Administrative Services/Procurement Richmond District-Petersburg Residency Janitorial Services-Petersburg Residency

IFB# 160780

Issue Date: March 13, 2026 INVITATION FOR BIDS IFB# 160780

Title: Janitorial Services-Petersburg Residency Commodity Code(s): 91039 Location Where Work Will Be Performed: 4608 Boydton Plank Road, Petersburg, VA 23803

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Tracey Higgins Email: tracey.higgins@vdot.virginia.gov Phone: (804) 482-8067

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00 AM Eastern Daylight Time (EDT) on March 25, 2026.

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

Solicitation Closing Date and Time: 9:00 AM EDT on April 6, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM EDT on April 6, 2026. 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:

• VA STATE CORPORATION COMMISSION FORM

• SUBCONTRACTOR APPROVAL REQUEST

• NORMAL AND EMERGENCY CONTACTS

• 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 or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, 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 or request for proposal.

Administrative Services Division Richmond District / Petersburg Residency

Invitation For Bids IFB # 160780 Janitorial Services

TABLE OF CONTENTS

PAGE

I. PURPOSE 3

II. QUESTIONS REGARDING THIS INVITATION FOR BID 3

III. GENERAL DEFINITIONS 3

IV. SPECIFICATIONS 3

V. PRE-BID CONFERENCE 11

VI. METHOD FOR PAYMENT 11

VII. INVOICING 11

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. Task Listing and Frequency of Cleaning

B. VA State Corporation Commission – Fillable Form

C. Subcontractor Approval Request – Fillable Form

D. Normal and Emergency Contacts – Fillable Form

E. References – Fillable Form

REFERENCED TRAININGS

1. General Term and Condition C.1.(d): Link to Referenced Sexual Harassment Training

2. General Term and Condition CC: Link to VDOTU. Log in and search for “VDOT Workplace Civility Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://virtualcampus.vdot.virginia.gov/

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 location: VDOT Petersburg Residency located at 4608 Boydton Plank Road, Petersburg, VA 23803.

PERIOD OF CONTRACT: From: April 22, 2026, or date of award whichever later through one (1) year (renewable)

SET ASIDE IN ACCORDANCE WITH 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.

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Tracey Higgins at tracey.higgins@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 5:00PM EDT on March 31, 2026.

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 “Commonwealth” or “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:

A. SCOPE OF WORK: The Contractor shall furnish and provide all labor, supervision, personnel, equipment, tools, supplies, and incidentals, as necessary, to successfully perform janitorial services as contained herein at the location and buildings listed in IV.B.

1. CLEANING STANDARDS: The Contractor shall provide a level of cleaning that is ABOVE AVERAGE which is defined as cleaning services that will provide unsolicited comments from employees and/or visitors and will make the cleaning complaint rare.

B. LOCATIONS/FREQUENCY OF SERVICE:

1. Locations: Petersburg Residency Complex – 4608 Plank Road, Petersburg, VA 23830

• Petersburg Residency Office 2 Story (Building #425001)

• Equipment Shop, Fuel Island Bathroom and Interior Bathroom (Building #4250026)

2. Frequency of Services:

• Evening Janitorial Services: The Contractor shall furnish all labor, tools, equipment, cleaning agents, materials, toiletries and supervision necessary to clean all building interiors and outside entrances for the buildings listed that is estimated to be approximately 5,712 square feet of office space in two (2) office buildings. All evening cleaning services shall commence after 5:00 P.M. daily, Monday through Friday each week.

• Emergency Janitorial Services, other than scheduled janitorial services, on an as needed basis, all locations.

Contractor shall respond within three hours of notification from VDOT. This service will be paid at the hourly rate as bid.

• Carpet Cleaning Services; on an as needed basis, all buildings

• Window Washing Services; on an as needed basis, all buildings,

• Stripping and Waxing floors; on an as needed basis, all buildings.

• If VDOT needs to adjust from daily janitorial services Monday through Friday to one day a week cleaning

(usually on Friday), price shall include the same cleaning requirements as the daily requirements to include all necessary supplies and equipment. VDOT will provide written notifications seven (7) days prior to commencement of this service. Service shall start after 5:00pm.

C. TASKS AND FREQUENCIES: The Contractor shall accomplish all cleaning tasks to meet the requirements of this contract. The Contractor shall maintain each building to the standards established in this contract which may require Contractor services at more frequent intervals. For example, the Contractor shall re-supply restrooms whenever necessary to ensure adequate supplies are always available.

