Marion Janitorial Services reissue Quick Quote.docx

Quick Quote

Issue Date: 05/02/2024

Title: Janitorial Services for Marion Office

Commodity Code: 91039 Janitorial/Custodial Services

Issuing Agency: Commonwealth of Virginia Department of Wildlife Resources________________ 7870 Villa Park Drive Suite #400________________ Henrico, VA 23228____________________________ Using Agency And/Or Location Where Work Will Be Performed: Marion Regional Office 1796 Highway 16_________ Marion, VA 24354____________________________

Period Of Contract: From _May 20, 2024 Through May 12, 2026 (Renewable three (3) one year renewal options).

Bids Will Be Received Until Tuesday May 14, 2024 at 2:00 P.M.

For Furnishing The Goods/Services Described Herein.

All Inquiries For Information Should Be Directed To: justin.turpin@dwr.virginia.gov. Questions will be received via email until Friday May 10, 2024 at 3:00 P.M.

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

* Virginia Contractor License No. __________________ * DSBSD-certified Small Business No. ________________ Class: __________ Specialty Codes: _______________

Name And Address Of Firm:

* PREBID CONFERENCE: A mandatory prebid conference will be held on Wednesday May 8, 2024 at 10:00 A.M at the _ Marion Regional Office 1796 Highway 16_Marion, VA 24354_ NO ONE WILL BE ADMITTED AFTER 10:05 A.M If special ADA accommodations are needed, please contact J. Tyler Turpin at 804-317-9478 by 3:00 P.M. May 6,2024

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.

I. Scope of Work:

The Department of Wildlife Resources is soliciting bids from qualified contractors to provide janitorial services for the Marion Region III Office. The office is approximately 5,000 square feet which is located off I-81 at exit 45 on Route 16. The scope of work is as follows: Only common areas in the main office building shall be cleaned weekly. Common areas include the entrance foyer, conference room, kitchen area, bathrooms, hallways, office spaces, and any other unlocked rooms as designated. Private offices and other spaces that are locked shall not be cleaned routinely. Note: the garage is not included in this cleaning contract. Cleaning shall be completed after 5:30 pm or on weekend days when necessary.

Awarded Contractor shall provide all background checks at their own expense.

One (1) men’s one (1) women’s restroom DWR Marion Regional Office will provide all trash bags soap , hand towels , and toilet paper Contractor shall provide all cleaning equipment and cleaning chemicals.

Cleaning Requirements:

A. Weekly (after 5:30 p.m. on weekdays or on weekends):

1. Waste cans shall be emptied and liners replaced where applicable, and trash shall be removed from office weekly and disposed of properly.

2. Furniture in the lobby and conference room shall be dusted and cleaned weekly. Windowsills, baseboard, counters, and cabinets shall be dusted weekly and cleaned as needed.

3. All carpet shall be vacuumed weekly and spot cleaned as needed. Offices with unlocked doors shall be cleaned and vacuumed weekly.

4. Restroom fixtures and water fountain shall be cleaned weekly.

5. Kitchen counters, sink and tables shall be cleaned weekly.

6. Tile floors shall be cleaned weekly. Buffing all tile floors will be as needed to maintain high gloss.

7. Glass in the front entry area, the main customer window and the windows in the modular furniture in the administrative area shall be cleaned weekly.

B. Once per year

1. All tile floors shall be stripped and waxed once per year

2. All office windows shall be cleaned on the inside and outside once per year.

CLEANLINESS ACCEPTANCE

Unless otherwise specified in writing from the Contract Administrator, Contractor will provide a level of cleaning that is minimally equivalent to the publicly available professional standards established by the International Facility Management Association (IFMA)* for “Ordinary Tidiness,” modified for a once a week performance of service as well as having neither serious nor repeated criticisms.

For purposes of this agreement, the IFMA Cleaning Service Level standards modified for once-a-week service are designated as follows:

1. Orderly Spotlessness (Level 1) – Floor and base moldings are clean and shine. No dirt build-up in corners or along walls. All vertical and horizontal surfaces have a freshly cleaned appearance, no accumulation of dust, dirt, marks, streaks, smudges or fingerprints. Washrooms are odor-free and tile gleams; supplies are adequate. Trash containers hold only daily waste and are clean and odor-free.

