INVITATION FOR BID JANITORIAL SERVICES for ELLIS SQ.doc

INVITATION FOR BID

(IFB)

Issue Date:

April 01, 2026

IFB# JANITORIALSVCS-ELLISSQ043031

Title:

Janitorial/Custodial Services Issuing Agency:

Greater Reach Community Services Board

20 W. Bank Street

Petersburg, VA 23803 Using Agency And/ Or Location Where Work Will Be Performed:

Ellis Square Apartments

6310 and 6314 Church Road

Petersburg, VA 23805

Period Of Contract:

From May 01, 2026 Through Apri 30, 2027 (*Renewable).

(*Two (2) Optional Successive One Year Renewal Periods) Sealed Bids Will Be Received Until April 23, 2026, at 3:00 p.m. For Furnishing The Services Described Herein And Then Opened In Public.

All Inquiries For Information Should Be Directed To: Theoria M. Barnes Phone: (804) 862-8002 x3102 IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. SEND TO: Greater Reach Community Services Board, 20 W. Bank Street, Attention: Theoria Barnes, Purchasing, Suite #2, 3rd Floor, Petersburg, VA 23803.

In Compliance With This Invitation For Bids And To All The Conditions Imposed Therein, The Undersigned Offers And Agrees To Furnish The Services At The Price(s) Indicated In Section VII, Pricing Schedule.

State Corporation Commission ID Number: ________________________ (See Special Terms and Conditions)

Name And Address Of Firm:

Date: ___________________________________________

By: _____________________________________________

(Signature in Ink)

_______________________Zip Code:_____________ Name: __________________________________________

(Please Print)

DUNS#:_____________________________________

Title: ___________________________________________

Fax Number: (___) ____________________________ Telephone Number: (___)___________________________

E-mail Address: ______________________________

* MANDATORY PREBID SITE VISIT: A Site Visit is Mandatory and will be held on April 16, 2026, at 11:00 AM at 6310 & 6314 Courthouse Rd., Petersburg, VA 23805. Section III herein.

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, or any other basis prohibited by state law relating to discrimination in employment.

TABLE OF CONTENTS FOR IFB # JANITORIALSVCS-ELLISSQ043031

PAGE

I.

PURPOSE

II.

SCOPE OF WORK/DESCRIPTION OF ITEMS (SPECIFICATIONS)

3/6

III.

PRE-BID MANDATORY SITE VISIT

IV.

GENERAL TERMS AND CONDITIONS

6/13 V.

SPECIAL TERMS AND CONDITIONS

13/16

VI.

METHOD OF PAYMENT

VII.

PRICING SCHEDULE

LIST OF ATTACHMENTS

Attachment A (Janitorial Tasks and Frequencies)

18-19 Attachment B (Criminal History Background)

Attachment C (Contractor Data Sheet)

I. PURPOSE The intent and purpose of this Invitation for Bid (IFB) is to solicit competitive sealed bids to establish a term contract with one qualified firm to provide janitorial services for Ellis Square (a Greater Reach Community Services Board location) located at 6310 Courthouse Rd., Petersburg, VA.

II. SCOPE OF WORK

A.

REQUIREMENTS:

1. The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to perform janitorial services except those materials and supplies furnished by the agency as indicated in the specifications as shown in Attachment A. Ellis Square shall furnish the following: liquid hand soap, paper towels, toilet paper, trash bags and any other items as agreed upon by both parties. The Contractor shall provide the vacuum cleaners. These vacuum cleaners shall be equipped with hose extensions.

All work shall be performed in an efficient, workman-like manner and shall meet the highest standards for the type of service being performed.

Level of Service-The Contractor shall provide a level of cleaning that is at least equal to the standard defined by the Building Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a standard that will provide neither serious nor repeated criticism.

2. The Contractor shall perform the task for each area or item at the frequencies specified. Listing of tasks and frequencies is included in Attachment A.

