IFB 154-27-115641 - Addendum 1 - Answers to Bidder Questions.pdf
PDF 453 KB Posted
- Attached to
- Janitorial Services for DMV CSCs
- Solicitation number
- IFB-115641
- Issued by
- Craig County, Virginia
About this file
This is Addendum No. 1 to an Invitation for Bid (IFB #154-26-115641) issued by the Virginia Department of Motor Vehicles for janitorial services at nine stand-alone DMV Customer Service Center locations. The solicitation is for janitorial services classified under commodity 91039, with an initial contract term running from August 1, 2026, through December 31, 2026, followed by four optional one-year renewal periods beginning January 1, 2027. Bidders are not required to submit pricing for all locations and may bid on individual locations or a subset of the nine CSCs. Site visits were available to interested bidders between March 17 and March 27, 2026, from 10:00 AM to 4:00 PM on weekdays. There was no mandatory bidders' conference or pre-bid meeting required. The bid due date was April 17, 2026, at 2:00 PM. Detailed square footage information for each location is provided in Attachment B, a separate Excel spreadsheet, and additional site-specific details including floorplans, bathroom counts, and foot traffic estimates are available during on-site visits.
All janitorial services must be performed after hours, outside of the DMV's operating hours. Bidders must include costs for quarterly carpet shampooing and semi-annual floor stripping and waxing as part of their monthly proposed pricing rather than as separate line items. The solicitation is open to all eVA-registered vendors; DSBSD certification is not required, though certified micro or small businesses may receive award priority. Performance deductions may be applied on a per-occurrence basis in accordance with Section V.E of the IFB. The Department noted that the accuracy of provided square footage is not certified or guaranteed and may change during the contract period. A signed acknowledgment of this addendum was required either prior to the bid due date or attached to the bid submission in eVA.
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Text version
March 27, 2026
ADDENDUM NO. 1 TO ALL BIDDERS:
Reference – Invitation for Bid: IFB #154:26-115641 Commodity: 91039-Janitorial Services Dated: March 16, 2026 For Delivery To: Department of Motor Vehicles Bid Due: April 17, 2026, 2:00 PM
This addendum is to provide responses to questions submitted during the Q&A period. The following questions were received from eligible bidders with the corresponding answers below:
1. Do u know if there is a way I can bid just on 1 location? I don’t want 9 CSC’s.
Yes, you may bid on just the location(s) you are interested in. You do not have to bid on them all.
2. To ensure proper pricing, could you please provide the cleanable square footage for the following DMV locations? Any available details regarding total interior cleanable square footage or floor plans would be greatly appreciated.
Site information and total square footage are contained in Attachment B: Janitorial Pricing Sheet.
Per the IFB, the accuracy of the square footage is not certified or guaranteed and may change during the contract period. Bidders have the option to conduct site visits. Bidders may visit sites Mondays through Fridays, from March 17th through March 27th, 2026, 10am to 4pm.
3. Is there a reason the contract is technically 5 months with the options?
The previous contract period was 1/1/26-12/31/26 with the option of 4 one-year renewals, however, it has been cancelled, which is why we are re-soliciting. The new awarded contract will finish out the year, as it will end 12/31/2026 and is also available for 4 one-year renewals beginning 1/1/2027.
4. The times to perform the actual services, is it during the DMV's open hours, or after hours?
Per the IFB: All janitorial services shall be done after hours.
5. Will there be any type of mandatory zoom or in person meeting to attend in order to qualify to bid?
No, there is no mandatory zoom or in-person meeting required for bidders.
6. Do I need to go to the CSC location to do a walk-through and sign in sheet?
Site visits are optional. If you are already familiar with the location, feel free to submit your bid.
7. I submitted my bid. Can you check to see if I did everything correct because this is a very difficult process This is a sealed bidding process, which means DMV cannot see the bids until the closing date and time. If you are unsure or have any questions about your submission, feel free to reach out to eVA Customer Care at 1-866-289-7367.
8. Are there any specific operational or service delivery challenges DMV would like contractors to be particularly mindful of for this solicitation?
No
9. Are there any expectations or preferences regarding dedicated staffing versus shared personnel across multiple locations?
No
10. Can you confirm whether the August 1, 2026, start date is firm, or if an earlier transition could be considered if needed?
August 1, 2026, is firm for the start date.
11. Please confirm whether firms that do not currently hold an active DSBSD micro or small business certification are eligible to submit a bid and be considered for award under this solicitation.
Non-DSBSD certified vendors are eligible to submit a bid.
12. Please confirm whether this solicitation is restricted to DSBSD-certified firms, or if it is open to all bidders with award priority applied to certified micro or small businesses.
This solicitation is open to all eVA registered vendors.
13. The solicitation states an initial term of August 1, 2026, through December 31, 2026, followed by four (4) optional one (1) year renewal periods. Please confirm whether the five-month initial term is intentional.
Yes, the initial five-month term is intentional, with 1 year renewal options beginning January 1, 2027.
14. Please confirm whether bidders are required to submit pricing for all DMV statewide locations, or if partial bids by region or district will be considered.
It is not required to bid on all. You may bid on just the locations you are interested in.
15. I don’t see attachment B in the IFB document.
The IFB is a WORD document, whereas the Pricing Sheet (Attachment B) is an Excel Spreadsheet. It is a separate attachment in the solicitation in eVA.
16. Can DMV provide detailed square footage and floor type breakdowns (e.g., carpet, tile, quarry tile) for each location listed in Attachment B to support accurate pricing assumptions?
Detailed square footage and clarification regarding floor types can be specified during site visits.
Bidders may conduct site visits Mondays through Fridays, from March 17th through March 27th, 2026, 10am to 4pm.
17. Should the costs associated with quarterly carpet shampooing and semi-annual floor stripping/waxing be included in the monthly proposed price, or treated as separate services?
Costs associated with quarterly carpet shampooing and semi-annual floor stripping/waxing should be included with the monthly proposed price.
18. Can DMV clarify how performance deductions (e.g., 10% or 20%) are calculated and applied (per occurrence, per location, or per invoice period)?
Performance deductions may be applied per occurrence. Please refer to the IFB, Section V.E.
Performance Standards - 4, which address percentages deducted for different performance issues.
19. Are bidders permitted to submit pricing for selected locations only, or is a full statewide bid required?
Yes, bidders are permitted to submit pricing for selected locations. You are not required to bid on them all.
20. Can you provide the floorplans, total number of bathrooms and stalls, and estimated daily foot traffic for each location?
The requested information is available at the CSCs. Feel free to do a site visit during the designated dates and times to obtain information regarding floorplans, total number of bathrooms and stalls, and estimated daily foot traffic for each location
Note: A signed acknowledgment of this addendum must be received electronically either prior to the bid due date and hour or attached to your bid in eVA. Signature on this addendum does not substitute for your signature on the original bid document. The original bid document must be signed.
Very truly yours, LaToya Green Contract Officer
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