158665IFB.pdf

Administrative Services/Procurement Northern Virginia District Janitorial Services, Prince William Residency

IFB #158665

Issue Date: January 25, 2024 INVITATION FOR BIDS IFB# 158665

Title: Janitorial Services, Prince William Residency Commodity Code(s): 91039 Location Where Work Will Be Performed: Prince William County

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Lora Hagarty Email: Lora.Hagarty@vdot.virginia.gov Phone: (804) 371-6709

NOTE TO BIDDERS

Prebid Conference: An Optional Pre-Bid Conference will be held at 10:00 AM Eastern Standard Time (EST) on February 6, 2024.

Refer to Solicitation Section V. for instructions on how to participate.

Solicitation Closing Date and Time: 10:00 AM EST on February 16, 2024. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:30 AM EST on February 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:

3. VA STATE CORPORATION COMMISSION FORM

4. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

5. VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

8. REFERENCES

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.

Administrative Services Division

Invitation for Bids IFB # 158665

TABLE OF CONTENTS

PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 3

V. Pre-Bid Teleconference 10

VI. Method for Payment 11

VII. Invoicing 11

VIII. Bidders Instructions and Public Bid Opening 11

IX. General Terms and Conditions 12

X. Special Terms and Conditions 19

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Small Business Subcontracting Plan (SBSP) – Fillable Form

C. Vendor Qualification Certification – Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

G. Floor Plans

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

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide all labor, transportation, supervision, equipment, materials, supplies, and incidentals necessary to successfully perform janitorial services as described herein at the following four (4) locations, Prince William Residency Complex, Lake Ridge Area Headquarters (AHQ), Gainesville AHQ and Dumfries AHQ.

PERIOD OF CONTRACT: One (1) year from date of award with four (4) optional renewal periods.

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

Any questions regarding this invitation for bid shall be addressed to Lora Hagarty at Lora.Hagarty@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 no later than five (5) days prior to the closing date.

III. GENERAL DEFINITIONS:

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:

1. The Contractor shall provide all labor, supervision, equipment, tools, supplies, and incidentals as necessary to successfully perform janitorial services at the locations listed as contained herein.

2. Above Average Cleaning Standards: The Contractor shall provide an above average level of cleaning. This will provide unsolicited comments from employees or visitors and will make the cleaning complaint rare.

3. Contractor Qualifications: Bidders shall have a minimum of five (5) years prior experience providing janitorial services to businesses with buildings of similar sizes having similar requirements. The Contractor shall have sufficient qualified personnel, equipment, materials, and supplies to perform the services as required herein.

B. LOCATIONS/FREQUENCY OF SERVICE:

1. Locations and Frequency of service shall be as outlined in the following table:

Location Frequency of Service

Prince William Residency Complex – 10228 Residency Road, Manassas, VA 20110 Prince William Residency Office (Building #A480070) Manassas Area Headquarters (Building #A480018) Construction Building (Building #A480020) Equipment Storage Building (Restroom only) (Building

#A480030) Contracts Office (Building #A480028) Materials Building (Building #A480026)

Five (5) days per week, Day Porter 10am – 2pm, evening janitorial hours, after 5pm, Monday-Friday

Gainesville Area Headquarters 14831 Lee Highway Gainesville, VA 20155

Three (3) days per week, evening hours, after 5pm, Monday, Wednesday, Friday

Lake Ridge Area Headquarters 13000 Chinn Park Drive Woodbridge, VA 22192

Three (3) days per week, evening hours, after 5pm, Monday, Wednesday, Friday

Dumfries Area Headquarters 18200 Jefferson Davis Hwy Dumfries, VA 22026

Three (3) days per week, evening hours, after 5pm, Monday, Wednesday, Friday

2. If the Contractor fails to provide the services as described herein for one or more days, the Contractor’s invoice shall be reduced by an amount equal to the value of the days not worked. Services not performed, shall not be paid for.

Continued failure to perform services in accordance with the requirements contained herein may result with the issuance of a Procurement Complaint Form and default of contract. Reference IX. General Terms and Conditions, paragraph P. DEFAULT.