1. Maintain Floors: The Contractor shall maintain all floors according to the following tasks, unless the area is carpeted. After performing floor maintenance, the Contractor shall ensure that the entire floor(s) have a uniform finish, and a uniform clean appearance, and be free of scuff marks, heel marks, and other stains and discolorations. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, and walls. Chairs, trash receptacles and moveable items (weighing less than 50 lbs.) shall be moved to maintain floors underneath. All moved items shall be returned to their proper position when all operations have been completed. Floor maintenance includes the techniques of sweeping, dust mopping, damp mopping, wet mopping, dry buffing, spray buffing, stripping, scrubbing, sealing, and waxing as required to achieve the above stated results. The techniques used depend upon the materials, equipment, and personnel used to do the job.

The Contractor shall apply these techniques only to the portion of the floor needing work to bring the entire floor up to the standard unless it is necessary to apply these techniques to the entire floor to bring it up to the standard.

• Dust Mop Floors: The Contractor shall dust mop all accessible areas. After the floor has been dust mopped, the entire floor surface, including corners and abutments, will be free of litter, dust and debris.

Chairs, trash receptacles, and easily movable items shall be tilted or moved to dust underneath.

• Mop Floors: The Contractor shall mop all floors, entrances, vestibules, and lobbies (not carpeted), to include chair mats. The entire floor areas shall be damp or wet mopped. Chairs, trash receptacles, and easily moveable items shall be moved to mop underneath. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, trash receptacles, or mop strands remaining in the area. Carpeted floors shall not be mopped. “Caution Wet Floors” signs shall be posted in any area that is currently being mopped.

• Sweep Floors and Steps: The Contractor shall sweep all floors and steps in such a manner that no dust is raised. Sweeping shall include the removal of dried matter. After the floor has been dust swept, the entire floor surface, including corners and abutments, will be free of debris, visible dirt, dust, grit, lint, and food residue. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to sweep underneath.

• Stripping and Waxing – Residency Office Building: Strip and reapply polish to Mannington Resilient

Flooring as recommended by manufacturer using Mannington products. Polish is only to be applied to floor surfaces that have been cleaned.

• Cleaning Equipment Restriction: The Contractor shall not use mops, brooms, and brushes used in cleaning of bathrooms, for cleaning in any other areas. Such items shall be specifically identified (for example: red or red painted handles) and stored separately when not in use. Wet mop storage should allow ventilation for mop to dry properly without possibility of mildew.

2. Vacuum Carpets:

• Vacuum Office Carpets: All carpets and rugs or runners in all rooms, hallway, vestibules, auditoriums, conference rooms, private offices or any other area shall be included in this task and shall be referred to as carpet. The Contractor shall vacuum carpets at frequencies established in ATTACHMENT A. After being vacuumed, the carpet shall be free of all visible litter and soil. Any spots shall be removed by carpet manufacturer's approved methods. All tears, burns, and unraveling shall be brought to the attention of the Contract Administrator. Area and throw rugs shall be included to receive this service.

• Spot Clean Carpets: The Contractor shall spot clean/shampoo carpets that are stained over an area of 2

sq. ft. or less. Spot cleaning shall be accomplished daily.

• Vacuum/Clean Walk-Off Mats: The Contractor shall vacuum/clean interior and exterior walk-off mats as applicable. After vacuuming or cleaning, mats shall be free of all visible lint, litter and soil. Carpet style entrance mats shall be vacuumed daily to remove soil and dirt and to restore resiliency of the carpet pile.

Rubber or polyester entrance mats shall be swept or vacuumed to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal location.

3. Remove Trash:

• Remove Interior Trash: The Contractor shall ensure that all trash containers are emptied at the frequencies established in ATTACHMENT A and containers returned to their initial location. Boxes, cans, paper placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced with appropriate size liner to fit receptacles. All debris or liquids remaining in a trash receptacle due to a leaking liner shall be removed. Trash shall be disposed of in plastic bags secured with bag ties. The Contractor shall pick up any trash that may fall onto the facility and grounds during the removal of such trash collection. The trash shall be deposited in outside trash collection points. Unless otherwise indicated, trash shall be picked up from all trash receptacles. Dirty trash receptacles shall be washed inside and out and shall be odor free.

