IFB - 2027-09-22 - Janitorial Services.pdf

15361 Bradford Road

PO Box 1568

Culpeper, VA

Invitation For Bid (IFB)

IFB # 2027-09-22 – Janitorial Services

IFB CONTENTS

COVER SHEET: Page 1

IFB CONTENTS: Page 2

OVERVIEW: Page 3-5

SECTION I – CONTRACTOR'S DATA SHEET: Page 6-8

SECTION II – PURPOSE: Page 9

SECTION III – QUALIFICATIONS: Page 9-10

SECTION IV – GENERAL TERMS AND CONDITIONS: Page 11-16

SECTION V – SPECIAL TERMS AND CONDITIONS: Page 17-20

ATTACHMENT A - CONFIDENTIALITY AGREEMENT: Page 21

ATTACHMENT B - SITE VISIT INSTRUCTIONS AND INFORMATION: Page 22

ATTACHMENT C - INVITATION FOR BIDS RETURN CHECKLIST: Page 23

ATTACHMENT D - SCOPE OF WORK: Page 24-28

ATTACHMENT E - UNIT PRICE SCHEDULE: Page 29

ATTACHMENT F – INSURANCE REQUIREMENTS: Page 30

Issue Date: September 22nd 2026

Issuing Agency:

Encompass Community Supports

15361 Bradford Road, P. O. Box 1568

Culpeper, Virginia 22701 eVA Vendor Registration: The Bidder shall be a registered vendor in eVA. [NOTE: Electronic copies of the eVA Vendor Registration form (DGS-30-384) are available for download at the following website: http://forms.dgs.virginia.gov/.

Contract Type: Services – Non-Professional

Locations where work will be performed: See Attachment E “Unit Price Schedule” for list of all locations.

Bid Due Date and Time: Sealed bids will be received until October 1, 2026, by 2:00 P.M.

Public opening will take place at Administrative Office (15361 Bradford Road) October 2nd

2026, at 1:00 PM.

If bids are mailed, use mailing address listed below. If bids are hand delivered, use physical address listed below.

Encompass Community Supports

Attn: Ken Delahoussaye

15361 Bradford Road (physical address)

PO Box 1568 (mailing address)

Culpeper, Virginia 22701

BID SUBMISSION REQUIRMENTS: § 2.2-4303(A) – All local public bodies shall provide an option to submit sealed bids through eVA.

Sealed bids may be submitted electronically via eVA, mailed, or hand-delivered, and must be received by the date and time stated in the IFB. No telephone, faxed, or emailed bids will be accepted.

- Indicate IFB number and title on the sealed envelope or electronic submission.

- It is the Offeror’s responsibility to ensure all bids are received by the due date, time, and correct location.

No late bids will be accepted.

http://forms.dgs.virginia.gov/

Instructions to Bidders:

1. Encompass Community Supports intends to award one or more contracts based on bids that are responsive to this IFB and submitted by responsible contractors at a fair and reasonable price.

2. Contractors must complete pricing in Attachment E – Unit Price Schedule.

3. Contractors must sign a Confidentiality Agreement at time of contract award. The

Confidentiality Agreement is included as Attachment A.

4. Direct all inquiries to Ken Delahoussaye, kdelahoussaye@ecsva.org. The deadline for all questions and inquiries is September 28th, 2026 by 2:00 P.M.

CONTRACT INFORMATION

Period of Contract: From date of award through February 28, 2029

Renewals: Three (3) one (1) year renewal options available.

BIDDER CERTIFICATION:

In compliance with this Invitation for Bid and to all the conditions imposed herein the undersigned offers and agrees to furnish all goods and services required by this IFB at the price indicated in the Unit Price Schedule (Attachment E), and the undersigned firm hereby certifies that all information provided below and in any schedule is true, correct, and complete.

Name of Firm:

Date: __________________________

Virginia Contractor License No.: _____________________

Address of Firm:

City: ______________________________ State: ___________ Zip Code: ______________

By: ________________________________________________

Signature in Ink: __________________________________________

Title: _____________________________________

Written Name: _____________________________

Phone Number: ______________________________

Fax Number: _______________________________________

Email: _______________________________________

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 or offeror 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 or request for proposal.

SECTION I

1.1 CONTRACTOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1.Qualification of Bidder:

The Bidder must have the capability and capacity in all respects to fully satisfy all of the contractual requirements.

