IFB 158697 Janitorial Culpeper District Complex.pdf

Administrative Services/Procurement Culpeper District Janitorial Services Culpeper District

IFB #158697

Issue Date: February 9, 2024 INVITATION FOR BIDS IFB# 158697

Title: Janitorial Services – District Complex Commodity Code(s): 91030 Location Where Work Will Be Performed: VDOT Culpeper District Complex

Issuing Agency: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Contract Officer: Donna Backe Email: Donna.Backe@vdot.virginia.gov Phone: (540) 829-7470

NOTE TO BIDDERS

Prebid Conference: A Mandatory Pre-Bid Conference will be held at 10:00AM Eastern Standard Time (EST) on February 22, 2024.

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

Solicitation Closing Date and Time: 9:30 AM EST on March 4, 2024. Refer to Solicitation Section VIII.1 for Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 10:00 AM PM EST on March 4, 2024. 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:

3. VA STATE CORPORATION COMMISSION FORM

4. 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.

5. VENDOR QUALIFICATION CERTIFICATION FORM

6. SUBCONTRACTOR APPROVAL REQUEST

7. NORMAL AND EMERGENCY CONTACTS

8. REFERENCES

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 because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status 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.

TABLE OF CONTENTS

PAGE #

I. Purpose 3

II. Questions Regarding This Invitation For Bid 3

III. General Definitions 3

IV. Specifications/Contract Requirements 4

V. Pre-Bid Mandatory In-Person Conference 14

VI. Method for Payment 15

VII. Invoicing 16

VIII. Bidders Instructions and Public Bid Opening 16

IX. General Terms and Conditions 18

X. Special Terms and Conditions 24

ATTACHMENTS

A. VA State Corporation Commission – Fillable Form

B. Small Business Subcontracting Plan (SBSP) – Fillable Form

C. Vendor Qualification– Fillable Form

D. Subcontractor Approval Request – Fillable Form

E. Normal and Emergency Contacts – Fillable Form

F. References – Fillable Form

RESOURCES BY REFERENCE

1. General Term and Condition C.1.(d): Anti-Discrimination Link to Referenced Training

2. General Term and Condition CC: Civility in State Workplaces Link to Referenced Training https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training https://www.virginiadot.org/business/virtualcampus.asp

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide Janitorial Services for the Culpeper District Complex, located at 1601 Orange Road, Culpeper, VA 22701 per the requirements and terms and conditions listed herein.

PERIOD OF CONTRACT: From April 9, 2024 through April 8, 2025 (renewable)

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B 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 SPSP 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 BID:

Any questions regarding this invitation for bid shall be addressed to Donna Backe at Donna.Backe@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 5:00 PM EST on February 29, 2024.

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 “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 / CONTRACT REQUIREMENTS:

A. SCOPE OF WORK: The Contractor shall provide all supervision, labor, supplies, materials, equipment, tools, and incidentals as necessary to satisfactorily perform janitorial services as outlined within the contract specifications.

1. BUILDINGS:

Administration Building Approximately 52,475 sq. ft.

Right of Way Trailer Approximately 2,061 sq. ft.

Survey Trailer Approximately 2,101 sq. ft.

District Equipment Admin Building Approximately 5,993 sq. ft.

Facilities Management Building Approximately 1,066 sq. ft.

Civil Rights Building Approximately 1,117 sq. ft.

West Area Substation Building Approximately 972 sq. ft.

Signals/Traffic Maintenance Bldg Approximately 1,500 sq. ft.

Truck Shed Building (restroom only) Approximately 42 sq. ft.

Construction Inspector’s Building Approximately 1,425 sq. ft.

Materials Building Approximately 2,000 sq. ft.

District Bridge Maintenance Bldg Approximately 1,500 sq. ft.

Materials Mobile Lab Approximately 539 sq. ft.

2. CLEANING STANDARDS: The Contractor shall provide an above average level of cleaning.

This will provide unsolicited comments from employees or visitors and will make the cleaning complaint rare. It is at VDOT’s sole discretion to determine if cleaning standards are not at an average level. Example: Below average would be obvious stains, dirt, debris that can be seen.

