848335vadot161253.pdf

Administrative Services/Procurement Salem District Custodial Services - TOC

IFB #161253

Issue Date: October 9, 2026 SEALED INVITATION FOR BIDS IFB# 161253

Title: Custodial Services - TOC Commodity Code(s): 91039 Location Where Work Will Be Performed: Salem Traffic Operations Center (TOC)

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Patty Harvey Email: Patty.Harvey@vdot.virginia.gov Phone: (540) 375-3570

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00AM Eastern Daylight Time (EDT) on October 20, 2026.

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

Solicitation Closing Date and Time: 10:00AM EDT on October 30, 2026. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 11:00AM EDT on October 30, 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:

A. VA STATE CORPORATION COMMISSION FORM

B. SUBCONTRACTOR APPROVAL REQUEST

C. NORMAL AND EMERGENCY CONTACTS

D. REFERENCES

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

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

Invitation For Bids IFB #161253

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 12

VIII. BIDDER’S INSTRUCTIONS AND PUBLIC BID OPENING 12

IX. GENERAL TERMS AND CONDITIONS 13

X. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Subcontractor Approval Request – Fillable Form

C. Normal and Emergency Contacts – Fillable Form

D. References – Fillable Form

E. Small Business Subcontracting Plan – Fillable Form

F. CII-SSI Policy Guide

G. APPA’S Five Levels of Clean

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 furnish custodial services for the Salem Traffic Operations Center (TOC), 1596 Deborah Lane, Salem, VA 24153, located within the Salem District, in accordance with this invitation for bids.

PERIOD OF CONTRACT: One (1) year with the start date to be determined at the time of award. (renewable).

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

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

II. QUESTIONS REGARDING THIS INVITATION FOR BIDS:

Any questions regarding this invitation for bid shall be addressed to Patty Harvey at Patty.Harvey@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 4:00PM EDT on October 26, 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:

Contractor shall furnish all labor, supervision, equipment, transportation, tools, cleaning materials, and supplies as necessary to satisfactorily perform the custodial services as specified in the detailed parameters set forth in this Invitation For Bids (IFB). All work performed under this contract shall be under the direction of the Contract Administrator or Designee.

Services shall be for the TOC Complex consisting of one building with two floors and the total size of the building is approximately 19,600 Square feet. VDOT expects that it should normally take between 2.5 to 3 hours to complete the daily tasks.

Regular cleaning shall be performed every day, as the Salem Traffic Operations Center operates as a 24/7/365 facility with continual staffing. No exceptions will be made to this requirement unless previously authorized in writing by the Contract Administrator or designee.

APPROVED CONTRACTOR PERSONNEL: It is a requirement of this contract that the Owner/Signer of the IFB, Supervisor (Contractor’s Supervisory Representative), at least 2 cleaning technicians and carpet cleaning staff be approved for work at the Salem Traffic Operations Center by completing and passing fingerprint based Criminal

History Records Check (see Special Term and Condition #24). Bidder shall supply the names and required information for the CHRC within five days of receiving the request from VDOT.

During the term of the contract, Contractor shall ensure they are able to perform the services within this contract, by having adequate personnel available with a completed CHRC. Contractor shall maintain a list of ID badge expirations and ensure the Contractor employee renews their badge timely. No one may report to VDOT to work under this Contract with an expired badge.

MATERIALS: The Contractor shall supply all cleaning supplies/solutions necessary for custodial maintenance locations included per the terms of this solicitation. VDOT will supply toilet tissue, paper towels, soap for dispensers and trashcan liners. VDOT will also supply overhead light bulbs to be used for the replacement of burnt out light bulbs.

FREQUENCY: The janitorial services shall be performed daily, 7 days a week, Monday through Sunday.

AS NEEDED GENERAL CLEANING OR EMERGENCY CLEANING: VDOT will provide at least twenty-four

(24) hours’ notice to the Contractor any as needed General Cleaning and at least four (4) hours for Emergency Cleaning. Notice will either be written, given verbally in person, or over the phone. Verbal notice will be confirmed via e-mail.

BID PRICES: Bid prices shall include all labor, supervision, equipment, supplies, incidentals and any other expenses needed to perform the services and tasks described within this solicitation/contract.