3. Three-Day Service Locations: If a State Holiday falls on any of the dates of service, the Contractor may substitute an alternative weekday to meet the minimum required days of service. Alternate day shall be coordinated with and approved by the VDOT Contract Administrator in advance. List of state holidays can be found on this website, https://www.dhrm.virginia.gov/payandholidaycalendar

4. Semi-Annual Cleaning Services: Reference section IV.I. Semi-Annual Cleanings.

C. PERSONNEL REQUIREMENTS:

1. The Contractor shall provide experienced personnel to successfully perform janitorial services in the frequencies and manner required as contained herein.

2. A minimum of two (2) cleaning staff shall perform weeknight janitorial services at the Prince William Residency Complex as contained herein.

3. Day Porter, Normal Hours: The Contractor shall supply one (1) Day Porter to be on site Monday through Friday during the working hours of 10:00am through 2:00pm, excluding State Holidays.

4. Porter Daily Duties: The Day Porter shall provide the following services on a daily basis:

https://www.dhrm.virginia.gov/payandholidaycalendar

• Cleaning and restocking of all restrooms, pantries, lobby, and other common areas with supplies (paper towels, toilet paper, soap, etc.)

• Cleaning of kitchen appliances such as inside of microwaves, outside of refrigerators, etc.

• Clean windows in entry/vestibule area to remove fingerprints and smudges on glass.

• Occasional setup and resetting of conference rooms.

• Trash removal

5. Additional Hours: When weekend and/or holiday services are required by VDOT, the Contractor shall supply additional services to be paid hourly, to ensure at a minimum that restrooms are kept clean and supplies are re-stocked; flooring is free from sand, salt, ice, mud, and other loose debris, with particular attention being paid to vestibule, entryways, hallways, and restrooms; and that trash and wastebaskets are emptied as necessary and any additional janitorial request from the Contract Administrator or designee.

6. Prior to contract award, Bidders shall provide a complete list of personnel on Attachment C. Vendor

Qualification/Equipment Inventory Certification Form. VDOT reserves the right to pre-approve or reject any proposed Contractor’s personnel. The personnel list shall be updated and given to the VDOT Contract Officer prior to any new employees being allowed on the premises. All new employees must be properly trained and familiar with the contract requirements prior to commencing work.

7. The Contractor shall assign a Supervisor to the contract who shall serve as the primary point of contact and who shall be responsible for ensuring qualified personnel are on site and the work is satisfactorily performed with no break in service.

8. The Contractor shall ensure that all assigned personnel performing work on behalf of this contract have the ability to communicate effectively in the English language.

9. VDOT reserves the right to remove any of the Contractor’s employees from the work sites at any time for reasonable cause at the sole discretion of VDOT.

D. EQUIPMENT, MATERIALS, AND SUPPLIES:

1. Equipment shall include, but not be limited to, cleaning agents, mops, mop buckets, commercial grade vacuum cleaners, buffing machines, and rug shampooers. The equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services. The equipment shall be available to the Contractor’s employees at all times.

2. Materials and supplies shall include, but are not limited to, trash can liners, shredder liners, napkin disposal bags, all types of paper towels to fit VDOT dispensers, 2-ply toilet paper, toilet seat covers, antibacterial hand soap for existing dispensers, urinal deodorant cakes, urinal mats, and commercial grade handheld deodorizer/sanitizer sprays.

3. The Contractor shall ensure each restroom is adequately stocked with enough supplies to last until the next scheduled cleaning to ensure an out-of-stock situation does not occur.

4. The Contractor shall provide all cleaners, disinfectants, deodorants, and equipment necessary to thoroughly clean the designated areas in an effective and acceptable manner. All products used by the Contractor shall be environmentally safe and manufactured specifically for the purposes outlined herein. The Contractor shall provide SDS sheets on all cleaning agents. All containers for cleaning agents shall be properly stored and labeled.

5. The Contractor shall not use any products, supplies, or equipment that may be damaging to the surfaces to which they are applied or exposed. Cleaning materials used shall be specifically manufactured for the surface to be cleaned.

6. The Contractor shall be held responsible for restoring or replacing any equipment, furniture, fixtures, floor covering, or other VDOT property damaged as a result of services performed under this contract.