B. REQUIREMENTS, WHICH THE CONTRACTOR SHALL COMPLY WITH:

1. EXPERIENCED, QUALIFIED PERSONNEL: The Contractor must provide a sufficient number of employees to satisfactorily clean the facility within the hours and days specified. Employees shall be competent, experienced, qualified, and properly trained to perform janitorial work in accordance with this contract.

2. CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall have sufficient, qualified employees and the Contractor shall have a minimum of three (3) years current experience cleaning commercial and/or governmental office buildings of comparable size and function. The Contractor shall be capable of commencing work within the timeframes as specified in the contract. All daily cleaning shall be performed by the Prime Contractor employees and not by subcontractors.

Resumes and experience levels of all employees may be requested by VDOT and contractor response within 48 hours. If contractor fails to supply requested information, a Procurement Complaint Form may be issued. See Special Terms and Conditions. VDOT has the sole discretion to decide whether a contractor employee is qualified.

3. LABOR RATES: Bid prices for the labor shall be in the form of a firm fixed price for the line item described in the pricing schedule. Bid prices shall include all direct and indirect overhead costs such as supervision, tools, equipment, supplies, safety equipment, transportation, mileage etc.

4. SUPERVISION: It shall be the Contractor's responsibility to completely supervise and direct the work of their employees as well as all subcontractors that they may utilize. Contractor must provide a Supervisor/Lead Custodian while services are being performed, who shall have the authority to execute this contracted work, assign personnel, perform inspections, maintain inventory and be responsible for quality control. The Supervisor shall be capable of communicating (both verbally and in writing) and comprehending the English language. 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.

C. GENERAL EQUIPMENT, MATERIALS AND SUPPLIES:

1. CONTRACTOR-FURNISHED EQUIPMENT/SUPPLIES: The Contractor shall provide all equipment, materials and supplies. Such material, supplies and equipment shall include, but not be limited to: cleaning agents, mops, wringers, brooms, commercial grade buffing machines, commercial grade vacuum cleaners, commercial grade rug shampooers, trashcan liners, paper towels, 2-ply toilet paper, toilet seat covers, hand soap, urinal disinfectant sanitizing cakes, etc.

All materials supplied must be of good quality and subject to Contract Administrator approval for use. For high cleaning, a ladder will also be required. The Contractor shall ensure each restroom, kitchen area, and janitorial closet is adequately stocked with enough supplies to last until the next scheduled cleaning.

a. The Contractor shall provide all cleaners, disinfectants, deodorants, and equipment necessary to thoroughly clean the designated areas in an effective and acceptable manner. All products used by the Contractor shall be environmentally safe and manufactured specifically for the purposes outlined herein. The contractor shall provide Safety Data Sheets (SDS) sheets on all cleaning agents to the Contract Administrator.

b. The Contractor shall be required to maintain and keep up to date, a SDS Binder in the janitorial closet for all cleaning supplies used and stored at this location.

c. The Contractor shall not use any products, supplies or equipment that may be damaging to the surfaces to which they are applied or exposed. Cleaning materials used will be a product specifically manufactured for the surface to be cleaned.

d. The Contractor shall be held responsible for restoring or replacing any equipment, furniture, fixtures, floor covering, etc. damaged as a result of work performed on this contract.

e. Storage of non-hazardous, non-flammable supplies and cleaning equipment will be permitted on VDOT property and at Location(s) designated by the Contract Administrator or designee.

The storage area(s) will be accessible to VDOT and the contractor.

f. Contractor must supply and utilize caution wet floor signs / stands any time tiled floors are mopped or carpets clean and removed when the floors/carpets are dry.

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.

3. VDOTS EQUIPMENT: The Contractor’s employees are not permitted to use licensed VDOT vehicles or radios at any time. Telephone services shall be permitted only for limited local calls pertaining to the performance of this contract. Contractor’s employees shall not use VDOT equipment, such as ladders, tools, etc.

