158600SpecificationsTermsConditions_Add1.pdf

Administrative Services/Procurement Salem District/Bedford Residency Janitorial Service – Rocky Mount Office Small Business Set-Aside Award Priority

IFB# 158600

Addendum 1 – Changes reflected in red Issue Date: 12/21/2023 INVITATION FOR BIDS IFB# 158600

Title: Janitorial Services – Rocky Mount Office Commodity Code(s): 91039 Location Where Work Will Be Performed: Rocky Mount VA

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Shonda Fowler Email: shonda.fowler@vdot.virginia.gov Phone: (540) 378-5089

NOTE TO BIDDERS

Prebid Conference: A Mandatory in person Prebid Conference will be held at 10:00 AM Eastern Daylight Time (EST) on January 3, 2024, at the Rocky Mount Area Office, 239 State Street, Rocky Mt. VA 24151. Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 1:00 PM EST on January 16, 2024. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 1:30 PM EST on January 16, 2024. Refer to Solicitation Section VIII.2 for instructions on how to participate.

REMINDERS

1. Be sure to read and follow all instructions in the solicitation. Make certain bid pricing is not unbalanced.

2. Ensure all bid documents are completed and fillable attachments are uploaded with the bid submission. Bid documents and fillable attachments include, but may not be limited to:

A. VENDOR QUALIFICATION / REFERENCE FORM

B. VA STATE CORPORATION COMMISSION FORM

C. NORMAL AND EMERGENCY CONTACTS

D. SUBCONTRACTOR APPROVAL REQUEST FORM

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid.

Janitorial Service – Rocky Mount Office Small Business Set-Aside Award Priority

IFB# 158600

Addendum 1 – Changes reflected in red

Administrative Services Division Salem District

Invitation for Bids IFB # 158600 Janitorial Services – Rocky Mount Area Headquarters

TABLE OF CONTENTS

PAGE #

I. Purpose 1

II. Questions Regarding This Invitation For Bid 1

III. General Definitions 1

IV. Specifications/Contract Requirements 1

V. Pre-Bid Conference 12

VI. Method for Payment 12

VII. Invoicing 13

VIII. Bidders Instructions and Public Bid Opening 13

IX. General Terms and Conditions 14

X. Special Terms and Conditions 19

ATTACHMENTS

A. Vendor Qualification / Reference Form – Fillable Form

B. VA State Corporation Commission – Fillable Form

C. Normal and Emergency Contacts – Fillable Form

D. Subcontractor Approval Request (if applicable) – Fillable Form

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.virginiadot.org/business/virtualcampus.asp

Janitorial Service – Rocky Mount Office Small Business Set-Aside Award Priority

IFB# 158600

SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide janitorial services at the Rocky Mt. Office Building Lot located at 239 State Street, Rocky Mt., VA 24151 in Franklin County during the contract period in accordance with the specifications contained herein.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be addressed to Shonda Fowler at shonda.fowler@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions by 5:00pm on January 10, 2024.

III. GENERAL:

For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded the contract to supply the services is referred to as a “Contractor”. Virginia Department of Transportation is referred to as “Department” or as “VDOT”, and “Representative” refers to the VDOT Contract Administrator who will be administering the contract. This Invitation for Bids states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between VDOT and the Contractor.

IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The contractor shall furnish all labor, supervision, equipment, transportation, tools, materials and supplies as necessary, to satisfactorily perform the custodial services as specified in the detailed parameters set forth in this solicitation. All work performed under this contract shall be under the direction of the VDOT Contract Administrator or designee. Services are for the Rocky Mount Office consisting of two floors with a total area of 3,000 square feet and the Shop office space with a total area of 608 square feet.

1. The Contractor shall have a minimum of three (3) years of experience performing similar services at a location with approximately 3,500 square feet.

2. CARPET CLEANING and Tile/VCT Floor strip wax and buff shall be included as a separate line item and be performed as requested. When a request is made, normally on an annual basis, Contractor shall perform the cleaning within ten (10) calendar days, unless otherwise agreed upon by the Contract Administrator. Contractor shall notify the Contract Administrator of the schedule for the carpet cleaning so that areas can be prepared for the cleaning. When floor cleaning is requested, Contractor shall schedule during non-business hours, with the Contract Administrator’s written approval.