3. Meetings: Ellis Square Contract Administrator shall meet briefly with Contractor’s employees on an “as needed basis” to discuss coordination of housekeeping functions and quality control. Such meeting shall be arranged by the Ellis Square Contract Administrator at a time convenient for both parties.

4. Facility Inspection: The contractor shall periodically inspect the office building/site of Ellis Square under contract using an inspection report of the Contractor’s design. Inspections shall take place once every two months, for the purpose of ensuring quality workmanship and compliance with the contract. The Contractor’s inspection report shall include as a minimum the tasks listed in Attachment A, a comment area for each task, date and time of inspection and signature of the inspector. Such inspection report shall be provided to the Contract Administrator on the date of inspection. This procedure will provide both the Contract Administrator and the Contractor with the opportunity to note discrepancies and complaints, plan for correction of deficiencies in the work, and establish a mutually beneficial working relationship.

Please submit a draft of the inspection report along with your bid.

The Contractor shall implement corrective actions to prevent recurrences of minor discrepancies. Actions taken shall be conveyed to the Ellis Square Contract Administrator.

The Ellis Square 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 Ellis Square building should be considered minor. Re-occurring minor discrepancies, and a discrepancy, which significantly affect the appearance, sanitation, safety or security of Ellis Square office building, will be considered major.

The Contractor shall take immediate corrective action (within 24 hours) on any major discrepancies noted and reported to the Contractor by the Ellis Square Contract Administrator. Such corrective action shall be at no additional cost to Ellis Square.

5. Contractor’s Personnel: The Contractor shall employ a sufficient number of experienced janitors to adequately perform the specified services in the frequency specified on Attachment A and at the standard specified herein. The Contractor shall be responsible for the conduct and performance of its employees and is responsible for compliance with the following at both locations:

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

No loud or boisterous conduct will be permitted.

Contractor employees will not open desk drawers or cabinets at any time.

Contractor employees shall not use or tamper with office machines or equipment.

Contract employees shall not touch Ellis Square employees’ personal property.

Ellis Square reserves the right to request the removal of any of the Contractor’s employees from the building at any time for reasonable cause. The Contractor or the designated representative shall remove such employee from the facility premises upon receipt of such request.

6. Contractor’s Work Plan: Within seven (7) days after award of the contract, the

Contractor shall submit to both Ellis Square Contract Administrator and the contracting officer a complete plan of his/her operations to include the name, address and telephone number of employee(s) assigned to the building, to include any alternate(s).

7. On-Site Storage: Ellis Square will supply reasonable and suitable on-site storage space for such cleaning equipment, supplies and materials as the Contractor deems necessary for the performance of this Contract.

8. Contractor Furnished Equipment and Supplies:

a. Equipment: The equipment must be maintained in good operating condition and in sufficient quantities to adequately perform all services, and be available to Contractor’s employees at all times. All equipment must be OSHA certified and/or meet all OSHA requirements.

b. Supplies: All supplies furnished by the Contractor shall be made available for inspection and approval for use by Ellis Square Contract Administrator. Sufficient supplies to prevent out-of-stock situations shall be maintained on the job site at all times and made available to the Contractor employees for use in performance of required services.

B. SPECIFIC REQUIREMENTS:

1. Schedule: The Contractor shall clean the office twice a month and clean upon request for other unit(s) on as needed basis. The Contractor shall contact Ellis Square Administrator and work out a schedule of cleaning hours acceptable, taking into consideration the office hours of operation.

2. Failure to Perform: If the Contractor fails to provide the services required under this contract for one or more days, the Contractor’s monthly invoice will be reduced by an amount equal to the value of the days not worked.

3. Inclement Weather: The Contractor shall make every reasonable effort to provide janitorial services when the employees are excused early because of snow or other hazardous driving conditions. However, in the event janitorial services cannot be provided, the Contractor shall deduct a pro-rated amount from the monthly invoice for each day the service is not provided at ELLIS Square. If the situation occurs on a day Contractor is scheduled to work, the Contractor shall make every effort to provide janitorial services the next day or over the weekend or holiday at no additional cost to Ellis Square.

