RFP #124234, Commercial Custodial Services Richmond, Virginia - Capitol Square Complex

DGS OFFICE OF PROCUREMENT SERVICES (OPS)

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219-3638

REQUEST FOR PROPOSALS (SEALED) RFP - 124234

Commercial Custodial Services

DEPARTMENT OF GENERAL SERVICES

NIGP COMMODITY CODE: 91039, 95863

Issue Date: September 16 , 2026 • Due Date/Time: October 15, 2026/ 3:00 PM

Contracting Officer: Thomas W. Smith Jr. VCO, VCA, VCARM • E-mail Address: procurement@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED:

Multiple state buildings and parking facilities within the Capital Square Complex in downtown Richmond, Virginia

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer whose name appears on the face of this solicitation, in writing, no later than 12pm EDT, September 29, 2026. All inquiries must be submitted in writing to Thomas W. Smith Jr. VCO, VCA, VCARM via e- mail at procurement@dgs.virginia.gov. Please include “RFP -124234” in the title of the message. Any revisions to the solicitation will be made only by an addendum issued by the Contracting Officer named above.

Offerors must be registered in eVA in order to submit and upload an electronic proposal within eVA. The following are instructions for submitting an electronic proposal within eVA:

1. Go to eVA.virginia.gov;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and

4. Click on Viewing and Responding to Solicitations. If a Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the proposal is received by the required date and time.

*It is the Offeror’s responsibility to assure that the proposal is received by the time and date indicated. * PERIOD OF CONTRACT: The initial term of the resulting contract will be two (2) years; however, the contract may be renewed (providing satisfactory contract performance) in accordance with RFP Section IX, Paragraph D.

The undersigned hereby offers and agrees to furnish all services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

mailto:procurement@dgs.virginia.gov mailto:procurement@dgs.virginia.gov file://hqatmore1/Procurement/Boilerplates/eva.virginia.gob https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html

Company Name:

Address:

City/State/ZIP:

Signature:

Printed Name:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Title:

Date:__________________________________

DSBSD -Certified No. ________________________________

Contractor’sTIN: _____________________________

Virginia Contractor License No. _________________

Class:______ Specialty Codes: ___________________ eVA Vendor ID or DUNS Number: _______________

Telephone:_______________

Emergency After Hours Number: _____________

Cell:____________________

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, 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.e 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.

TABLE OF CONTENTS

I. PURPOSE PAGE 4

II. BACKGROUND PAGE 4

III. STATEMENT OF NEEDS PAGE 5

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS PAGE 13

V. EVALUATIONS AND AWARD CRITERIA PAGE 16

VI. REPORTING AND DELIVERY INSTRUCTIONS PAGE 17

VII. PRE PROPOSAL CONFERENCE PAGE 20

VIII. GENERAL TERMS AND CONDITIONS PAGE 20

IX. SPECIAL TERMS AND CONDITIONS PAGE 28

X. INVOICING AND METHOD OF PAYMENT PAGE 33

XI. ATTACHMENTS PAGE 34

Attachment A – Vendor Data Form Attachment B – Small Business Subcontracting Plan Attachment C – State Corporation Commission Attachment D – Service Locations Attachment E – Parking Facilities Attachment F – Facilities Square Footage Attachment G – Supply List Attachment H – Pricing Schedule

I. PURPOSE: The Commonwealth of Virginia, Department of General Services (DGS) is seeking qualified, experienced, and reputable contractors through competitive negotiation for the purchase of commercial custodial services for the Department of General Services at multiple state buildings and parking facilities within the Capital Square Complex in downtown Richmond, Virginia.

DGS reserves the right to make multiple awards from this solicitation based on the capabilities and qualifications of any Offeror’s proposal.

II. BACKGROUND: The Department of General Services operates and maintains approximately 6.45 million square feet of buildings and grounds at the Commonwealth’s Seat of Government, which includes the Governor’s Mansion and the State Capitol. DGS maintains all buildings and grounds. DGS is a customer-focused service organization with responsibility for providing maintenance, repair, operational, and technical services for roughly eighty state and legislative agencies within the Capitol Square complex. Information about DGS can be found online at the DGS website: http://www.dgs.virginia.gov. The specific building locations where services are expected to be performed for DGS are outlined Attachment D, Service Locations.