3. MATERIALS: Bid price shall include all cleaning supplies, materials and incidentals including restroom air freshener batteries and recharged air freshener canisters, necessary for the janitorial maintenance of the Rocky Mount location per the terms of this solicitation. VDOT will supply all toilet tissue and all other paper products necessary for this contract along with hand soap and trash bags.

4. HOURS OF WORK and FREQUENCY: The janitorial services shall be performed 5 days per week, Monday through Friday, excluding weekends and holidays, between the hours of 5:00PM and 8:00PM, in the Rocky Mount Office Building. Services shall be performed twice a week in the shop office, on Tuesday and Thursday, between the hours of 5:00PM and 8:00PM. Contractor shall set the schedule for the Shop Building with the mailto:shonda.fowler@vdot.virginia.gov

Janitorial Service – Rocky Mount Office

Contract Administrator within two (2) days after the award. No work shall be performed on Saturday or Sunday unless specifically approved in writing by the Contract Administrator or designee. The Contract Administrator, or designee may determine the need of different hours for operational purposes. When a change is needed, VDOT will give the Contract at least a 24-hour notice.

a) The Contractor shall notify the Contract Administrator anytime that regularly scheduled services cannot be performed so that the Contractor and Contract Administrator can agree upon a change in the schedule. It is the Contractor’s responsibility to make sure services are performed in a timely manner.

b) STATE HOLIDAYS: The Contractor will not be permitted to work weekend or holidays unless prior written approval is received from the VDOT Contract Administrator. State holidays include, but are not limited to:

New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus/Yorktown Victory Day, Election Day, Veterans' Day, Thanksgiving, the day after Thanksgiving, and Christmas Day. If any of these holidays occur on Sunday, the Monday following shall be considered the holiday.

c) INCLEMENT WEATHER: The Contractor shall make every reasonable effort to provide janitorial services when snow or other hazardous driving conditions exist. If driving conditions do not permit employees to report to work, the services may be provided on the next day. However, in the event janitorial services cannot be provided at all during the week, VDOT shall not be billed for that week. If janitorial services cannot be provided as required per the contract, the monthly contract price will be prorated for the day(s) that service is not provided. The Contractor shall notify the Contract Administrator/ Monitor when services cannot be provided due to inclement weather.

B. CLEANING REQUIREMENTS:

1. ROCKY MOUNT OFFICE BUILDING – DAILY SERVICES

a) RESTROOMS:

• All Floors swept and mopped/scrubbed

• All Faucets, sinks and urinals cleaned and sanitized

• All Paper Towel Holders cleaned and sanitized

• All Sanitary Napkin receptacles emptied/cleaned and sanitized

• All Mirror shelves, dispenser, fixtures wiped clean

• All stall partitions wiped clean

• All window frames/sills wiped clean

• All radiator/grill/vents wiped clean

• All trash receptacles emptied, wiped clean and liner replaced

• All stall partitions wiped clean

• All Paper towel, hand soap and toilet paper dispensers shall be restocked. VDOT will provide the paper products.

b) ROOMS—to include Offices, Hallways and Stairwells:

• Carpeted surfaces, high traffic areas, shall be vacuumed and spot cleaned. Also included shall be any areas specifically pointed out by the Contract Administrator or designee.

• All Hard Floors shall be wet mopped or scrubbed

• All Drinking Fountains wiped cleaned and sanitized

• All horizontal surfaces in Break Room Area and Kitchenette cleaned

• All horizontal surfaces in offices cleaned (desk/file/tabletops, chair seats, costumers, racks, windowsills, etc.)

• All sinks wiped clean

• All trash receptacles emptied, wiped clean and liner replaced

Janitorial Service – Rocky Mount Office

• All light fixtures, baseboards, ceilings, walls shall be dusted and cobweb free

• All external and internal walkways free of trash or debris

• All glass (to include) front entrance shall be cleaned and smudge free

• All conference room tables shall be dusted

• Contractor shall close windows; turn off lights and/or fans when finished for the night and lock door.

