IFB# 154-27-115641 Janitorial Services.pdf

VIRGINIA DEPARTMENT OF MOTOR VEHICLES

INVITATION FOR BIDS (IFB)

Issue Date: 03/16/2026 IFB# 154:27-115641

Title: Janitorial Services Commodity Code: 91039- Janitorial/Custodial Services Issuing Agency: Commonwealth of Virginia

Department of Motor Vehicles (DMV) 2300 West Broad Street Richmond, Virginia 23220

Location Where Work Will Be Performed: Department of Motor Vehicles Statewide Locations

Period of Contract: From August 1, 2026 to December 31, 2026 with four (4) optional one (1) year renewal periods.

Sealed Bids will be received until: 2:00 PM Eastern Standard Time (EST) on April 17, 2026, for furnishing the services described herein.

Sealed Bids will be opened: in Public at 3:00PM Eastern Standard Time (EST) on April 17, 2026, virtually via Microsoft Teams. If interested in attending, please send request for an invite via E-mail to: latoya.green@dmv.virginia.gov.

All inquiries for information should be directed to LaToya Green, via E-mail to: latoya.green@dmv.virginia.gov. No questions will be made or answered orally. Questions must be received by 2:00 PM EST March 27, 2026.

IFB# 154:27-115641 is an invitation for an electronic sealed bid; therefore, bids submitted outside of eVA, such as via e-mail, mail, or fax, will NOT be accepted. Electronic sealed bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time will not be considered and will be date and time stamped, marked “late,” and retained unopened in the procurement file.

Pre-Bid Conference: NO PRE-BID CONFERENCE WILL BE HELD. Site visits are optional. Additional information regarding site visit requirements can be found below.

In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct and complete.

Name and Address of Firm:

Zip Code:

eVA Vendor ID:

Fax Number: ( ) E-mail Address:

Date:

By:

(Signature in Ink) Name:

(Please Print) Title:

Telephone Number: ( )

Note: In the solicitation, awarding or administration of contracts, no agency shall discriminate against a bidder, offeror, or contractor because of the race, religion, color, sex, age, disability, national origin, sexual orientation, gender identity, political affiliation, or veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment (Code of Virginia, § 2.2-4310A; Executive Order 1 (2014)).

IFB 154:27-115641

TABLE OF CONTENTS

I. PURPOSE

II. DEFINITIONS

III. PRE-BID CONFERENCE

IV. BIDDER UNDERSTANDING OF REQUIREMENTS

V. SCOPE OF WORK

VI. REPORTING AND DELIVERY INSTRUCTIONS

VII. BIDDERS INSTRUCTIONS

VIII. BIDDER QUALIFICATIONS/AWARD

IX. INVOICES AND METHOD OF PAYMENT

X. GENERAL TERMS AND CONDITIONS

XI. SPECIAL TERMS AND CONDITIONS

XII. ATTACHMENTS

A: STATE CORPORATION COMMISSION FORM

B. PRICING SCHEDULE

C: SMALL BUSINESS SUBCONTRACTING PLAN

D: VENDOR DATA SHEET

E: PERSONNEL AUTHORIZATION FORM

I. PURPOSE

The purpose of this Invitation for Bid (IFB) is to solicit sealed bids from qualified and capable contractors to establish a term contract with multiple contractors through competitive bidding for the purchase of Janitorial Services by the Virginia Department of Motor Vehicles (DMV).

II. DEFINITIONS

The following definitions apply to this solicitation:

• Authorized Users means Virginia Department of Motor Vehicles (DMV).

• Bid or Response means the official written bid submitted by a bidder in response to this solicitation.

• Bidder means the company or firm submitting a bid in response to this solicitation.

• Contract means the resulting agreement executed by and between the Commonwealth and the Contractor, as now or hereafter amended.

• Contractor means the person or entity delivering products or performing services under all contractual provisions stipulated under any contract resulting from this solicitation.

• Department of Small Business and Supplier Diversity (DSBSD) means the Commonwealth of Virginia agency dedicated to enhancing the participation of small, women- and minority-owned businesses in Virginia’s procurement process.

• Department of Motor Vehicles (DMV) means the agency conducting this procurement. For the purposes of this solicitation, DMV may be referred to as “Agency” or the “Commonwealth.”