7. Storage of non-hazardous, non-flammable supplies, and cleaning equipment will be permitted on VDOT property and at Location(s) designated by the facility manager. The storage area(s) will be accessible to VDOT and the Contractor.

The storage area(s) will be limited, and the Contractor shall exercise sole use of such items stored.

E. DAILY CHECKLIST:

1. Checklist: The Contractor’s personnel shall be required to complete a Daily Checklist during each cleaning at each location stating what cleaning tasks were performed. Any comments – such as lights being out, doors locked preventing cleaning, maintenance issues (water leaks, broken dispensers, etc.) – shall be noted on the Daily Checklist.

2. Should VDOT personnel discover any performance deficiencies, the Contractor shall correct those deficiencies within twenty-four (24) hours of notification at no additional cost to VDOT. Continued deficiencies may result in the issuance of a Procurement Complaint Form and contract default. Reference IX. General Terms and Conditions, paragraph P.

DEFAULT.

3. Failure to properly complete the Daily Checklist form will be interpreted as a missed service day for the week if the

Contractor’s presence or performance cannot be verified by a VDOT representative.

F. RESTROOMS:

1. Restrooms shall be cleaned at the frequency in accordance with the table in section IV.B. Frequency of Service, paragraph 1.

2. Floors shall be swept and mopped using cleaning agent and/or scrubbed. Special attention shall be given to maintaining the appearance of the floors in corners, around baseboards, and around toilet fixtures.

3. Faucets, sinks, toilets, and urinals shall be cleaned and sanitized inside and outside using cleaning agent. The walls around wash basins and urinals/toilets shall be cleaned using disinfectant. Urinals and toilets shall be deodorized using replaceable deodorizing cakes and urinal mats.

4. Paper towel dispensers shall be wiped clean using disinfectant.

5. Sanitary napkin receptacles shall be emptied, cleaned, and disinfected.

6. Mirrors, shelves, dispensers, chrome fixtures, and visible piping shall be cleaned and dried leaving no visible smudges.

7. Wall surfaces, doors, window frames, windowsills, radiator, grills, and stall partitions shall be cleaned using cleaning agent and dried leaving no visible smudges.

8. Trash receptacles shall be emptied, wiped clean using cleaning agent, and inserted with new fresh liners. Trash receptacles shall be sanitized once per week.

9. Shower stalls shall be cleaned using disinfectant and dried, regardless of previous use.

10. The Contractor shall ensure that light fixtures, corners, baseboards, ceilings, and walls are kept free of obvious cobwebs and dust. All dust and debris shall be removed and not scattered.

11. Lights that are not lighting properly shall be reported via the Contractor Daily Checklist for repair.

12. Doorknobs and light switches shall be sanitized.

13. Supply levels of trash can liners, shredder liners, sanitary napkin disposal bags, paper towels, toilet paper, toilet seat covers, antibacterial hand soap, urinal deodorant cakes, urinal mats, and commercial grade hand held deodorizer/sanitizer sprays shall be checked and replenished to ensure and out-of-stock situation does not occur. All supplies shall be furnished by the Contractor and toilet tissue shall be of a 2-ply quality.

G. COMMON AREAS:

1. Common areas shall include lobbies, office areas, warming rooms, hallways, conference rooms, kitchenettes, & entry ways.

2. Floors shall be swept, vacuumed, and mopped using cleaning agent and/or scrubbed. Special attention shall be given to maintaining the appearance of the floors in corners, along baseboards, and around fixed furniture. No floor, either carpeted or non-carpeted, shall show dirt, dust, or debris behind or under furniture, pipes, doors, corners, or any object which is not installed or securely fastened in place after either mopping or vacuuming.

3. Floor Deep Cleaning: Deep cleaning may be needed for stain/spot removal on carpets or non-carpeted floors. Should VDOT request deep cleaning, the Contractor will be paid at the bid price per hour on the deep cleaning bid line for each occurrence.

4. Floor mats shall be removed from buildings so floors can be swept, vacuumed and mopped. Floor mats shall then be vacuumed and put back on floors.