2. Ordinary Tidiness (Level 2) – Floor and base moldings are clean and shine. No dirt build-up in corners or along walls, but there may be up to 7 calendar days’ worth of dust, dirt, stains or streaks. All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation. Washrooms are odor-free and tile gleams; supplies are adequate. Trash containers hold only 7 calendar days of waste and are clean and odor-free.

3. Casual Inattention (Level 3) – Floors are swept or vacuumed clean but upon close observation reveal stains. A build-up of dirt and/or floor finish in corners and along walls can be seen. There are dull spots and/or matted carpet in halls and corridors. Base molding is dull and dingy with streaks or splashes. All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints, and marks. Trash containers hold only daily waste and are clean and odor-free.

4. Moderate Dinginess (Level 4) – Floors are swept or vacuumed clean, but are dull, dingy and stained. There is a noticeable build-up of dirt and/or floor finish in corners and along walls. There is a dull path and/or obviously matted carpet in halls and corridors. Base molding is dull and dingy with streaks and splashes. All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints and marks. Trash containers smell sour.

5. Unkempt Neglect (Level 5) – Floors and carpets are dull, dirty, dingy, scuffed, and/or matted. There is conspicuous build-up of old dirt and/or floor finish in corners and along walls. Base molding is dirty, stained, and streaked. All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and fingerprints. Trash containers overflow are stained and smell sour.

* IFMA, Benchmarks V, Annual Facility Costs, Research Report #30

All services are to be performed in an efficient, effective, and skillful manner and at all times meet the highest standards for the type services being performed.

A. Special Cleaning Requirements: Upon written notification by a Contract Administrator to clean an area for a special occasion, or as necessary due to an emergency or other mishap, Contractor will furnish all necessary labor and materials required to fulfill the order. Services in such cases are to be handled under a work estimate document stipulating the personnel, time, and materials needed, with a NOT-TO-EXCEED (NTE) provision, and then tracked by the Contract Administrator as time and material (T&M) eVA Order, under this Agreement.

B. Quality Control (QC) Program: Any successful contractor will develop, implement, and maintain a QC program in co-ordination with the Contract Administrator. The QC program will address frequency of tasks to assure a quality work environment for the building occupants, types of cleaning chemicals used, maintenance of hard finishes on walls and floors, maintaining of quality staff and supervisors, etc.

a. Monthly Meeting (A management representative of the Contractor shall be available monthly (by phone or in person (method at discretion of the Contract Administrator) to review the requirements of the contract and/or quality control issues.

b. The Contractor is responsible for quality control and evaluation of the property in a self-policing manner. The Contractor shall inspect the property entirely not less than once a month to ensure quality workmanship and compliance with the contract. This procedure will provide both the Contractor(s) and the DWR Contract Administrator the opportunity to note discrepancies and complaints, plan for correction of deficiencies in the work, and establish a mutually beneficial working relationship.

c. Using an inspection report of the Contractor's design, the Contractor's detailed, written, monthly inspection report shall include at a minimum the tasks to be performed and include a comment area for each task, date and time of inspection, and signature of the inspector. The monthly inspection report shall be given to the Contract Administrator on the date of inspection.

d. The Contractor shall implement corrective action to prevent recurrence of any discrepancies. Action taken shall be noted in writing, conveyed to the Contract Administrator upon correction of the discrepancy, and included in the written facility inspection report.

e. The Contractor shall take corrective action within two business days on any discrepancies noted and reported to the Contractor by the Contract Administrator. Such corrective action shall be at no additional cost to the State. Contract discrepancies impacting safety shall be corrected by the Contractor within one (1) hour of notification by the Contract Administrator or their designee.

f. Phone Calls: The Contractor shall return any safety related call within one (1) hour notification from the Contract Administrator or their designee and non-safety related calls within one (1) business day.

C. Security Access: Contractor personnel will be granted such access to the DWR location as necessary or appropriate for Contractor to perform its obligations under the Agreement, subject to all security issues.

Contractor staff, or any sub-contractor staff performing Services for the Contractor may at any time be required to undertake the execution and completion for each individual employee, the requirement of the submission of additional forms that the Commonwealth would consider reasonable for security measures. These forms may include the individual employee’s agreement that all Commonwealth information that is garnered while at the Commonwealth site is confidential and proprietary. Any unauthorized release of proprietary information by the Contractor or Contractor’s employees shall constitute a breach of this Agreement.

