702-27-01 Janitorial Services RFP Solicitation.pdf

RFP 702-27-01, Department for the Blind & Vision Impaired Janitorial Services

Rick L. Mitchell Commissioner

COMMONWEALTH OF VIRGINIA

DEPARTMENT FOR THE

BLIND AND VISION IMPAIRED

397 AZALEA AVENUE

RICHMOND, VIRGINIA 23227

REQUEST FOR PROPOSALS (RFP)

Solicitation Number: 702-27-01

Issue Date: June 8, 2026

Title: Janitorial Services

Commodity Code: 91039 – Janitorial/Custodial Services

Issuing Agency: Commonwealth of Virginia Department for the Blind & Vision Impaired 397 Azalea Avenue Richmond, Virginia 23227

Using Agency: Department for the Blind and Vision Impaired Facility Services Department

The purpose of this Request for Proposals (RFP) is to establish a contract for janitorial services at multiple Department for the Blind and Vision Impaired (DBVI) facilities.

The initial term of the contract will be for one (1) year, and the contract may be renewable in accordance with Section XIII, paragraph E of the Special Terms and Conditions of the RFP.

MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISIT: A Mandatory Preproposal Conference and Site Visit will be held on June 18, 2026, at 8:00 A.M. local prevailing time at the Department for the Blind and Vision Impaired located at 397 Azalea Avenue, Richmond, VA 23227. NO ONE WILL BE ADMITTED AFTER 8:05 AM. EST. If special ADA accommodations are needed, please contact Cassandra Jackson at cassandra.jackson@dbvi.virginia.gov by June 16, 2026.

Electronic sealed proposals will be received until July 17, 2026, 2:00 PM (EST) for furnishing the goods/services described herein.

Offerors must be registered in eVA in order to submit and upload an electronic proposal within eVA. The following are instructions for submitting an electronic proposal within eVA:

1. Go to eVA.virginia.gov;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and

4. Click on Viewing and Responding to Solicitations. If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the proposal is received by the required date and time.

mailto:cassandra.jackson@dbvi.virginia.gov https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html

If an offeror has questions regarding the solicitation, questions shall be emailed to Cassandra Jackson at cassandra.jackson@dbvi.virginia.gov no later than 1:00 p.m. on June 29, 2026. The supplier shall identify the email by noting the solicitation # “RFP 702-27-01” in the subject line. Verbal inquiries will not be accepted or addressed. Cassandra Jackson is the single point of contact for this procurement. Communication, regarding this solicitation, with anyone else may result in disqualification of the Offeror(s) proposal. Also, see General Terms and Condition, Paragraph I. - Clarification of Terms, for further clarification and understanding.

The attached Offeror Data Sheet (Attachment A) shall be used for submitting proposals. The Proposal Form must be completed, and the certification located at the bottom of the form completed and signed by an official who has the authority to commit the Firm.

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.

Cassandra C. Jackson, VCCO, VCO, VCARM, VCA Senior Procurement Contracting Officer mailto:cassandra.jackson@dbvi.virginia.gov

TABLE OF CONTENTS

I. PURPOSE PAGE 4

II. SOLICITATION SCHEDULE PAGE 4

III. BACKGROUND PAGE 4

IV. STATEMENT OF NEEDS PAGE 4

V. FACILITY LOCATIONS AND DESCRIPTION PAGE 12

VI. CONTRACTOR QUALIFICATIONS PAGE 12

VII. PRICING SCHEDULE PAGE 12

VIII. PROPOSAL PREPARATION & SUBMISSION INSTRUCTIONS PAGE 13

IX. EVALUATION CRITERIA PAGE 16

X. REPORTING & DELIVERY INSTRUCTIONS PAGE 16

XI. MANDATORY PRE-PROPOSAL CONFERENCE/SITE VISIT PAGE 17

XII. GENERAL TERMS AND CONDITIONS PAGE 18

XIII. SPECIAL TERMS AND CONDITIONS PAGE 26

XIV. METHOD OF PAYMENT PAGE 30

XV. CONTRACT ADMINISTRATION PAGE 31

XVI. ATTACHMENTS

Attachment A – Offeror Data Sheet PAGE 32 Attachment B – Small Business Subcontracting Plan PAGE 34 Attachment C – State Corporation Commission PAGE 37 Attachment D – Price Schedule PAGE 38

Attachments A, B, C and D must be completed and returned with the proposal submission.

I. PURPOSE:

The purpose of this RFP is to solicit sealed proposals through competitive negotiations to establish a term contract with a qualified Contractor for comprehensive janitorial and housekeeping services at multiple DBVI facilities in Richmond, Virginia. Services support clean, safe, and welcoming environments for DBVI staff, students, residents, and visitors, including a residential dormitory operating seven (7) days per week.