5. Rooms that have carpet shall be vacuumed. Stains shall be spot treated, as needed.

6. Janitor storage closets shall be reasonably stocked, organized, and odor free.

7. Drinking fountains shall be cleaned, wiped dry, and sanitized.

8. Kitchenette countertop surfaces shall be cleaned including sink, exterior of refrigerators, and exterior of microwaves.

Trash cans shall be emptied, and new fresh liners inserted. Paper towels, dish, and hand soap to be supplied and replenished as needed.

9. Wastebaskets shall be emptied, wiped cleaned using cleaning agent, wastepaper and trash removed to the main disposal area. New fresh liners shall be inserted. Trash receptacles shall be sanitized once per week.

10. Shredders shall be emptied, wiped cleaned using cleaning agent, and shredded paper shall be removed to the main disposal area. New fresh liners shall be inserted.

11. The Contractor shall ensure light fixtures, baseboards, exit signs, wall clocks, ceilings, walls and tops of office cubical file/storage cabinets are kept free of obvious cobwebs and dust. All dust and debris shall be removed and not scattered.

12. Lights that are not lighting properly shall be reported via the Contractor Daily Checklist for repair.

13. Entrances to buildings and walkways shall be kept free of trash, discarded smoking material, cans, and other debris.

14. Front entrance glass door and/or windows shall be clean and free of fingerprints.

15. Conference room tables shall be cleaned and polished using cleaning agent. All dust and debris shall be removed and not scattered.

16. Recyclable paper/products from recycling bins in designated areas within each building shall be removed and disposed of in the recycling container at the designated recycling area in the back parking lot of the Prince William Complex Building.

17. Keyboards, telephones, doorknobs/handles, and light switches shall be sanitized using a Dry-On Contact Sanitizing Surface Spray.

H. LOCKER ROOMS:

1. Tiled floors shall be swept or vacuumed and mopped using cleaning agent. Locker surfaces shall be wiped clean.

2. Showers in locker rooms shall be cleaned and sanitized, including walls and floors, regardless of previous use.

3. Trash receptacles shall be emptied, and new liners inserted. Trash receptacles shall be sanitized once per week.

I. SEMI ANNUAL CLEANING:

1. Semi-Annual Cleaning Services: Semi-annual cleaning services shall be performed twice a year in six (6) month intervals. The first semi-annual cleaning will be determined by the VDOT Contract Administrator and communicated to the Contractor at the time of award. Services shall be performed on the weekend (Saturday and Sunday) to be completed by 12:00 midnight on Sunday to allow for opening of business Monday morning. Every semi-annual service shall be scheduled by the Contractor and coordinated with the VDOT Contract Administrator at least ten (10) workdays prior to cleaning.

2. Semi-Annual Cleanings shall include the following services in addition to performing all regular janitorial services.

(a) Windows shall be washed inside and out. Window cleaning services shall be performed on all windows that can be reached with a telescopic cleaning tool. No ladders shall be used for window cleaning operations. Ceiling to floor windows shall be cleaned using a telescopic cleaning tool.

(b) Window Blinds shall be wiped clean using cleaning agent and left free of dirt, dust, bugs, and other debris.

(c) Light fixtures shall be cleaned and washed, removing all bugs, dust, and debris. All dust and debris shall be removed and not scattered.

(d) All non-carpet floors shall be cleaned, sealed, and polished. The Contractor shall remove all small, mobile furniture (i.e. rolling chairs, small file cabinets, tables, etc.) and remove any build up around furniture legs, cabinet bases, and any fixed furniture or heavy objects such as file cabinets and desks.

(e) Drinking fountains shall be thoroughly cleaned, making sure to remove all water spots and mineral build-up around drinking spouts. Drinking fountains shall be sanitized.

(f) Walls shall be wiped down and dusted.

(g) All other furniture, file cabinets, window frames/sills, doors, partitions, moldings, pictures/plaques, clocks, vents, etc. shall be wiped with a damp cloth. All dust and debris shall be removed and not scattered.

(h) Building wide deep shampoo cleaning of all carpeted areas with special attention given to heavy foot traffic areas.