B. CONTRACTOR REQUIREMENTS:

1. GENERAL REQUIREMENTS:

a. ALL SERVICES shall be completed as scheduled, and contractor shall work until all required tasks are completed. While the building is continually staffed on a 24/7/365 basis, the building is considered fully staffed each week from Monday through Friday, beginning at 7:30 AM to 5:00 PM. The contractor shall not provide custodial services while the building is fully staffed. The contractor shall work until all required tasks are completed. The Contractor shall determine staffing levels to ensure all required services are completed to meet specification requirements.

b. CLEANING STANDARDS: The Contractor shall provide a level of cleaning that is at least equal to Level 2 as designed by the APPA’s File Levels of Clean. A copy of the APPA’s Five Levels of Clean is provided in Attachment G.

c. EMERGENCY NOTIFICATIONS: The Contractor’s employees shall immediately report fire or other hazardous conditions by first sounding the nearest alarm and calling the Salem Fire Department (911), as appropriate. The Contractor shall immediately report fire, any hazardous condition, or any other issue that could result in damage the premises to both the VDOT Salem TOC Control Room either in person or via telephone at 888-782-7982, and VDOT Salem District Facilities Personnel via telephone at 540-944-8141. The Contract Administrator or designee shall also be notified via e-mail.

d. CO-OPERATION: Painting and other repair or rehabilitation work may be required to be completed by other Contractors and/or VDOT personnel during the contract period. The Contractor shall coordinate cleaning services with the other Contractors or VDOT personnel when required by the Contract Administrator or designee.

e. QUALITY OF PERFORMANCE: The VDOT Contract Administrator or designee will meet regularly with the Contractor’s

Supervisor to discuss the quality of performance. The Supervisor shall provide VDOT, upon request, with a monthly inspection report (beginning 30 days after contract initiation) noting deficiencies on the report. This schedule may be modified as deemed necessary by the VDOT Contract Administrator or designee based upon the performance of the Contractor or availability of VDOT personnel, but not less than quarterly.

f. SCHEDULING AND DOCUMENTATION OF SERVICES: The Contractor shall submit their proposed daily work schedule for approval by the VDOT Contract Administrator. The Contractor shall also provide a proposed work schedule for any service that is not required to be performed on a daily basis for approval by the VDOT Contract Administrator.

Prior to the inception of the contract, and thereafter on an annual basis, the Contractor shall also provide a proposed work schedule for any service that is not required to be performed on a daily basis for approval by the VDOT Contract Administrator. The VDOT Contract Administrator also reserves the right to require the Contractor’s personnel to provide additional notification or documentation at VDOT’s discretion including, but not limited to, completing itemized Sign In/Out sheets in order to document the services provided.

VDOT will provide a method for daily, informal communication with the Contractor’s onsite personnel. Any minor concerns, which do not effect the overall performance of duties, such as non-working lights, dripping faucets, broken door handles, etc., should be addressed via the informal communication process.

2. SERVICE REQUIREMENTS

a. DAILY SERVICES

The facility should appear clean to a casual observer upon a walkthrough once the daily services are complete. On a daily basis, the contractor shall specifically do the following for the entire facility:

• Empty all trash cans and trash receptacles and replace liners. Ensure that each basket contains a minimum of one extra liner on the bottom of the basket.

• Spot clean and disinfect trash cans and trash receptacles.

• Dispose of all trash in the VDOT provided dumpster.

• Spot clean any conference rooms.

• Dust mop all hard surface floors.

• Dust mop or sweep all concrete floors.

• Dust mop all stairs, landings, and stairwells.

• Spot clean floors or vacuum carpet as needed.

• Spot clean glass doors both inside and out.

• Clean and disinfect all drinking fountains.

• Spot clean any breakroom surfaces and sinks.

• Maintain all janitors’ closets in a neat and orderly fashion.

• Change light bulbs as soon as there is an outage.

• Refill soap and paper towel dispensers and replace batteries as necessary to maintain proper function and ensure adequate supply.

• Walk through the entire facility and remove any visible accumulations of dirt, dust, grass, cobwebs, etc.

RESTROOMS - In addition to the daily services that are provided for the entire facility, the contractor shall do the following with regard to the restrooms on a daily basis:

• Clean, disinfect, and polish all fixtures including toilet bowls, urinals, and sinks.

• Clean and disinfect all high-touch surfaces including doorknobs, switches, and counters.

• Spot clean any surface including, but not limited to, bathroom walls, doors, and partitions.

• Refill soap, toilet tissue, and paper towel dispensers and replace batteries as necessary to maintain proper function and ensure adequate supply.

• Traps shall be maintained free from odor and debris at all times.

OUTSIDE OF BUILDING: In addition to the daily services that are provided for the entire facility, the contractor shall do the following with regard to the outside of the building on a daily basis:

• Sweep concrete entranceways.