The DGS through its Parking Services and Building Access Unit is responsible for the administration and management of the state employee parking program as well as DGS owned parking facilities with an inventory of over 6,000 parking spaces in 20 different facilities. Information regarding DGS may be found online at the DGS website:

http://www.dgs.virginia.gov. The specific parking facilities where services are expected to be performed are outlined in Attachment E, Parking Facilities.

The legislative offices are located in the General Assembly Building in Richmond, Virginia. There are several year-round functions in the building as well as offices for elected officials.

The General Assembly Building houses the legislative body for the Commonwealth of Virginia. The legislative session is held from January to March each year. This will be the peak time for occupancy in the building. The population of the building during legislative session increases by approximately 300 - 400 people, above the normal 300 during this time.

The custodial services for all office buildings and parking facilities are critical and shall always be maintained at the highest level of standards ensuring a hygienic, safe, and professional looking workplace.

It is also contemplated that there may be other unanticipated or unforeseen needs which may arise over the life of the contract. Given this possibility, DGS seeks therefore to leverage this potential volume to secure the most competitive pricing structure possible and optimized business practices available, based on the potential economies of scale and aggregate purchasing volume this usage may represent. Therefore, DGS expects that all pricing obtained through this process be far more aggressive than that which any individual agency, institution or other municipality may currently have with your firm.

It is within DGS’s discretion to enter into negotiations with only a limited number of Offerors, any initial offer submitted should be both fully complete, and very aggressively priced.

http://www.dgs.virginia.gov/ http://www.dgs.virginia.gov/

III. STATEMENT OF NEEDS

A. GENERAL REQUIREMENTS

The Offeror shall:

1. Furnish all labor, supervision, equipment, cleaning supplies and materials, etc. except those materials and supplies furnished by DGS as indicated herein. All chemicals used shall be prepared, stored, disposed of, and used according to the manufacturer’s instructions. Applicable Material Safety Data Sheets (MSDS) shall be provided to DGS. Offeror will not use any product or supplies that are injurious or damaging to the surface to which they are applied or exposed and will notify the Contract Administrator if a replacement product is needed.

Offeror is responsible for restoring/replacing any equipment, facilities, furniture, floor covering, etc., so damaged to the satisfaction of DGS.

Designated custodial closets will be provided for storage of supplies and the offeror’s equipment, which will remain on the job site during the life of the contract. The equipment should be kept in good working condition and in sufficient quantities to perform all services effectively, ensuring it is always readily available to the Contractor’s personnel.

The offeror will be responsible for keeping the custodial closet areas clean and orderly. Slop sinks will be cleaned nightly. Floors in custodial closets will be machine scrubbed monthly.

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

Offerors shall also submit with their proposals a description of how their proposed services meet or exceed any current or cleaning standards or policies developed by the Association of Physical Plant Administrators (APPA) for operations and maintenance issues, including but not limited to indoor environmental quality, energy efficiency, resource efficiency, materials and resources, etc.

2. Provide custodial staff: d and after business operating hours.

During Business Operating Hours: Services will be provided between 8:00 a.m. and 5:00 p.m.

Monday through Friday, excluding State holidays, unless otherwise requested. Responsibility will be designated by the Contract Administrator.

After Business Operating Hours: Services will be provided between 5:00 p.m. and 10:00 p.m.

Monday through Friday, excluding State holidays, unless otherwise requested. Night cleaning shall not start prior to 5:30 p.m.

3. Have a minimum of three (3) years’ experience as the prime contractor in the field of commercial/janitorial cleaning service. Offeror should have successfully and satisfactorily performed these services within the past five years and at least one facility comparable in square footage size and should have performed the services required for a minimum of two years at that location.

4. Complete daily cleaning logs - Perform the standard for each area or item in the frequencies specified herein.

A listing of standards and frequencies is included under Section ***.,. The offeror is to maintain a written, detailed, organized, and legible log of the standards performed, including start and end times and signature for each day services are provided. A copy of the log should be accessible by the DGS Contract Administrator or their designee.