• Remove Exterior Trash: All trash containers shall be emptied at the frequencies established in

ATTACHMENT A and containers returned to their initial location, which include ash receptacles. Boxes, cans, paper placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners in such receptacles shall be replaced. All debris or liquids remaining in a trash receptacle due to a leaking plastic trash bag must be removed. Trash shall be disposed of in plastic bags secured with bag ties. The Contractor shall pick up any trash that may fall onto the facility and grounds during the removal of such trash collection. The trash shall be deposited in the outside trash collection point. Unless otherwise indicated trash shall be picked up from all trash receptacles. Dirty trash receptacles shall be washed inside and out and shall be odor free.

4. Clean Rest Rooms: The Contractor shall perform the following work for restrooms as indicated on the Task and Frequency Chart in ATTACHMENT A. The custodians shall announce themselves prior to entering the facility.

• Clean Rest Room Fixtures: Completely damp clean and disinfect all surfaces and under surface edges of sinks, toilet bowls, urinals, lavatories, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors. Grout on wall tiles shall be free of dirt, scum, mildew, residue, and other stains and discolorations.

• Clean Rest Room Vertical Surfaces: The Contractor shall remove all streaks, marks, and graffiti from vertical surfaces. The Contractor shall disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, and wall areas adjacent to wall mounted lavatories, urinals, and toilets).

• Sweep and Mop Rest Room Floor: The Contractor shall sweep and mop so that the entire surface shall be free from litter, dust and foreign debris. The Contractor shall ensure that grout on floor tiles is free of dirt, scum, mildew, residue, and other stains and discoloration. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Easily moveable items shall be tilted or moved aside to sweep and damp mop underneath. Restroom floors (as applicable) shall be stripped, scrubbed, and/or waxed, as necessary to maintain sanitary conditions and a clean, uniform appearance. No mops are to be cleaned in sinks.

• Hand Washing Sinks: The Contractor shall clean all hand-washing sinks. Dispensers shall be damp wiped and cleaned prior to refilling or when required.

• Re-Supply Rest Rooms: The Contractor shall ensure restrooms are stocked so that supplies do not run out. As a minimum, each restroom will be stocked at the frequency established in ATTACHMENT A. If supplies run out prior to the next service date, Contractor shall coordinate the refill within 1 day after notification from the Contract Administrator.

5. Perform Low Dusting: The Contractor shall provide low dusting. All dust, dirt, streaks, cobwebs, lint, litter, and dry soil shall be removed from the horizontal surfaces of chairs, file cabinets, conference tables, and other types of furniture and equipment and from horizontal ledges, window sills, hand rails, baseboards, wainscoting and air conditioning vents, and ventilation louvers to a line seven (7) feet above the top of the floor level.

Furniture polish shall be applied to all wooden furniture areas as designated by the Contract Administrator.

Desks are excluded from this service unless specifically requested by the Contract Administrator. Low dusting shall be accomplished at the frequencies established in ATTACHMENT A.

6. Interior Glass/Mirrors: The Contractor shall clean all exposed glass surfaces and mirrors which are not an integral part of the exterior walls of the building. All Lucite, plastic or any other transparent material shall be considered glass. Adjacent trim shall be wiped clean where soiled by spillage or smears in the glass cleaning operation. Clean display cases, directory boards and other interior glass. After glass cleaning there shall be no traces of film, dirt, smudges, water or other foreign matter.

7. Clean Drinking Fountains: The Contractor shall disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. After cleaning, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale, and other obvious soil.

8. General Spot Cleaning: The Contractor shall perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to the removing of, or cleaning of smudges, fingerprints, marks, streaks, and spills, from washable surfaces of all walls, partitions, wall mounted fixtures, vents, grillwork, doors, door guards, door handles, window ledges, push bars, kick plates, handrails, and fixtures. Germicidal detergent shall be used in restrooms, break areas, and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of removed soil.

D. PERIODIC CLEANING: The Contractor shall provide cleaning services at the periods indicated in

ATTACHMENT A.

1. Perform High Level Dusting: The Contractor shall provide high level dusting. All dust, lint, litter, and dry soil shall be removed from surfaces higher than seven (7) feet above the top of the floor surface. Air conditioning and ventilation grilles where installed shall be included in high dusting. Ceiling light fixtures exteriors and “EXIT” signs shall be cleaned as part of high cleaning.