• eVA means the Commonwealth of Virginia’s Internet electronic procurement solution website portal which streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with Virginia state agencies and public bodies. Obtain additional information on eVA at http://www.eva.virginia.gov and click on “I Sell to Virginia.”

• Invitation for Bid (IFB) means the entire solicitation document, including all parts, sections, exhibits, attachments, and amendments.

• Order or Purchase Order (PO) means any eVA order used to order the products and services on the Contract.

• Virginia Business Opportunities (VBO) means the Commonwealth of Virginia’s website portal to access all bid opportunities and solicitations published for goods and services that state agencies and localities purchase.

III. PRE-BID CONFERENCE: NO PRE-BID CONFERENCE WILL BE HELD.

IV. BIDDER UNDERSTANDING OF REQUIREMENTS AND QUESTION SUBMISSION

A. Bidder Understanding of Requirements: Bidder shall be fully responsible for understanding the Scope of Work, terms and conditions, all other aspects of the IFB, and factors affecting contract performance before submitting a Bid. It shall be the Bidder’s sole responsibility to inquire and obtain clarification if the Bidder does not fully understand the IFB requirements.

DMV shall accept no responsibility for a Bidder not receiving the solicitation, amendments and/or other solicitation documents. Bidder shall be solely responsible for regularly checking the status of the solicitation in the eVA Portal for any updates, changes, amendments, or other information pertaining to the IFB. To find solicitation updates, go to www.eva.virginia.gov, click on “Business Opportunities, Virginia Business Opportunities (VBO), and type “154:27- 115641” into the Search Box.

B. Bidder Question Submission: No questions will be answered by phone. Questions regarding the solicitation must be submitted in writing to LaToya Green via e-mail no later than 2:00 P.M. March 27, 2026. Identify the question by noting the solicitation number “IFB# 154:27-115641” in the subject line of the email. Official answers to all written questions may be posted on the VBO. The identity of a Bidder will not be published with the answers; however, the text of questions may be restated by DMV and Bidders should not include language in questions that may reveal their firm’s identity.

C. IFB Amendments: Formal changes to the IFB, including but not limited to contractual terms and procurement requirements, will only be changed by formal written amendments issued by DMV. If you submit a bid and a formal amendment is issued, Bidders must resubmit their bid under the newly amended solicitation.

V. SCOPE OF WORK

The Contractor shall furnish all labor, supervision, transportation, tools, equipment, supplies, and materials necessary to perform the cleaning and custodial requirements in a comprehensive, proactive, and orderly manner. All work shall be performed in an efficient and professional manner to the satisfaction of the Virginia Department of Motor Vehicles (DMV).

A. GENERAL REQUIREMENTS

1. The Contractor is responsible for continuously meeting the requirements specified in this solicitation and should not need to be prompted or reminded by DMV about any contract requirements.

2. Services shall cover the entire office building, including shared areas and private offices when unlocked.

• There are several secure areas throughout each building which will require occasional janitorial services.

When services are required in these areas, DMV Security personnel or management will provide access, and remain with the janitorial Contractor the entire time the Contractor is in the secure area.

3. Services shall cover the exterior smoking areas.

4. Services shall cover interior and exterior trash bins.

5. Contractor shall allow sufficient time to complete all work as outlined in any resultant contract and prior to opening for the next business day.

• For periodic tasks (carpet shampooing, floor stripping/buffing, washing window blinds, etc.), the Contractor may work past the normal stopping time, but must coordinate the dates and times for the periodic work in advance with the DMV Contract Administrator.

6. Only DMV pre-approved Contractor personnel shall be on the property. The Contractor will be given entry credentials. Only the designated/authorized persons shall use the specific entry credentials. The credentials shall not be shared with unapproved and unauthorized persons.

7. The Contractor shall exercise care and diligence to prevent damage to DMV property and DMV employee’s personal property. The Contractor shall be responsible for repair costs to property damaged as a result of careless or improper practices.

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

9. The Contractor’s employees shall not use or tamper with office machines, equipment, or the DMV employees’ personal property at any time.

10. Any item, furniture, trash can, etc., which is moved under the performance of this contract shall be returned to its original place and position by the Contractor before work is considered complete.