II. SOLICITATION SCHEDULE:

The following schedule outlines key dates associated with this solicitation. All Offerors are responsible for adhering to these deadlines.

• RFP Issue Date:

June 8, 2026

• Mandatory Pre‑Proposal Conference & Full Multi‑Facility Site Visit:

June 18, 2026, at 8:00 A.M. (local prevailing time) Offerors must attend the conference and the complete site visit of all DBVI facilities to be eligible for award.

• Deadline for Submission of Questions (Questions Due):

June 29, 2026, at 1:00 P.M. (EST)

• Q&A Addendum Posted:

July 2, 2026 All responses will be issued via written addendum in eVA.

• Proposal Submission Deadline:

July 17, 2026, at 2:00 P.M. (EST) Proposals must be submitted electronically in eVA.

• Oral Presentations (If Requested):

Late July – Early August 2026

• Anticipated Award Date:

August 2026

• Anticipated Contract Start Date:

September 1, 2026 (or upon full contract execution)

III. BACKGROUND:

The Department for the Blind and Vision Impaired (DBVI) has a 32-acre campus located at 397 Azalea Avenue which includes 8 buildings. The Virginia Rehabilitation Center for the Blind and Vision Impaired (VRCBVI), located on DBVI’s Azalea Campus, is a state‑operated residential training facility that serves adults who are blind, vision impaired, or deafblind. The Center operates on a continuous, around‑the‑clock schedule to support its residential programming. Its facilities include dormitory rooms, independent living apartments, dining areas, recreational spaces, and multiple instructional and training environments. Approximately half of all required cleaning and housekeeping services are dedicated to maintaining the dormitory, common areas, and program‑use spaces that support daily residential life and training activities. In addition to the Azalea Campus, services under this contract will extend to other DBVI facilities, including the Villa Park office location.

IV. STATEMENT OF NEEDS:

The contractor shall furnish all labor, supervision, materials, etc. to provide Janitorial Services to the Department for the Blind and Vision Impaired.

A. General Requirements

• Provide all labor, supervision, transportation, tools, equipment, supplies, and materials to perform services in a comprehensive, proactive, and orderly manner.

• Only pre‑approved Contractor personnel may be on DBVI property; access credentials must not be shared.

• Protect DBVI property and employees’ personal property; repair/replace any damage caused by Contractor negligence.

• Maintain equipment to OSHA standards; all chemicals must be properly labeled and used in authorized containers.

• DBVI will furnish restroom consumables (soap, paper towels, toilet seat covers, toilet tissue, sanitary liners, urinal screens, trash bags). Contractor furnishes all other supplies.

• If DBVI offices are closed and access is restricted (e.g., inclement weather, holiday), deduct a prorated amount from the month’s invoice for days services were not provided and ensure proper cleaning before staff return.

• Scope changes after contract execution require a written contract modification mutually agreed by both parties.

B. Cleaning Frequencies

DBVI uses the following service frequency intervals. The Contractor shall coordinate all schedules with the DBVI Facility Supervisor.

• Daily: Service is performed every day the facility is open or as otherwise specified.

• Weekly: Service is performed once each calendar week.

• Monthly: Service is performed once each calendar month.

• Quarterly: Service is performed once every three (3) months.

• Semi‑Annual: Service is performed twice per year (approximately every six months).

• Annual: Service is performed once per year.

These definitions apply to all tasks identified in Section C: Janitorial Tasks by Required Frequency.

C. Janitorial Tasks by Required Frequency

Frequency Tasks Required Daily • Sweep, vacuum, and mop all hard‑surface and carpeted floors in occupied and common‑use areas.

• Empty all trash and recycling receptacles; replace liners as needed; remove debris and litter.

• Clean and disinfect restrooms, including toilets, urinals, sinks, counters, fixtures, partitions, and floors.

• Restock restroom supplies furnished by DBVI.

• Clean and disinfect high‑touch surfaces such as door handles, light switches, handrails, counters, tabletops, and shared surfaces.

• Clean lobby, entrance, foyer, and vestibule glass to a streak‑free finish.

• Spot clean walls, doors, and interior glass as needed.

• Remove cobwebs from corners, ceilings, and entrances.

• Maintain odor‑free conditions through proper cleaning and waste removal.

• Wipe exterior surfaces of breakroom appliances, counters, and tables.

• Remove trash and debris from waste stations, exterior entrances and walkways immediately around facility entry points.