J. ADDITIONAL REQUIREMENTS DURING INCLEMENT WEATHER:

1. During periods of inclement weather or other emergencies, the buildings may be required to be open on a 24/7 basis.

Generally, shifts observed during emergency response are 7:00am to 7:00pm, and 7:00pm to 7:00am.

2. In those events, the Contractor may occasionally be asked to provide additional services on an hourly basis, for any services rendered outside of the normal hours. The Contractor will be paid for actual hours worked.

3. During periods of inclement weather, such as snow and/or ice storms, in addition to regular duties, the Contractor shall ensure that all tiled areas are free from sand, salt, mud, and other loose debris, with particular attention being paid to offices, hallways, and restrooms. It will be assumed that sweeping, vacuuming, and mopping the tiled areas will be necessary more than once during these times in addition to checking and restocking restroom supplies more often.

K. MANNER OF CONDUCTING WORK AT JOBSITE:

1. Contractors’ Conduct: The Contractor shall be responsible for the conduct of all of the Contractor’s and subcontractor’s personnel while at the work site. The Contractor’s personnel shall at all times communicate in a courteous and respectful manner. The Contractor’s personnel shall refer all public questions to the VDOT Contract Administrator.

2. Behavior: Inappropriate behaviors displayed by the Contractor’s and/or the Subcontractor’s employees shall not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for termination of the contract. Reference IX. General Terms and Conditions, paragraph P. DEFAULT.

3. Appearance: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include long pants (slacks), no shorts or cutoffs, shirts or blouses with sleeves (short or long). Clothing should be appropriate for weather conditions and work requirements.

L. SECURITY ISSUES:

1. Employees of the contractor shall not disturb papers on desk, open drawers or file cabinets, use telephones, radios, computers, office equipment, or engage in any unlawful activity while on State Property.

2. The Contractor’s employees shall ensure that at no time shall a State building, office, or security gate on State Property be left unlocked while unattended. State property shall be secured at all times during cleaning operations. The Contractor shall be held responsible for the removal or breakage of State property and Employee’s personal items as a result of work performed under this contract.

3. VDOT will provide access to the buildings that are to be cleaned.

M. SAFETY REFERENCES:

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

shall be used.

2. The Contractor’s personnel shall at all times adhere to recommendations and/or requirements of OSHA and VOSH regarding employee safety and health as related to work performed on this contract.

N. MEASUREMENT FOR PAYMENT:

BID LINE 1 – Prince William Residency Complex, Weeknight Cleaning. Bid price shall represent a monthly rate for daily services (five times per week; Monday through Friday) for the Prince William Residency Complex. The contractor shall provide all labor, transportation, supervision, equipment, materials, and supplies necessary to successfully perform services.

BID LINE 2 - Prince William Residency Complex, Semi-Annual Cleaning. Bid price shall represent one (1) semi-annual cleaning at the Prince William Residency Complex, performed twice per year, every (6) months, as required per section

IV.I.

BID LINE 3 – Prince William Residency Complex, Day Porter. Bid price shall represent the hourly rate for a Day Porter to perform normal services, as required per section IV.C.3 and 4.

BID LINE 4 - Prince William Residency Complex, Additional Cleaning. Bid price shall represent the hourly rate for an individual to perform services, day and/or night, during times of additional need, such as during weekends and/or holidays at the Prince William Residency Complex, due to inclement weather or other emergency situations or special circumstances, as determined by VDOT.

BID LINE 5 - Gainesville AHQ, Weeknight Cleaning. Bid price shall represent the monthly rate for daily services (three times per week; Monday, Wednesday & Friday) at the Gainesville AHQ. The contractor shall provide all labor, transportation, supervision, equipment, materials, and supplies necessary to successfully perform services.

BID LINE 6 – Gainesville AHQ, Semi-Annual Cleaning. Bid price shall represent one (1) semi- annual cleaning at the Gainesville AHQ, twice per year every (6) months, as required per section IV.I.

BID LINE 7 - Gainesville AHQ, Additional Cleaning. Bid price shall represent the hourly rate for an individual to perform services during times of additional need, such as weekends and/or holidays at the Gainesville AHQ due to inclement weather or other emergency situations or special circumstances, as determined by VDOT.

