Project Description: Janitorial/custodial service two half days per week for annual period of 7/1/2026 - 6/30/2027: cleaning, disinfecting; vacuuming when needed, sweeping and/or mopping floors; dusting surfaces, cleaning stainless steel surfaces; resupplying paper towels, toilet paper, toilet seat covers, soap in dispensers (janitorial supplies suppled by UH); emptying all trash cans and placing in outside trash bin; Rooms to be serviced: Elevator, A building Admin offices; A building 2nd floor conference room/kitchen floor when needed; Six bathrooms (A and B Bldg); Staff Lounge; Hallways only C Bldg 1st and 2nd floors - See specifications/scope of work for room square footages as only bathrooms need to be cleaned two days per week, mainly to check on paper towels and toilet paper (Schedule work for 2 half days per week for the year during operating hours, 9 AM to no later than 4 PM, preferable days are Tuesdays and Fridays, but Mondays and Thursdays or Fridays okay with preferred hours being 9, 10, or 11 AM to 1, 2, or 3 PM) per attached specifications Custodial/janitorial services for two half days a week at Komohana Research & Extension Center, 875 Komohana Street, Hilo, Hawaii 96720.

Special Instructions
Janitorial/custodial services to be provided to Komohana Research & Extension Center, 875 Komohana Street, Hilo, HI 96720 during operating hours between 8 AM to 4 PM only, 4 hours on each day of two days per week as agreed upon by UH and vendor.

1) Current certificate of insurance (COI) required with requisite amounts of liability coverage per example attached to this request and naming University of Hawaii, Komohana Research & Extension Center, 875 Komohana Street, Hilo, HI 96720 as certificate holder and boxes for additionally insured checked and waiver of subrogation checked for general and auto liability with a statement in description box of “Liability shall be primary and non-contributory. A waiver of subrogation is granted in favor of the University of Hawaii for all policies listed”. (Note, rented premises under general liability is only for those who rent UH facilities) SEE ATTACHED EXAMPLE

2) Sole proprietors using personal vehicles to access campus must provide proof of full coverage insurance for auto liability with proof of payment to expiration date. Sole proprietors do not need Workers Compensation coverage if they have no employees and must state so in attachment to quote or email to Debi Lowe, djbrockm@hawaii.edu

3) Hawaii Tax Compliance certificate required. Ensure you are compliant at https://vendors.ehawaii.gov/hce

4) UH’s Office of Risk Management (ORM) third party insurance agreement is required to be filled out, signed, and returned, or a statement of refusal to sign the ORM third party insurance agreement must be submitted with the quote. SEE ATTACHED ORM insurance agreement which can be submitted with quote or emailed to Debi Lowe, djbrockm@hawaii.edu

5) Vendor must provide a statement of acceptance of the University of Hawaii’s Terms and Conditions, attached

6) Vendors who have not conducted business with UH since 7/1/2012 must submit a new 2024 W-9 form with this quote

7) Contact Debi Lowe (djbrockm@hawaii.edu) at 808-990-5887 for site review or if any questions regarding the scope of work

8) Komohana Research & Extension Center will supply all janitorial supplies (toilet paper, paper towels, seat covers, soap for dispensers, brooms, trash can liners, vacuum cleaner, stainless steel cleaner, toilet bowel cleaner, generic pinesol disinfectant, bleach disinfectant, dry and wet mop heads)

9) Vendor must state acceptance of University of Hawaii’s terms and conditions

10) An acceptable quotation must conform to this Request for Quotation in all material respects. Any of the following may be grounds for disqualification:
(a) Take exception to any of the specifications, terms and conditions in the RFQ
(b) Place conditions on the furnishing of solicited good and/or services
(c) Inclusion of a quotation or order form containing additional specifications, terms or conditions
(d) If any negotiating is requested in regard to this RFQ, not responding within five (5) business days at any point during the negotiation process (before issuance of a purchase order)
(e) Failure to follow directions and instructions in the RFQ
8) The vendor who is awarded the RFQ must submit all requested documentation, including the signed and dated award within five (7) business days of the award notification