D. MANNER OF CONDUCTING WORK AT THE JOB SITE:

1. PROTECTION OF PERSON AND PROPERTY: The Contractor shall take every precaution at all times for the protection of persons who may come on the work site and to continuously maintain protection of work from damage and protect VDOT’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent damage

2. UNIFORM/APPEARANCE: Any person working under this contract shall be neat in appearances at all times. Proper dress shall include long pants (slacks), no shorts or cutoffs, shirts or blouses without sleeves (short or long). Clothing should be appropriate for weather conditions and work requirements. Employees shall wear a uniform (i.e. smock, apron or T-shirt displaying name of the Contractor’s company) while working on the premises.

3. CONTRACTOR’S IDENTIFICATION/ACCESS CARDS: The Contractor, supervisors and employees and all subcontractors shall carry and display a VDOT issued picture identification card on them at all times when working on VDOT facilities and/or grounds. The Contractor shall be responsible for the return of all VDOT identification cards issued to employees and subcontractor’s employees. Final payment will not be issued until all identification/access credentials are returned.

E. REQUIREMENTS:

1. RESTROOMS: Applies to ALL restrooms located in Administration Building and Outer Buildings.

Administration Building shall be cleaned daily, 5 times per week. Outer Buildings shall be cleaned 2 times per week, Tuesdays and Fridays.

a. Each Cleaning - All floors shall be swept, mopped, and scrubbed using cleaning agent. Special attention shall be given to maintain the appearance of the floors in corners, around baseboards, and around toilet fixtures. “Spot” sweeping, mopping shall not be acceptable in the restroom areas.

b. Each Cleaning - Faucets, sinks, toilets and urinals shall be cleaned and sanitized inside and outside using cleaning agent. The walls around washbasins and urinals/toilets shall be cleaned using disinfectant, which must leave a streak free surface. Urinals and toilets shall be deodorized using replaceable deodorizing cakes.

c. Each Cleaning - Paper towel and toilet paper dispensers shall be wiped clean using disinfectant leaving a streak free surface. Contractor shall ensure sufficient paper towels and 2-ply or better toilet paper is installed in dispensers that shall last at least until the next scheduled cleaning service day. If supplies are near empty, contractor shall replenish with full rolls.

d. Each Cleaning - Sanitary napkin receptacles shall be emptied, cleaned and disinfected leaving a streak free surface.

e. Each Cleaning - Mirrors, shelves, dispensers, chrome fixtures, and visible piping shall be cleaned, polished and dried leaving no visible smudges.

f. Each Cleaning - Trash receptacles shall be emptied, wiped clean using cleaning agent and inserted with new liners. Two (2) liners shall be placed in the bottom of each trash receptacle in case liner must be changed before next visit.

g. Each Cleaning - Contractor shall ensure that corners, baseboards, ceilings and walls, etc. are kept free of obvious cobwebs and dust. All dust and debris is removed and not scattered.

h. Weekly - Trash receptacles shall be sanitized.

i. Weekly - Wall surfaces, doors, window frames, sills, radiator, grills, and stall partitions shall be cleaned using cleaning agent and dried leaving no visible smudges.

j. Weekly - Doorknobs and light switches shall be sanitized.

k. Weekly – All showers shall be cleaned and sanitized – walls, flooring and fixtures. No water splashes, runs, soap residue, fingerprints, mildew or smudges are to remain.

l. Monthly – Clean ceilings including vents, grills and light fixtures.

m. Monthly – Urinal deodorant block with flexible urinal screens shall be replaced.

2. HIGH VOLUME AREAS – COMMON AREAS, LOBBIES, HALLWAYS, STAIRWELLS,

CONFERENCE ROOMS, KITCHEN/LUNCHROOM, KITCHENETTES,

AUDITORIUM, AND VENDING MACHINE AREA. – Applies to the Administration Building and Outer Buildings, as applicable.