Weekly • Clean and disinfect door frames, push plates, kick plates.

• Dust and clean HVAC vents, exhaust fan covers, and return‑air grilles (non‑mechanical surfaces only).

• Dust windowsills, ledges, chair rails, and other horizontal surfaces.

• Clean interior glass panels, sidelights, and office partitions beyond daily spot cleaning.

• Clean and sanitize breakroom appliance exteriors and interiors (microwaves, refrigerators, vending equipment, toaster ovens).

• Remove buildup along baseboards, edges, and corners not addressed in daily cleaning.

Monthly • Clean, sanitize, and deodorize interior and exterior surfaces of all trash and recycling receptacles.

• Dust and clean blinds, louvers, window treatments, and curtain rods.

• Vacuum and spot‑clean upholstered furniture; deep clean fabric seating as needed.

• Clean glass on framed pictures, bulletin boards, and decorative displays.

• Polish metal fixtures, hardware, handles, and stainless‑steel surfaces.

• Machine buff or burnish resilient hard‑surface flooring where appropriate.

• Deep clean tile floors and grout lines (machine scrub) in restrooms, breakrooms, and high‑traffic areas.

• Dust and wipe light switches, thermostat covers, wall‑mounted fixtures, and equipment surfaces.

• Move and return non‑affixed furniture to clean underneath and behind items.

Quarterly • Machine‑wash and deep clean restroom walls, partitions, and doors (including removal of soap scum, residue, and buildup)

• Deep clean and shampoo all carpeted areas, including spot‑treatment of high‑traffic paths

• Deep cleaning of breakroom surfaces, including cabinet fronts, appliance exteriors, sinks, and backsplash areas

Semi-Annual • Strip and refinish (wax) all appropriate non-carpeted floors

• High dusting of elevated and hard‑to‑reach surfaces (vents, beams, upper ledges, ceiling corners)

• Deep cleaning of baseboards, floor edges, and corners to remove buildup not addressed in regular cleaning

• Deep cleaning of dining hall high‑use areas

• Detailed cleaning of door frames, partitions, and other high‑touch structural surfaces

Annual • Full interior window and glass partition cleaning throughout all facilities

• Deep cleaning of all upholstered furniture (steam‑clean or equivalent)

• Floor‑to‑ceiling wall washing in all accessible areas

• High‑reach cleaning of structural elements, lighting fixtures, and architectural surfaces

• Removal of mineral deposits, scaling, and buildup from restroom fixtures (sinks, faucets, shower fixtures where applicable)

D. Dormitory & Independent Living Areas

The following Dormitory & Independent Living (IL) tasks are routine janitorial services included in the monthly contract price:

Task Task Required Daily – Common Areas • Clean and disinfect common lounges, hallways, and shared spaces.

• Sweep and mop all hard‑surface floors in dormitory common areas.

• Empty trash and replace liners in all common dormitory areas.

• Disinfect shared surfaces (tables, counters, door handles, lounge surfaces, handrails).

• Laundry/Utility Areas:

• Spot clean dormitory walls, doors, and windows to remove fingerprints, smudges, spills, or marks.

Weekly • Deep clean and disinfect shared dormitory seating, lounge furniture surfaces, and tables.

• Dust and wipe dormitory area fixtures, windowsills, vents, and ledges.

• Clean interior dormitory entryway glass and high‑touch partitions.

• Clean and sanitize high‑touch points in dorm hallways and common spaces beyond daily disinfection.

Monthly • Machine scrub dormitory and common‑area tile or hard‑surface flooring (non‑strip).

• Deep clean dormitory lounge furniture, including upholstered seating and armrests.

• Clean dormitory area blinds, vents, and low‑touch horizontal surfaces not addressed weekly.

• Detail clean dormitory entryways, including glass, thresholds, and surrounding areas.

Quarterly • Deep clean dormitory lounge furniture, shared seating, and table surfaces.

• Machine scrub dormitory common‑area flooring.

• Clean and sanitize high‑touch and low‑touch surfaces in dorm common areas beyond daily/weekly expectations.

• Refresh and sanitize waste bins in dorm common spaces and laundry areas.

Semi Annual • Deep clean dormitory kitchenettes and breakroom‑style spaces (excluding areas specifically prohibited in RFP).

• Machine scrub dormitory hallways, lounges, and high‑use IL spaces.

• High‑dust dormitory common areas, including vents and upper ledges.

• Deep clean laundry area floors, walls, and fixtures.

• Deep clean dormitory door frames, common‑area walls, and shared surfaces.

Annual • Deep clean all upholstered seating in dorm lounges and

IL living spaces.