5. Provide a Quality Control Program - On-site Inspection and Reporting - Any successful offeror will develop, implement, and maintain, and continuously improve a comprehensive Quality Control (QC) program in coordination with the DGS Contract Administrator. The QC program will shall ensure compliance with all frequency of tasks to assure a quality work environment for the building occupants, maintenance of hard finishes on walls and floors, maintaining of quality staff and supervisors, etc.

a. Weekly Meeting - A management representative of the offeror shall be available upon request by the DGS Contract Administrator to review the requirements of the contract and/or quality control issues. If in the Contract Administrator’s sole discretion quality control or other issues are not being adequately addressed, a management representative of the Contractor shall meet weekly, on-site at the specific location with the Contract Administrator, until quality control issue(s) have been addressed to the Contract Administrator’s satisfaction.

b. The offeror will be responsible for quality control and evaluation of each property in a self-policing manner. The properties shall be inspected in entirety not less than twice a month to ensure a quality levels of services and compliance with the contract.

This procedure will provide both the Contractor(s) and the 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. Develop an inspection report of the offeror's design. The detailed, written, twice-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 twice monthly inspection report shall be provided to the Contract Administrator on the date of inspection.

The report shall include at a minimum:

• Facility name and location

• Date and time of inspection

• Name and signature of inspector

• Areas inspected.

• Specific contract requirements evaluated

• Deficiencies Identified

• Corrective actions required

• Target Completion dates

• Verification of completed corrected actions

d. Corrective Action – The offeror will be responsible for implementing corrective action to prevent recurrence of any issues/deficiencies. Action taken shall be noted in writing and conveyed to the Contract Administrator upon correction of the issue/deficiency, and included in the written facility inspection report. Within 24 hours, corrective action for any deficiency noted and reported by the Contract Administrator or designees shall be addressed. Such corrective action shall be at no additional cost to the State. Any issues impacting safety shall be corrected within one (1) hour of notification by the Contract Administrator or their designee.

e. Phone Calls – All calls should be returned within one (1) hour notification from the DGS

Contract Administrator.

6. Monitor Conduct of Personnel

a. The Contractor shall be fully responsible for monitoring and managing the conduct of its employees while performing services under this solicitation. Contractor personnel are expected to maintain professional behavior at all times and shall not engage in boisterous, rude, destructive, or criminal activity. The Contractor shall ensure that its employees respect all state property and refrain from disturbing papers on desks or accessing desk drawers, cabinets, briefcases, or any other containers.

Contractor personnel are prohibited from using state telephones unless specific authorization has been granted. While on the job site, contractor employees are required to remain attentive to their duties and shall not read newspapers, books, or similar personal materials. Contractor personnel shall not bring personal belongings, including but not limited to bags, purses, backpacks, or similar items, onto the work floors during service operations. All such items must be stored in designated areas prior to the commencement of duties. Additionally, contractor personnel shall not fraternize with Agency employees while on the premises. The Contractor is responsible for ensuring that all employees understand and adhere to these conduct expectations, and failure to maintain compliance may be treated as a material performance issue under the resulting contract.

b. At no time shall DGS assume the role of the supervisor of the Contractor's personnel. Should DGS observe any action by the Contractor's personnel that requires correction, they shall immediately report the action to the Contractor's supervisor, who in turn shall take immediate corrective measures. In the event the Contractor's supervisor does not take immediate corrective measures, DGS shall exercise the option of requesting the removal of the offending Contractor's employee from State property. The Contract Administrator will make a written report of any occurrence of misconduct by the Contractor's employees to the Contractor within twenty-four (24) hours of such an occurrence.

c. Contractor personnel shall park only in designated, approved parking spaces assigned for contract use.

DGS will provide a total of five (5) parking spots for the Contractor’s use, and it is the Contractor’s responsibility to ensure that all employees adhere strictly to these parking requirements to maintain site safety, accessibility, and compliance with DGS facility regulations.

d. The Contractor shall keep a detailed timecard for personnel, to be submitted to DGS with the monthly invoice.

e. It is agreed that any of the following actions by the Contractor's personnel may be cause for removal.