D. Building Security: The Contractor will assure that each and every one of its owners, officers, employees and agents who will be in the State leased space after the building's normal business hours (hereafter referred to as "personnel") comply with the security requirements set forth in the Contract. The Contractor will assure compliance with these requirements before any employee is permitted within the building after business hours. The purpose of these security requirements is to prevent the commission of crimes within the buildings.

a. Contractor will be responsible for all keys/ access control badges issued to them. The Contractor shall sign for and will return same to the DWR upon request. The Contractor shall be responsible for replacing lost keys/access badges and or rekeying/reprogramming locks, if necessary, at no additional expense to the DWR.

b. Contractor's personnel shall not admit anyone into areas controlled by a key/access badge in their possession. Such admission requests will be referred to the Contract Administrator.

c. All windows and doors will be closed and locked upon completion of the cleaning operation in the area. Be sure that the doors close completely and door locks before leaving.

E. Staffing Requirements:

a. Contractor will furnish the Contract Administrator with a list of names of employees who will perform services at the State Lease Space. This list will be updated monthly, and the revised copy forwarded to the Contract Administrator by the 5th of each month.

b. Any persons who have been employed by a Commonwealth of Virginia agency in past 10 years in a full or part –time status shall be listed as such to the Contract Administrator and not begin work on the site until permission has been granted by the Contract Administrator.

c. Contractor’s employees shall be capable of communicating and comprehending the English language (both verbally and in writing) to Full Professional Proficiency (as defined by Interagency Language Roundtable “ILR” Level 4 standards), and as demonstrated by the ability to use English fluently and accurately at all levels pertinent to professional and Contract needs, with the ability to be completely, fully, and easily understood by the Commonwealth’s staff.

d. Contractor will provide initial training and instruction, and annually thereafter, or upon request of the Commonwealth, for all supervisory and custodial personnel providing services under this agreement, to ensure essential requirements of the agreement, and all appropriate standards that are integral to the delivery of all services herein, are known and maintained at all times by all Contractor or subcontractor staff.

e. Contractor shall provide a copy of the contract and associated quality performance requirements to all supervisors/lead persons involved in the performance of this contract. Contractor’s personnel shall familiarize themselves with the Contract and the quality performance standards expected for services provided under this Agreement.

Primary and Secondary Contacts: The Contractor shall provide in writing, the names of a primary and secondary contact to include telephone numbers, cell phone numbers, emergency phone numbers, and email addresses.

These contacts will be the Contractor’s individuals authorized to handle complaint calls and inquiries about other problems as they may occur. These contact personnel shall be capable of authorizing immediate action when warranted. The names and information for the primary and/or secondary contacts may be changed at any time with prior written notification to the DWR Contracting Officer.

H. Conduct of Contractor’s Personnel: Contractor is responsible for taking all necessary or appropriate steps to manage or control employee behavior or conduct. Contractor is also responsible for assuring that its employees do not disturb papers on desks, open desk drawers, cabinets or elsewhere. Contractor’s employees shall exhibit the highest standards of professional behavior and conduct at all times and shall demonstrate only the highest standard of professional courtesy, consideration, and customer service.

a. Rules and Regulations: Contractor is responsible for assuring the following Rules and Regulations apply to their employees, and to those of any sub-contractor assigned to perform Services under this Agreement. These include, but are not limited to:

1. Contractor’s personnel appearing to be under the influence of alcohol or drugs shall not be permitted in the building.

2. Boisterous and/or rude behavior is prohibited.

3. Destructive and/or criminal activity is prohibited.

4. Contractor staff shall not use coffee makers, kitchenette areas, office supplies, office machines, telephones, computers, copiers, etc. This activity is cause for immediate removal from any services provided under this Agreement.

5. Parking in reserved, disabled and visitor designated parking is prohibited.

6. Contractor staff shall wear Contractor-issued uniforms at all times during the performance of Services, and while working on any premises covered under this Agreement. Uniforms are at all times to be properly maintained, and kept clean and in a presentable condition (no rips, tears, stains, etc.)

7. There shall be no loitering of Contractor staff in the building or elsewhere on the property before or after assigned shifts.

8. Contractor staff shall work in their designated or assigned areas only. Individuals found in unauthorized areas are subject to immediate removal from delivering any Services under this Contract.

9. Smoking is prohibited inside of any state owned or leased building and within 25 feet of any state owned or leased building entrance.

