State of Idaho Request For Quote

1. Purpose: The Idaho Division of Vocational Rehabilitation (“Agency” or “IDVR”) is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Bidders”), to provide janitorial services for its Nampa office, an approximately 5,434 square foot facility located at 3904 E. Flamingo Ave., 2nd Floor, Nampa, Idaho 83687.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation. All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead. Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

3. Timeline: Quotes are due by 5:00 p.m. MT on February 13, 2026.

Late Quotes shall not be accepted or considered.

Optional Facility Walkthrough: An optional facility walkthrough is scheduled for bidders to visit the Nampa office and review the areas requiring janitorial services. Failure to attend the optional facility walkthrough shall not relieve the Bidder of meeting the requirements of this RFQ. A maximum of two (2) persons per interested party will be allowed to attend in-person. Details are as follows:

3.1. Date and Time: Wednesday, February 4, 2026, at 3:00 p.m. MT

3.2. Location: 3904 E. Flamingo Ave., 2nd Floor, Nampa, Idaho 83687.

3.3. Contact: Contact information will be provided upon RSVP.

3.4. RSVP: Parties interested in attending a walkthrough must notify the RFQ lead via email by 5:00 p.m. MT on Tuesday, February 3, 2026.

3.5. Instructions: Official questions about the walkthrough must be submitted in writing to the RFQ Lead; verbal questions may be answered during the walkthrough, but are considered unofficial and will not be included in this document.

4. Required Submittals: Bidders must complete and submit the following Submittal Forms as part of their Quote package:

Submittal Form A – Background, Declarations, & Certifications Submittal Form B – Pricing Schedule

5. Basis of Award: Award will be made to the responsive responsible Bidder with the lowest 1 Year Total Cost, as provided on Submittal Form B. The RFQ Lead may, in the State’s sole discretion, require the Bidder to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder being deemed non-responsible.

6. Submission Instructions The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed in #4 Required Submittals).

7. Exhibits

7.1. Exhibit 1 – Background Information

7.2. Exhibit 2 – Scope of Work (SOW)

7.3. Exhibit 3 – Contract Example

7.4. Exhibit 4 – Cleaning Inspection Form

7.5. Exhibit 5 – Floor Plan

EXHIBIT 1

Background Information

1. Background Information The Idaho Division of Vocational Rehabilitation (IDVR) is requesting quotes for janitorial services at their Nampa office. This location is newly leased space of approximately 5,434 square feet (SF), including offices, restrooms, conference rooms, a general waiting area, reception area, scanning copier area and hallways, as further detailed in Exhibit 2.

2. Existing Data

2.1 Service Location: 3904 E. Flamingo Ave., 2nd Floor, Nampa, Idaho 83687, and;

2.2 Facility Size: Approximately 5,434 Square Feet.

3. Current Challenges IDVR aims to acquire consistent high quality janitorial services to maintain a clean and professional environment. The facility is currently under construction, which may affect the service start date and also modify the spaces shown in Exhibit 5. IDVR anticipates occupancy by the first week of February.

EXHIBIT 2

Scope of Work

1. Summary of Scope The Contractor must provide comprehensive janitorial services for the Idaho Division of Vocational Rehabilitation’s (IDVR) Nampa Office to maintain a clean, safe, and professional environment, as detailed in this Scope of Work (SOW). Any changes to the SOW must be authorized by the vendor and IDVR through an amendment initiated by the Division of Purchasing (“DOP”).

2. Objectives and Expectations IDVR intends to secure the services of a qualified Contractor to deliver consistent, high quality janitorial services that meet IDVR’s standards for cleanliness, safety, and professionalism.

3. Schedules & Timelines

3.1. Services must be provided on Monday, Wednesday, and Friday between the hours of 5:00 PM and 11:00 PM MT, unless otherwise approved by IDVR. No work is expected on State-recognized holidays, as listed at:

https://idaho.gov/government/state-holidays;

3.1.1. Any change in janitorial service days must be approved beforehand by IDVR. IDVR reserves the right to modify the SOW as IDVR sees fit, and;

3.2. Janitorial services are preferred to commence within five (5) calendar days of contract execution and upon receipt and approval of the Contractor’s required Certificate of Insurance. If this timeframe cannot be met, the Contractor must identify the earliest available start date in Submittal Form B – Pricing Schedule. Commencement of services by February 17, 2026, is strongly preferred.