• Remove and dispose of trash or other debris within 20’ of entrances.

b. WEEKLY CLEANING – On a weekly basis, the contractor shall do the following for the entire facility:

• Dust mop and wet mop all hard surface floors.

• Dust all furniture including, but not limited to desks, file cabinets, tables, and chairs.

• Empty the contents of any small paper shredders.

• Vacuum all carpeted areas.

• Sweep or vacuum stair landings and steps.

• Clean the exterior surface of all breakroom appliances with approved cleaner.

• Clean and disinfect all conference room tables.

• Clean and disinfect all tables, counters, and sinks in break room areas.

• Remove any visible accumulation of debris from overhead light fixtures.

In addition to the weekly services that are provided for the entire facility, the contractor shall do the following with regard to the restrooms on a weekly basis:

• Clean all mirrors and glass surfaces.

• Clean and disinfect restroom floors and drains.

• Check air fresheners and replace if necessary.

• Clean and sanitize all stalls, seats, toilet bowls, partitions, and urinals.

• Clean and sanitize all washbasins and fixtures.

• Clean and sanitize all shelving, paper/soap dispensers, fixtures, and piping.

• Empty, clean, and sanitize all sanitary napkin receptacles.

In addition to the weekly services that are provided for the entire facility, the contractor shall do the following with regard to the outside of the building on a weekly basis:

• Empty and wipe outside ashtrays.

• Remove all cigarettes from smoking urns and refill urns with fresh water or sand as necessary.

c. MONTHLY CLEANING: On a monthly basis, the contractor shall do the following for the entire facility:

• Dust all flat surfaces throughout the building including but not limited to windowsills, moldings, ledges, shelves, cubicle walls, door frames, picture frames, items attached to walls, etc.

• Dust all window blinds and air vents.

• Vacuum all furniture.

• Clean and wipe all interior windows with approved cleaner.

• Clean all exposed wall and floor corners throughout the building.

• Buff all tile and hard surface areas.

• Pour one liter of hot water down all drains.

• With regard to the monthly cleaning duties, note that at no time should there be any visible accumulation of dust, dirt, marks, streaks, smudges, cobwebs, bugs, fingerprints, etc.

In addition to the monthly services that are provided for the entire facility, the contractor shall do the following with regard to the restrooms on a monthly basis:

• Replace all urinal screens and/or blocks.

• Clean and wipe all showers with approved shower cleaner.

• Dust all moldings, ledges, shelves, and door frames.

• Clean and wipe all walls, doors, and partitions thoroughly with approved cleaner.

d. QUARTERLY CLEANING: On a quarterly basis, the contractor shall do the following for the entire facility:

• Clean all glass in lobby and vestibule areas.

• Clean all draft deflectors, air ducts, and air vents.

• Clean and dust all window frames, casings and sills.

• Clean all light fixtures.

e. SEMI-ANNUAL SERVICES: On a semi-annual basis, the contractor shall do the following for the entire facility:

• Top scrub and recoat all tile floors.

• Top scrub and recoat all ceramic floors.

• Steam clean all carpets, with the exception of the operations room, using a truck mounted system.

• Clean carpet in the operations room. The operations room carpet shall require special care when using carpet cleaning equipment, as the carpet squares cover a removable floor. The Contractor shall furnish a plan for cleaning this room with bid package.

• Dust and disinfect all empty lockers in the upstairs restrooms.

• Clean all exterior windows.

• Clean all high areas. This is further defined as follows: All surfaces and objects in the building, approximately 70” or more from the floor, shall be cleaned by dusting and/or vacuuming. This includes, but is not limited to, such things as: Venetian and/or vertical blinds, door checks, clocks, exposed pipes, duct work, high files, ledges, moldings, tops of partitions, pictures, plaques, ventilating and air conditioning outlets, return grills, and wall and ceiling areas adjacent to these fixtures.

f. ANNUAL SERVICES: On a semi-annual basis, the contractor shall do the following for the entire facility:

• Clean and wax computer room floors. In the computer rooms, a static-free wax shall be used that is suitable for computer server rooms.

• Strip and wax all tile and hard surface floors.

C. PERSONNEL

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

2. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor shall have prior experience in custodial services and shall only use competent, experienced, qualified, and properly trained personnel to perform the work in accordance with this contract.

a. The Contractor shall employ a sufficient number of experienced cleaning technicians to adequately perform all the specified services in the frequency and at a standard specified herein.

b. To ensure supervision and maintain service throughout the course of this contract, the Contractor shall submit for fingerprint/background check and get approved a minimum of two (2) cleaning technicians, one (1) supervisor, and the owner/signer of this solicitation. Once awarded, the Contractor shall determine staffing levels to ensure all required services are completed satisfactorily per the specifications. All badged employees are not required to be onsite during each cleaning shift.