10. Consumption of food is prohibited.

11. Use of profanity is prohibited.

12. Radios and other forms of entertainment are not allowed on the property.

13. Contractor staff shall turn off all lights upon exiting an area where Services have been completed and securing all doors as needed.

14. Contractor staff shall report all damage and breakage immediately upon the occurrence.

15. The Contractor’s Manager or the Contractor's personnel shall not be allowed to collect or remove from the property any discarded material for the purpose of selling for personal gain.

16. Lost and found articles shall be immediately placed in a chair in the Division 3 Chief’s office with a note explaining the circumstances and location of discovery.

17. All unauthorized or suspicious persons shall be immediately reported to the local law enforcement agency.

b. Removal of Contractor’s Personnel: The Commonwealth reserves the right to request the removal of any Contractor staff from any building at any time and for any cause deemed necessary or appropriate, as determined at its sole discretion. Should a Contract Administrator observe any conduct by Contractor personnel that in the Commonwealth’s sole opinion requires immediate corrective action, they will report this immediately to the Contractor's Job Site Supervisor, who shall be required to take immediate corrective measures.

Should Contractor's Job Site Supervisor not take immediate corrective measures, for any reason, the Commonwealth through its Contract Administrator or any other duly authorized agent of the Commonwealth with management or supervisory responsibility for these Services, may immediately request the removal of the Contractor’s personnel from the property where Services are to be provided.

In rare instances, and only as needed, it may be expected by all Parties that law enforcement authority may be required to be notified, or otherwise called upon.

In such events, the Parties agree to mutually cooperate and comply with all requirements that might arise under such a situation, in order to minimize disruption of Services, protect the safety and health of all concerned, and resolve any issues that might arise from such a circumstance, if any.

Following removal of Contractors personnel, if any, the Contract Administrator will provide a written report of all aspects of the incident within twenty-four (24) hours of the occurrence. At no time will the Contract Administrator assume the role of the Job Site Supervisor of the Contractor's personnel.

In any such event, Contractor will provide replacement personnel who are mutually acceptable. Contractor will make such replacement within twenty-four (24) hours of notification. Should replacement personnel appear unqualified or otherwise unacceptable, in the Commonwealth’s sole judgment, then it reserves the right to reject such personnel and request Contractor to provide other acceptable replacement personnel.

I. State Recognized Holidays:

Services will not be required on State recognized holidays, as follows:

If any of these holidays fall on a Saturday or Sunday, the locations will be closed on the Friday before or the Monday after, respectively.

The official link to State-recognized Holidays is located here:

http://www.dhrm.virginia.gov/payandholidaycalendar

J. Building Closings: Whenever State Agency offices are closed, due to, but not limited to, emergencies, inclement weather, etc., the Marion office shall not be serviced by this contract for the duration of the closing period, unless otherwise notified by the DWR Contract Administrator. The visit will be rescheduled to occur the next available business day with approval of the DWR Contract Administrator

The Contractor will verify inclement weather and building closings at www.dhrm.virginia.gov or by listening to local radio and television reports, and with the Contract Administrator in the area where Services are to be performed under this Agreement, or any Order issued therefrom.

K. Contractor Furnished Equipment and Supplies:

a. Equipment: All contractor owned equipment shall be maintained in good operating condition and in sufficient quantities to perform all Services adequately. Equipment shall meet or exceed all requirements as set forth by the U.S. Environmental Protection Agency (EPA) and U.S. Department of Labor’s Occupational Safety and Health Administration (OSHA). Equipment must be OSHA certified, with certifications to be presented to Contractor Administrator upon request. Contractor will not use any equipment that is injurious or damaging to the surface to which they are applied or exposed. Contractor’s personnel shall be trained in the use of all equipment necessary to perform Services under this Agreement. Contractor shall be responsible for repairing any work-site damages caused by misuse of equipment, which shall be repaired to the satisfaction of the DWR Contract Administrator

Contractor should have available commercial wet/dry vacuum cleaners and carpet extractors in sufficient quantities and quality available for immediate use when necessary.

II. General Terms and Conditions

In every contract over $10,000 the provisions in 1. and 2. below apply:

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

MINIMUM INSURANCE COVERAGES AND LIMITS:

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 Commonwealth of Virginia shall be added 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 the Commonwealth 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

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.

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are…