3.3. Contractor must submit a Cleaning Inspection Form as shown in Exhibit 4, to the Office Manager or IDVR designee on the last cleaning day of each month.

4. Contract Term The term of the resulting contract will be one (1) year, with an estimated four (4) optional renewals of one (1) year each, upon mutual agreement of the parties.

5. Billing Procedure Contractor must invoice monthly, preferably on or before the fifteenth (15th) day of each month, for work performed. Any invoices submitted without the below-listed information will be rejected until a corrected invoice is submitted.

The invoice must include, but is not limited to:

5.1 Vendor’s payment remittance address and IRS-issued EIN;

5.2 Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, and a description of the work performed);

5.3 Dates of Service;

5.4 Unique invoice number;

5.5 Total amount billed for the billing period and date of invoice;

5.6 Contractor name, address, phone number, and e-mail address, and;

5.7 Contract Number.

Invoices must be submitted by e-mail as an Adobe PDF attachment to:

DVRAccountsPayable@vr.idaho.gov

Or by United States Mail to:

Idaho Division of Vocational Rehabilitation Attn: Accounts Payable 650 W State Street, Rm 150 Boise, ID 83702

6. Requirements These requirements are the minimum mandatory requirements that your quote must meet for the State to consider your Quote for award. The Contractor must provide all janitorial services as outlined below.

6.1. Supplies

6.1.1. Contractor must supply, at its sole expense, all necessary cleaning supplies, tools, and materials required to complete the SOW. Such supplies will include, but are not limited to: cloth towels, trash liners, personal protective equipment for cleaning staff including: latex gloves, aprons, goggles and filter masks in compliance with all applicable safety regulations.

6.1.2. IDVR will supply the following:

6.1.2.1 Paper towels;

6.1.2.2 Toilet paper;

6.1.2.3 Toilet seat covers;

6.1.2.4 Hand soap;

6.1.2.5 Trash receptacles;

6.1.2.6 Keys and/or building entry codes as necessary;

6.1.3. The Contractor must maintain and keep current the Safety Data Sheet (SDS) documents for all chemical supplies at all locations where chemicals are used, stored, mixed, or distributed, and maintain a master SDS inventory.;

6.1.4. Housekeeping closets and equipment must be kept in a clean and orderly fashion. Closets must remain closed at all times. Materials must be placed on shelves with labels facing out, paper supplies and clean mop heads on upper shelves, liquid, and caustic material on lower shelves. Dirty dust mop heads and wet mop heads must be changed once these appear soiled, and;

6.1.5. The Contractor must advise IDVR monthly, and as needed to prevent shortages, of any IDVR provided supplies listed in 6.1.2 that require replenishment.

6.2. Weekly Services

The Contractor must perform the following services as noted below at least three times per week per section 3.1 of the Scope of Work:

6.2.1 Entire Office Area

6.2.1.1 Sweep or vacuum all walking surfaces at entries and exits, including elevator entrance within IDVR’s leased premises;

6.2.1.2 Vacuum carpeted areas, including floor mats, walkways, offices, and conference rooms;

6.2.1.3 Wipe down doorknobs, pull, and push plates

6.2.2 Restrooms

6.2.2.1 Clean and disinfect fixtures in restrooms and break rooms (mirrors, counters, washbasins, faucets, urinals, toilets, toilet seats/lids, supply dispensers);

6.2.2.2 Sweep, mop and disinfect all restroom floors;

6.2.2.3 Fill soap supply dispensers and replenish all paper products as needed (paper towel, toilet seat covers, and toilet paper);