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

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

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

6. VDOT EQUIPMENT USE: The Contractor’s personnel shall not use any telephone, two-way radio, or any other VDOT equipment unless specified by the Contract Administrator or designee.

7. COMMUNICATION: Each crew shall have a supervisor capable of communicating (both verbally and in writing) and comprehending the English language. The supervisor shall be capable of communicating instructions to a member of the Contractor’s crew.

8. CONTRACTOR’S CONDUCT: The Contractor shall be responsible for the conduct and performance of the Contractor’s and Subcontractor’s employees, including, but not limited to compliance with the following rules:

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

Telephone service will be permitted only for local calls pertaining to the performance of this Contract.

b. The Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted in the building.

c. The Contractor’s employees shall not open desk drawers or cabinets at any time.

d. The Contractor’s employees shall ensure that at no time shall a state building or an office on state property be left open or unlocked while unattended. State property shall be secured at all times during cleaning operations.

e. The Contractor will be held responsible for breakage of state property as a result of work performed under this contract. The Contractor shall repair damaged property at their own expense.

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

9. BEHAVIOR: Behaviors displayed by the Contractor’s and subcontractor’s employees, such as loud or boisterous conduct, catcalling, whistling, leering, and other similar gestures will not be tolerated. Anyone exhibiting such behavior will be barred from the work site permanently. Repeated incidents shall be grounds for the issuance of a Procurement Complaint Form.

10. APPEARANCE: Any person working under this contract shall be neat in appearance at all times. Proper dress shall include long pants (slacks) and shirts or blouses with sleeves (short or long and buttoned if required). Clothing should be appropriate for weather conditions.

11. PERSONAL VISITS – No family member or friend of the Contractor employees are to be allowed inside the fenced-in area or in any VDOT buildings at any time. The Contractors authorized personnel shall only be allowed.

12. BADGE AGREEMENT: Contractor personnel shall enter the building using their unique, personal VDOT ID badge.

Contractor shall monitor entrances and doors to keep unauthorized persons from entering the building, and no one without a VDOT ID badge shall enter.

D. EQUIPMENT

1. CONTRACTOR FURNISHED EQUIPMENT: The Contractor shall furnish all custodial equipment necessary for duties to be performed under this contract. The equipment shall include, but is not limited to vacuum, mops, brooms, wash buckets with wringers, floor strippers, waxers, signs, buffers, extracting equipment for carpet cleaning, etc. For high cleaning, a ladder shall also be required. All equipment shall be labeled with the Contractor’s company name. Storage of these items is allowed in the designated areas that is determined by the Contract Administrator or designee at the time of award, space permitting.

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

E. GENERAL MATERIALS AND SUPPLIES

CONTRACTOR FURNISHED SUPPLIES: The Contractor shall provide all custodial supplies unless otherwise provided by VDOT.

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

F. REQUIREMENTS WHICH VDOT WILL COMPLY WITH

1. ACCESS TO FACILITIES: VDOT will provide access to the buildings that are to be cleaned using VDOT-issued identification badges for the duration of this contract. The Contractor shall return all badges when the contract is terminated. The Contractor shall be responsible for the safekeeping of badges during the contract period. The Contractor shall not loan the badges. In the event the Contractor loses a VDOT-provided badge, a Procurement Complaint form will be issued.

2. PERIODIC INSPECTIONS: The Contract Administrator or designee will conduct periodic inspections, not less than once a week, of the facilities after the scheduled custodial service has been performed. Any discrepancies noted will be recorded in writing along with the date and time of the inspection. If there are any deficiencies noted, the Contract Administrator or designee will provide a copy of the report to the Contractor. Minor deficiencies shall be corrected during the next normal cleaning period. The Contract Administrator or designee will contact the Contractor within eight (8) hours of discovery of any major deficiencies, which shall be corrected within four (4) hours of notification.

3. MINOR OR MAJOR DISCREPANCY: The Contract Administrator or designee 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.

4. STORAGE OF SUPPLIES: VDOT will provide limited space for custodial supplies during the life of the contract.

Locations shall be determined by the Contract Administrator or designee at the time of award. The space provided shall be reasonably stocked, organized, and odor free.