These include but are not limited to:

• Personnel in any portion of the building in which their presence is not required by the work.

• Falsification of time, personnel are required to account for the hours present at the job site(s).

• Consuming food or beverage in any area of the building other than the designated area.

f. Contractor personnel who are or appear to be under the influence of alcohol or drugs shall not be permitted in the building, and the Commonwealth reserves the right to require the immediate removal of any such individual from all services performed under the resulting Agreement. Upon notification, the Contractor shall take prompt corrective action to ensure the safety, professionalism, and integrity of service delivery, including providing replacement personnel as necessary. Continued compliance with this requirement is mandatory and failure to adhere may be deemed grounds for further corrective measures as determined at the Commonwealth’s sole discretion.

g. Contractor staff shall sign in with the building Inspector prior to beginning work.

h. 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, kept clean and in a presentable condition (no rips, tears, stains, etc.)

i. Contractor staff shall be required to wear the Security Identification Card in clear view at all times while performing Services under the Agreement.

j. There shall be no loitering of Contractor staff in the building or elsewhere on the property before or after assigned shifts. This activity is cause for immediate removal from any services provided under this Agreement.

k. 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.

l. Smoking is prohibited inside any state building and within 25 feet of any state building entrance.

m. Use of profanity is prohibited.

n. Custodial staff may use personal phones or audio devices for music, podcasts, audiobooks, or similar audio while performing assigned duties, provided that such use does not interfere with work performance, safety, communication, or the professional environment.

o. All audio must be listened to through earbuds, headphones, or similar personal listening devices.

Music or other audio shall not be played aloud through phone speakers or external speakers in a manner that may disturb coworkers, building occupants, visitors, or others working in the facility.

p. Volume levels must be kept low enough to maintain situational awareness at all times. Employees must be able to hear alarms, radio or phone calls, instructions from supervisors, requests for assistance, approaching individuals, equipment, and any other sounds necessary for safety and effective job performance.

q. Phone and audio device use is a privilege and must remain secondary to assigned duties. Supervisors may restrict or discontinue phone or audio use if it creates a safety concern, disrupts operations, interferes with communication, or negatively impacts job performance.

r. Contractor staff shall turn off all lights upon exiting an area where Service have been completed as well as securing doors as needed.

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

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

u. Lost and found articles shall, be immediately reported and turned over to the appropriate Security staff or housekeeping inspector.

v. All unauthorized or suspicious persons shall, be immediately reported to the appropriate Security staff or housekeeping inspector.

DGS 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 action by Contractor personnel or sub- contractor that in DGS’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 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 the Division of Capitol Police or other similar 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, 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 sole judgment, then it reserves the right to reject such personnel and request Contractor to provide other acceptable replacement personnel.

B. SPECIFIC REQUIREMENTS

The Offeror shall provide a level of cleaning that is minimally equivalent to the publicly available professional standards established by the Association of Physical Plant Administrators (APPA) as a minimum: for “Ordinary Tidiness,” (Level 2) as well as having neither serious nor repeated criticisms. The Offeror shall provide a detailed proposal defining how the services will be provided, monitored, and evaluated.

Ordinary Tidiness – Comprehensive Care (Level 2) – Floor and base moldings are clean and shine; the colors are fresh. No dirt build-up in corners or along walls, but there may be up to two 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 daily waste and are clean and odor-free.

1. Cleaning Schedule

a. Operating Hours (Op. Hrs.) - Five (5) days per week on Monday, Tuesday, Wednesday, Thursday, and Friday, and shall be scheduled during the business hours of 8:00 a.m. through 5:00 p.m. Eastern Standard Time.

b. After Operating Hours (AOH) - Five (5) days per week on Monday, Tuesday, Wednesday,Thursday, and Friday, and shall be scheduled after the business hours of 5:30 p.m. through 2:00 a.m. Eastern Standard Time.