6.2.2.4 Empty all waste receptacles, installing new plastic liners as needed, and;

6.2.2.5 Wipe down doorknobs, pull, and push plates.

6.2.3 Conference Rooms

6.2.3.1 Large conference table and chairs wiped down;

6.2.3.2 Vacuum floors, and;

6.2.3.3 Empty all waste receptacles, installing new plastic liners as needed.

6.2.4 General waiting area, reception area, scanning copier area and hallways

6.2.4.1 Vacuum floors (including hallways);

6.2.4.2 Dust tables, desks and counters (careful not to disturb personal items);

6.2.4.3 Dust cabinets and shelves that are clear of office items;

6.2.4.4 Wipe down inside window edges;

6.2.4.5 Empty all waste receptacles, installing new plastic liners as needed;

6.2.4.6 Clean glass on front entrance doors (inside and outside), and;

6.2.4.7 Mop kitchen floors.

6.2.5 Offices

6.2.5.1 Empty all waste receptacles, installing new plastic liners as needed;

6.2.5.2 Vacuum under and around desks;

6.2.5.3 Wipe off desk surfaces, and;

6.2.5.4 Dust computer monitors.

6.3. Once Weekly Services

The Contractor must perform the following services as noted below and at least once weekly:

6.3.1. Remove visible dirt and debris

6.3.2. Clean and disinfect glass doors, removing smudges;

6.3.3. Clean both sides of partitions and doors (including interior/exterior glass);

6.3.4. Clean and mop custodial storage room;

6.3.5. Clean and disinfect restroom walls, doors, and partitions, with attention to corners, floor edges, chrome leg caps, and;

6.3.6. Dust tops of cubicle partitions.

6.4. Once Monthly Services

The Contractor must perform the following services as noted below and at least once monthly:

6.4.1. Clean all windowsills/windowledges;

6.4.2. Clean inside and outside of all office glass;

6.4.3. Dust mop/sweep IDVR stairwell and elevator, excluding Stairwell 2 (West Stairwell);

6.4.4. Dust cobwebs inside the IDVR suite and at entrance/exit doors;

6.4.5. Dust window blinds;

6.4.6. Dust wall hangings in public areas;

6.4.7. Clean legs of chairs and tables in lobbies, break rooms, and conference rooms;

6.4.8. Clean door frames, removing smudges, and;

6.4.9. Wipe down interior doors (office doors and other doors within the office).

6.5. Quarterly Services

The Contractor must perform the following services as noted below and at least once every three (3) months/four (4) times per year:

6.5.1. Dust and clean all light fixtures excluding stairwell light fixtures (exterior surfaces only; removal of light covers is not required or permitted);

6.5.2. Dust and clean heating and air system vents;

6.5.3. Mop and disinfect all computer mats;

6.5.4. Dust and clean all baseboards;

6.5.5. Clean all interior window glass and interior windowsill tracks;

6.5.6. Edge all carpets;

6.5.7. Vacuum chairs and wipe down chair arms or wipe down vinyl chairs, and;

6.5.8. Clean and disinfect all waste receptacles.

6.6. Annual Services

The Contractor must perform the following services as noted below and at least once per year:

6.6.1. Clean all upholstered chairs as appropriate (steam, vacuum, or spot clean) and;

6.6.2. Carpet clean/shampoo carpet (with spot cleaning as needed) entire office.

EXHIBIT 3

Contract

The Contract resulting from this solicitation is subject to the terms and conditions set forth in the document titled “State of Idaho Contract Terms and Conditions” attached within the Questions tab in IPRO Powered by LUMA; By executing a Contract resulting from this solicitation, the parties acknowledge and agree to be bound by all such terms and conditions as if fully set forth herein;

The Contract incorporates by reference all attachments, exhibits, and documents included in the original solicitation, as well as all attachments, exhibits, and materials submitted by the Contractor in response to the solicitation; Such documents form an integral part of the Contract and shall have the same force and effect as if set forth in full herein;

A sample of the Contract document is provided below;

EXHIBIT 4

Cleaning Inspection Form

(O) Satisfactory (X) Requires Action

Entire Office Area

Sweep or vacuum all walk surfaces at entries and exits;

Vacuum carpeted areas, including floor mats, walkways, offices, and conference rooms;

Wipe down doorknobs, pull, and push plates;

Restrooms

Clean and disinfect fixtures in restrooms and break rooms (mirrors, counters, washbasins, faucets, urinals, toilets, toilet seats/lids, supply dispensers);

Sweep, mop, and disinfect all restroom floors;

Fill soap supply dispensers and replenish all paper products as needed (paper towel, toilet seat covers, and toilet paper);

Empty all waste receptacles, installing new plastic liners as needed;

Wipe down doorknobs, pull, and push plates.