4. Additional Cleaning: When directed by Ellis Square Contract Administrator or his/her designee by written or oral request to clean an area for a special occasion or an emergency, the Contractor shall furnish all labor as required to fulfill the request. The Contractor shall not be responsible for the cleaning of hazardous incidents. The Contractor will be paid for these special services based on the labor-hour rate quoted in the bid on Page 17, Section VII-Pricing Schedule.

C. SCOPE OF WORK:

1. Floors: All floors shall show no dust or dirt streaks and no dirt or dust shall be left behind and under furniture in an area. Floors shall be swept or vacuumed, mopped and scrubbed using a general purpose or a germicidal disinfectant.

2. Products and Equipment: The Contractor shall not use any product, supplies, or equipment that are injurious or damaging to the surface to which they are applied or exposed. The Contractor shall be responsible for restoring/replacing any equipment/facilities, furniture, and floor covering, etc., if damaged.

3. Restroom Facilities: Sinks and toilets shall be free of stains, deposits, and residues after cleaning. Metal fixtures shall be free of water spots and residues after cleaning.

4. Surfaces: Dust shall be removed and not scattered around room. Surfaces and office desks shall be free from dust after dusting is completed.

5. Trash: All trash removed from waste baskets/trash receptacles, sanitary napkin receptacle, shredder and other items specifically marked “trash” shall be removed from the building and placed in the designated container outside the building on the day of cleaning. Trash receptacle liners, sanitary napkin receptacle bags, shredder bags and waste basket bags shall be replaced on the day of cleaning.

III.

SITE VISIT (MANDATORY)

A Mandatory SITE VISIT will be held on April 16, 2026 to begin at 11:00 a.m.. The purpose of this visit is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. At the time of this visit, the vendors can tour the areas in the building to be cleaned by the janitorial staff regarding this solicitation. No one will be admitted ten (10) minutes after the appointed time.

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

IV.

GENERAL TERMS AND CONDITIONS

A.

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 Contractor shall comply with applicable federal, state and local laws and regulations.

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.

B.

ANTI-DISCRIMINATION: By submitting their bids/proposals, bidders/offerors certify to Greater Reach CSB 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).

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, 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 these 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.

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.

C.

ETHICS IN PUBLIC CONTRACTING: By submitting their bids/proposals, bidders/offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder/offeror, supplier, manufacturer or subcontractor in connection with their bid/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 value, present or promised, unless consideration of substantially equal or greater value was exchanged.

D.

IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By submitting their bids/proposals, bidders/offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts 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 an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

E.

DEBARMENT STATUS:

By submitting their bids/proposals, bidders/offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts 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 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.

F.

ANTITRUST:

By entering into a contract, the contractor conveys, sells, assigns, and transfers to Greater Reach CSB 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 Greater Reach CSB under said contract.

G.

MANDATORY USE OF CSB FORM AND TERMS AND CONDITIONS:

Failure to submit a bid on the official Greater Reach CSB form provided for that purpose may be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bid or Unsealed Bid may be cause for rejection of the bid; however, Greater Reach CSB 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, Greater Reach CSB 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.

H.

CLARIFICATION OF TERMS:

If any prospective bidder/offeror has questions about the specifications or other solicitation documents, the prospective bidder/offeror 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.

I.

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 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. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, Greater Reach CSB shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from Greater Reach CSB, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) 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.

c. 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 Greater Reach CSB, except for amounts withheld as stated in (2) above. The 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 Greater Reach CSB.

J.

PRECEDENCE OF TERMS:

The following General Terms and Conditions, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF GREATER REACH CSB 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.

K.

QUALIFICATIONS OF BIDDERS/OFFERORS:

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

L.

TESTING AND INSPECTION:

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

M.

ASSIGNMENT OF CONTRACT:

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

N.

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 scope of the contract. An 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. Greater Reach CSB Purchasing department 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. 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 department with all vouchers and records of expenses incurred and savings realized. The Purchasing department 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 department within thirty (30) days from the date of receipt of the written order from the Purchasing department. 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 contract or, if there is none, in accordance with the disputes provisions of Greater Reach CSB 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 department or with the performance of the contract generally.

O.

DEFAULT:

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

TAXES:

Sales to Greater Reach CSB 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. Greater Reach CSB excise tax exemption registration number is VA 001297919.

If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the contractor from offering a tax-included price.

Q.

INSURANCE:

By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS: Applicable for all contracts over $10,000

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 Greater Reach CSB 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. Greater Reach CSB must be named as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by Greater Reach CSB is to be used in the contract. Contractor must 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, Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical

Therapist Assistants, Clinical Psychologists, Clinical Social Workers, Professional Counselors, Hospitals or Health Maintenance

Organizations.) Code of Virginia § 8.01-581.15 https://law.lis.virginia.gov/vacode/title8.01/chapter21.1/section8.01-581.15/ 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

R.

ANNOUNCEMENT OF AWARD:

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on Greater Reach CSB public procurement bulletin board and on the website www.grcsb.com for a minimum of 10 days.

S.

DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000 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.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

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 Greater Reach CSB, 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.

U.

AVAILABILITY OF FUNDS:

It is understood and agreed between the parties herein that Greater Reach CSB 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, bidders/offerors shall state bid/offer 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 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.

V. 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, or until audited by Greater Reach CSB, 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.

2. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. CANCELLATION OF CONTRACT: Greater Reach CSB reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 90 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 90 days 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.

4. RENEWAL OF CONTRACT:

A. RENEWAL OF CONTRACT: This contract may be renewed by Greater Reach CSB upon written agreement of both parties for (one year) with four ( successive one year periods), under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

1. If Greater Reach CSB elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the ”Services” category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

2. If during any subsequent renewal periods, Greater Reach CSB elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the “Services” category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

5. CONTRACT ADMINISTRATOR: A contract administrator will be appointed by the Fllis Square (Greater Reach CSB) who will be responsible for monitoring contractor performance, resolving contractual issues, and interpreting contractual terms and conditions. Further, the Contract Manager may pursue any issue(s), relating to the contract agreement that results from this solicitation that is in the best interest of the Greater Reach CSB. The Contract Administrator 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 Department.

6. CRIMINAL CONVICTIONS: By submitting their proposals, offerors certify that they and their employees that will be performing services under this contract are free of any criminal conviction that indicates a behavior that may pose a risk or threat to Greater Reach CSB. Verification of certification shall be made available to the Human Resource Department at Greater Reach CSB upon request within ten (10) working days.

7. DISPUTES: Disputes for the refusals to allow withdrawal of bids, appeals from disqualifications, appeals from determinations of non-responsibility, appeals of denials of protests of award or decision to award a contract, and appeals from decisions on disputes arising during the performance of a contract shall be communicated between Contractor’s assigned coordinator and assigned Greater Reach CSB Contract Officer, who will negotiate resolution of dispute. If the condition is not corrected at the above level, a meeting shall be scheduled with the Executive Director or his designee by the Greater Reach CSB’s Contract Officer, including all interested parties. The decision of the Greater Reach CSB’s Executive Director shall be final.

8.

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT COMPLIANCE: The Provider agrees to sign a Business Associate Agreement when requested by Greater Reach CSB’s Purchasing Department in compliance with the Health Insurance Portability and Accounting Act effective April 14, 2003. Failure to execute the Business Associate Agreement may result in termination of this agreement.

9. HIPAA PRIVACY RULE: It is the policy of Greater Reach CSB that all staff, students, volunteers, interns, residents, and contract workers will comply with the HIPAA Privacy Rule, the Rules and Regulations to Assure the Rights of Individuals Receiving Services from Providers of Mental Health, Intellectual Disability and Substance Use Disorder Services (“Human Rights Regulations”), and other related state and federal laws and regulations. Violations should be reported according to the protocols established in the Greater Reach CSB’s Compliance Plan.