If the Contractor cannot make the regularly scheduled days, the Contractor should contact the Contract Administrator or designee to advise of the change of schedule.

Biannually, and no later than 15 calendar days before each period begins, the Contractor shall communicate, request approval for, and submit a facility-by-facility schedule of periodic deep-cleaning services, including at minimum hard-floor stripping and refinishing, carpet extraction, and high/low dusting. A completion report for the prior period, confirming the services performed and their dates, shall also be submitted.

Service will not be required on Commonwealth of Virginia State holidays and any other days deemed a State holiday by the Governor (see the Department of Human Resource Management http://www.dhrm.virginia.gov/payandholidaycalendar).

When a holiday or holidays occur during the month, the Contractor shall deduct a pro-rated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month, for each day the service is not provided.

2. Emergency Services - In the event of an emergency such as burst pipes, etc., DGS may request that the Contractor retain some personnel after the Contractor's normal ending time of work to clean the damaged areas for the next day's business. In the event that this should happen, the Contractor may bill at the hourly rate submitted on the proposal submission, for additional janitorial services not covered in the Statement of Needs. Verbal requests by the Contract Administrator or designee will only be given in case of emergency and a purchase order will be issued to cover any verbal request. The invoice should list the date additional service was rendered, the number of employees held over, the number of hours each employee worked, the name of the DGS Representative or his/her designee requesting the additional work, and the Purchase Order number.

3. Special Cleaning - When directed, in writing, to clean an area for a special occasion, or made necessary by an emergency or mishap, the Contractor shall furnish all labor as required to fulfill the order. In the event this should happen, the Contractor may bill DGS at the hourly rate submitted on the proposal submission, for additional janitorial services not covered in the Statement of Needs. Verbal requests by the Contract Administrator or designee will only be given in case of emergency and a purchase order will be issued to cover any verbal request.

4. Inclement Weather - The Contractor should make every reasonable effort to provide janitorial services when State employees are excused early because of snow or other hazardous driving conditions. However, in the event janitorial services cannot be provided, the Contractor should deduct a pro-rated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month, for each day the service is not provided.

5. On-site Janitorial Storage - The Purchasing Agency will supply reasonable and suitable on-site storage space for such cleaning equipment and materials as the Contractor deems necessary for the performance of the Contract. Storage space is limited and only those areas designated by the Agency will be used for equipment and supplies storage.

The Contractor may inspect the designated storage areas during the site visit. Storage areas should be kept clean, well-organized, free of standing water, and in compliance with fire regulations.

a. All chemical containers shall be labeled as to their contents. Equipment should be cleaned prior to returning to storage to avoid unpleasant odors.

b. Containers must be securely closed when not in use.

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

c. Used cloths and wet mops should be rinsed after each use and properly hung to dry (do not leave wet items in sinks or buckets).

d. A checklist of tasks to be performed should be posted in the janitorial storage and available on personnel cleaning carts.

e. Material Safety Data Sheets (MSDS) for all products to be used under this contract should be supplied and maintained in janitorial storage.

f. Empty boxes and refuse should be removed from janitorial storage.

C. SPECIAL SCHEDULED CLEANING REQUIREMENT FOR SPECIFIC FACILITIES

1. 1400 East Cary Street (Richmond City Health Department)

a. Laboratories/Laboratory Offices and Laboratory Support Areas - Medical and Dental

Examination Rooms Laboratory offices and support areas are to be cleaned in a manner consistent with other general office building areas.

Daily - After Operating Hours:

i. Empty materials from trash receptacles and leave in designated area.

ii. Empty all recycling cans into appropriate bins and transport to designated area.

iii. Wipe clean soiled trash receptacles and replace damaged or soiled liners.

iv. Dust all areas within high reach, including windowsills, wall ledges, chairs, desks, tables, baseboards, file cabinets, radiators, picture, partitions and all manners of medical, dental, and office furniture.

v. Damp wipe spillage and/or stains from all areas within high reach, including windowsills, wall ledges, chairs, desks, tables, base boards, file cabinets, radiators, pictures, partitions and all manner of medical and office furniture.

vi. Damp wipe & dry all glass top desks and tables.

vii. Fully vacuum all carpets from wall to wall. Particular attention will be paid to areas around and under desks and other medical, dental, and office furniture and along edges of walls and corners.

viii. Spot clean all carpet utilizing an approved carpet spot remover to remove unsightly appearances.

ix. Sweep and/or dust all hard finished flooring removing surface dust and dirt.

x. Damp mop all hard finished flooring.

xi. Remove finger marks, stains, and smudges from painted walls, partitions, doors, and glass partitions.

xii. Wash and clean all drinking fountains and other bright work.

xiii. Wash and disinfect all telephones.

xiv. Private lavatories will be cleaned and sanitized.

xv. Clean and sanitize sinks in medical and dental examination rooms.

xvi. Clean and sanitize all dental chairs.

Weekly:

i. Vacuum and spot clean all upholstered furniture remove finger marks, stains, and smudges.

ii. Vacuum and spot clean all fabric partitions, removing finger marks, stains, and smudges.

iii. Spray buff or burnish all vinyl tile flooring. Damp mop before and dust mop after spray buffing.

Quarterly:

i. “High” dust all walls, ledges, pictures, diffusers, and registers of medical and office areas not reached in normal nightly cleaning.

ii. Strip and refinish vinyl tiled flooring.

iii. Dust exterior of all overhead light fixtures.

2. Division of Consolidated Laboratory Services (DCLS)

a. Services provided at the DCLS shall be exclusively for floor cleaning. Note: There will be no carpet cleaning at DCLS.

i. All work will be accomplished in sections to be directed by DGS.

ii. All work will be closely and strictly monitored by a DGS inspector who will be physically present at all times.

iii. All work will be inspected and approved by a DGS inspector prior to a advancing to a new section.

iv. The Contract Supervisor will report to the DGS Inspector prior to each workday to coordinate the “night’s work”.

v. All Contractor staff must attend DCLS Safety Training and adhere to all safety protocols.

3. General Assembly Building

The General Assembly Building (GAB) will be maintained by DGS Custodial personnel but on occasions will require additional assistance on an as needed basis.

The Contract Administrator will contact the Contractor whenever there is a need for additional personnel.

The Contract Administrator will provide the Contractor with a minimum of 48-hour notice whenever there is a need for additional personnel.

Contractor’s personnel with work under the direction of DGS Custodial personnel.

The Contractor will be responsible for insuring personnel they assign have the appropriate security clearance for the facility.

4. Parking Facilities

a. Provide Day Porter Services during normal business hours to maintain the cleanliness, appearance, and functionality of the facility. Duties shall include, but are not limited to:

i. Monitoring and cleaning restrooms throughout the day

ii. Restocking restrooms and janitorial supplies as needed

iii. Spot cleaning entrances, lobbies, hallways, elevators, and common areas.

iv. Removing litter from interior and exterior public spaces.

v. Responding to spills, accidents, and custodial service request.

vi. Cleaning and disinfecting high touch surfaces

vii. Assisting with room set-ups and breakdowns as directed

viii. Reporting maintenance, security, safety concerns to the Contract Administrator.

ix. Maintaining a professional appearance and providing courteous customer service to building occupants and visitors.

5. Surface Lots

Services shall be provided between the hours of 6:00 p.m. and 7:00 a.m. Monday through Friday, except for state-recognized holidays.

D. DEDUCTIONS PROVISION

1. DGS Contract Administrator, designee and/or representatives will periodically inspect the building(s) to ensure that the requirements of the contract are being met. If any work is unsatisfactory, the Contractor shall be contacted, and any discrepancies corrected at no additional cost to DGS.

2. A second discrepancy notice shall serve as notification that all future discrepancies found will result in the deducts, as detailed below.

3. All deducts levied will be deducted from monies due the Contractor on the next invoice.

4. Deducts may be levied against the monthly cost for individual DGS locations.

5. Third Discrepancy - A deduct of 10% of the monthly cost for the specific DGS location.

6. Fourth Discrepancy - A penalty of 20% of the monthly cost for the specific DGS location.

7. Fifth Discrepancy - A penalty of 30% of the monthly cost for specific DGS location.

8. Failure of the Contractor to appear on any scheduled workday without the advance approval of DGS may result in the deduct of the total daily cost for the specific DGS location.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, offerors must submit a complete response to this

RFP. One (1) original electronic proposal, one (1) electronic proposal redacting any proprietary information. No other distribution of the proposal shall be made by the offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP.

All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the Department of General Services may properly evaluate your capabilities to provide the required goods/services.

Offerors are required to submit the following items as a complete proposal:

1. Return the RFP Vendor Data Form (Attachment A) and all addenda acknowledgments and attachments, if any, signed and filled out as required, along with any other specific items or data requested in the RFP.

2. A written narrative statement to include:

a. Background information about the Offeror including: its size, number of employees, and annual volume of business.

b. Experience in providing the services described herein.

c. Approach to providing the service.

d. Names, qualifications and experience of personnel to be assigned to the project.

3. Specific plans for providing the proposed services including:

a. Provide a plan of operation to achieve the objectives as defined in Section II: Background and

Section III: Statement of Needs.

b. Provide a plan including a narrative and timeline for transition of services.

c. Describe the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services.

d. Describe the Offeror’s method for dealing with problems and complaints presented by the

Department of General Services assigned Contract Administrator detailing at what point the problem would escalate to the next level of supervision/management.

e. Time frame for completion (if not otherwise specified by the Agency in the Statement of Needs).

4. Provide a copy of the Offeror’s most recent independently audited financial statements.

5. Verify the Offeror’s acceptance of the General Terms and Conditions and Special Terms and Conditions that are detailed in this RFP.

6. Small Business Subcontracting Plan – Summarize the planned utilization of DSBSD-certified small businesses under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless no subcontracting opportunities exist (see Attachment B).

7. State Corporation Commission Form: Required of all offerors pursuant to Title 13.1 or Title 50 (see

Attachment G).

V. EVALUATION AND AWARD CRITERIA

A. Proposals will be evaluated by the Department of General Services, Office of Procurement Services, using the following criteria:

The Proposal Evaluation Committee will review all proposals received by the proposal submission deadline. Proposals should be complete and responsive to all sections of the RFP.

Proposals that do not fulfill all solicitation requirements or omit any of the requested contents may receive a reduced evaluation score. Factors upon which proposals will be evaluated include:

EVALUATION CRITERIA POINT VALUE

1. Qualifications and Experience as per the Statement of Needs 20

2. Methodology and Approach to meet the Statement of Needs 50

3. Price 10

SWaM: Participation Of Small, Women-Owned And Minority-Owned (SWaM) DSBSD certified Businesses 20

TOTAL 100

B. Calculation

The lowest price shall be scored the maximum number of evaluation points for price.

The lowest price is then divided by each of the higher offeror’s proposed price in turn.

The quotient is then multiplied by the points assigned for price to determine the evaluation points to be assigned to each higher price proposal.

Lowest Price Offered = % Factor x Maximum Points Available = Points Assigned Price of offer being Evaluated

Offeror/Price Lowest offeror’s price Offeror’s Price

= % Factor x Max. Eval

PTS

(25)*

= Points Assigned

A $32,500

$24,250 $32,500

= 75 x 25 = 18.75

B $24,250

$24,250 $24,250

= 100 x 25 = 25

C $26,350

$24,250 $26,350

= 93 x 25 = 23.25

D $27,600

$24,250 $27,600

= 88 x 25 = 22

* Point value shown is only an example and will vary with the RFP based on points assigned to price criteria.

Points for the Small Business Subcontracting Plan criteria, a DSBSD-certified small business, which shall not exclude women-owned and minority-owned businesses when they have received DSBSD small business certification, who serves as the prime contractor, will receive the maximum number of evaluation points for this criterion. The weight for the small business subcontracting plan shall not be less than 20% of the total point value.

Example: 20 points available for Small Business Subcontracting and the Offeror is DSBSD-certified small business then that offeror would receive 20 points. No further subcontracting would be required.