Conference Rooms

Large conference table and chairs wiped down;

Vacuum floors;

Empty all waste receptacles, installing new plastic liners as needed.

General waiting area, reception area, scanning copier area and hallways

Vacuum floors (including hallways);

Dust tables, desks and counters (careful not to disturb personal items);

Dust cabinets and shelves that are clear of office items;

Wipe down inside window edges;

Empty all waste receptacles, installing new plastic liners as needed;

Clean glass on front entrance doors (inside and outside);

Mop kitchen floors.

Offices

Empty all waste receptacles, installing new plastic liners as needed;

Vacuum under and around desks;

Wipe off desk surfaces;

Dust computer monitors.

Weekly:

Remove visible dirt and debris;

Clean and disinfect glass doors, removing smudges;

Clean both sides of partitions and doors (including interior/exterior glass);

Clean and mop custodial storage room;

Clean and disinfect restroom walls, doors, and partitions, with attention to corners, floor edges, chrome leg caps, and;

Dust tops of cubicle partitions.

Monthly:

Clean all windowsills/windowledges;

Clean inside and outside of lobby and stairwell door glass and office door glass;

Dust mop/sweep IDVR stairwell and elevator, excluding Stairwell 2 (West Stairwell);

Dust cobwebs inside the building and at entrance/exit doors;

Dust window blinds;

Dust wall hangings in public areas;

Clean legs of chairs and tables in lobbies, break rooms, and conference rooms;

Clean door frames, removing smudges;

Wipe down interior doors (office doors and other doors within the office);

Clean interior windows.

Quarterly:

Dust and clean all light fixtures excluding stairwell light fixtures (exterior surfaces only; removal of light covers is not required or permitted);

Dust and clean heating and air system vents;

Mop and disinfect all computer mats;

Dust and clean all baseboards;

Clean all interior window glass and interior windowsill tracks;

Edge all carpets;

Vacuum chairs and wipe down chair arms or wipe down vinyl chairs;

Clean and disinfect all waste receptacles.

Annually:

Clean all upholstered chairs as appropriate (steam, vacuum, or spot clean)

Carpet clean/shampoo carpet (with spot cleaning as needed) entire office.

EXHIBIT 5

Floor Plan

LOI – VR, 3904 Flamingo, 2nd Floor, Nampa

NOTE: This plan is provided for reference purposes only and is not the most current version; Ongoing construction may modify the spaces shown;

· Elevator entrance glass.

· Door with glass insert entering waiting/reception.

· Door with glass insert at bottom of staircase on right side of map.

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory. Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote being deemed non-responsive.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder; By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents; As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder; I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation;

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Pricing Schedule

The Bidder must complete all information requested in this Submittal Form. This Submittal Form must be submitted with your Quote electronically through the Idaho eProcurement System (IPRO).

Cost/Fee Provide your monthly cost for Janitorial Services in the COST PER UNIT column. Multiply COST PER UNIT X ESTIMATED UNITS to calculate the TOTAL COST. Enter total in TOTAL COST and 1 YEAR TOTAL COST. This is the State’s best estimate of usage, there is no minimum or maximum amount guaranteed. These costs must meet the scope of work outlined in Exhibit 2 – Scope of Work;

Your TOTAL COST must be fully burdened to include all costs associated with providing janitorial services in full compliance with the SOW at 3904 E Flamingo Ave, 2nd Floor, Nampa, Idaho 83687.

If awarded the contract, will you meet the time line for delivery specified in Exhibit 2 (5 days after contract execution)?

Note: Failure to respond, or responding ‘No’ may disqualify your Quote; If you have responded ‘No’, please provide a brief explanation below:

Yes No

Company Name of Bidder:

Company Address:

Contact Name/Phone:

Contact E-mail:

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