5. SPECIAL OR EMERGENCY CLEANING: VDOT will provide at least twenty-four (24) hours’ notice to the Contractor for Special Cleaning and at least four (4) hours for Emergency Cleaning. Notice will either be written or given verbally in person or over the phone and confirmed via e-mail.

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

G. METHOD OF ORDERING WORK

1. WORK NOTIFICATION PROCEDURE: The Contractor’s official notification will be the issuance of a purchase order which will have outlined in the comment section the frequency and buildings that shall be cleaned along with beginning dates and the ending dates of the contract period. The Contractor’s service shall begin on the first business day of the contract term as listed on the contract. Any partial month shall be billed at a prorated rate, based on thirty

(30) days per month.

2. CONTRACTOR’S FAILURE TO REPORT: If the Contractor fails to commence work at the mutually agreed upon time, a Procurement Complaint Form (PCF) may be issued against the Contractor.

H. HOURS OF WORK

1. SCHEDULE: It is the Contractor’s responsibility to make sure that cleaning is performed daily, without exception, and that other services are provided as scheduled. The Contractor shall provide the VDOT Contract Administrator or designee with a proposed schedule for the delivery of all work that shall be reviewed and must accepted at the discretion of the VDOT Contract Administrator or designee in writing prior to the commencement of any work by the Contractor.

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

I. SAFETY REQUIREMENTS

1. SAFETY PROGRAM: The Contractor shall maintain an adequate safety program to ensure the safety of the Contractor’s and Subcontractor’s employees. The Contractor is required to comply with the OSHA and VOSH Standards.

2. PROTECTION OF PERSONS AND PROPERTY: The Contractor shall always take every precaution for the protection of people who may come onto the worksite or be affected by the Contractor’s operation in connection with the work by ensuring the work area is clean and free from safety hazards.

3. SAFETY STANDARD: Safety is of paramount importance to VDOT. At no time shall the contractor or its personnel deliver services in performance of this contract in an unsafe manner. The Contractor shall employ care and concern to ensure the safety of any individual and of both VDOT and personal property before, during, and after the delivery of any service. The Contractor shall be responsible for executing all services under this contract in a safe manner and should resolve any concern with the VDOT Contractor Administrator or designee prior to scheduling or commencing delivery of any service. The VDOT Contract Administrator or his designee reserves the right to immediately suspend the delivery of any service that is deemed unsafe at the Contractor’s expense.

J. BID PRICING

Any response to this solicitation shall contain pricing for the following five items:

1. An annual price to complete all services noted herein, which shall be billed to VDOT on a monthly basis.

Pricing for the following as-needed services, which may or may not be utilized by VDOT at VDOT’s sole discretion:

2. A square footage rate for cleaning the operations room carpet

3. A square footage rate for general carpet cleaning, excluding the operations room carpet

4. An hourly rate for general cleaning services as described herein

5. An hourly rate for emergency cleaning services as described herein

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 October 20, 2026 at 1596 Deborah Lane, Salem, VA 24153 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 10:05 AM EDT.

All prospective bidders should bring a copy of the solicitation; 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 1596 Deborah Lane, Salem, VA 24153 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 mailto:edi@doa.virginia.gov

VII. INVOICING:

Invoices shall be submitted to the address listed below by the 10th of the month. 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 by VDOT.

Virginia Department of Transportation Attn: Salem Traffic Operations Center

1596 Deborah Lane Salem, VA 24153

In lieu of mailing, invoices may be submitted as an attachment via email to Salem-DistrictBusinessOffice@vdot.virginia.gov, with a copy to the Contract Administrator.

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 11:00 AM EDT on October 30, 2026.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/245000184954405?p=CI7jlhZXe2lOKtWytJ Meeting ID: 245 000 184 954 405 Passcode: Db2cB64x

Need help? | System reference Dial in by phone +1 434-230-0065,323129829# United States, South Hill Find a local number mailto:DistrictBusinessOffice@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/245000184954405?p=CI7jlhZXe2lOKtWytJ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmY1MDMxNWUtMWE2ZS00MjJkLWExMTQtZWY5Y2VkNGI0NGYx%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22a9141931-d4bc-4bb0-b77a-ad7cf39e29a4%22%7d tel:+14342300065,,323129829 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=323129829

Phone conference ID: 323 129 829# Join on a video conferencing device Tenant key: commonwealthofvirginia@m.webex.com Video ID: 119 200 453 6

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

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

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

IX. GENERAL TERMS AND CONDITIONS:

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

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

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

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

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

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

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

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

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

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

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the

Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

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

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

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

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

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number;

social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

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

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

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

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364.

Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

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

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

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

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract.