IFB - Janitorial Supplies.pdf

IFB – JANITORIAL SUPPLIES PAGE 1

Southwest Virginia Regional Jail

Authority

IFB – Janitorial Supplies

Due Date: June 1, 2026

IFB – JANITORIAL SUPPLIES PAGE 1

SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – JANITORIAL

SUPPLIES

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is requesting quotes to provide various janitorial supplies. Acceptance of an Offeror’s quote will not require the SWVRJA’s use of all quoted items. Additionally, the SWVRJA reserves the right to award parts of its contract for janitorial supplies to multiple vendors.

Sealed quotes will be received until Monday, June 1, 2026 at 2:00 PM for the items described herein.

All inquiries for information should be directed to:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279 276-739-3520 Ext. 5004 emoore@swvrja.com

The quotes should be mailed to:

Mailing Address:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279

The quotes may be hand delivered or sent via courier to:

Physical Address:

Danyelle Moore Southwest Virginia Regional Jail Authority 15205 Joe Derting Drive Abingdon, VA 24210

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REQUEST FOR QUOTESS

JANITORIAL SUPPLIES

My signature certifies that the quote as submitted complies with all Terms and Conditions as set forth in this IFB for janitorial supplies.

My signature warrants that I have not employed or retained any firm or person other than a bona fide employee working solely for the firm to solicit or secure this contract and have not paid or agreed to pay any firm or person other than a bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the Authority shall have the right to annul or void this Contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to the Southwest Virginia Regional Jail Authority, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to the Southwest Virginia Regional Jail Authority, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with the Authority.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Complete Legal Name of Firm: ________________________________________________

Street Address: ______________________________________________

Mailing Address ______________________________________________

Fed ID No.: ______________________________________________

Signature: ______________________________________________

Name (type/print): ______________________________________________

Title: ______________________________________________

Telephone: (___)_______________Fax No.: (___)_______________

Date: ______________________________________________

To receive consideration for award, this signature sheet should be returned to the Southwest Virginia Regional Jail Authority as it shall be a part of your response.

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SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – JANITORIAL

SUPPLIES

I. Purpose

The purpose of this Request for Quotes (IFB) is to contract with one or more qualified Vendors to provide janitorial supplies.

II. Term

The period of the contract shall begin July 1, 2026, and shall remain in effect through June 30, 2027. The SWVRJA may choose to renew this contract for four

(4) successive one-year renewals.

III. Questions

All questions regarding this RFP must be submitted, in writing, prior to 2:00 PM Monday, May 4, 2026. If necessary, an addendum to the original RFP will be posted to the solicitation page on eva.virginia.gov prior to 2pm on Thursday, May 7, 2026.

IV. Introduction/Background

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is an independent political subdivision of the Commonwealth of Virginia operating four

(4) jail facilities. The Authority was created by the jurisdictions of Buchanan, Dickenson, Lee, Russell, Scott, Smyth, Tazewell, Washington and Wise Counties and the Cities of Norton and Bristol. The SWVRJA employees 435 people.

V. Scope of Work

Nothing stated herein or attached shall bind SWVRJA to purchase any specified amount of the product of products. Further, acceptance of an offeror’s quotation will not require the SWVRJA’s purchase of all listed items or services.

Offerors are not required to submit quotes for all items to be considered for award.

It is the SWVRJA’s intent to purchase janitorial supplies from one or more selected Vendors. The vendor must comply with all federal, state, and local laws and regulations. There will be no guaranteed quantities purchased from any vendor or for any item. Below is a list of items currently being purchased. All items are requested at equal or equivalent specifications.

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Item Unit of Measure

Qty.

Daily Disinfectant Cleaner Commercial Disinfectant Cleaner designed for use with automatic machinery. Awarded vendor must provide and install dispensers and provide regular service at no additional cost.

Case Case (2- 2L)

Ecolab No Rinse ALK FLR Clner

Case Case (2.5 Gal)

Ecolab Sanitizing Wash N' Walk

Case Case (2.5 Gal.)

Ecolab Lime-A-Way Case Case (4-1

Ecolab Greaselift Case Case (6-

32 oz.

RTU)

Ecolab Solitaire Solid Pot & Pan

Case Case (4-5 lbs.)

Ecolab UC 50 Glass Cleaner Case Case (2-

1.3 L)

Ecolab Oasis 137 Case Case (2.5

Gal)

Ecolab Scrub Free BR Cleaner

Case Case (2/2 L)

Ecolab HP Neutral Floor Cleaner

Case Case (2/2 L)

Ecolab Solid Power XL Case Case (4-9 lbs.)

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Ecolab Oasis 146 Quat Case Case (4-1

Ecolab Solid Brilliance Case Case (2-

2.5 lbs.)

Ecolab Rapid Multi Surface Disinfectant Cleaner Commercial, concentrated, multi-surface cleaner with hydrogen peroxide designed for use with automatic dispensing machinery.

Awarded vendor must provide and install dispensers and provide regular service at no additional cost.

Case Case (2 Gal)

Large Trash Bags Liner Dimensions: 40”x53” Color:

Black Minimum Thickness: 1.30 Mil Minimum Case Weight: 18.4 lbs. Volume: 55 Gal 100 Bags per Case *A full case may be requested to verify item meets required minimum case weight.

Case Case (100 Bags)

Kitchen Paper Towel Rolls 2 Ply 85 Sheets

Case Case (30 Rolls)

Toilet Paper Rolls 2 Ply 500 Sheets

Case Case (96 Rolls)

Shop Towels 15”x15” Red, 500 Towels

Case Case (500 Towels)

VI. Addresses

A. Shipping Addresses

1. Abingdon Regional Jail

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15205 Joe Derting Drive Abingdon, VA 24210

2. Duffield Regional Jail 1037 Boone Trail Road Duffield, VA 24244

3. Haysi Regional Jail 1550 Kiwanis Park Road Haysi, VA 24256

4. Tazewell Regional Jail

115 Court Street Tazewell, VA 24651

B. Billing Address

Southwest Virginia Regional Jail Authority – Administration PO Box 279 Meadowview, VA 24361

VII. Quote Preparation and Submission Requirements

A. General Instructions

1. All IFB quotes must be sealed and marked “Quote for Janitorial Supplies: Southwest Virginia Regional Jail Authority”.

2. Please submit Five (5) original copies of your response. Please also include two (2) electronic copy of your response on a flash drive or CD/DVD. Any proprietary information shall be clearly identified in the quote.

3. The IFB cover sheet as well as all addenda acknowledgements should be completed, signed, and returned with the quote.

B. Specific Requirements

Quotes should be as thorough and detailed as possible so that the SWVRJA may properly evaluate the products offered. To be considered substantive, the quote must respond to all requirements of the IFB. Any additional products or services that could be beneficial to the SWVRJA should be provided as an appendix to the quote. At a minimum, your response should include the following:

1. Qualification Statement

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A statement should be included describing the Offeror’s qualifications to perform the work listed in this IFB. The statement should include the number of years you have been in business as well as the resources you have available to meet the requirements of this IFB. In addition, if the Offeror anticipates using a subcontractor(s), the same information must be submitted concerning the proposed subcontractor(s).

2. Cost of Quoted Items

Cost of requested items included in the scope of work and the attached specifications. Item price shall be inclusive of all shipping and delivery charges. Please indicate if a minimum order quantity is required.

3. Warranty Information

The quote shall include a statement from the manufacturer of the materials used stating the warranty of the labor and any materials that will be used in this project. The quote shall also include the warranty from the service provider for the work that is to be completed.

Specifications for the warranty are listed in Section 1.5 of the specifications attachment.

4. Product Information

The Offeror shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the SWVRJA to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered incomplete and nonresponsive.

5. Samples

After the quote due date and time, SWVRJA may request offerors provide multiple samples of the quoted items for testing and specification verification purposes. Samples shall be the exact item quoted. Samples shall be delivered within seven calendar days of the offeror receiving the request from SWVRJA. Any offeror that is not willing to provide samples of the quoted items will not be considered for award.

6. References

The Offeror shall provide references from clients who have purchased similar items. Names, addresses, telephone numbers, and individual

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contacts of at least three accounts that are similar in size and complexity to SWVRJA.

VIII. Evaluation and Award Criteria

A committee will evaluate all quotes submitted. The contract will be awarded based upon the quote(s) that is/are deemed to be the most responsive and of greatest benefit to the SWVRJA. The evaluation criteria will include, but not be limited to:

1. Demonstrated experience and service in janitorial supplies.

2. Ability to service the contract for length of term.

3. Order Lead Time.

4. Proposed Pricing.

SWVRJA reserves the right to make multiple awards as a result of this RFP. The Offeror with the lowest price is not guaranteed award of this contract.

SWVRJA may cancel this Request for Quotes or reject quotes at any time prior to an award, and is not required to furnish a statement of the reasons why a particular quote was not deemed to be the most advantageous (Section 2.2- 4359D of the Virginia Code).

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 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 “Vendors Manual” on the vendors tab.

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 and any litigation with respect thereto shall be brought in the 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

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regulations.

C. Anti-Discrimination

By submitting their proposals, proposers certify to the SWVRJA 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 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).

D. Ethics in Public Contracting

By submitting their proposals, proposers certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other proposer, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. Immigration Reform and Control Act of 1986

By entering into a written contract with the SWVRJA, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services with the SWVRJA, 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 Contractor 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, Contractor 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

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that is currently debarred by the Commonwealth of Virginia.

G. Antitrust

By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the SWVRJA 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 SWVRJA under said contract.

H. 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.

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.

2. To Subcontractors:

a. A contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the SWVRJA for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the SWVRJA, except for amounts withheld as stated in (2) above. The

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date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

I. Precedence of Terms

The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN

PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF

1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE

FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS,

PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

J. Qualification of Proposers

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

K. Testing and Inspection

The SWVRJA reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

L. Assignment of Contract

A contract shall not be assignable by the Contractor in whole or in part without the written consent of the SWVRJA.

M. Changes To The Contract

Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope

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of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, 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 the Purchasing Agency’s 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 keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency 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 the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract

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price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor 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.

Cumulative contract modifications up to and including $50,000 shall not exceed 25% of the original contract price without advance written approval of the agency head or his/her designee.

N. Default

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the SWVRJA, 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 the SWVRJA may have.

O. Taxes

Sales to the SWVRJA are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The SWVRJA’s excise tax exemption registration number is 54-2061321.

P. Use of Brand Names

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The proposer is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the SWVRJA to determine if the product offered meets the requirements of the solicitation.

This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the proposer clearly indicates in its proposal that the

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product offered is an equivalent product, such proposal will be considered to offer the brand name product referenced in the solicitation.

Q. Transportation and Packaging

By submitting their proposals, all proposers certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

R. Insurance

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The SWVRJA shall be named as an additional insured and so endorsed on the policy.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract.

Contractor shall assure that the required coverage is maintained by the Contractor (or third-party owner of such motor vehicle.)

Profession/Service Limits Accounting $1,000,000 per occurrence.

$3,000,000 aggregate Architecture $2,000,000 per occurrence.

$6,000,000 aggregate Asbestos Design, Inspection or Abatement Contractors

$1,000,000 per occurrence.

$3,000,000 aggregate

Health Care Practitioner (to include Dentists, Licensed Dental Hygienists, Optometrists, Registered or Licensed Practical Nurses, Pharmacists, $2,150,000 per occurrence.

$4,250,000 aggregate (Limits increase each July 1 through fiscal year 2031 per Code of Virginia

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Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical Therapist Assistants, Clinical Psychologists, Clinical Social Workers, Professional Counselors, Hospitals, or Health Maintenance Organizations.)

§ 8.01-581.15.)

Insurance/Risk Management $1,000,000 per occurrence.

$3,000,000 aggregate

Landscape/Architecture $1,000,000 per occurrence.

$1,000,000 aggregate

Legal $1,000,000 per occurrence.

$5,000,000 aggregate

Professional Engineer $2,000,000 per occurrence.

$6,000,000 aggregate

Surveying $1,000,000 per occurrence.

$1,000,000 aggregate

S. Drug-Free Workplace

During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

T. Nondiscrimination 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, 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

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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.

U. Availability of Funds

It is understood and agreed between the parties herein that the SWVRJA shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

V. Bid Price Currency

Unless stated otherwise in the solicitation, proposers shall state proposed prices in US dollars.

W. Authorization to Conduct Business in the Commonwealth

A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

X. Special Terms and Conditions

1. Audit

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment. The SWVRJA, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2. Cancellation of Contract

The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days

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written notice to the other party. 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.

3. Renewal of Contract

This contract may be renewed by the SWVRJA upon written agreement of both parties for three (3) successive one-year periods, under the terms of the current contract, and at a reasonable time approximately 90 days prior to the expiration. (See PRICE ESCALATION/DE-ESCALATION CLAUSE)

4. Additional Users

Under the authority of the Code of Virginia 2.2-4304. Cooperative Procurement, it is the intent of this solicitation and resulting contract(s) to allow for cooperative purchasing by only the members of the Procurement Professionals of Virginia Regional Jails (PPVRJ). Current PPVRJ institutions include: Albemarle/Charlottesville Regional Jail, Hampton Roads Regional Jail, Meherrin River Regional Jail, Northwestern Regional Adult Detention Center, Peumansend Creek Regional Jail, Piedmont Regional Jail, Rappahannock Regional Jail, Riverside Regional Jail Authority, Southside Regional Jail, Southwestern Virginia Regional Jail, Virginia Peninsula Regional Jail, Western Tidewater Regional Jail, and Western Virginia Regional Jail. In addition, the lead-issuing institution may allow local governments, school boards and other agencies serving local governments in their region access to this contract(s).

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms. No modification of this contract or execution of a separate contract is required to participate. Participating public bodies shall place their own orders directly with the Contractor(s) and shall fully and independently administer their use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the lead-issuing institution.

The lead-issuing member shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the lead-issuing member is not responsible for the acts or omissions of any PPVRJ member, or public body and will not be considered in default of the Agreement no matter the circumstances.

Use of this contract(s) does not preclude any participating public body from using other contracts or competitive processes as required by law.

5. Bid Acceptance Period

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Any quote in response to this solicitation shall be valid for (60) days. At the end of the days the quote may be withdrawn at the written request of the Offeror. If the quote is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

6. Material Safety Data Sheets (MSDS)

Material Safety Data Sheets and descriptive literature shall be provided with the bid/proposal for each chemical and/or compound offered. Failure on the part of the Offeror to submit such data sheets may be cause for declaring the bid as nonresponsive.

7. Price Escalation/De-Escalation

Price adjustments may be permitted only for changes in the contractor’s cost of materials. The Consumer’s Price Index should be used as a guide to determine increase or decrease. No price increases will be authorized for 365 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing department. Increases shall not exceed three percent (3.0%) annually from one adjustment period to the next. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the SWVRJA Purchasing Department.

The contractor shall give not less than 30 days advance notice of any price increase to the purchasing department. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30-day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase in general in scope and not applicable just to the SWVRJA; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing department will notify the using department and the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The SWVRJA Purchasing Agent may cancel without liability to either party, any portion of the contract affected by the requested increase and any material, supplies, or services undelivered at the time of such cancellation.

The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing department.

IFB – JANITORIAL SUPPLIES PAGE 19

8. Product Availability/Substitution

Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The SWVRJA may, at its discretion, require the contractor to provide a substitute item of equivalent or better-quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

9. Product Information

The Offeror shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the SWVRJA to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered incomplete and nonresponsive.

10. Quantities

Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

X. Other Matters

Respondents should contact Danyelle Moore, Procurement Officer to answer any questions which might arise and to discuss general background information on the SWVRJA and its operation.