• Full wall washing in dormitory hallways and common‑area lounges.

• Annual restorative cleaning of dormitory hard‑surface floors not included in semi‑annual services.

• Clean and disinfect dormitory appliances (microwaves, refrigerators, shared appliances), where permitted.

• Deep clean high‑touch and low‑touch surfaces in dorm areas that accumulate seasonal buildup

E. Additional / Non‑Routine Services Requirements

• Prior written authorization, and

• A separate purchase order, and

• Billing at the hourly rate proposed in Attachment D, Item 11.

F. Additional/Turnover/Special Cleaning (Event-Based Services)

All services under this section are considered additional or non‑routine services. Requirements for authorization, purchase orders, and billing are defined in the “Additional / Non‑Routine Services Requirements” subsection of the Statement of Needs.

Service Type Tasks Required Turnover Cleaning • Deep clean hard/soft surfaces

• Clean bathrooms and fixtures

• Clean appliances (inside/outside)

• Vacuum/mop floors

• Remove debris and trash

• Spot clean walls, windows, doors

• Complete work within DBVI-approved timeframe

• Separately invoiced

Special Event Cleaning • Cleaning prior to events

• Post-event cleaning including trash removal, floors, and surfaces Emergency Cleaning • Response to urgent cleaning needs

• May occur outside routine hours

• DBVI provides at least 24-hour notice when possible

Pre-Move-In Inspections • Full pre-occupancy cleaning of dorm rooms/apartments including surfaces, fixtures, appliances (if applicable), and floors

• Report maintenance issues to DBVI

Additional Non-Routine Cleaning • Any tasks outside normal frequencies or scope

G. Service Windows

1. All DBVI Facilities (Except Dormitory & Dining Hall) Routine janitorial services shall begin no earlier than 5:00 p.m. each business day and shall continue until all required daily tasks are completed, ensuring the facility is ready for occupancy the next business day.

Services occur Monday through Friday, excluding State holidays, unless otherwise requested.

2. Dormitory (Residential Facility)

Routine housekeeping and common‑area cleaning shall occur between 8:00 a.m. and completion, seven

(7) days per week, excluding VRCBVI holidays, unless otherwise requested.

Dormitory Holidays (VRCBVI Calendar) The Dormitory follows the Virginia Rehabilitation Center for the Blind and Vision Impaired (VRCBVI) program calendar, which includes holidays and break periods that may differ from the Commonwealth of Virginia State holiday schedule. Dormitory housekeeping services shall not be required on VRCBVI‑designated holidays or closure periods unless otherwise requested by DBVI.

Because the VRCBVI holiday schedule varies from year to year, the Contractor shall obtain the current VRCBVI program calendar from DBVI at the start of the contract and at the beginning of each renewal term. DBVI will provide updates if the schedule is revised mid‑year.

If a VRCBVI holiday or closure falls on a scheduled service day and Dormitory services are not performed and not rescheduled, the Contractor shall apply the appropriate missed‑service deduction in accordance with the “Missed‑Service Day Adjustments” provision in the Method of Payment Section.

3. Dining Hall

Routine cleaning shall begin at 6:00 p.m., seven (7) days per week and continue until all required work is completed, excluding State holidays.

4. Dorm Turnover / Special Event / Emergency Cleaning/Pre-Move-In Cleaning

The following services may be scheduled at any time, including weekends, evenings, or outside normal routine service windows:

Turnover Cleaning Special Event Cleaning Emergency Cleaning Pre‑Move‑In Inspection Cleaning

DBVI will provide at least 24‑hour notice when possible.

5. State Holidays

Janitorial services are not required on Commonwealth of Virginia State holidays or on any other day designated as a State holiday by the Governor.

The Department of Human Resource Management holiday calendar is available at:

http://www.dhrm.virginia.gov/payandholidaycalendar If a State holiday falls on a scheduled service day and services are not rescheduled, the Contractor shall apply the required missed‑service deduction as specified in the “Missed‑Service Day Adjustments” provision in the Method of Payment Section.

6. Inclement Weather http://www.dhrm.virginia.gov/payandholidaycalendar

If the Contractor is unable to perform services due to inclement weather and such services are not rescheduled, the missed‑service deduction shall be applied in accordance with the “Missed‑Service Day Adjustments” provision in the Method of Payment Section.

H. Supplies, Equipment & SDS

The Offeror shall submit Safety Data Sheets (SDS) for all chemicals and cleaning products proposed for use as part of its proposal submission. SDS must clearly indicate product composition, usage guidelines, hazard communication data, PPE requirements, and any environmental or fragrance‑free certifications.