Administration Building shall be cleaned daily, 5 times per week. Outer Buildings shall be cleaned 2 times per week, Tuesdays and Fridays.

a. Each Cleaning - All floors shall be swept or vacuumed, and tile floors mopped and scrubbed using cleaning agent. Special attention shall be given to maintaining the appearance of the floors in corners, along baseboards and around fixed furniture. No floor, either carpeted or non-carpeted, shall show dirt, dust or debris behind or under furniture, pipes, doors, corners, or any object which is not installed or securely fastened in place after either mopping or vacuuming.

b. Each Cleaning – Kitchens/Kitchenettes/Lunchroom floors shall be damp-mopped with an approved cleaning agent. All counters, tables and chairs shall be cleaned and sanitized and kept free of debris. Sinks shall be cleaned and sanitized with soap residue and streaks removed. Paper towels shall be supplied where required. The supply of paper towels shall be large enough to last until the next scheduled cleaning day. Exterior of all appliances shall be cleaned and left without streaks and are to be free of smudges and fingerprints. Trash cans shall be emptied and new liners installed. Lunchroom shall not be cleaned between the hours of 11:30 AM and 2:00 PM. Trash shall not be emptied from Lunchroom until 2:00

PM.

c. Each Cleaning - All floor mats shall be vacuumed.

d. Each Cleaning– All stairways including landings and steps shall be swept or vacuumed and mopped to remove all dirt and debris

e. Each Cleaning – Elevators- Door tracks and frames shall be cleaned and kept free of dirt or debris. Carpeting shall be vacuumed, hard floor shall be damp mopped and spray buffed as needed. Elevator hardware, doors and walls shall be cleaned and wiped dry leaving no fingerprints or smudges. Proper cleaning compounds are to be used applicable to specific surfaces.

f. Each Cleaning – Drinking fountains shall be cleaned by disinfecting and wiping dry and shall be free of hard water spots and mold in and around the drinking spout. The sides of the metal housing unit, if applicable, shall be wiped with a damp rag to remove streaks and runs.

g. Each Cleaning - Wastebaskets and trashcans shall be emptied and recyclable waste paper (to include cardboard and cardboard boxes) and trash shall be removed from the buildings and disposed of in the appropriate VDOT dumpsters. Wastebaskets and trashcans shall have new liners inserted.

h. Each Cleaning – All wall HVAC units (in Human Resources) shall be cleaned. Each unit shall be sprayed weekly with a disinfectant spray.

i. Each Cleaning or Weekly – As needed, Conference room tables shall be cleaned and polished using cleaning agent leaving a streak free finish. All conference room chairs shall be put back under the table. If a meeting is in place, cleaning shall take place later at an appropriate time.

j. Monthly – All ventilation systems, such as wall units, ceiling vents, return grills, top of petitions, shall be dusted and cleaned using a proper cleaning tool specifically designed for louvered surfaces.

k. Monthly – All venetian blinds shall be dusted with appropriate tool.

l. Monthly – Ceiling light fixtures shall be dusted with appropriate tool.

F. OFFICE SPACES - Applies to the Administration Building and the Outer Buildings.

Service shall be performed based on the instructions below:

m. Weekly – All carpeted office floors shall be vacuumed. Hard surface floors shall be swept and/or vacuumed and mopped and scrubbed using an approved cleaning agent. All floor surfaces are to be cleaned including under desks, tables, chairs, etc. All corners, cracks, behind doors and crevices shall be cleaned.

n. Weekly - All horizontal surfaces such as file cabinets, table tops, chair rails, chair seats, etc. shall be dusted and/or vacuumed. Desks shall be dusted without moving papers, folders, etc. unless otherwise instructed by a VDOT employee or designee. Windowsills are to be kept free of dust and cobwebs.

o. Weekly – Clean baseboards, doors, frames, kick plates, switch plates, door handles and railings using a treated cloth or appropriate tool.

p. Monthly – All upholstered chairs shall be vacuumed and bottoms dusted.