2. Clean/Shampoo Carpets: The Contractor shall clean/shampoo carpets to ensure carpeted areas are uniform in appearance and be free of stains, dirt, and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. No over wetting of carpet and no standing water shall be left upon completion of process. Chairs, trash receptacles, and easily movable items shall be moved to clean carpets underneath and returned to their original location.

3. Dust Blinds and Draperies: The Contractor shall clean all blinds and draperies. After cleaning, all blinds and draperies should be free of all dust, lint and spider webs. Any permanent stains shall be reported to the Contract Administrator.

4. Window Washing: The Contractor shall clean windows inside and out, inside casings, sills (inside and outside) and all screens. Cleaning solutions shall not damage metal frames, putty or paint adjacent to windows.

Employees shall not stand on radiators, air conditioners or furniture. Work will be performed on weekend and/or holiday, as requested.

E. PERFORMANCE STANDARDS:

1. Surfaces: Surfaces, to include file cabinets and bookshelves along with any items extruding from walls, shall be free from dust after dusting is completed.

2. Floors/Carpets: All floors shall show no dust or dirt streaks. No dirt or dust shall be left behind or under furniture, pipes, worktables, doors, corners or any object that is not installed or securely fastened in place.

There shall be no buildup of wax on tiled or linoleum floors.

3. Trash: All trash removed from waste baskets/trash receptacles/ and other items specifically marked "Trash" shall be removed from the building and placed in the designated containers outside of the building.

4. Products and Equipment: The Contractor shall not use any products(s), supplies, or equipment that are injurious or damaging to the surface to which they are applied or exposed. The Contractor shall be responsible for restoring/replacing any equipment/facilities, furniture, and floor covering, etc. so damaged. A storage area/closet will be made available to the Contractor for purposes of storing janitorial items and/or equipment.

F. CONTRACTOR'S PERSONNEL:

1. Project Supervisor: The Contractor shall assign not less than one (1) supervisor who will supervise the

Contractor's employee(s) performance of their assigned tasks to ensure adherence to the cleaning schedule.

Contractor shall provide to the Agency Contract Administrator in writing the name and phone number of the Supervisor and an alternate or alternates who shall act for the Contractor when the Project Supervisor is absent. The Project Supervisor or alternate shall have full authority to make decisions for the Contractor on all contract matters relating to daily operations.

2. Minimum Personnel Qualifications: The Project Supervisor and alternate or alternates must be able to read, write, speak and understand English. The Contractor shall ensure only personnel trained in custodial services shall be allowed to perform work under this contract. The Contractor shall maintain records of each individual’s training and certifications; and shall ensure employees are qualified to operate custodial equipment prior to assigning employees to operate such equipment.

3. The Project Supervisor or alternate shall be available from 8:00 am to 5:00 pm within 2 hours of notification to respond telephonically or in person with the Contract Administrator or designee to discuss problem areas.

The Project Supervisor shall provide the Contract Administrator with the telephone numbers or pager system of the person(s) to call for problems.

4. The Project Supervisor or alternate shall inspect the entire area of the building under contract each day for the purpose of ensuring quality workmanship and compliance with the contract. This procedure should provide the Project Supervisor with the opportunity to note discrepancies and complaints; and to plan for correction of deficiencies in the work. A weekly report shall be submitted to the Agency Contract Administrator listing all deficiencies and complaints and a plan for correction.

5. The Supervisor shall communicate on a weekly basis with the Contract Administrator to note discrepancies, complaints and coordination of the housekeeping functions and quality control. Monthly meetings with the Supervisor will be held at the discretion of the Contract Administrator.

6. The Supervisor shall be responsible for all keys assigned to unlock secured areas or items.

G. CONDUCT OF PERSONNEL: The Contract Administrator or designee may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises, upon determination by the Contract Administrator that such action is in the best interest of the Virginia Department of Transportation. The Contract Administrator has the authority to bar individuals from the facility. Such removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this contract.

1. The Supervisor shall be responsible for the conduct and performance of the Contractor's employee(s), and compliance with the following rules:

2. Contractor's employee(s) appearing to be under the influence of alcohol or drugs shall not be permitted in any building.