SDS shall be updated annually throughout the contract term or any time a product is replaced.

I. Staffing & Supervision

Provide sufficient staffing; a qualified on‑site Supervisor (fluent in English) must be present during all scheduled hours. Replace absent staff within 1 hour to maintain continuity. All Contractor staff must complete sexual harassment training per Code of Virginia (DHRM public‑interest training). No current DBVI personnel/contractors may be employed by Contractor for on‑site services; all Contractor staff must sign in/out at Headquarters

J. Security & Administration

Daily sign‑in/out logs; visible photo ID badges at all times; access credentials must not be duplicated/shared;

lost/stolen credentials reported immediately (Contractor may bear rekey/reprogram costs if negligence).

Professional conduct; remain in authorized areas; report security incidents/property damage immediately and submit a written incident report within 24 hours. Treat any PII encountered as confidential; train staff and obtain signed confidentiality acknowledgments.

K. Compliance Requirements

The Contractor shall ensure that all personnel assigned to DBVI facilities meet all federal and Commonwealth of Virginia compliance requirements prior to performing any work on-site. Requirements include, but are not limited to, the following:

• Fingerprint‑based criminal background checks and Sex Offender Registry checks must be completed for all Contractor staff before they begin work at any DBVI facility.

• Any individual whose background check reveals a barrier crime, as defined in § 19.2‑392.02 of the Code of Virginia or any other disqualifying offense applicable to individuals working in state‑operated programs serving vulnerable populations, shall be prohibited from assignment under this contract.

• The Contractor shall immediately remove from DBVI property any staff member who fails to meet these requirements or whose background check results are pending, incomplete, or indicate a barrier crime.

• The Contractor shall maintain documentation of completed checks for all assigned personnel and provide verification to DBVI upon request.

• All Contractor staff shall comply with OSHA and CDC requirements, including HAZCOM, Bloodborne Pathogens, PPE, sanitation, and infection‑control standards.

• Only environmentally responsible, fragrance‑free cleaning products (e.g., Green Seal or EPA Safer Choice) may be used unless otherwise approved by DBVI.

L. Level of Service

The Contractor shall provide a level of cleaning consistent with industry standards and best practices for custodial services in government, educational, and residential training environments. All work shall meet or exceed the standards of:

The Building Service Contractors Association International (BSCAI) “Adequate” service level, and DBVI’s internal expectations as defined in Sections C, D, and E of this Statement of Needs.

For this contract, “adequate” cleaning means:

no recurring or serious complaints regarding cleanliness, a consistently clean appearance in all occupied and program areas, surfaces, floors, fixtures, furniture, windows, restrooms, and high‑touch points free of visible dirt, dust, residue, smudges, debris, or odors, and all tasks performed according to the required frequencies and service windows.

The Contractor shall maintain a facility condition that supports:

a safe, sanitary, and odor‑free environment, a presentable appearance suitable for staff, students, residents, and visitors, and the operational needs of DBVI’s educational and residential programs.

M. Performance Standards

The Contractor shall perform all janitorial and housekeeping services in a manner that ensures a consistent level of cleanliness, safety, and professionalism throughout all DBVI facilities. Performance shall meet or exceed the following standards:

1. Quality and Workmanship All work shall be performed thoroughly, efficiently, and in a professional manner consistent with best industry practices.

2. Cleanliness Standard

All areas shall be maintained in a condition free of dirt, debris, dust, odors, stains, residue, litter, fingerprints, smudges, cobwebs, and any other extraneous matter such that all surfaces present a sanitary and well‑maintained appearance.

3. Safety and Property Protection

The Contractor shall ensure that all work is performed with full regard for the safety of DBVI staff, students, residents, and visitors, and shall protect all DBVI property from damage.

4. Supervision and Quality Control

Contractor management shall ensure adequate oversight, routine inspections, and proactive monitoring of all services. The Contractor shall ensure all staff are fully trained, understand task requirements and frequencies, and complete all work as scheduled without prompting from DBVI.

5. Responsiveness and Communication

The Contractor shall maintain ongoing communication with the DBVI Contract Administrator, promptly address concerns, and coordinate all periodic, semi‑annual, and annual services in advance.

6. Documentation and Reporting

All required reports, logs, and inspection records shall be accurate, complete, and submitted in accordance with RFP requirements.

N. Performance Deficiencies & Penalties

Failure to meet any Performance Standard or contract requirement shall constitute a performance deficiency.