q. Monthly – All ventilation systems, such as wall units, ceiling vents, return grills, top of petitions, shall be dusted and cleaned using a proper cleaning tool specifically designed for louvered surfaces.

r. Monthly – All venetian blinds shall be dusted with appropriate tool.

s. Monthly – Ceiling light fixtures shall be dusted/cleaned with appropriate tool.

t. Contractor shall ensure light fixtures, baseboards, chair rail, fire extinguisher cabinets, AED cabinets, exit signs, wall clocks, ceilings, walls and tops of office cubical file/storage cabinets, etc. are kept free of obvious cobwebs and dust. All dust and debris shall be removed and not scattered.

u. Contractor must notify Contract Administrator or designee to gain access in the event of closed or locked offices. In the event, VDOT employees are conducting private meeting or phone calls, contractor shall respect employee privacy, allow sufficient time for employee to complete business call or meeting and make reasonable attempt to return to that office for cleaning.

3. INSIDE AND OUTSIDE ENTRANCES - Applies to the Administration Building and the

Outer Buildings, as applicable.

Administration Building shall be cleaned daily, 5 times per week. Outer Buildings shall be cleaned 2 times per week, Tuesdays and Fridays.

a. Daily – All glass entrance doors, transoms, entry ways, and side panels to the building(s) shall be cleaned on both sides using an approved glass cleaner. Glass and door hardware shall be streak free and clean of fingerprints.

b. Daily – All floor mats provided by VDOT inside and outside entryways shall be vacuumed.

c. Daily – All stairways including landings and steps shall be swept or vacuumed and mopped to remove all dirt and debris.

d. Weekly – Steps and sidewalks adjacent to building entrances shall be swept. At times

VDOT may asked for steps and sidewalks to be swept more frequently. (VDOT personnel will be responsible for snow and ice removal.)

e. Monthly – Hand railings, ledges, grills, fire apparatus, pipes, door, and heaters shall be dusted with appropriate tool.

IV. MEASUREMENT FOR PAYMENT:

BID LINE 1 – Bid price shall represent a DAILY unit price (each cleaning) for regular services five

(5) days per week Monday through Friday (excluding State Holidays) at the Culpeper District Administration Building #7000003 (offices, common areas, conference rooms, auditorium, kitchen/lunchroom and kitchenettes, copy rooms, restrooms) (approximately 52,475 sq. ft.).

BID LINE 2 – Bid price shall represent a MONTHLY unit price for regular services two (2) times per week Tuesday and Friday at the Right of Way Trailer Building #7000075 (offices, common area and two restrooms) (approximately 2,061 sq. ft.)

BID LINE 3 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Survey Trailer Building #7000074 (offices, common area, break room and two restrooms) (approximately 2,101 sq. ft.).

BID LINE 4 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the District Equipment Administration Building #7000025 (offices, common area, two (2) restrooms in office area, two (2) restrooms in shop area, telecommute room, District equipment shop office, kitchen, breakroom, blue training room and restroom) (approximately 5,993 sq. ft.).

BID LINE 5 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Facilities Management Building #7000025 (offices, breakroom, tool inventory room, utility sink in shop area, and one(1) restroom) (approximately 1,066

sq. ft.).

BID LINE 6 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Civil Right’s Building #7000016 (offices, break areas and two restrooms) (approximately 1,117 sq. ft.).

BID LINE 7 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the West Area Substation Building #7000031 (offices, breakroom, two (2) restrooms) (approximately 972 sq. ft.).

BID LINE 8 – Bid price shall represent a DAILY unit price(each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Signals/Traffic Maintenance Building #7000024 (Six

(6) offices, three (3), restrooms, kitchenette, and common area) (approximately 1,500 sq. ft.).

BID LINE 9 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Truck Shed Building #7000040 (one (1) restroom

ONLY)

BID LINE 10 – Bid price shall represent a DAILY unit price for regular services two (2) times per week Tuesday and Friday at the Construction Inspector’s Building #7000017 (offices, common area, kitchenette, breakroom, and two (2) restrooms) (approximately 1,425 sq. ft.).