3. No loud or boisterous conduct will be permitted.

4. Contractor's employee(s) will not open desk or cabinet drawers at any time.

5. Contractor's employee(s) are not to use or tamper with office machines, equipment, and facility employees' personal property at any time.

6. Contractor's employee(s) are not to use facility telephones except in emergency situations.

7. Contractor's employee(s) are to notify the Supervisor of any problems that require immediate attention.

H. IDENTIFICATION BADGES: Contractor shall provide its’ personnel with laminated type badges, readily visible on the outer garment and above the waist. Badges shall contain the company name, the words i.e., "Custodial Services", the employee's photograph and name. Badges shall be displayed at all times while on VDOT property.

Although Contractor employee badges are required for each employee, they will not provide access to enter off limits areas.

I. FACILITY ACCESS: The Contractor shall be responsible for assuring that all Contractor personnel authorized to perform work under this contract obtain facility access as required by current VDOT Policy and Procedures.

J. AUTHORIZED PARKING: The Contractor and Contractor’s employees shall park privately owned vehicles only in designated visitor parking places. Vehicles shall not block fire lanes, fire hydrants, or entrances.

K. QUALITY ASSURANCE: The VDOT Contract Administrator will evaluate the Contractor’s performance under this contract. For those tasks listed in ATTACHMENT A, the Contract Administrator will follow the methods of surveillance specified in this contract. VDOT personnel will record all surveillance observations. When an observation indicates defective performance, the Contract Administrator will require the Project Supervisor or representative at the applicable facility to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of a complaint.

VDOT surveillance of tasks (not listed in ATTACHMENT A) or by methods other than those listed may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contract Administrator as a result of surveillance will be according to the terms of this contract.

L. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

1. Equipment: Storage space will be provided for all equipment supplied by the Contractor if it is to remain on the job site during the contract period in designated location in basement area.

2. The Contractor shall supply all equipment that is required in the performance of the contract which shall include, but not be limited to: vacuum cleaners, steam-cleaners, carpet-cleaners, mops, buckets, dust cloths, etc. All equipment shall be maintained in good working condition and in sufficient quantities to adequately perform all services required, and be, available to the Contractor’s employees at all times.

3. Materials/Supplies: All materials/supplies furnished by the Contractor shall be made available for inspection by the Contractor Administrator. Sufficient quantities shall be maintained on the job site at all times for the Contractor's employee(s) use in the performance of required services.

4. The Contractor shall provide sufficient quantities, all cleaning agents, products, and materials that are needed and maintained on the job site in order to fulfill the requirements of the contract and, shall be available at all times. All supplies furnished by the Contractor shall be subject for inspection and approval for use by the VDOT Contract Administrator.

5. The Contractor shall supply and ensure availability of supplies at all times, including liquid hand soap, paper towels, toilet paper, air freshener, toilet seat covers, bags, sanitary bags, urine screens, furniture polish, cleaning products, glass cleaner, odor eater, and spot cleaner. The cost of these items shall be included in the bid price. VDOT will not supply any of the items listed below.

At no time is VDOT to be without these items.

Estimated Quantities per year:

• Trash Bags, 33-55 Gallon, 520 each

• Trash Bags, 7-10 Gallon, 10,400 each

• Paper Towels, Brown Roll, 208 Rolls

• Liquid Hand Soap, 25 Refills

• Toilet Paper, Standard Roll, 1,944 Rolls

• Toilet Paper, 4000’ Roll, 24 Rolls

6. The Contractor shall be responsible for the ordering, delivery, pickup and distribution of these supplies to ensure VDOT property listed herein shall have sufficient quantities on hand at all times. No delivery of supplies or acceptance of delivery to VDOT property will be permitted, and the Contractor shall be responsible for keeping the inventory of supplies available at all VDOT properties.

M. SPECIAL EVENTS OR EMERGENCY JANITORIAL SERVICES The Contractor shall provide emergency and special event custodial services as directed by a work order issued from the Contractor Administrator. Emergency situations may necessitate the Contractor operating on an extended basis. The Contractor shall furnish all labor and supervision, as required, to fulfill the order. The Contractor shall be paid for these special or emergency janitorial services based on the normal fixed hourly rate.

N. HOURS OF OPERATION: The Contractors’ employees shall not start work before 5:00 pm Monday through Friday and shall continue working until the cleaning services are completed for the evening. There is no limit to the hours the Contractors personnel can work each night but must be completed by 6:00 AM. VDOT will pay no additional cost over and above the bid price offered.