BID LINE 8 – Lake Ridge AHQ, Weeknight Cleaning. Bid price shall represent the monthly rate for daily services (three times per week; Monday, Wednesday & Friday) at the Lake Ridge AHQ. The contractor shall provide all labor, transportation, supervision, equipment, materials, and supplies necessary to successfully perform services.

BID LINE 9 – Lake Ridge AHQ, Semi-Annual Cleaning. Bid price shall represent one (1) semi- annual cleaning at the Lake Ridge AHQ, twice per year, every (6) months, as required per section IV.I.

BID LINE 1 0 – Lake Ridge AHQ, Additional Cleaning. Bid price shall represent the hourly rate for an individual to perform services during times of additional need, such as weekends and/or holidays at the Lake Ridge AHQ due to inclement weather or other emergency situations or special circumstances, as determined by VDOT.

BID LINE 11 - Dumfries AHQ, Weeknight Cleaning. Bid price shall represent the monthly rate for daily services (three times per week, Monday, Wednesday & Friday) at the Dumfries AHQ. The contractor shall provide all labor, transportation, supervision, equipment, materials, and supplies necessary to successfully perform services.

BID LINE 1 2 - Dumfries AHQ, Semi-Annual Cleaning. Bid price shall represent one (1) semi- annual cleaning at the Dumfries AHQ, twice per year, every (6) months, as required per section IV.I.

BID LINE 1 3 - Dumfries AHQ, Additional Cleaning. Bid price shall represent the hourly rate for an individual to perform services during times of additional need, such as weekends and/or holidays at the Dumfries AHQ due to inclement weather or other emergency situations or special circumstances, as determined by VDOT.

BID LINE 14 – Deep Cleaning. Bid price shall represent the all-inclusive hourly rate to perform deep cleaning services such as, but not limited to, stain removal on carpet floors. Bid line shall include the cost of all labor, equipment, tools, and supplies necessary to successfully perform services.

IV. OPTIONAL PREBID CONFERENCE:

An optional virtual prebid conference will be hosted by the Contract Officer at 10:00 AM EST on February 6, 2024. 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. While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend.

The conference will begin promptly at the time indicated. 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.

This Microsoft Teams Virtual Meeting conference can be accessed with the below information:

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

Click here to join the meeting Meeting ID: 263 250 673 605 Passcode: ptw5JS Download Teams | Join on the web Or call in (audio only)

+1 434-230-0065,,555106180# United States, Lynchburg Phone Conference ID: 555 106 180# Find a local number | Reset PIN

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. Invoices shall be submitted to the address listed below for all items completed within the designated billing period.

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

VII. INVOICING:

Invoices shall be submitted on the second (2nd) of each month to the address as listed below. Invoices shall include the contract number, purchase order number, 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. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format.

If the Contractor fails to provide the services as described herein for one or more days, the Contractor’s invoice shall be reduced by an amount equal to the value of the days not worked.

The Virginia Department of Transportation – NOVA District, is implementing a new Financial Data Management System for Accounts Payable invoices. All invoices must be captured in this system prior to payments being issued. To ensure prompt payment of invoices we are requiring invoices now be emailed directly to: nova.invoices@vdot.virginia.gov

The subject line of your email should reflect the area you are invoicing. Ex: Prince William Residency. This information will assist in getting the invoice to the correct processor.

Only one invoice per email. Do not send multiple invoices within the same email.

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.

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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 10:30AM on February 16, 2024.

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

Click here to join the meeting Meeting ID: 263 279 334 864 Passcode: oQBdrz Download Teams | Join on the web Or call in (audio only) +1 434-230-0065,,756716981# United States, Lynchburg Phone Conference ID: 756 716 981# Find a local number | Reset PIN

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 www.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 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%3ameeting_ZGNjMjgxODUtZWE3YS00YTI5LWIyZjQtYzE2ZTI4ODI0ZTY3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22f1edb386-5b36-4470-820e-bac70fbeffdc%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,756716981 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=756716981 https://dialin.teams.microsoft.com/usp/pstnconferencing http://www.eva.virginia.gov/ 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.

b. 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 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.

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.

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…