10. HUMAN RIGHTS POLICY: The contractor shall comply with and adopt the Board’s

Human Rights Policy. This policy complies with the Community Human Rights

Regulations promulgated in February 2008, and has been approved by the State Human

Rights Committee. For a copy of this policy, please contact the Purchasing department at (804) 862-8002, or a copy can be obtained at 20 West Bank Street, Suite 2, Petersburg, VA 23803.

11.

MINORITY/WOMEN OWNED BUSINESSES SUBCONTRACTING AND REPORTING: When it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such business to minority and/or women-owned businesses. Names of firms may be available from the buyer and/or from the Division of Purchases and Supply. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office the following information: name of firm, phone number, total dollar amount subcontracted and type of product/service provided.

12. REJECTION OF PROPOSALS: Greater Reach CSB reserves the right to reject any and all bids/proposals when such rejection is in the best interest of the Greater Reach CSB, and to reject the bid/proposal of a vendor who is not in a position to perform the contract.

13. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

From: _______________________ ____________________ _______________

Name of Bidder/Offeror Due Date Time

Street or Box Number IFB No. /RFP No.

City, State, Zip Code IFB/RFP Title

Name of Contract/Purchase Officer or Buyer___________________________________

14. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by Greater Reach CSB.

15. MANDATORY PREBID CONFERENCE:

A mandatory pre-bid conference will be on April 16, 2026, at 11:00 AM. All potential bidders are to meet at 6310 Church Road., Petersburg, VA. 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 scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid. Bids/Proposals will only be accepted from those bidders/offerors that are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted ten (10) minutes after the appointed time.

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

16. REFERENCES: Bidders shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person, and telephone number.

ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE

1.___________________ ________________________ __________________________

2.___________________ ________________________ __________________________

3._________________________ ________________________ ____________________

17. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of Greater Reach CSB Purchasing Department. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency, the names, qualifications, and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

18. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to Greater Reach CSB’s satisfaction at the contractor’s expense.

19. CONTINUITY OF SERVICES:

a.) The Contractor recognizes that the services under this contract are vital to the Agency and must be continued without interruption and that, upon contract expiration, a successor, either the Agency or another contractor, may continue them. The Contractor agrees:

(i) To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor;

(ii) To make all Agency owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and

(iii) That the Agency Contracting Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

b) The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

c) The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.

20. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER:

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

VI. METHOD OF PAYMENT

1. The Contractor will submit invoices monthly. Invoices shall comprise of: the contract #, a list of janitorial services rendered for the month to include dates, and the amount. Payment shall be made to the Contractor within 30 days after receipt of invoices.

2. Any special cleaning invoices submitted by the Contractor shall comprise of: the contract #, date (s) of service, description of services rendered, numbers of hours worked and the labor-hour rate. Payment shall be made to the Contractor within 30 days after receipt of invoices.

Invoice(s) to be submitted to:

Accounts Payable Department

20 W. Bank Street, Suite #2

Petersburg, VA 23803

VII. PRICING SCHEDULE

The Bidder agrees to provide the service in compliance with the Scope of Work and Terms and Conditions at a fixed price per month for the entire period of the contract as follows:

FIXED PRICE PER MONTH:

The Bidder agrees to perform cleaning tasks as specified for special or emergency cleaning in Section II, Scope of Work, B. Specific Requirements, FIXED LABOR-HOUR RATE:

$__________________ per man-hour.

As Needed Basis: There are a total of 12 units and 1 main office. One of the units (6314) will become an office.

FIXED LABOR-HOUR RATE:

$__________________ per man-hour.

ATTACHMENT A

JANITORIAL TASKS AND FREQUENCIES

ELLIS Square janitorial services shall occur twice a month (Week of the 1st and the 15th). It is to be scheduled from Friday but before Monday. The location for ongoing services includes the main offices: 6310 & 6314 Church Road, Dinwiddie, VA 23803.

Restrooms:

· Stock paper towels, tissue, and hand soap, if needed.