1. Services will not be required at the following times:

• Observed Holidays: New Year's Day, Martin-Luther King Day, George Washington Day, Memorial

Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, The day after Thanksgiving Day, Christmas Day.

• Agency closed early due to inclement weather or other hazardous condition. The Contractor will be contacted by the Contract Administrator when these closings occur.

O. METHOD OF ORDERING WORK:

1. Orders: VDOT will place one purchase order for billing purposes and work orders will be issued as needed.

P. FAILURE TO PERFORM: Services required under the TASKS AND FRQUENCIES shall commence after 5:00

PM and shall be completed by 6:00 AM the following morning. In the event that the specified supplies, services, materials, or equipment are not delivered or completed by the stated times, the Contract Administrator will notify the contractor of the discovery, which shall be corrected within three (3) hours of notification.

i. 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.

Failure to correct deficiencies within the three-hour timeframe will result in the Contract Administrator issuing a Procurement Complaint Form against the Contractor. See General Terms and Conditions paragraph P for further corrective action.

Q. CRIMINAL HISTORY RECORDS CHECK

Failure to respond in the timeframe listed below may cause your bid to be found non-responsive.

1. Every employee and subcontractor employee that will perform work on this contract is required to complete a Criminal History Records Check and obtain favorable security clearance.

2. The apparent low bidder shall submit Criminal History Records Check Information Packets for each employee performing work on this contract within seven (7) calendar days from notification of VDOT Personnel Security Office.

3. The apparent low bidder’s employees shall have obtained favorable employee security clearance to meet the requirements of this solicitation prior to award.

4. Once clearance has been obtained, each employee shall have a picture identification card properly displayed while performing the service showing the company name and employee name.

R. VDOT RESPONSIBILITIES

1. VDOT will assign a Contract Administrator to oversee the contract and contractor activities.

i. The Contract Administrator will:

• Review and approve cleaning supplies, equipment, uniforms and nametags proposed for use by the Contractor, prior to start of contract performance.

• Review for approval, the employee records check of all contractor employees prior to contract performance.

• Evaluate and approve the contractor’s monthly and quarterly schedule of cleaning as specified in the contract.

• Conduct and record results of unannounced random inspections of the Contractor’s performance.

• Note and annotate all deficiencies in Contractor’s performance. Coordinate corrective actions with the Contractor’s Contract Manager.

• Notify the Contractor’s contract Manager immediately of any significant failures of performance.

V. MANDATORY PRE-BID CONFERENCE:

A mandatory, in-person pre-bid conference will be hosted by the Contract Officer at 10:00 AM EDT on March 25, 2026 at 4608 Boydton Plank Road, Petersburg, VA 23803. 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, attendance at this pre-bid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted to join the conference after 10:05AM EDT.

Have a copy of the solicitation with you; copies will not be provided by the Contract Officer. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Attendees will be required to sign in at the security desk located at the building’s visitor entrance of the 4608 Boydton Plank Road, Petersburg, VA 23803 and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. All attendees will be given directions to the specific meeting location. Attendees must also sign out at the security desk before leaving the building. Please plan your arrival accordingly to accommodate parking limitations and getting through security.

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:

mailto:edi@doa.virginia.gov

Invoices shall be submitted monthly to the email 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.

Invoices may be submitted as an attachment via email to apinvoices.petersburgresidency@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 10:00AM EDT on April 6, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29615085862492?p=VkSkciiYcPLzNL5YDP Meeting ID: 296 150 858 624 92 Passcode: Ss9vi7Dz

Need help? | System reference Dial in by phone +1 434-230-0065,,832407918# United States, South Hill Find a local number Phone conference ID: 832 407 918# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 114 531 676 2

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.

mailto:apinvoices.petersburgresidency@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/meet/29615085862492?p=VkSkciiYcPLzNL5YDP https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2ZhYTJkZmItYmVmMC00YmIyLWFkY2EtODk1ZmI5MzVmOTE3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22c019a6e1-ebb7-4971-bf83-ec0ac426f308%22%7d tel:+14342300065,,832407918 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=832407918

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, § 2.2-4343.1(E)).

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, veteran status, status as military family, 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 http://www.eva.virginia.gov/ 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:

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.