When deficiencies are identified, the Contractor shall take immediate corrective action. DBVI may apply deductions or penalties as defined below and in accordance with the contract:

Missed scheduled cleaning: 10% deduction per occurrence Failure to correct a general deficiency within 48 hours: 10% deduction per unresolved issue Failure to correct a safety or security deficiency within 24 hours: 20% deduction per unresolved issue Failure to replace an absent staff member within 1 hour: $150 deduction per incident Employee on-site without a completed background check: 20% deduction per incident Damage caused by Contractor negligence: Contractor responsible for full repair or replacement cost Monthly penalty cap: 25% of the monthly invoice, after which a written corrective action plan shall be required DBVI may request revised procedures, additional oversight, or replacement of personnel as deemed necessary to ensure contract compliance.

V. FACILITY LOCATIONS & DESCRIPTIONS:

Azalea Campus (Richmond, VA)

• Headquarters – 397 Azalea Ave • 3 restrooms • 19,529 SF • 3 breakrooms (incl. 1 mother’s room)

• Library & Resource Center (under construction) – 395 Azalea Ave • TBD restrooms • 52,000 SF • TBD

(excluded from current pricing; will be added by contract modification after occupancy)

• Stone House – 399 Azalea Ave • 2 restrooms • 2,334 SF • 1 breakroom

• Dormitory (Residential) – 393 Azalea Ave • 14 shared + 6 private (apts.) • 11,700 SF • 2 breakrooms

• Recreation Building – 389 Azalea Ave • 4 restrooms (men’s & women’s locker rooms; 3 showers each) •

14,712 SF

• VRCBVI Main – 401 Azalea Ave • 8 restrooms • 27,070 SF • 3 breakrooms (no cleaning of instructional kitchen)

• Maintenance & Operations – 387 Azalea Ave • 2 restrooms • 2,700 SF • 1 breakroom

• Dining Hall – 391 Azalea Ave • 3 restrooms • 5,047 SF

Villa Park Offices (Richmond, VA)

• LRC / Villa Park – 7870 Villa Park Drive, Suites 800 & 900 • 4 restrooms • 8,923 SF • 2 breakrooms

DBVI reserves the right to add or delete facility locations during the term of the contract.

VI. CONTRACTOR QUALIFICATIONS:

The Contractor shall be an established, reputable firm with demonstrated experience delivering high‑quality commercial janitorial services in facilities of similar size, complexity, and operational profile. The Contractor must demonstrate strong attention to detail, effective management oversight, and robust quality‑control processes sufficient to ensure consistent compliance with all requirements of this RFP.

The Contractor should have a minimum of three (3) years of experience serving as the prime contractor for commercial janitorial services. The Contractor should also have successfully performed janitorial services within the past three

(3) years in at least one facility comparable in size and operational scope to the facilities included in this RFP, with a minimum of two (2) consecutive years of performance at that facility.

By completing Attachment A – Offeror Data Sheet, the Offeror certifies its qualifications, experience, and capability to perform the required services.

VII. PRICING SCHEDULE:

Offerors should include all pricing as part of their proposal package. While an Offeror will not be deemed non‑responsive solely for failing to include the Pricing Schedule, the absence of required pricing will result in a significantly reduced score in the pricing portion of the evaluation.

All prices shall be entered for each line item listed in Attachment D – Price Proposal Form and included within the Offeror’s complete proposal submission. Failure to provide pricing for any required line item may result in the Offeror being considered not fully qualified and may negatively impact the overall evaluation.

All pricing submitted shall be all‑inclusive, covering all labor, supervision, equipment, tools, supplies, materials, overhead, administrative costs, travel, delivery, environmental fees, disposal fees, and any other costs necessary to perform the services described in this RFP. No additional charges or surcharges will be permitted.

DBVI reserves the right to request clarification or supporting documentation for any pricing submitted in the proposal package. Such documentation may include, but is not limited to, cost breakdowns, labor and staffing assumptions, subcontractor quotes, unit‑cost calculations, or any other information necessary to verify the accuracy, completeness, or reasonableness of the Offeror’s proposed pricing. Requested materials must be provided promptly via email to the DBVI Contract Officer.

Pricing shall be provided for, but not limited to, the following categories as detailed in Attachment D:

Monthly janitorial services for each DBVI facility Strip & Wax services (per square foot) Carpet shampooing (per square foot) Turnover cleaning, special cleaning, and additional services (per hour)

All proposed pricing will be evaluated in accordance with the evaluation criteria in this RFP.

VIII. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. OFFEROR SUBMISSION REQUIREMENTS:

This solicitation is a RFP; DBVI will only accept proposals electronically through eVA. Proposals will be received until the closing date and time specified in the solicitation. It is the Offeror’s responsibility to ensure that proposals are received timely. The eVA system allows for the secured and sealed electronic submission of proposals. The Offeror shall make no other distribution of the proposal. Proposals submitted elsewhere, including to other state or federal agencies, will not be accepted. Mailed, faxed or emailed proposals will not be accepted.