2. ROCKY MOUNT OFFICE BUILDING - MONTHLY SERVICES:

• All trash receptacles damp-wiped clean inside and out

• All wall and restroom stall partitions washed; sanitized and wiped dry

b) ROOMS – to include Offices, Hallways and Stairwells:

• All carpeted floors vacuumed – wall to wall

• All walls, baseboards, doors, windows and mirrors, and glass cleaned including transoms

• All Hard Floors damp mopped and buffed

• All entrance glass (both inside and outside) shall be cleaned

• All Door Kick plates, push plates and push bars shall be cleaned/polished

• All external Sidewalks adjacent to entrance shall be swept monthly

c) DEAD STORGE AREAS:

• Dead Storage areas within the building (no personnel assigned) shall be cleaned MONTHLY

• Monthly cleaning shall consist of sweeping and dusting of surfaces

• Damp mopping may be required if sweeping does not remove the dust

3. ROCKY MOUNT OFFICE BUILDING - QUARTERLY SERVICES:

ALL ROOMS AND RESTROOMS:

• All trash receptacles shall be washed inside and out with sanitizer

• All window frames and all glass shall be washed

• Any windows or surfaces over 70” or more shall be washed cleaned. This includes but is not limited to such things as venetian blinds, door checks, transoms, clocks, exposed pipes, ductwork, high files, ledges, molding, tops of partitions, ventilating, and air conditioning outlets, return air grills and the wall or ceiling areas adjacent to these fixtures.

• Any wood paneling of walls or handrails shall be wiped down and dusted

• All light fixtures shall be cleaned

4. ROCKY MOUNT SHOP BUILDING – WEEKLY SERVICES:

• All Hard Floors shall be swept and mopped

• All Faucets, sinks, urinals and commodes shall be cleaned and sanitized

• All Paper Towel holders wiped clean

• All Paper towel, hand soap and toilet paper dispensers shall be restocked. VDOT will provide the paper products.

• All Sanitary Napkin receptacles shall be emptied and cleaned

• All Mirror shelves, Mirrors and soap dispensers wiped clean

• All Stall partitions and Walls wiped clean

• All Window frames and sills wiped clean

Janitorial Service – Rocky Mount Office

5. ROCKY MOUNT SHOP BUILDING - MONTHLY SERVICES:

• All trash receptacles damp-wiped clean inside and out

• All wall and restroom stall partitions washed; sanitized and wiped dry

b) ROOMS – to include Offices, Hallways and Stairwells:

• All carpeted floors vacuumed – wall to wall

• All walls, baseboards, doors, windows and mirrors, and glass cleaned including transoms

• All Hard Floors damp mopped and buffed

• All entrance glass (both inside and outside) shall be cleaned

• All Door Kick plates, push plates and push bars shall be cleaned/polished

• All external Sidewalks adjacent to entrance shall be swept monthly

c) DEAD STORGE AREAS:

• Dead Storage areas within the building (no personnel assigned) shall be cleaned MONTHLY

• Monthly cleaning shall consist of sweeping and dusting of surfaces

• Damp mopping may be required if sweeping does not remove the dust

6. QUARTERLY SERVICES:

ALL ROOMS AND RESTROOMS:

• All trash receptacles shall be washed inside and out with sanitizer

• All window frames and all glass shall be washed

• Any windows or surfaces over 70” or more shall be washed cleaned. This includes but is not limited to such things as venetian blinds, door checks, transoms, clocks, exposed pipes, ductwork, high files, ledges, molding, tops of partitions, ventilating, and air conditioning outlets, return air grills and the wall or ceiling areas adjacent to these fixtures.

• Any wood paneling of walls or handrails shall be wiped down and dusted

• All light fixtures shall be cleaned

7. DURING EACH CLEANING:

Contractor’s onsite staff shall be responsible for reporting fires to the Rocky Mount Fire Department and the VDOT Contract Administrator. Any other hazardous conditions, electrical, plumbing, water, sewage, and construction failure immediately to the VDOT Contract Administrator, or designee. Items in need of repair/replacement, including burned out lights, leaky faucets, clogged toilets, etc., shall be reported right away and shall be listed on the Daily Inspection Report.

In any area where janitorial services are being performed, proper signage (wet floors, closed for cleaning, etc.)

shall be used.

8. ROCKY MOUNT OFFICE BUIDING AND SHOP FLOORS – ANNUAL SERVICES

• All VCT Tile floors shall be stripped, waxed, and buffed--Floor Maintenance: Resilient flooring in all office space, file rooms, and normal traffic areas in public space shall be thoroughly scrubbed or stripped to remove all dead wax, soil and gum. An approved type of wax for the particular flooring shall be applied and buffed to a satisfactory finish. Tile floor areas are approximately 425 square feet.

Janitorial Service – Rocky Mount Office

• All carpet shall be shampooed/cleaned once a year in November, unless otherwise approved in writing by the Contract Administrator. Carpet cleaning shall be scheduled with the Contract Administrator at least 1 week prior to performance, so that areas can be prepared for cleaning. Carpeted areas are approximately 2,575 square feet.