Other businesses that are not DSBSD-certified small businesses will receive credit based on their Small Business Subcontracting Plan not to exceed 75% of the points assigned to this evaluation criterion i.e. 20 points x 75% = 15 maximum points when meeting the 42% agency goal. Small Business Subcontracting Plan submitted with less than the 42% shall be scored using the same formula.

Offeror’s proposed use of DSBSD-certified Small businesses as subcontractors = % Factor x Available = Points

C. AWARD OF CONTRACT:

AWARD TO MULTIPLE OFFERORS: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor.

After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

VI. REPORTING AND DELIVERY INSTRUCTIONS:

A. General Reporting Standards

1. All reports shall be submitted in an electronic, DCSS-approved format (spreadsheet database export compatible) unless otherwise directed by the Contract Administrator (Randall Richardson) to CustodialReporting@dgs.virginia.gov.

2. Each report shall clearly identify the facility, reporting period, and preparing individual by name and role.

3. Reports shall be retained by the Contractor for the duration of the contract plus one year and made available to Contract Administrator upon request.

4. Late or missing reports are subject to the performance remedies described in the contract's deduction provisions.

B. Reporting Requirements

1. Daily/ Nightly Summary Report Submitted once per shift, per facility, by the on-site Building Supervisor or designated Shift Lead. At minimum, the Daily report shall capture:

Field Required Detail

Facility / Building Name

Shift / Date Day or evening shift; date of service

Staff Present Name and role of each staff member on-site, cross-referenced to the approved roster

Staff Absent / Substituted Name, reason, and name of substitute provided (if any)

Checklist Completion Itemized nightly task checklist (e.g., restrooms, trash/recycling, common areas, entryways) marked complete/incomplete by zone

Incidents / Deficiencies Description, location, time discovered, and immediate corrective action taken

Completed Request Completed request by tenant or Contract administrator or designees

Supervisor Sign-off Name of assigned Building Inspector or Manager for the evening.

2. Weekly Summary Report

A consolidated report, per facility, of the week's nightly reports and coverage checklists, submitted by the Supervisor. The weekly report shall highlight recurring deficiencies, staffing patterns (call-offs, substitutions), and confirm that corrective action from the prior week were completed.

C. Monthly Reporting Requirements

1. Employee Roster by Building

On a monthly basis, the Contractor shall submit a current roster identifying every employee assigned to each building, including full name, position/title, shift assignment, and start date on that assignment.

Any mid-month personnel change (new hire, termination, reassignment) affecting a building's roster shall be reported within 3 business days in writing and indicated in the next monthly cycle.

2. Equipment Inventory Reporting

The Contractor shall maintain an ongoing, facility-specific inventory of all operational cleaning equipment stored on-site (e.g., floor machines, vacuums, extractors, carts, ladders, powered lifts). The inventory log shall record:

a. Equipment type, make/model, Contractor asset tag number

b. Quantity on-site and storage location within the facility

c. Operational condition (in service, out of service/awaiting repair, retired)

d. Date of last maintenance or safety inspection on file

The inventory shall be updated within 48 hours of any addition, removal, or change in equipment status, with a full-facility-by-facility inventory re-submitted monthly regardless of interim changes.

No storage or custodial closet may be used to store contractor equipment that is not needed for routine operations. If the Contract Administrator determines that any equipment is inoperable or retired, the Contractor shall remove it within 72 hours of receiving notification.

3. Annual Cleaning Service Schedules

a. By December 1 of each year, the Contractor shall communicate, request approval for, and submit a full-calendar-year periodic maintenance plan covering all facilities, including any specialty services not included in the semiannual cycle. A year-end completion report reconciling planned versus completed services shall be submitted with the following year’s schedule.

4. Operational Concerns Reporting

The Contractor shall report operational concerns on a per-facility basis, distinguishing between:

a. Urgent items (safety hazards, equipment failures affecting service delivery, security/access issues) reported immediately upon discovery to the assigned point of contact

b. Outline of emerging concerns (recurring staffing shortfalls, supply chain delays, facility condition issues outside the Contractor's scope) compiled into a monthly Operational Concerns Report, organized by…