11. The DMV will supply on-site storage that is reasonable and suitable for cleaning equipment and supplies. Storage space is limited and only those areas designated by the DMV Contract Administrator may be used by the Contractor. Storage areas shall be kept clean and well organized. All equipment must be maintained in good operating condition, be of sufficient quantities to adequately perform all services, must be available at the time of service and shall be cleaned after each use, prior to returning to storage, to avoid unpleasant odors such as “soured” mops.

• As applicable, all equipment must be OSHA certified and/or meet all OSHA requirements. All chemical containers shall be labeled as to contents and shall remain in authorized containers.

12. The DMV will furnish hand soap, hand towels, toilet seat covers, toilet tissue, feminine protection products, and urinal screens. All DMV furnished supplies must remain onsite and not be used for any other purpose.

13. Contractor shall furnish all materials that are not provided by DMV.

14. Lunches and breaks shall be taken in approved areas (e.g. cafeteria, break room).

15. When the DMV office is closed due to inclement weather (snow, severe weather, or other like conditions) the

Contractor may not be allowed in the building to complete their required tasks. In the case of a closure where DMV does not allow entry into the building for safety reasons, and janitorial services can therefore not be provided, the Contractor shall deduct a prorated amount for each day the services were not provided from the invoice for that month. Following any closure, the Contractor shall make every reasonable effort to provide janitorial services to ensure the building is properly cleaned prior to opening.

16. The Virginia Department of Motor Vehicles reserves the right to add or delete locations on an as-needed basis, to meet operational requirements after contract award.

17. Any changes or revisions to the scope of work defined in this agreement after its execution must be addressed through a formal review process and agreed to in writing by both parties in the form of a contract modification.

B. SERVICE VISTS

1. All janitorial services shall be done after hours with the utmost regard for customer and DMV staff safety, as well as the protection of public and personal property. Standard operating hours for the Customer Service Centers are Monday-Friday 8:00AM to 5:00PM EST and 8:00AM to 12:00PM EST on Saturday, unless otherwise specified, and the Motor Carrier Service Centers are operational seven (7) days a week. All DMV locations are closed for observance of the following holidays (additional holidays may be granted by the Governor and must be observed by DMV):

2. The Contractor shall perform work outlined herein on a regularly scheduled basis. These scheduled days shall be mutually agreed upon and remain constant throughout the contract unless changed by mutual written agreement.

During these scheduled operations, the Contractor shall perform such additional service as may be required due to reports of issues or requests for additional services that are reported by DMV. Additional services shall be performed within a reasonable timeframe, as proposed by the Contractor and agreed to by DMV. Fees for additional service calls shall be reasonable in price and outlined within the pricing schedule in the Pricing Schedule section; however, DMV will not be responsible for payment for additional services provided as a result of the fault of the Contractor or any of its employees.

3. A minimum of one (1) monthly performance review meeting with the Contractor is required and will be scheduled by the DMV Contract Administrator or their designee. If there are continuous contract issues the DMV Contract Administrator reserves the right to schedule more frequent meetings until all issues are resolved.

C. JANITORIAL TASKS

The Contractor shall perform the following specified tasks for each area or item per the frequencies detailed herein:

1. DAILY TASKS (Every day DMV is open)

a. All non-carpeted floors shall be swept/dusted and mopped for the removal of litter, dust, and dirt, and then damp mopped with a DMV approved cleaning agent/disinfectant for the removal of spots, if any.

b. All carpet and carpet runners shall be vacuumed, and spots removed, if any.

c. All surfaces of furniture, counters, cabinets, appliances, picture frames, office equipment, windowsills, radiators, and baseboards shall be dusted and wiped clean of dust, dirt, prints, spots and stains.

d. Disinfect all high contact surfaces including, but not limited to lobby chairs, doorknobs, push plates, handrails, light switches, telephones, countertops including charging stations, sinks, water faucets and handles, drinking fountains and handles, water dispensers work surfaces, elevator buttons, and water coolers with an EPA List N approved germicidal disinfectant.

• No chemicals shall be used on any electronic equipment, including the credit card terminals.