C. SAFETY REQUIREMENTS

1. SAFETY PROGRAM: The Contractor shall maintain an adequate safety program to ensure the safety of the

Contractors and Subcontractor’s employees. The Contractor is required to comply with the OSHA and VOSH Standards.

2. FIRES and HAZARDOUS CONDITION: Employees of the Contractor shall be responsible for reporting fires, hazardous conditions, flooding, electrical, plumbing, water, sewage, and construction failure immediately to the VDOT Contract Administrator, or designee, and the City of Salem Police/Fire Departments as the situation warrants or as directed by the VDOT Contract Administrator.

3. SIGNS: In any area where janitorial services are being performed, proper signage (wet floors, closed for cleaning, etc.) shall be used and removed once cleaning is completed or floors have dried. Staff should perform a final building walkthrough once all cleaning is completed to ensure all cleaning materials and signage have been returned to the designated storage location.

4. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons who may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring the work area is clean and free from safety hazards.

D. EQUIPMENT:

1. CONTRACTOR FURNISHED EQUIPMENT: The Contractor shall furnish all janitorial equipment required to perform under this Contract. The equipment shall include, but is not limited to, mops, brooms, wash buckets with wringers, floor strippers, waxers, signs, and buffer, extracting equipment for carpet cleaning, etc. For high cleaning, a ladder will also be required. All equipment shall be labeled with the contractor’s company name.

Storage of these items are allowed in the designated areas that are determined by VDOT at the time of award if space permits.

2. MAINTAINING EQUIPMENT: All equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services and be available to the Contractor’s employees at all times. All equipment shall meet OSHA and VOSH Standards.

3. The Contractor shall ensure that equipment is cleaned prior to returning to storage to avoid unpleasant odors such as “soured” mops.

E. REQUIRMENTS WHICH THE CONTRACTOR SHALL COMPLY:

1. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure his capacity to perform work under this contract, regardless of other contractual responsibilities to VDOT or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein. See Attachment A – Vendor Qualification Form

2. INSPECTIONS: The local office project manager shall perform complete on-site inspections of all buildings with the VDOT Representative to address performance concerns

3. CLEANING STANDARDS: The Contractor shall provide a level of cleaning that is at least equal to standards defined by the Building Service Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism.

Janitorial Service – Rocky Mount Office

4. BUILDING SECURITY: Contractor shall be responsible for all keys issued to them. The Contractor shall sign for and will return same to VDOT upon request. The Contractor shall be responsible for replacing lost keys and/ or rekeying locks, if necessary, at no additional expense to the VDOT.

Contractor's personnel shall not admit anyone into areas controlled by a key or badge in their possession.

Such admission requests will be referred to the Contract Administrator or designee.

F. PERSONNEL:

1. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall have prior experience in janitorial services and shall only use competent, experienced, qualified, and properly trained personnel to perform the work in accordance with this contract. NOTE: A fingerprint/background check is required on all employees;

supervisors and owner of the Company. See Special Terms and Conditions: Security Requirements.

2. VDOT facilities or equipment shall not be used by the Contractor to recruit or hire employees. NO advertisement for employment shall identify VDOT or give the address of the facility or the place of employment.

3. CONTACT PERSON: The Contractor shall assign a person as the Supervisory Representative who will have the authority to execute this contracted work. The Contractor shall provide their name as well as additional personnel names and phone numbers who can be contacted 24 hours a day, seven days a week. The name and cellular phone number shall be required prior to commencement of work activities. See Attachment C – Normal and Emergency Telephone Numbers

4. SUPERVISION: It shall be the Contractor’s responsibility to completely supervise and direct the work of his employees, as well as all subcontractors, that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the General Contractor. See Attachment D – Subcontractor Approval Request

5. ON-SITE SUPERVISOR: An on-site supervisor (may be a working supervisor) will be assigned to this Contract and will be responsible for the nightly supervision of all contractor’s personnel and ensure that all cleaning operations are carried out per this contract. Supervisor name and contact number must be provided at time of award.

6. VDOT EQUIPMENT USE: Contractor personnel shall not use any telephone, two-way radio, or any other VDOT equipment unless so specified by VDOT.

7. Contractor’s employees shall not use or tamper with office machines, equipment, and VDOT employee’s personal property at any time. The Contractor’s employees are not permitted to use VDOT vehicles or radios at any time.