2. Bidders’ primary contact regarding this solicitation:

Name: ____________________________________

Phone: ____________________________________

3. Years in Business: Indicate the length of time you have been in business providing this type of service:

________ Years

________ Months

4. Contractor MUST provide:

FIN or FEI Number: ____________________ (Company, Corporation or Partnership)

OR

Social Security Number: ________________________ (Individual)

5. References: Indicate below a list of at least three (3) current or recent past accounts, either commercial, medical or governmental, that your agency is or has serviced. Include the length of service and the name and address of the person the purchasing agency has your permission to contact.

1) Company: ______________________________

Contact/email: _______________________________

Telephone: _____________________

Date(s) of Service: _____________________________________

Project: ________________________________________________

2) Company: _______________________________

Contact/email: _______________________________

Telephone: ____________________

Date(s) of Service: _____________________________________

Project: ________________________________________________

3) Company: __________________________________

Contact/email: _____________________________

Telephone: _____________________

Date(s) of Service: _____________________________________

Project: ________________________________________________

6. Minority Business Enterprise Status

Offeror ☐ IS / ☐ IS NOT registered with and certified by the Commonwealth of Virginia

Department of Minority Business Enterprises.

7. Business Classification

☐ Small Business

☐ Woman-Owned

☐ Minority-Owned

☐ None of the Above

8. CONTRACTOR LICENSE REQUIREMENT

By my signature on this solicitation, I certify that this firm/individual is properly licensed to provide the goods/services specified.

License #: ________________________

Type: _____________________________

Firm Information

Name and Address of Firm

Zip Code: ___________________

Date: ______________________________

By (Signature in Ink): _________________________________

Name (Please Print): _________________________________

Title: ______________________________________________

Telephone Number: _________________________________

Fax Number: ______________________________________

E-Mail Address: ___________________________________

I have the authority to bind the corporation.

SECTION II

2.0 PURPOSE

The intent and purpose of this Invitation for Bid is to award one or more contracts to qualified firm(s) to provide Janitorial services to the Encompass Community Supports (ECS) facilities listed in the Unit Price Schedule (Attachment E) and in accordance with the Scope of Work

(Attachment D).

ECS intends to award one or more contracts as a result of this solicitation.

Please use the attached Unit Price Schedule location of facilities where work is to be performed and for Unit Price Schedule for each location (Attachment E).

2.1 Agency Overview

ECS is an agency of local government, dedicated to education, recovery, treatment, and wellness of residents affected by mental health and substance use disorders and developmental disabilities.

ECS is one of forty Community Services Boards in the Commonwealth of Virginia.

ECS provides services to the residents of the counties of Orange, Culpeper, Fauquier, Madison, and Rappahannock. Our goal is to serve the community by providing desperately needed services for people with behavioral health concerns, and when possible, we’re committed to preventing behavioral health issues before they arise. We meet these goals through a variety of services, including early intervention, outpatient therapy, medication management, crisis services, residential care, peer support, support coordination, case management, day support, prevention services, and more. ECS receives funding from Federal, State and Local sources as well as from clients and third-party insurance payors.

SECTION III

3.0 QUALIFICATIONS

1. Contractor must provide certificate of insurance showing the insurance coverage required in this IFB.

2. Contractor must have and provide copies of all business licenses required by state, county, local, and federal governments for the type of services and/or products required in the Unit Price Schedule and Scope of Work.

3. Contractor must have a minimum of two years of experience providing similar services to commercial, medical and/or government entities and show this in its response.

4. Prior to awarding a contract to any contractor, contractor must pass a background check.

Activity Date

RFP Posted on eVA Sept 22, 2026

Site Visits Sept 24-25, 2026

Deadline for Submission of Questions Sept 28, 2026 by 2:00pm

Date of Addendum for Response to Questions

Deadline for Submitting Bids Oct 1, 2026 by 2:00pm

Date for bid opening Oct 2, 2026 at 1:00pm

Contract Executed

Contract Begins

Remaining dates will be filled post award and submitted through EVa.

SECTION IV

4.0 TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

4.1 PROCUREMENT REGULATIONS: This contract is subject to the provisions of the purchasing regulations of ECS and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of these regulations is available for review at the purchasing office and in addition a copy can be obtained by calling (540) 825-3100.

4.2 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 to 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.

4.3 COMPLIANCE:

1. COMPLIANCE: By signing this Proposal, the Contractor certifies that it is and will remain in full compliance with:

The Federal Civil Rights Act of 1964, as amended.

The Federal Immigration Reform and Control Act of 1986.

The Virginia Fair Employment Act of 1975, as amended, where applicable.

The Virginia Conflict of Interest Act.

The Virginians with Disabilities Act.

The Americans with Disabilities Act.

Section 11-51 (Employment Discrimination Act) of the Virginia Public Procurement Act.

Section 11.62-11 (Payment to Subcontractor) of the Virginia Public Procurement Act.

Sections 11-77 and 11-78 (Ethics in Public Contracting) of the Virginia Public Procurement Act.

The Antitrust laws of the United States and the Commonwealth of Virginia.

2. BUSINESS ENTITY AUHORIZATION: If Contractor is a corporation, limited liability company, or other business entity, it must be authorized to transact business in the Commonwealth of Virginia and provide proof of such authorization upon request, in accordance with VA. Code Va. Code § 13.1-757 or § 13.1-1015 as applicable.

3. E-VERIFY COMPLIANCE: Contractor shall comply with the E-Verify requirements of VA. Code § 2.2-4311.1 and provide proof of enrollment and verification for all new employees assigned to this contract if applicable per statutory thresholds. This requirement shall also flow down to any subcontractors providing services exceeding

$10,000.

4.4 ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the ECS 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. In every contract over $10,000 the provisions in 1. and 2. below apply:

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 as 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, rules or regulations 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 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 own 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.

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.

4.5 ETHICS IN PUBLIC CONTRACTING: By signing this contract, the Contractor certifies that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, 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.

4.6 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.

4.7 DEBARMENT STATUS: By signing this contract, Contractor certifies that they are not currently debarred from submitting proposals on contracts by any agency of the

Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting proposals or proposals on contracts by any agency of the

Commonwealth of Virginia.

4.8 ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to ECS all rights, title and interest in and to all causes of the 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 ECS under said contract.

4.9 CLARIFICATION OF TERMS: If Contractor has questions about the specifications or other contract documents, the Contractor should contact the buyer whose name appears on the face of the contract no later than five working days before the due date. Any revisions to the contract will be made only by contract modification issued by the buyer.

4.10 PRECEDENCE OF TERMS: Except for Paragraphs titled Procurement

Regulations, Applicable Law and Courts, Compliance, Debarment Status, Mandatory Use of ECS Forms and Terms and Conditions, and Precedence of Terms herein, which shall apply in all instances, in the event there is a conflict between the other General Terms and

Conditions and any Special Terms and Conditions in this contract, the Special Terms and

Conditions shall apply.

4.11 INVOICES: Invoices for items ordered, delivered and accepted and/or services rendered shall be submitted by the Contractor directly to the payment address shown on the purchase order and/or contract. All invoices shall clearly reference the applicable contract number and/or purchase order number and must identify the dates during which services were performed, the specific location(s) serviced, and the services rendered.

Invoices shall be submitted on a monthly basis and must accurately reflect services provided during the applicable billing period.

4.12 PAYMENT:

1. Invoices for furnishing and installing products and/or services accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number.

2. 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, Invoices must show the contract or purchase order number assigned by ECS and shall be submitted by the contractor to the attention of the Accounts Payable Office and mailed to ECS, P.O. Box 1568, Culpeper, VA 22701.

3. 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 the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

4.13 QUALIFICATIONS OF CONTRACTOR: ECS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Contractor to perform the work/furnish the item(s) and the Contractor shall furnish ECS all such information and data for this purpose as may be requested. The Board reserves the right to inspect Contractor’s physical facilities prior to award to satisfy questions regarding the

Contractor’s capabilities. The Board further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Contractor fails to satisfy ECS that such

Contractor is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

4.14 ADDITIONAL INFORMATION: ECS reserves the right to ask any Contractor to submit information missing from its proposal, to clarify its proposal, and to submit additional information which ECS deems desirable.

4.15 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the

Contractor as a whole or in part without the written consent of ECS.

4.16 CHANGES TO THE CONTRACT: Changes can be made to the Contract in any one of the following ways:

1. ECS may order changes within the general scope of the contract at any time by written notice to the Contractor. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings.

Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Contractor accounts for the number of units of work performed, subject to ECS’ right to audit the Contractor's records and/or to determine the correct number of units independently; or

c. By ordering the Contractor to proceed with the work and to keep a record of all costs incurred and savings realized. ECS shall have the right to audit the records of the Contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from ECS. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contractor, if there is none, in accordance with the disputes provisions of the ECS Procurement Policy. Neither the existence of a claim or a dispute resolution process, litigation or any other provision of this contract shall excuse the Contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

2. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed upon by the parties as a part of their written agreement to modify the scope of the contract.

4.17 DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, ECS, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which ECS may have.

4.18 NON-DISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

ECS does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or any other characteristic protected by law, in employment matters and in its programs and services.

4.19 CONTRACT EXTENSIONS: In the event that the original term and all renewals of this contract expire prior to the award for a new contract for similar goods and/or services, the commonwealth of Virginia may with written consent of the Contractor, extend this contract for such a period as may be necessary to afford the Commonwealth of Virginia a continuous supply of the identified goods and/or services.

SECTION V

5.0 SPECIAL TERMS AND CONDITIONS

5.1 ADVERTISING: No indication of services to ECS will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the

ECS uses its services.

5.2 AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for ten (10) years after final payment, or until audited by the ECS, whichever is sooner. The agency, its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period.

5.3 AVAILABILITY OF FUNDS: It is understood and agreed by the parties herein that the agency shall be bound here under only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

5.4 DRUG FREE WORKPLACE: The Contractor acknowledges and certifies that it understands that the following acts by the Contractor, its employee, and/or agents performing services on ECS property are prohibited:

1. The unlawful manufacture, distribution, dispensing, possession or use of alcohol or other drugs; and

2. Any impairment or incapacitation from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes).

3. The Contractor further acknowledges and certifies that it understands that a violation of these prohibitions constitutes a breach of contract and may result in default action being taken by the ECS in addition to any criminal penalties that may result from such contract.

5.5 INSURANCE: The Contractor shall, at its own expense, obtain and maintain insurance coverage appropriate to the nature of the services performed under this Agreement. Such insurance shall be maintained for the duration of the Agreement and shall include coverage customarily carried for similar services. ECS shall be named as an Additional Insured where applicable. Upon request, the Contractor shall provide satisfactory evidence of required insurance coverage and shall furnish updated documentation upon renewal or material change of such coverage."

5.6 WORK SITE DAMAGES: Any damage, including damage to finished surfaces resulting from the performance of this contract, shall be repaired to the ECS’ satisfaction at the

Contractor’s expense if applicable.

5.7 INSPECTION OF JOB SITE: My signature on this contract constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be completed. Claims, as a result of failure to inspect the job site, will not be considered by ECS if applicable.

5.8 BREACH: In the event of breach by the Contractor, ECS shall have the right to immediately, or thereafter, terminate the contract. In the alternative, ECS may give written notice to the

Contractor specifying the breach and providing a period of time in which such breach must be corrected. Should ECS find that the Contractor has failed to properly cure any breach after being provided with appropriate notification then ECS can cause the contractual agreement between the Contractor and ECS to be terminated for breach. All remedies provided by law will then apply to those orders or the agreement as a whole. ECS’s failure to exercise its right to terminate for breach under this provision shall not be construed as a waiver of its right to terminate, rescind or revoke a contract in the event of any subsequent breach of any provisions of this Agreement.

5.9 CANCELLATION OF CONTRACT: ECS reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the

Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5.10 CONTRACT MANAGEMENT AND ADMINISTRATION: A Contract manager will be appointed by ECS who will be responsible for monitoring contractor performance, resolving contractual issues, and interpreting contractual terms and conditions at each location. Further, the

Contract Manager may pursue any issue(s), relating to the contract agreement that results from this contract which are in the best interest of ECS. The Contract Manager is not authorized to make or authorize changes to the contract, to approve additional work or expenditures, or to change deliverables or timeframes. Requests for such changes shall be directed to the Purchasing

Officer.

5.11 INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless ECS , its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

5.12 RENEWAL OF CONTRACT: This contract may be renewed by ECS for a period of four successive one-year periods under the terms and conditions of the original contract. Written notice of the ECS intention to renew shall be given approximately 30 days prior to the expiration date of each contract period.

5.13 CRIMINAL HISTORY: ECS reserves the right to restrict activities required to provide the services herein to only those persons who are without criminal conviction. This restriction shall not relieve the contractor of any requirements herein. Upon request of ECS, the contractor shall obtain a criminal history background check on any person, employee or subcontractor used for the delivery of services herein. ECS may, in its sole decision, determine that an individual possessing a criminal conviction poses no risk or threat to ECS, its employees or clients, and may waive this restriction on a case by case basis.

5.14 DISPUTES: Disputes shall be communicated between Contractors assigned manager and assigned ECS official, who will negotiate resolution of dispute. If the condition is not corrected, the manager and official shall meet with the ECS’s Contract Officer who will negotiate resolution of the dispute. If the condition is not corrected at the above level, a meeting shall be scheduled with ECS Executive Director or his/her designee by ECS Contract Officer, including all interested parties. Contractor and ECS agree that the laws of the Commonwealth of Virginia shall govern the validity and construction of this agreement. Any dispute resulting from this agreement, its interpretation, or performance, shall be brought only in the courts of Virginia.

5.15 HUMAN RIGHTS: The Contractor shall comply with and adopt ECS Human Rights

Policy. The policy complies with the Community Human Rights Regulations promulgated in

1986 and has been approved by the State Human Rights Committee.

5.16 SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF

COMPLIANCE WITH SMALL BUSINESS SUBCONTRACTING PLAN, AND

SUBCONTRACTOR REPORTING:

A. Submission of Small Business Subcontracting Plan: It is the statewide goal of the

Commonwealth that 42% of its purchases be made from small businesses certified by

DSBSD. This includes discretionary spending in prime contracts and subcontracts.

All bidders/offerors are required to submit a Small Business Subcontracting Plan. The contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service-disabled veteran-owned status when they have also received DSBSD small business certification.

Where it is not practicable for any portion of the goods/services to be subcontracted to other suppliers, the bidder/offeror shall note such on the Small Business

Subcontracting Plan. No bidder/offeror or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier

Diversity (DSBSD) by the due date for receipt of bids or proposals.

B. Evidence of Compliance with Small Business Subcontracting Plan: Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution monthly reports substantiating compliance in accordance with the small business subcontracting plan. If a variance exists, the contractor shall provide a written explanation. A subcontractor shall be considered a Small Business for purposes of a contract if and only if the subcontractor holds a certification as such by the DSBSD.

Payment(s) may be withheld until the purchasing agency confirms that the contractor has certified compliance with the contractor’s submitted Small Business

Subcontracting Plan or is in receipt of a written explanation of the variance. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, but not be limited to, termination for default.

C. Prime Contractor Subcontractor Reporting:

1. 1. Each prime contractor who wins an award greater than $100,000, shall deliver to the contracting agency or institution on a monthly basis, all applicable information for each subcontractor listed on the Small Business Subcontracting

Plan that are DSBSD-certified businesses or Employment Services Organizations

(ESOs). The contractor shall furnish the applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

2. In addition, each prime contractor who wins an award greater than $200,000 shall deliver to the contracting agency or institution on a monthly basis, all applicable information on use of subcontractors that are not DSBSD-certified businesses or

Employment Services Organizations. The contractor shall furnish all applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

ATTACHMENT A – CONFIDENTIALITY / PRIVACY AGREEMENT

Refer to the separate document titled “Attachment A – Confidentiality/Privacy Agreement” for all requirements and obligations.

ATTACHMENT B – SITE VISIT INSTRUCTIONS AND INFORMATION

All contractors are strongly encouraged to conduct a site visit for each location listed in

Attachment E prior to submitting pricing and responses to this solicitation.

Any questions or requests for clarification resulting from site visits shall be submitted to Ken

Delahoussaye at kdelahoussaye@ecsva.org

Site visit Schedule:

• 9:00 AM – 4:00 PM

• September 24-25 2026 mailto:kdelahoussaye@ecsva.org

ATTACHMENT C – CHECKLIST

☐ Overview – Sign

☐ Contractor’s Data Sheet – Complete and Sign

☐ Acceptance of All Terms and Conditions

☐ Attachment A – Complete, Sign, and Date

☐ Attachment E – Complete, Sign, and Date the Unit Price Schedule

☐ Attachment F – Complete, Sign, and Date ECS Insurance Requirements

ATTACHMENT D – SCOPE OF WORK

Janitorial Services

Treatment Schedule

Encompass Community Supports (ECS) is seeking Janitorial Services for the below locations.

Service days:

Services under this contract shall be performed at each designated location in accordance with the following frequency schedule unless otherwise directed by ECS. Routine janitorial services, including but not limited to trash and recycling removal, restroom cleaning and disinfection, high-touch point sanitization, floor care, vacuuming, lobby and entrance cleaning, kitchen and breakroom sanitation, interior glass cleaning, and supply replenishment, shall be performed on each scheduled service day.

Daily (Each Scheduled Service Day)

Applies to appearance, hygiene, and high-traffic areas:

• Trash and Recycling removal

• Restroom cleaning and disinfection

• High-touch point disinfection

• Lobby, Reception, Entrances, and Vestibules

• Kitchen/Breakroom counters and appliance exteriors

• Vacuuming carpets and spot cleaning

• Sweeping and mopping hard floors

• Mirrors, Interior glass, and door glass

• Replenishment of restroom and kitchen supplies

Weekly

Detail-oriented cleaning tasks such as high and low dusting, baseboard and vent cleaning, stainless steel polishing, locker exterior sanitation, detailed wall and door cleaning, and enhanced seating sanitation shall be performed on a weekly basis.

Detail-oriented tasks that do not require daily attention:

• Dusting vents, ledges, baseboards, windowsills, and light fixtures

• Polishing stainless steel and detailing fixtures

• Cleaning locker exteriors

• Detailed wall, door, and switch cleaning

• Interior signage cleaning

• Seating surface sanitization beyond daily wipe-downs

Monthly (1st of Every Month)

Deep-cleaning and restorative services, including detailed tile, grout, and floor maintenance, interior glass detailing beyond routine care, and entry mat refreshing, shall be performed on a monthly basis or as otherwise approved by ECS.

Deep-clean and maintenance activities:

• Detailed floor care (Scrubbing, edge cleaning)

• Grout and tile detail cleaning

• High/low dusting not addressed weekly

• Entry mat refreshing or rotation

• Interior glass partitions beyond routine touch-ups

As-Needed/ On-Call

Periodic, seasonal, or special-request services—including event setup and cleanup, emergency response, or additional disinfection—shall be performed on an as-needed basis upon authorization by ECS. ECS reserves the right to adjust service frequency by location based on operational needs. If needed, a written modification will be submitted to the contractor.

• Event setup and cleanup

• Emergency spill response

• Seasonal or special request cleaning

• Additional disinfection services

Locations with 5 service days a week:

Boxwood Treatment Schedule

**Services for this location shall commence no later than 8:30 a.m. and shall be performed during normal business hours. **

15511 Guinn Lane Culpeper, VA 22701

Daily Cleaning (5X per week, Monday – Friday)

• dusting and wiping down of surfaces for all cleared areas (desks, countertops, tables, etc.)

• vacuuming all floors

• mopping all hard surface floors

• buffing/waxing floors as needed and agreed basis

• cleaning of bathrooms (toilets, sinks, countertops, floors)

• cleaning windows and glass doors

• sanitizing (doorknobs, doors around knob areas and door jams, cabinet handles, faucets, sinks, toilets, and all cleared surfaces such as countertops, vanities, etc.)

• kitchen (includes all items listed in general scope of work above, appliances NOT included)

Locations with 3 service days a week:

• Services for the locations stated below shall commence no earlier than 4:30 p.m. and shall be performed outside of normal business hours

Fauquier Behavioral Health Clinic

12 N Hill Drive Warrenton, VA 20186

• Scheduled Service 3X per Week

• Monday, Wednesday, Friday

Culpeper Behavioral Health Clinic

16240 Bennett Road Culpeper, VA 22701

• Scheduled Service 3X per Week

• Monday, Wednesday, Friday

Locations with 2 service days a week: (Tuesday/Thursday)

• Services for the locations stated below shall commence no earlier than 4:30 p.m. and shall be performed outside of normal business hours.

Rappahannock Senior Center

111 Scrabble Road Castleton, VA 22716

Culpeper Senior Center/S.E.E. Program

710 US Ave Culpeper, VA 22701

ECS Main Office

15361 Bradford Road Culpeper, VA 22701

Bridges Elkwood

13523 Beverly Ford Rd, Elkwood VA 22718

Bridges Locust Grove

32405 Constitution Highway Locust Grove, VA 22508

Guinn Lane Offices

15535 Guinn Lane Culpeper, VA 22701

St Lukes Church

1100 N Main Street Culpeper, VA 22701

Fauquier Senior Center

6415 Colonial Road, Warrenton, VA 20187

Locations with 1 service day a week:

C.I.T.

610 Laurel Street Culpeper VA, 22701

• Scheduled Service 1X per Week

• Tuesday

ECS to provide all paper products (toilet paper, tri-fold hand towels, paper towels) disinfectant, and hand soap for all locations.

Inclement Weather – If inclement weather during the contract period causes a delay or interruption in Janitorial services, the Contractor shall resume all affected services on the next business day following the weather event.

Holidays – If a scheduled service date falls on an observed holiday, the Contractor shall perform the service on either the preceding business day or the next business day.

Permits – The Contractor shall obtain and maintain all permits, licenses, and regulatory authorizations required for the performance of Janitorial services in the Commonwealth of

Virginia and shall be solely responsible for all associated costs.

Confidentiality Statement – Prior to visiting any site locations, the Contractor shall complete

Attachment A and submit it to Ken Delahoussaye via email at kdelahoussaye@ecsva.org, or by delivering it to the front desk at Encompass Community Supports, 15361 Bradford Road, Culpeper, VA 22701.

ATTACHMENT E – UNIT PRICE SCHEDULE

Refer to the separate document titled “Attachment E – Unit Price Schedule” for the required pricing information.

ATTACHMENT F – ECS INSURANCE REQUIREMENTS

**RETURN THIS PAGE**

Items marked “X” are required to be provided if award is made to your firm.

Limits Required Coverage Required figures denotes minimum) X 1. Workers’ Compensation 1. Statutory Limits of the And Employers’ Liability; Commonwealth of VA Admitted in Virginia Yes Employers’ Liability $100,000/$500,000/$100,000 All States Endorsement Statutory USL & H Endorsement Statutory Voluntary Compensation Endorsement Best’s Guide Rating-A-VIII or better or its equivalent X 2. Commercial General Liability 2. $1,000,000 (CSL) Each Occurrence General Aggregate $2,000,000 Products/Completed Operations $2,000,000 Personal and Advertising Injury $1,000,000 Fire Legal Liability $50,000 Per Occurrence Best’s Guide Rating-A-VIII or better or its equivalent X 3.Automobile Liability 3. $1,000,000 combined Owned, Hired, Borrowed & Non-owned Single Limit Bodily Motor Carrier Act End. Injury and Property Best’s Guide Rating-A-VIII or Damage Each Occurrence better, or its equivalent (note, symbol “1” on liability coverage)

4. Prof. Errors and Omissions 4. $1,000,000 (CSL) Each Claim Best’s Guide Rating-A-VIII or better or its equivalent

5. Garage Liability 5. $1,000,000 CSL Each Occurrence __ 6. Garage Keeper’s Legal Liability 6. a) Maximum Value of One Vehicle Best’s Guide Rating-A-VIII or better, b) Maximum Value of All Vehicles Or its equivalent Held by Contractor

7. Umbrella Liability 7. $1,000,000 Best’s Guide Rating-A-VIII or better, or its equivalent.

_ 8. Other Insurance:

X 9. Auto and General Liability Policies shall be endorsed to name Encompass Community Supports as additional insured (This coverage is primary to all other coverage Encompass Community Supports may possess and must be shown on the certificate) X 10. The Contractor shall provide 30 days written notice of any policy cancellation for policies specified on this Checklist to Encompass Community Supports in accordance with the timelines and stipulations in Code of Virginia Section 38.2-231.

X 11. The Certificate must state Bid/RFP No. and Bid/RFP Title.

X 12. Contractor shall submit Certificate of Insurance within five (5) business days from notification of award, and shall provide updated Certificates for the duration of the contract.

OFFEROR STATEMENT

We understand the Insurance Requirements of these specifications and will comply in full if awarded this contract.

FIRM: ___________________________________________________________________________

SIGNATURE: _____________________________________________________________________

TO: Encompass Community Supports

15361 Bradford Road

P.O. Box 1568

Culpeper, VA 22701

FROM: _________________________________

DUE DATE: October 1st 2026 TIME: 2:00 P.M.

IFB NO: IFB 2027-09-21

IFB: Janitorial Services

ATTENTION: Ken Delahoussaye