ADDENDUM 2 for IFB JANITORIALSVCSELLISSQ043031.pdf
PDF 418 KB Posted
- Attached to
- Janitorial/Custodial Services
- Solicitation number
- IFB-117127
- Issued by
- Dinwiddie County, Virginia
About this file
This is Addendum No. 2 to an Invitation for Bid (IFB) issued by Greater Reach Community Services Board for janitorial and custodial services at Ellis Square Apartments in Petersburg, Virginia. The scope of work includes twice-monthly cleaning of two main offices (Units 6310 and 6314) and as-needed cleaning of up to 12 occupied residential units, with services to be performed after 5:00 p.m., preferably Friday through Sunday during weeks beginning the 1st and 15th of each month. The facility operates 24/7 with staff present on-site, and the approximately 600 square feet per unit (1,200 combined for Units 6412 and 6414) encompasses office areas with cubicles, kitchens, bathrooms, and laundry rooms. The mandatory pre-bid site visit was scheduled for April 16, 2026, at 11:00 a.m., with sealed bids due by April 23, 2026, at 3:00 p.m. The contract period runs from May 1, 2026, through April 30, 2027, with options for two successive one-year renewal periods upon written agreement of both parties, with renewal notifications required approximately 90 days prior to contract expiration.
The addendum clarifies that the contractor must provide all labor, supplies, and equipment, including a vacuum cleaner with hose extension, with all cleaning supplies subject to agency inspection and approval. The agency will furnish liquid hand soap, paper towels, toilet paper, and trash bags. Pricing for renewal periods may be escalated using the Consumer Price Index for Services (CPI-U) category, with increases or decreases not to exceed the percentage change in the CPI-U for the preceding 12 months. Award will be made to the lowest responsive and responsible bidder based on net pricing, which must include a fixed monthly price for routine services and a fixed labor-hour rate for special or emergency cleaning. No set-aside designations, incumbent vendor information, or specific contract budget amounts are identified in the solicitation documents.
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Other files
| File | Type | Posted |
|---|---|---|
| ADDENDUM 1 for IFB JANITORIALSVCSELLISSQ043031.pdf | ||
| INVITATION FOR BID JANITORIAL SERVICES for ELLIS SQ.doc | DOC document | |
| INVITATION FOR BID JANITORIAL SERVICES for ELLIS SQ.doc | DOC document |
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Text version
Terrelle Stewart, LPC, CPSC
Executive Director
20 W. Bank Street – Suite 9 Petersburg, Virginia 23803 (804) 862-8002 –
Fax: (804) 862-6158 tstewart@grcsb.org
April 20, 2026
ADDENDUM NO. 2
Reference – IFB#JANITORIALSVCS-ELLISSQ043031
Commodity: Janitorial Services Dated: April 01, 2026
This Addendum is part of the solicitation and must be submitted with the proposal.
The above Invitation for Bid is hereby changed to include the following:
1. Special Terms & Conditions
A. Renewal Contract: This contract may be renewed by Greater Reach CSB upon written agreement of both parties for (one year) with two ( successive one year periods), under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration
1. If Greater Reach CSB elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the ”Services” category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor
Statistics for the latest twelve months for which statistics are available.
2. If during any subsequent renewal periods, Greater Reach CSB elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the
“Services” category of the CPI-U section of the Consumer Price Index of the United States Bureau of
Labor Statistics for the latest twelve months for which statistics are available.
Questions/Answers:
1. Will there be servicing of units with occupancy?
Yes, some units will be occupied, including those with roommates.
2. How many units are there?
Up to twelve (12) units may be occupied.
3. Will keys be provided for access to the offices/units?
Yes, keys will be provided to the janitorial company for the two (2) offices that will be serviced twice per month.
4. Is there an alarm system?
There is currently no alarm system in place; however, staff is present on-site 24/7.
5. What is the best time to clean?
The preferred cleaning time is after 5:00 PM.
6. Page 18 – Main Offices: Clean window sills This includes cleaning both the window sills and the blinds. Will the 6314 office be set up like 6310?
No, Unit 6314 will include office space and meeting rooms. The final layout is subject to change
7. Is the contractor responsible for furnishing consumable supplies, if so,
- PARTICIPATING MEMBERS –
Colonial Heights Dinwiddie Emporia/Greensville Hopewell/Prince George Petersburg Surry Sussex
(804) 520-7210 (804) 469-3746 (434) 348-8900 (804) 541-8660 (804) 862-8002 (757) 294-0037 (804) 834-2205
GREATER REACH COMMUNITY SERVICES BOARD
Formerly known as District 19 Community Services Board
MENTAL HEALTH, DEVELOPMENTAL, and RECOVERY SERVICES mailto:tstewart@grcsb.org
a. can you provide estimated monthly quantities? No. This is the first time this location has requested janitorial services, so we are not able to provide this quantity that will be used on a monthly basis.
b. can you confirm which items are contractor provided versus owner furnished? II. Scope of Work –
Requirements #1 states what the agency will provide. The contractor will have to provide a vacuum cleaner equipped with hose extension. All other supplies you use for cleaning, will be inspected and approved by the agency.
8. For any contract years beyond the base year, is pricing eligible for escalation, and if so, is CPI U or another index permitted? Yes. CPI U is permitted.
9. Are there areas in the facility that operate outside standard business hours and require janitorial coverage? The location is 24/7. At this time, 6310 & 6314 are the only ones that will require janitorial service. All other units are “As Needed Basis”.
c. What is the preferred service timeframe? Friday – Sunday after 5 pm. Preferred week: Week beginning the 1st and the 15th of the month..
10. Can floor plans be made available, including identification of public, administrative, and program spaces? Public space is the laundry room in 6310. All other space for cleaning is the office area that consist of 4 cubicles, kitchen and bathroom of 6310. 6314 that will become an office, will consist of an office, meeting rooms, bathroom and kitchen. See attachment to this Addendum for floor plan.
11. Are there any required green cleaning standards, product approvals, or chemical restrictions proposers should plan for? There are no green cleaning standards. The Agency will inspect and approve supplies used by contractor.
12. Will pricing receive direct evaluation points, or will it be reflected indirectly through other scoring criteria?
Award will be made to the lowest responsive and responsible bidder. See Award under Special Terms and
Conditions of the IFB.
13. Will we have to clean the refrigerator? No. The outside and top only.
14. Why is the contract up for bid? This is the first time for continual service for this location.
15. Is there flexibility in the As Needed Basis job with the timeframe? The cleaning will need to be completed on
Friday – Sunday after 5 PM.
16. It states that the awarded company must have completed sexual harassment training. Do you require this before the award or is there flexibility to complete it by the service start date? It states that this is an annual requirement. It can be done after the start date.
17. Will the carpet be removed in 6314?
The carpet may be removed; however, this has not yet been confirmed.
18. What is the square footage? Approximately 600 sq. ft. per unit. 6412 & 6414 are combined- 1,200 sq. ft.
Signature of Person Authorized to Sign this bid: ______________________________________________________
Print Name of Person Authorized to Sign this bid: ____________________________________________________
Company Name: _____________________________________________________________
Address: ___________________________________________________________________
Phone: _________________________________________Fax: ___________________________________________
Email: _______________________________________________________
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