BID LINE 11 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the Materials Administration Building #7000092 (upper level offices, common area, kitchenette, conference rooms and two restrooms. Soil Lab, lower level two (2) restrooms and office area) Asphalt lab one (1) restroom only.) (approximately 2,200 sq. ft.).

BID LINE 12 – Bid price shall represent a DAILY unit price (each cleaning) for regular services two

(2) times per week Tuesday and Friday at the District Bridge Maintenance Building #7000033 (Offices, common area, two (2) restrooms.) (approximately 1,500 sq. ft.).

BID LINE 13 – SPECIAL ON CALL CLEANING SERVICES - Bid price shall represent an HOURLY price per person to include supervision, labor, transportation, and normal cleaning supplies, materials, and equipment to perform the additional duties.. VDOT will provide at least twenty-four

(24) hours notice to Contractor. Any special cleaning supplies, materials and equipment that have been preapproved by VDOT will be reimbursed at cost with original receipt.

BID LINE 14 – RAPID RESPONSE SERVICE - Bid price shall represent an HOURLY price per person to include supervision, labor, transportation, and normal cleaning supplies, materials, and equipment to perform the additional duties.. VDOT will provide at least four (4) hours notice to Contractor. Any special cleaning supplies, materials and equipment that have been preapproved by VDOT will be reimbursed at cost with original receipt.

BID LINE 15 – MATERIALS MOBILE LAB TRAILER - Bid price shall represent a DAIY unit price (each cleaning) for regular services two (2) times per week Tuesday and Friday at the Materials Mobile Lab Trailer, (office, lab area, (1) restroom, shower. (approximately 2,100 sq. ft.)

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 and the type of cleaning daily, semi-annually or hourly.

2. ACCESS TO FACILITIES: VDOT will provide access to the buildings that are to be cleaned. The Contractor will be provided key for locking janitorial closet for the duration of this contract. Keys to the exterior entrances will not be provided; all services will be rendered during normal business hours. The Contractor shall be responsible for the safekeeping of any keys issued during the contract period. Employees shall not admit anyone to areas controlled by a key card or key in their possession. The Contractor shall not loan or duplicate the keys. The Contractor shall return the keys daily or when the contract is terminated. In the event the Contractor loses the keys, contractor will be charged for the replacement of the keys and all locks to the facility. Contractor must notify Contract Administrator immediately when keys are believed to be lost or misplaced. Final payment will not be issued until all keys issued are returned.

3. QUALITY CONTROL: The Contract Administrator will make periodic inspections of the facilities after the scheduled janitorial service has been performed. Any discrepancies noted will be recorded in writing along with the date and time of the inspection. If there were any deficiencies noted, the Contract Administrator will provide a copy of the report to the Contractor. Minor deficiencies shall be corrected during the next normal cleaning period. The Contract Administrator will contact the Contractor as soon as a major deficiencies are discovered, which shall be corrected that day if possible or the next cleaning day.

4. MINOR OR MAJOR DISCREPANCY: The Contract Administrator 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.

5. REPORTING SAFETY CONCERNS: The Contractor's employees shall report fires, hazardous conditions, and items in need of repair (such as dead lights, leaky faucets, toilet stoppage, etc.)

immediately to the VDOT Building Representative. Contractor's employees will report any damage or breakage immediately upon occurrence.

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

A Cure letter shall be issued to the Contractor and the Contractor shall address the deficiency and take corrective action needed. If corrective actions are not resolved by the deadline stated in the cure letter, VDOT may have the work accomplished by another source and the Contractor may be held responsible for resulting additional purchase and administrative costs in accordance with the General Term and Condition paragraph P.

7. SUSPENSION OF WORK: During the execution of the work, VDOT will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or public.

H. HOURS OF WORK:

1. NORMAL WORK HOURS: All services shall be performed (unless mutually agreed upon by the

Contractor and VDOT) during normal business hours, which are normally Monday through Friday 7:00 AM –3:30 PM. VDOT reserves the right to alter hours or days when in the best interest of

VDOT.

2. STARTING TIMES AND SCHEDULES: Starting times and schedules may vary and will be at the discretion of the Contract Administrator. Semi-annual cleaning may require weekend and/or after normal working hours at the discretion of the Contract Administrator.

3. 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 the day(s), VDOT shall not be billed for day(s) missed. If janitorial services cannot be provided as required per the contract, the contract price will be prorated for the day(s) that service is not provided. The Contractor shall notify the Contract Administrator when services cannot be provided due to inclement weather.

4. STATE HOLIDAYS: No work shall be permitted on Saturdays, Sundays, major holidays or any

Commonwealth office closures without the written permission of the Contract Administrator. State holidays include, but are not limited to; New Year’s Day, Martin Luther King Day, Lee-Jackson Day, President’s Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they fall on Sunday, the following Monday shall be considered the holiday.

I. SAFETY REQUIREMENTS:

1. SAFETY STANDARDS, RULES AND REGULATIONS: The Contractor shall ensure that all personnel including subcontractors and equipment comply with all OSHA and VOSH Standards as they apply to the work being done and not create any hazardous conditions. Failure to comply with a safety requirement constitutes reason to restrict work being performed under this contract.

Refer to Special Terms and Conditions Section 27. Safety and Health Standards.

V. PRE-BID CONFERENCE:

B. MANDATORY PREBID CONFERENCE:

A mandatory in person prebid conference will be hosted by the Contract Officer at 10:00 AM EST on February 22, 2024 in the Blue Room, located at the District Equipment Shop behind the main building. Blue Room is located on the right hand side entrance to the District

Equipment Shop. 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, participation at this prebid conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted to join the conference after 10:05

AM EST.

If you plan to participate in the mandatory pre-bid conference you must provide the following information via email to Donna.Backe@vdot.virginia.gov no later than 5:00 PM EST on the business day prior to the scheduled conference which is Tuesday, February 20, 2024.

• Solicitation Number and Title

• Company Name and Address

• Representative Name, Phone Number, Email Address.

At the start of the conference the Contract Officer will conduct an attendance roll call to identify the individuals participating. Participants will be requested to provide their individual name, company name and contact information during the roll call. Participants who did not provide their information in advance will be requested to provide their name, company and contact information during the roll call. Bids will only be accepted from those Bidders who are represented and make their participation known to the Contract Officer during the conference roll call and who requested admittance no later than 10:05 AM EST.

After the roll call, all attendees will go on a walk through of all the District Complex

Buildings. Attendees must be prepared to walk, and then to get back in their vehicles and to take a short drive up to the Materials Building. After the walk through, the prebid conference will continue in the Blue Room with a reading of the IFB and question and answer time. In order to reduce disturbance during the walk through, no more than two (2) attendees per vendor will be allowed.

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

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

VII. INVOICING:

Invoices shall be submitted on the 1st of each month to the address and email listed below. 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 in writing by a VDOT Representative and Contractor Foreman on an agreeable format. Invoices shall be submitted in a timely manner or Contractor may be found in default. Contractor claims on invoicing shall not be considered if submitted 60 days after expiration of contract.

Virginia Department of Transportation Attn: Culpeper Facilities

1601 Orange Road Culpeper, VA 22701

In lieu of mailing, invoices may be submitted as an attachment via email to CulpeperFacilities@vdot.virginia.gov

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.

mailto:edi@doa.virginia.gov mailto:CulpeperFacilities@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

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 10:00 AM EST on March 4, 2024.

Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 238 283 061 414 Passcode: Ayauvs

Download Teams | Join on the web Or call in (audio only) +1 434-230-0065,,666068254# United States, Lynchburg Phone Conference ID: 666 068 254#

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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2VlY2U5YTEtZDM3Mi00YTRiLWJhZjQtYjMzMzkyNWFlY2I3%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22dcee080c-cda3-4de1-adb7-de55d35b6848%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14342300065,,666068254

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 www.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, 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. 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.

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

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.

G. 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.