Telephone service will be permitted only for local calls pertaining to the performance of this Contract. The Contractor shall reverse charges on all long-distance telephone calls.

8. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted in the building. Contractor’s employees shall not open desk drawers or cabinets at any time.

9. VDOT reserves the right to request the removal of any of the Contractor’s employees from the building at any time for reasonable cause. The Contractor or the Contractor’s Representative shall have such employees leave the premises upon request

10. CREW LANGUAGE & DRESS REQUIREMENTS: Contractor shall have a supervisor capable of communicating (both verbally and in writing) and comprehending the English language. The supervisor shall be capable of communicating instructions to members of the Contractor’s employees. VDOT shall be able to contact the supervisor within 30 minutes.

Janitorial Service – Rocky Mount Office

Contractor Employees will also be required to wear long pants and shirts with short sleeves as a minimum.

Examples of clothing not considered appropriate include tank tops, shirts with no sleeves, shirts with cut out sleeves, shirts with sleeves rolled up to the shoulder, or shorts.

11. PERSONAL VISITS – No family member or friend of the contractor employees are to be allowed inside the fenced-in area or in any VDOT buildings at any time. Only contractors authorized personnel assigned to this contract shall be allowed inside the fenced in area or in any VDOT buildings. The contractors authorized personnel shall only be allowed in the fenced in area or VDOT buildings during the performance of the work contained in this contract.

G. GENERAL MATERIALS AND SUPPLIES:

CONTRACTOR FURNISHED SUPPLIES: The Contractor shall provide all janitorial supplies unless provided by VDOT. All cleaning materials shall be a product specifically manufactured for the surface to be cleaned and approved by the Underwriter’s Laboratories, Inc. All cleaning material shall be used according to the manufacturer’s specifications. No steel wool, sandpaper, or other highly abrasive material shall be used in cleaning the floor, walls, toilet partitions, doors, toilets, washbasins, or soap dispensers. No flammable liquids shall be stored in VDOT buildings. All supplies furnished by the Contractor shall be available for inspection and approval for use by the Contract Administrator/ Monitor. Safety Data Sheets (SDS) are required for all cleaning supplies and shall be posted with the cleaning supplies. Sufficient supplies to prevent out-of-stock situations shall be made available for use in performance of all required services.

H. REQUIREMENTS WHICH VDOT WILL COMPY WITH:

1. ACCESS TO FACILITIES: VDOT will provide access to the buildings that are to be cleaned. The Contractor will be given the necessary keys for the duration of this Contract. The Contractor shall return the keys when the Contract is terminated, as well as for the safekeeping of the keys during the Contract period. The Contractor shall not loan or duplicate the keys. In the event the Contractor loses the keys, he will be charged for the replacement of the keys and all locks to the facility.

2. QUALITY OF PERFORMANCE: The VDOT Contract Administrator will meet periodically with the Contractor’s

Representative to discuss the quality of performance. The frequency of these scheduled meetings shall be mutually agreed upon. The schedule shall be established within three (3) days after award of contract. This schedule may be modified as deemed necessary by the VDOT Contract Administrator based upon the performance of the Contractor, but not less than quarterly.

3. PERIODIC INSPECTIONS: The VDOT Contract Administrator/Monitor will make periodic inspections, not less than once a week, of the facilities after the scheduled janitorial service has been performed. Any discrepancies noted will be recorded in writing along with the date and time of the inspection. If there were any deficiencies noted, the VDOT Contract Administrator /Monitor will provide a copy of the report to the Contractor. Minor deficiencies shall be corrected during the next normal cleaning period. The VDOT Contract Administrator will contact the Contractor within eight (8) hours of discovery of any major deficiencies, which shall be corrected on the Contractor’s next work service day.

4. MINOR OR MAJOR DISCREPANCY: The VDOT Contract Administrator will use reasonable and prudent judgment in determining what a minor or major discrepancy is. Oversights in cleaning which do not significantly affect the sanitation, safety, or security of the facilities will be considered as a minor discrepancy. Re-occurring minor discrepancies and a discrepancy that significantly affects the appearance of the facility will be considered a major discrepancy.

5. SPECIAL OR EMERGENCY CLEANING: VDOT will provide at least twenty-four (24) hours’ notice to the

Contractor for Special Cleaning and at least four (4) hours for Emergency Cleaning. Notice will either be written or given verbally in person or over the phone.