Offerors are solely responsible for reviewing, complying, and returning a complete and responsive proposal. Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted. In order to be considered for selection, Offerors should submit a complete response to this RFP.

There must be:

One signed original proposal in pdf format, including all Attachments.

One signed copy of proposal in pdf format, including all Attachments, redacting any proprietary information, if applicable (must be labeled REDACTED COPY).

A redlined version of this RFP using track changes in Microsoft Word showing revisions requested of the entire RFP document, if applicable. Additionally, the Offeror shall indicate, using the comment tool, the reason for any language change and/or deletion.

In order to obtain this document in Microsoft Word; (1) select File, (2) select Export To and (3) select Microsoft Word.

Offerors must be registered in eVA in order to submit an electronic proposal. For more information on how to respond to a solicitation:

1. Go to www.eva.virginia.gov;

2. Click on “Supplier Training”,

3. Click on “Viewing and Responding to Solicitations Video” under Sourcing.

http://www.eva.virginia.gov/

If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care prior to the closing date and time. The contact information for eVA Customer Care is located at www.eva.virginia.gov under the “Get Help-Customer Care” tab.

Prior to the due date, Offerors should:

• Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business

Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Offeror’s electronic submission.

• Always ensure that the proposal response is to the latest version of the solicitation.

If DBVI issues an amendment(s) to the solicitation, Offerors must submit their proposal after the amendment(s) is issued. Any proposal(s) submitted before an amendment is issued the offeror will need to resubmit their proposal in order to be considered or evaluated.

2. PROPOSAL PREPARATION:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross-references the RFP requirements.

Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary.

Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Proposals font should be Times New Roman, the font size should be 12, the ink color should be black, and the spacing should be single.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the

Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary (see Attachment C). The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time, the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. ORAL PRESENTATION: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the DBVI may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal package:

1. Completed Forms, Attachments, and Addenda

Offerors shall submit all required forms, attachments, and signed addenda (if applicable) as part of their complete proposal package. All documents must be fully completed, accurate, and signed where required.

Required attachments include, but are not limited to:

• Attachment A – Offeror Data Sheet

• Attachment B – Small Business Sub-Contracting Plan

• Attachment C – State Corporation Commission Form

• Attachment D – Price Proposal Form

• SDS Index (list of proposed chemicals)

• All issued and signed addenda, if applicable

• Any additional documentation specifically requested elsewhere in this RFP

2. Written Narrative Statement

The proposal shall include a comprehensive narrative containing the following:

a. Background information about the Offeror including organization size, number of employees, and annual business volume.

b. A description of the Offeror’s experience providing services similar to those outlined in this RFP.

c. The Offeror’s approach to delivering the required services.

d. Names, qualifications and experience of personnel for assignment to this contract.

3. Specific Plans for Providing the Required Services

Offerors shall describe in detail their plan for meeting DBVI’s needs, including:

a. A plan of operation outlining how the Offeror will meet the objectives described in Section III:

Statement of Needs.

b. A transition plan, including a narrative and timeline for assuming full service responsibility.

c. A detailed explanation of what services will be provided, how they will be performed, and when each activity will occur.

d. A timeline for full implementation or completion of all required services, if not otherwise specified in the RFP.

4. Distinguishing Capabilities A description of the features, methods, or resources that distinguish the Offeror from other competitors in the field, including how the Offeror measures and evaluates the effectiveness of its services.

5. Problem Resolution Process

A description of the Offeror’s method for addressing issues, concerns, or complaints raised by DBVI staff, including the escalation process and when matters would be elevated to higher levels of supervision or management.

6. Key Performance Indicators (KPI)

Offerors shall identify the Key Performance Indicators that will be used to measure the Contractor’s performance under the resulting contract. KPIs must be:

i. Specific

ii. Measurable

iii. Attainable

iv. Reportable

v. Trackable

IX. EVALUATION CRITERIA:

EVALUATION CRITERIA: Proposals will be evaluated by the Department for the Blind and Vision Impaired using the below criteria.

EVALUATION CRITERIA POINT VALUE

Specific plans or methodology to be used to perform the services. 30% Implementation of services; how the offeror proposes to get the services up and running and the timeframe they propose to have the implementation completed 15% Experience and qualifications of personnel assigned to perform the services 15%

Price 20%

Small Business Subcontracting Plan 20%

Total 100% Price Scoring: Lowest price receives max points; lowest price ÷ higher price × price points = score

X. REPORTING AND DELIVERY INSTRUCTIONS:

The Contractor shall comply with the following reporting, documentation, and delivery requirements throughout the term of the contract:

A. Monthly Performance Reports

By the 5th business day of each month, the Contractor shall electronically submit a Monthly Performance Report to the Department. Reports shall be submitted to FSD-ContractManagement@dbvi.virginia.gov The report shall, at a minimum, include the following:

1. Summary of Services Completed

A detailed summary of all services performed during the previous month, organized by facility.

2. Decencies and Discrepancy Reporting mailto:FSD-ContractManagement@dbvi.virginia.gov

The Contractor shall provide a comprehensive report of all decencies and discrepancies identified during the reporting period. This shall include:

• A description of each issue observed (e.g., burned‑out lightbulbs, minor facility deficiencies, equipment malfunctions).

• The date, time, and facility location where the issue was identified.

• The method of identification (routine inspection, staff report, facility notification, etc.).

• Corrective actions taken, including completion dates.

• Outstanding issues pending corrective action, including estimated completion timelines.

• Any obstacles to resolution, including access limitations, staffing concerns, or equipment/supply shortages.

3. Monthly Quality Inspection Results

A summary of the Contractor’s internal quality control inspections, including findings, trends, and observed improvement or decline in service areas.

4. Corrective Actions

A description of all corrective actions implemented during the reporting period, actions pending completion, and any follow‑up steps required.

5. Staffing Update

A summary of current staffing levels, changes in personnel, staffing deficiencies, and plans to address any shortages affecting service delivery.

6. Equipment, Supplies, and Access Issues

Documentation of any equipment failures, supply shortages, or facility access issues that impacted or may impact the Contractor’s ability to meet service requirements.

7. Safety, Security, or Property‑Damage Incidents

A report of any incidents involving safety hazards, security concerns, or property damage, including the cause, impact, and actions taken to resolve or prevent recurrence.

B. SDS and Chemical Reporting

The Contractor shall maintain and update Safety Data Sheets (SDS) annually or upon any product substitution.

Updated SDS must be submitted to DBVI as required under Section III: Supplies, Equipment & SDS.

C. Small Business Subcontracting Plan Reporting The Contractor shall submit Evidence of Compliance with the Small Business Subcontracting Plan for each subcontractor in accordance with the Subcontractor Payment Reporting tool requirements within the Contractor’s eVA account, on a monthly basis. Failure to comply may result in breach of contract.

D. Corrective Action and Performance Standard Compliance When DBVI identifies a deficiency during joint inspections or through routine oversight, the Contractor shall correct the issue within the timelines specified in Performance Standards & Penalties. Written confirmation of corrective action must be submitted when requested.

XI. MANDATORY PREPROPOSAL CONFERENCE/SITE VISIT:

A Mandatory Pre Proposal Conference and Site Visit will be held on June 18, 2026, at 8:00 A.M. local prevailing time at the Department for the Blind and Vision Impaired, 397 Azalea Avenue, Richmond, VA 23227. No one will be admitted after 8:05 A.M. EST. The purpose of this conference is to allow potential Offerors the opportunity to ask questions and obtain clarification regarding any portion of this solicitation, including the Statement of Needs, facility requirements, or proposal submission expectations.

Immediately following the conference, DBVI will conduct a mandatory, multi‑facility site visit covering all DBVI locations included in this solicitation. Offerors must participate in the complete site visit tour and visit every facility in order for their proposals to be considered responsive.

Important Requirements:

• Attendance at the pre‑proposal meeting alone does not fulfill the requirement.

• Offerors must remain for the entire duration of the site visit and complete the walkthrough of all listed facilities.

• DBVI will verify attendance at each site; Offerors must follow all sign‑in procedures.

• Failure to attend the full site visit, including every facility, will result in the Offeror being deemed non‑responsive and their proposal not considered.

Proposals will only be accepted from those Offerors who have a representative in attendance for the full duration of the conference and site visit.

Offerors intending to participate must register by emailing Cassandra Jackson at cassandra.jackson@dbvi.virginia.gov no later than June 16, 2026, 3:00 P.M. local prevailing time. The registration email must include:

1. Company name

2. Name of the individual(s) attending

3. Email address and telephone number of the attendee

Offerors shall bring a copy of the solicitation with them for reference during the conference.

Any changes resulting from this conference will be issued in a written amendment to the solicitation. Verbal responses are not binding unless confirmed in writing by DBVI through an official amendment.

XII. 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/proposals), (bidders/offerors) 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, 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…