 times per year, and one light cleaning using a low-lint
damp mop weekly, for a minimum of four times per month.
1.6.3.8.
Clean Above Ceiling Tiles: Clean a minimum of 20,000 square-feet to a maximum of
113,000 square-feet on the top side of the two-feet by four-feet acoustic ceiling tiles
at one time by vacuuming. One to two tiles may be removed in any one area at a
time. Light fixtures, sprinkler heads, smoke detectors, horn/strobe devices, and
speakers must not be removed. This service will be performed only if requested by
the Agency and for the areas specified in the request.
1.6.3.9.
Top of Rack Vacuuming: vacuuming the tops of all Information Technology (IT)
hardware spread over 113,000 square-feet, encompassing approximately 600 pieces
of equipment. This service will be performed only if requested by the Agency.
1.6.3.10.
14,000 square-feet fourth Floor Raised Floor HPL Tile Cleaning: Approximately
14,000 square-feet of HPL tiles on the fourth floor require cleaning. Requirements of
section, 1.6.3.6, apply to this service. This service will be performed only if requested
by the Agency.
1.7. CONTRACTOR’S RESPONSIBILITIES
1.7.1.
The Contractor must attend a kick-off meeting before the first day of service at a date and time
to be determined. The kick-off meeting will review the Agency’s detailed expectations of the
Contractor. The Contractor may also need to attend subsequent meetings, at the Agency's
request, to discuss operational changes and Contractor performance. Meeting between the
Contractor and the Agency will be scheduled at the Agency’ convenience.
1.7.2. The Contractor must furnish professional services performed according to the standards
necessary for the satisfactory performance of the work.
1.7.3. The Contractor must provide all required personal protective equipment and training, including
Material Safety Data Sheets materials related to cleaning elements or any other compounds
used for executing the services outlined in Specifications and Requirements.
Page 3 of 9
1.7.4. The Contractor must notify the Agency’s Facility Manager of any conditions that will cause a
delay in the completion of the work within 24-hours of discovery. The Contractor must also
submit a proposed solution to the problem as soon as possible.
1.7.5. The Contractor and its staff must follow all applicable SOCC rules and regulations while on
SOCC grounds. Some of which are included in Exhibit-3.
1.7.6.
The Contractor is responsible for equipment (including tile pullers), qualified labor, logistics, and
transportation necessary for the successful completion of all required products and services
listed herein. The Contractor must bear all office and business expenses incurred due to the
performance of this contract unless stated otherwise. The Contractor is also responsible for any
travel-related expenses incurred during the execution of the listed services and requirements.
1.7.7. The Contractor must take care not to damage any IT hardware or building infrastructure
equipment in or adjacent to the project area. The Contractor must bear any expenses to rectify
damage to these items.
1.7.8.
The Contractor must maintain their equipment and staging/storage area in a clean, safe manner
at the end of each workday. The Contractor must keep the premises free of accumulated rubbish
or debris throughout the work. The Agency reserves the right to have excess rubbish removed
at the Contractor's expense if the Contractor is deemed negligent or unresponsive.
1.7.9.
The Contractor’s personnel must comply with and successfully pass the background check
requirements determined by the Agency to gain access to the SOCC. Access may be revoked at
any time during work. The Agency Security staff will conduct background checks for those people
specifically performing the work and needing to be physically on SOCC premises.
1.7.10. Access to the second floor requires BCI – Fingerprints submitted by the Agency Security staff to
Ohio BCI for a criminal background check. Costs will be paid by the State of Ohio.
1.7.11. To work in the SOCC, The Contractor’s staff must successfully pass a State and Federal criminal
background check performed by the Agency Security staff and The Ohio Department of Public
Safety. Failure of either background check immediately eliminates the resource from working at
the SOCC. Note: Federal background checks may take thirty days or longer to complete.
1.7.12. The Contractor must immediately inform SOCC of any resignation or termination of an employee
assigned to the SOCC.
1.8. INVOICING
1.8.1.
The Agency will be invoiced monthly unless mutually agreed otherwise. The Contractor
must submit invoices to the Agency no later than 30-days after the last day of the month in
which services were provided.
1.8.2. The State will not be responsible for any costs not included in the contracted rates.
1.8.3. There will be no additional reimbursement for travel or other related expenses.
Page 4 of 9
2 - STANDARD TERMS AND CONDITIONS
The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated
as if fully rewritten herein.
3 - CONTRACT SPECIFIC TERMS AND CONDITIONS
3.1 - ORDER OF PRIORITY
The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract
Specific Terms and Conditions; 3) Standard Terms and Conditions.
3.2 - INSURANCE REQUIREMENTS: In addition to the insurance requirements specified in the State of Ohio
Standard Terms and Conditions, section V.C, “Insurance,” the following Electronic Data Liability Insurance
Endorsement is required:
3.3 - ELECTRONIC DATA LIABILITY INSURANCE ENDORSEMENT: As part of Commercial General Liability,
Loss of Electronic Data Liability Endorsement (ISO CG 04 37 or comparable), with a limit of $5,000,000 per claim
or occurrence.
3.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT
The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the
Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance
by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor
from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been
filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will
apply to all deliveries made after the effective date of the price increase.
The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw
materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation,
to include a comparison list of the contract items and proposed price increases, must be submitted to support the
requested increase. Supportive documentation must include, but is not limited to: copies of the old and the current
price lists or similar documents which indicate the original base cost of the product to the Contractor and the
corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's
letterhead, which contain the above price information and explains the source of the increase in such areas as raw
materials, freight, fuel or labor, etc.
Should there be a decrease in the cost of the finished product due to a general decline in the market or some other
factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated
into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the
price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary
decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For
quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure
to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination”
and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.
3.5 - LIQUIDATED DAMAGES
In addition to the Contract Remedies specified in the Standard Contract Terms and Conditions, the
following applies: If the contractor's fault or negligence causes an interruption of service (outage) experienced by
any computer or telecommunications system located at SOCC, the contractor must pay the Agency $10,000 for
the first occurrence as damages. The Contractor must pay the Agency $20,000 for each subsequent occurrence.
4 - INVITATION TO BID INSTRUCTIONS
Instructions, Terms and Conditions for Bidding that apply to the solicitation.
Page 5 of 9
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