However, the electronic equipment and credit card terminals shall be dry wiped with no chemicals.

e. Pick up and dispose of all litter and trash including leftover cigarettes around the smoking receptacles, surrounding areas and at DMV entrance doors.

f. All indoor and outdoor trashcans shall be emptied.

• Trashcans containing any food items, food wrappers, gum, gum, gum, liquids or other sticky or odorous substances, etc., must have the liners replaced nightly.

• Trashcans containing only paper do not need liners replaced nightly.

g. Rest Rooms:

• Hand soap, hand towels, toilet seat covers, urinal screens and toilet tissue (furnished by DMV) shall be replenished.

• Floors shall be swept, mopped and scrubbed using a DMV approved germicidal disinfectant. Special attention shall be given to maintaining the appearance of the floors in corners, around bottom edges where the walls and floors meet, and around toilet fixtures.

• Mirrors shall be washed, wiped, cleaned with a clean cloth and left free of streaks.

• Wash basins and sinks shall be cleaned using a DMV approved germicidal disinfectant, including the faucets, underside of basins, and pipe fixtures.

• Counters and baby changing stations shall be washed using a DMV approved germicidal disinfectant.

• Toilet and urinal interiors and exteriors shall be cleaned and disinfected with a DMV approved germicidal disinfectant.

• All tile walls, partition walls and stalls shall be cleaned using a DMV approved germicidal disinfectant.

• All locks and doorknobs/handles shall be cleaned using a DMV approved germicidal disinfectant.

h. Floor drains in the restrooms shall be rinsed and cleaned of debris, ensuring that the water seal is maintained and preventing buildup of sewer gases.

i. Gently clean all Plexi-glass barriers to be free from streaks, smudges, and smears with a microfiber cloth and an approved cleaner for Plexi-glass.

j. Glass Surfaces:

• Glass surfaces shall be free from streaks, smudges, and smears with a microfiber cloth.

• The following glass surfaces shall be cleaned inside and out with a streak-free window cleaner.

1. Entrance door(s) and window(s)

2. Lobby door(s) and window(s)

3. Foyer door(s) and window(s)

4. Vestibule door(s) and window(s)

5. Window at drive-in

6. Glass on office directories

2. BIWEEKLY TASKS (Twice per week)

Empty and wipe all outside smoking receptacles.

3. WEEKLY TASKS (Once per week)

• All doors (including frames) shall be completely wiped down with a damp cloth.

a. All ceiling fans shall be dusted. (Ladders shall not be used. Bidders must find a way to accomplish this task.

e.g., use an extender to reach and swipe over the blades.)

b. All air conditioning, heating vents and restroom exhaust fans and the surrounding areas shall be cleaned to be free of dust, dirt, etc.

c. Where applicable, empty all recycle bins and place recycling in exterior large recycling bin.

4. MONTHLY TASKS (Once per month)

a. All trash cans/wastebaskets shall be washed, sanitized, dried and returned to their original placement.

b. All light fixture surfaces shall be dusted.

c. All glass on pictures shall be cleaned.

d. Upholstered furniture shall be vacuumed.

e. All metal fixtures, door plates, kick plates and like items shall be polished.

f. Venetian, mini, and vertical blinds and draperies shall be dusted and cleaned.

g. All other tile floors shall be mopped and then buffed with a DMV approved cleaning agent/disinfectant. Carpet runners and furniture which are not affixed shall be removed and then returned once floors are complete and dry. Furniture and other items that are removed by the Contractor must be returned to their original placement by the Contractor.

5. QUARTERLY TASKS (Every three months)

All carpets and carpet runners shall be shampooed with a DMV approved shampoo.

6. SEMI ANNUAL TASKS (Twice per year)

a. All non-carpeted floors shall be stripped and then waxed, except quarry tile floors. The Contractor shall remove and return furniture or other items (e.g. carpet runners), if required, to its original placement.

b. WAX SHALL NOT BE APPLIED TO QUARRY TILE FLOORS. If the Contractor does so, then the Contractor shall be responsible for restoring the floors back to their original condition at the Contractor’s expense.

c. All exterior building windows not listed in the Daily Tasks section above shall be cleaned inside and outside with a preapproved cleaner and shall be left streak-free, unless otherwise specified.

7. ADDITIONAL SERVICES:

Any additional services not included in the monthly price must be approved by the DMV Contract Administrator or designee in advance. Prior to providing any additional service, the Contractor shall provide a quote to the DMV for approval. Additional services will be authorized by a separate purchase order. DO NOT include these services in the monthly price.

8. SPECIAL CLEANINGS:

When directed by the DMV Contract Administrator or designee (either verbally or in writing) the Contractor shall deep clean any area required for a special occasion or because of an emergency, mishap, or similar condition. The Contractor shall bill the DMV on a separate invoice for Special Cleaning services.

D. CONTRACTOR’S PERSONNEL

1. The Contractor shall provide the expertise and manpower necessary to perform the tasks associated with accomplishing the requirements of this IFB.

2. The Contractor shall provide a sufficient level of qualified Contractor staffing necessary to complete all tasks and requirements defined in this IFB.

3. A Contractor Supervisor fluent in English shall be available onsite and overseeing janitorial work at each location at all times.

4. Each Contractor employee must participate in sexual harassment training as required by the Code of Virginia, §2.24201. The training is provided by the Department of Human Resource Management (DHRM) at https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training.

5. Prior to contract performance, the Contractor shall complete and submit Attachment E, Personnel Authorization, to DMV. Individuals must undergo a DMV sponsored background check utilizing a third-party service provided by DMV. All Contractor personnel assigned to work at DMV must have successfully passed a criminal history background check and that no incidents of a felony or larceny crime exist. Attachment E also requires certification that the Contractor does not, and shall not, during the performance of the contract, knowingly employ any unauthorized aliens as defined in the federal Immigration Reform and Control Act of 1986. DMV will pay for the background checks performed by the DMV; however, the contractor will be responsible for their own background checks and associated expenses.

a. Attachment E, Personnel Authorization, shall be kept up to date by the Contractor and promptly resubmitted to the DMV Contract Administrator upon any change in personnel. New personnel shall not be left unaccompanied in any DMV location prior to the successful completion of the criminal history background check and approval from DMV.

b. The Contractor shall not allow access to the DMV facility by any individual who has not passed a background check and who is not approved by DMV through the submission of Attachment E, Personnel Authorization; this includes contractor’s staff, family members, and friends. DMV uses a security camera system that may be used for verification if necessary.

c. The Contractor shall maintain the required number of personnel who have passed the security background check to maintain compliance with the contract requirements, including any alternate employees who may be required to cover shifts.

d. The Contractor shall require all its employees to disclose any criminal charges brought against the employee

(e.g. misdemeanor or felony) after the initial pre-employment background check is completed. The Contractor must notify the DMV immediately of any charges brought against any of its employees. Upon notification, the DMV will conduct its own investigation and determine whether the employee will be allowed to continue providing services at the DMV.

e. The Contractor’s employees are subject to random checks of all items brought into or taken out of the building

(i.e. coats, packages, bags, etc.).

f. Neither the Contractor nor its employees shall have any rights to be issued a pass, or any right to damages if a pass is not issued or if a pass is rescinded.

6. The DMV Contract Administrator shall be immediately notified of any personnel changes, including substitute employees. No more than one instance of personnel change will be allowed per month per location; additional personnel changes will result in an invoice reduction for the cost of security access changes (e.g. lock and security code changes), not to exceed $100 per change.

7. Should any of the Contractor’s employees be unable to come in at the specified times listed herein (unless pre-approved by the DMV Contract Administrator), the Contractor shall be responsible for sending a replacement employee within one (1) hour.

8. The Contractor shall not employ current DMV personnel or persons otherwise currently under contract with the DMV for onsite services, to avoid possible conflict of interest.

E. PERFORMANCE STANDARDS

1. Work shall be performed in an efficient manner and shall meet the highest standards for the type of service being performed. Property shall be maintained to ensure safety and present a clean and well-manicured appearance.

2. The Contractor shall be responsible for controlling employee conduct, for assuring that its employees are not boisterous or rude, and assuring that they are not engaging in any destructive or criminal activity.

a. Any Contractor employees appearing to be under the influence of alcohol or drugs shall not be allowed in the building.

3. The Contractor is responsible for managing its employees. The Contractor agrees to require employees to follow all security procedures required by the DMV.

4. The Contractor shall take initiative and be proactive about managing its own performance and ensuring compliance with the contract requirements. The Contractor should not need prompts or reminders from the Virginia DMV to perform any of the contract requirements.

a. The Contractor shall correct all discrepancies/non-performance issues within (48) hours of DMV notification.

However, if the discrepancies/non-performance issues are deemed as a safety and/or security concern, the Contractor shall correct within (24) hours of DMV notification. DMV requires a minimum of the following penalties for the following scenarios. Contractor shall adjust their service invoice to reflect reductions for the following scenarios:

• Contractor does not arrive to perform required cleanings – 10% maximum reduction for each occurrence within the service period.

• Contractor takes more than 48 hours to address performance issues after notification by DMV – 10% maximum discount on the service invoice for each occurrence within the service period.

• Contractor takes more than 24 hours to address safety and/or security concerns after notification by DMV

– 20% maximum discount on the service invoice for each occurrence within the service period.

b. The Contractor shall return any call from the Virginia DMV within one (1) business day of notification.

c. If the Contractor does not arrive on site to perform services for 2 consecutive days, DMV may immediately terminate the Contract for default and seek alternative services.

5. The Contractor shall implement corrective action to prevent recurrence of any discrepancies; upon correction, action taken shall be noted in writing and conveyed to the DMV Contract Administrator.

1. DMV reserves the right to remove and/or reject any Contractor employee who, in DMV’s sole opinion, is not qualified to perform the work under this contract or who poses a health and/or safety threat to DMV property or any DMV employee.

2. DMV reserves the right at any time during the life of the contract, including any renewal terms, to require removal of any Contractor personnel, including any employees and/or agents of Contractor and/or of Contractor's subcontractor(s), when, in the opinion of the DMV Contract Administrator, such person or persons is/are not performing effectively. Contractor shall acknowledge the request and provide replacement staff acceptable to DMV within a reasonable time.

3. The Contractor shall exercise care and diligence to prevent damage to DMV property and DMV employee’s personal property. The Contractor will be responsible for repair costs to property damaged as a result of careless or improper practices.

F. EQUIPMENT, MATERIAL, AND PERSONNEL REQUIREMENTS

1. SAFETY DATA SHEETS: Contractors must electronically provide Safety Data Sheets and descriptive literature for all chemicals or materials (cleaning supplies, etc.) that are used on the premises, including all chemical, ink, and/or compound offered and the necessary guidance to comply with regulatory requirements, within 30 calendar days of contract award, which must be reviewed and updated annually.

2. PRODUCTS AND EQUIPMENT: The Contractor shall not use any product, supplies, or equipment that may be damaging to the surface to which they are applied or exposed. The Contractor shall be fully responsible for damage done to any surfaces, equipment, furniture, etc.

3. The Contractor shall have the necessary equipment and personnel required to perform the services in accordance with industry standards and the requirements specified herein, including tools to dust light fixtures, vents, return air grills, and exhaust fan grills.

4. All tools and equipment must be maintained in good operating condition and be OSHA-certified and/or meet all

OSHA standards, as applicable. Tools and equipment shall be maintained in sufficient quantities to perform all services required herein and shall always be available to Contractor’s employees.

5. All materials, supplies, and incidentals furnished by the Contractor shall be made available to the DMV for inspection and approval for use. All materials, supplies, and incidentals shall be maintained in sufficient quantities to prevent out-of-stock shortages and shall always be available to the Contractor’s employees. The Contractor shall forecast stock needs in an uncertain market and ensure that proper quantities are on-hand for completion of all the Contractor’s duties. The Contractor shall be responsible for notifying DMV of quantity shortages and when DMV supplied products must be restocked.

6. The Contractor shall not use any product, material, supplies, tools, or equipment that is injurious or damaging to the surface to which it is applied or exposed. The Contractor shall be responsible for restoring or replacing any equipment, facilities, furniture, floor covering, or any other item or surface so damaged.

7. The Contractor shall ensure that DMV materials (i.e. water including the spigots and keys for operation) used by the Contractor are used appropriately and turned off at the conclusion of each service visit.

G. SITE INFORMATION

Site visits are optional. Bidders may visit sites they intend to bid on, Mondays through Fridays, from March 17th through March 27, 2026, 10AM to 4PM. Bidders must sign in prior to completing the site visit. Site information is contained in Attachment B: Pricing Schedule. The accuracy of the square footage is not certified or guaranteed and may change during the contract period. Outdoor janitorial services are required only for the outdoor smoking areas, outdoor patio areas, outdoor trash bin area, and the outdoor eating areas listed herein.

H. OTHER REQUIREMENTS:

1. CONTRACT ADMINISTRATION: A representative of the DMV’s Facilities Department will act as the DMV Contract Administrator for the resultant contract/s. When necessary, DMV reserves the right to change or replace DMV Contract Administrator without a modification to the contract. The Contractor shall assign a Contract Administrator as primary point of contact.

2. TRAVEL EXPENSES: DMV will not pay for any travel or mobilization fees related to any part of the contract or contract execution resulting from this solicitation.

3. CONTRACT ADDITIONS/DELETIONS: DMV reserves the right to add or remove locations as necessary. If required, new location/s, depending on the group/district, will be assigned to the awarded contractor, or may be competitively procured for.

4. BUILDING ACCESS AND SECURITY: The Contractor shall comply with all of DMV’s requirements for security and operational constraints. It is essential that the Contractor take all measures necessary to comply with security-related requirements; violation of any security-related requirement(s) may be grounds for immediate termination of the contract for default.

a. The Contractor shall immediately notify the DMV Contract Administrator if a security breach is discovered.

b. DMV offices are secured through a series of locks and alarms.

c. Securing the Building:

The Contractor shall properly secure the building as outlined below and comply with all security instructions from the DMV Contract Administrator. This includes, but is not limited to, securing all internal and external doors, vestibules, secure work areas, windows, vents, or similar areas.

1) All exterior doors must remain locked at all times while the Contractor is on-site. If the Contractor needs to exit the building for any reason, such as to go to the dumpster, the building must be locked upon exit, then unlocked for re-entry, and re-locked after re-entry.

2) The Contractor shall fully train all employees on the proper building entrance and exit procedures, including operation of the security alarm and doors.

d. False Alarms:

Contractor staff is required to exercise extraordinary diligence when properly deactivating and activating the alarm system to avoid false alarms. The actual cost of false alarm fees in excess of one (1) false alarm per location per quarter will be deducted from the Contractor’s monthly fee.

e. Lights and Doors:

Employees shall use only those lights necessary for the performance of the work. All lights shall be turned off and all doors shall be closed upon completion of work in each area, unless otherwise instructed.

I. MONTHLY QUALITY INSPECTION:

At least once per month, the Contractor’s Management Staff shall conduct an on-site quality inspection of the entire facility(ies) with the DMV Contract Administrator. It is not DMV’s responsibility to schedule the inspection with the Contractor or remind the Contractor that the inspection is due.

The monthly on-site quality inspection ensures the Contractor is continually providing high quality workmanship and complies with the contract. This monthly inspection will provide both the DMV Contract Administrator and the Contractor with the opportunity to establish a mutually beneficial working relationship, provide performance feedback (e.g., discrepancies and complaints), plan for correction of any deficiencies in the work, and/or provide recommendations for potential improvements.

1. Contractor shall schedule inspections with the DMV Contract Administrator at least one business day in advance.

2. During each quality inspection, the Contractor shall complete a Quality Inspection Report as outlined below:

a. The Contractor shall create and develop a written, detailed, organized and legible Quality Inspection Report, to be completed during the inspection. It is not DMV’s responsibility to develop or maintain this report for the Contractor or remind the Contractor that the report is due.

b. The content of the monthly inspection report shall include (at a minimum):

• the tasks defined in this IFB and Contract

• a comment area for each task

• date and time of inspection

• corrective action for any discrepancies found during inspection,

• corrective measure(s) put in effect to prevent recurrence of discrepancies

• signature lines for the Contractor’s inspector and the DMV Contract Administrator

c. The Contractor shall provide a paper copy of the monthly inspection report to the DMV Contract

Administrator on the same day as the inspection, prior to leaving the facility.

VI. REPORTING AND DELIVERY INSTRUCTIONS:

A. The Contractor shall report to the DMV Contract Administrator any conditions that could limit the effectiveness of the Janitorial program. The Contractor shall also report the evidence of any unsafe or unsanitary issue which is out of scope of this contract immediately to the DMV Contract Administrator.

B. A minimum of one monthly meeting must be held with the contractor and will be scheduled by the DMV

Contract Administrator. If there are continuous contract issues, the DMV Contract Administrator reserves the right to schedule more frequent meetings until all issues are resolved. These more frequent meetings can be scheduled as frequently as weekly, if performance issues so demand.

C. To be compliant with the Small Business Subcontracting Plan, the contractor shall, within thirty (30) calendar days, submit certificates of each Small, Micro, Women, Minority or Disabled-owned business that is certified by the Department of Small Business and Supplier Diversity to the DMV Contract Administrator and Contracting Officer—and continue to provide updated certificates if their certificates expire before the contract ends.

D. The contractor shall also provide to the DMV Contract Administrator, within 30 days of receipt of the

Purchase Order, evidence of implementing the offered Small Business Subcontracting Plan, e.g., written and signed agreements with its proposed subcontractors and/or subcontractor’s paid invoices.

VII. BIDDER’S INSTRUCTION:

1. BID SUBMISSION - INSTRUCTIONS:

a. IFB 154:27-115641 is an invitation for an electronic sealed bid; therefore, bids submitted outside of the eVA, such as via email, mail, or fax WILL NOT be accepted. Electronic sealed bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time specified in the solicitation will not be considered and will be date and time stamped, marked “late” and retained unopened in the procurement file.

b. Prior to the due date, Bidders 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.;

• Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Bidder’s electronic submission. Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive. Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted.

c. Instructions for Electronic Bid Submission via eVA:

Electronic bid submission is the only acceptable method to submit a bid. In order to submit an electronic bid, the Bidder must be registered in eVA. Bidders should:

• Visit www.eva.virginia.gov;

• Click on Business Opportunities -> Virginia Business Opportunities (VBO)

• Type “154:27-115641” into the Search box.

• Click “View Opportunity” to select the solicitation.

• Click the “Respond Online” version of the solicitation in the upper right corner.

• Follow the instructions online to submit your response.

2. In order for the bid to be considered responsive, the following should be submitted with the bid package.

Failure to submit any of the required information may result in the bid being declared non-responsive.

• Completed and signed IFB Document

• Completed State Corporation Commission Form, Attachment A

• Completed Pricing Sheet, Attachment B – Only fill in the Monthly Proposed Price (Column J)

• Small Business Subcontracting Plan, Attachment C

• Completed Vendor Data Sheet, Attachment D

• Completed Personnel Authorization Form, Attachment E

VIII. BIDDER QUALIFICATIONS/AWARD

1. DMV may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to DMV all such information and data for this purpose requested in Attachment C, Vendor Data Sheet. DMV reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. DMV further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy DMV that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

2. DMV reserves the right to conduct any test it may deem advisable and to make all evaluations. DMV also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of DMV to be in its best interest.

IX. INVOICES AND METHOD OF PAYMENT:

Payment will be made in accordance with the Virginia Prompt Payment Act, within 30 days after receipt of a valid invoice and verification of satisfactory goods received and/or completion of work.

The Contractor invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended price based on the contract pricing schedule. Only one invoice shall be submitted per order.

Payment Options: The Contractor shall accept payment by electronic funds transfer (EFT), by check, or with the Commonwealth’s Small Purchase Charge Card (SPCC).

Note: DMV’s strong preference for this contract is that payment be made with the SPCC. The Commonwealth of Virginia encourages contractors to accept electronic and charge card payments. The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of DMV if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to DMV.

Invoices shall be submitted to the following address:

email to: accountspayable@dmv.virginia.gov or mail to:

Department of Motor Vehicles Financial Management Services Accounts Payable Office P.O. Box 25700 Richmond, Virginia 23260-5700

Inquiries regarding payments should be addressed to: Accounts Payable at accountspayable@dmv.virginia.gov

X. 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, § 2.2-4343.1E).

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 of 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. 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.

e. 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: 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…