Janitorial Service – Rocky Mount Office

6. REMOVAL/REPLACEMENT: The designated VDOT representative reserves the right to have the janitorial service change or remove cleaning products, equipment or personnel at VDOT’s sole discretion and to be replaced at no extra cost. The VDOT Contract Administrator must approve replacements.

I. METHOD OF ORDERING WORK:

1. WORK NOTIFICATION PROCEDURE: The Contractor’s official notification will be the issuance of a purchase order which will have outlined in the comment section the frequency and buildings that shall be cleaned along with beginning dates and the ending dates of the contract period. The Contractor service shall begin within ten (10) calendar days after the Notice of Award is posted or as directed by the VDOT Contract Officer, whichever is later.

See INVOICING for additional information.

2. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint form may be issued against the Contractor. It shall address the deficiency and corrective action needed. If corrective actions are not completed by the deadline stated in the PCF, VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Terms and Conditions No. P.

3. INCLEMENT WEATHER: The Contractor shall make every reasonable effort to provide janitorial services when snow or other hazardous driving conditions exist. If driving conditions do not permit employees to report to work, the services may be provided on the next day. However, in the event janitorial services cannot be provided at all during the week, VDOT shall not be billed for that week. If janitorial services cannot be provided as required per the contract, the monthly contract price will be prorated for the day(s) that service is not provided. The Contractor shall notify the Contract Administrator when services cannot be provided due to inclement weather.

V. MANDATORY PREBID CONFERENCE:

A mandatory, in person, prebid conference will be hosted by the Contract Officer at 10:00 AM EST on January 3, 2024. at 239 State Street, Rocky Mt. VA 24151 in the Conference Room. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, participation at this prebid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted to join the conference after 10:05 AM EST.

At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call. Bids will only be accepted from those Bidders who are represented and make their participation known to the Contract Officer during the conference roll call and arrived at the conference no later than 10:05 AM

EST.

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. METHOD FOR PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of valid invoice and verification of satisfactory goods received and/or completion of work.

Payment will be made via check, ACH, or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State’s Small Purchase Charge Card. For questions about eVA please contact eVA Customer Care center at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payments please contact DOA at (804) 692-0473 or via email at: edi@doa.virginia.gov mailto:edi@doa.virginia.gov

Janitorial Service – Rocky Mount Office

VII. INVOICING:

Invoices shall be submitted by the 10th of each month, billing for the previous month’s services, to the address listed below. Invoices shall include the contract number, purchase order number, line-item descriptions per Contract Pricing Schedule, itemized quantities, unit price, and extended costs based on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.

Virginia Department of Transportation Bedford Residency

Attention Jennifer Powers PO Box 446

Bedford, VA 24523

In lieu of mailing, invoices may be submitted as an attachment via email to salembedfordbusinessoffice@vdot.virginia.gov.

VIII. BIDDER’S INSTRUCTIONS and PUBLIC BID OPENING

1. BID SUBMISSION – INSTRUCTIONS:

All bids must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account. The entire bid response including any / all attachments and any / all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed or hand-delivered bids will not be accepted.

To learn how to submit an online bid in eVA please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1- 866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

2. PUBLIC BID OPENING:

Bids will be opened at the time stated on the electronic posting and the reminders page of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual, will be made public for the information of bidders and others interested.

A virtual public bid opening will be hosted by a VDOT representative at 1:30PM EST on January 16, 2024.

Join the Microsoft Teams virtual meeting on your computer, mobile app or room device.

Click here to join the meeting Enter Meeting ID: 245 627 782 442 Enter Passcode: BPzUAH Download Teams | Join on the web

Or call in (audio only) +1 434-230-0065 Enter Phone Conference ID: 125 919 895# mailto:salembedfordbusinessoffice@vdot.virginia.gov https://eva.virginia.gov/index.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@DGS.Virginia.gov https://teams.microsoft.com/l/meetup-join/19%3a14536aecfecc4604a5c07524d7988606%40thread.skype/1677507001469?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%2242b54c18-b639-4404-b2f8-a14136a75fce%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,354377122

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The bid opening will begin promptly at the time indicated. At the start of the conference the VDOT Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their individual name, company name and contact information during the roll call.

If you are unable to access the teleconference at the scheduled time, please contact the Contract Officer via email and a bid reading will be provided.

The provisions of § 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

IX. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the

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Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation.

Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of

Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective (bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

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J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2- 4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2- 4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in

(2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

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4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS

AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor.