WESTERN TIDEWATER COMMUNITY SERVICES BOARD

REQUEST FOR PROPOSALS

PROFESSIONAL MOBILE ON-SITE FLEET CLEANING SERVICES

Interior and Exterior Vehicle Cleaning

RFP No.: WTCSB-Mobile On-Site Fleet Cleaning 8-2026

Issue Date: 8.14.26

Proposal Due Date: 9.14.26 at 12:00 PM

Contract Term: One 1-year with possible three 1-year renewal option

Issuing Organization:

Western Tidewater Community Services Board 7025 Harbour View Blvd., Suite 119 Suffolk, Virginia 23435

1. NOTICE OF REQUEST FOR PROPOSALS

Western Tidewater Community Services Board ("WTCSB" or "the Agency") is soliciting proposals from qualified, experienced, and responsible firms to provide mobile professional interior and exterior cleaning services for the Agency's fleet of vehicles.

This procurement is being conducted through competitive negotiation in accordance with the Virginia Public Procurement Act ("VPPA"), Virginia Code § 2.2-4300 et seq.

This is a Request for Proposals and not an Invitation for Bids. Price will be considered as one factor in the evaluation; however, award will not necessarily be made to the Offeror submitting the lowest price.

WTCSB intends to select the Offeror whose proposal provides the best overall value based upon the evaluation criteria identified in this RFP.

2. ISSUING AGENCY

Western Tidewater Community Services Board 7025 Harbour View Blvd., Suite 119 Suffolk, Virginia 23435

WTCSB provides behavioral health, developmental disability, and substance use disorder services throughout the Western Tidewater area.

The Agency operates vehicles at multiple locations throughout:

• Isle of Wight County, Virginia

• Southampton County, Virginia

• City of Suffolk, Virginia

• City of Franklin, Virginia

The Contractor shall provide mobile cleaning services at all designated fleet locations throughout the Authority's service area. Pricing submitted shall include all travel, mobilization, labor, equipment, supplies, and other costs associated with providing on-site services at each designated location. No separate travel, mileage, mobilization, or trip charges will be permitted unless specifically authorized in the resulting contract.

PURPOSE

The purpose of this Request for Proposals is to establish a contract with a qualified Contractor to provide professional mobile on-site cleaning of WTCSB's fleet of approximately 145 vehicles.

The Contractor shall provide all labor, supervision, equipment, transportation, cleaning supplies, materials, and incidental services necessary to perform the work described in this RFP.

The services shall include bi-monthly interior and exterior vehicle cleaning, annual carpet and upholstery cleaning, and additional cleaning services as requested by WTCSB.

4. PROCUREMENT METHOD

This procurement is being conducted using the competitive negotiation process for nonprofessional services authorized by the Virginia Public Procurement Act.

WTCSB will evaluate proposals according to the evaluation criteria contained in this RFP.

WTCSB anticipates selecting at least two Offerors deemed fully qualified and best suited for the procurement for negotiations, as appropriate.

Following negotiations, WTCSB will select the Offeror whose proposal provides the best value to the Agency.

WTCSB reserves the right, in accordance with applicable law, to determine that only one Offeror is fully qualified or clearly more highly qualified and to negotiate and award accordingly.

5. COOPERATIVE PROCUREMENT

This solicitation is being conducted as a cooperative procurement on behalf of other public bodies pursuant to Virginia Code § 2.2-4304 and is intended to allow other public bodies to utilize the resulting contract, subject to the requirements of applicable Virginia law and the policies and procedures of the participating public body.

WTCSB reserves the right to permit other public bodies, including but not limited to counties, cities, towns, political subdivisions, public authorities, community services boards, school divisions, and other eligible governmental entities, to purchase services from the resulting contract during the contract term.

Participation by another public body shall be subject to the terms and conditions of the resulting contract and applicable law.

Each participating public body shall be responsible for:

1. Determining its own procurement authority and eligibility to participate;

2. Issuing its own purchase order, contract, or other appropriate ordering document;

3. Paying the Contractor directly for services ordered by that public body; and

4. Administering its own purchases and resolving issues associated with its individual orders.

WTCSB does not guarantee any minimum amount of business to the successful Contractor as a result of cooperative procurement participation.

The Contractor shall not be obligated to accept an order from another public body unless the order is authorized under the resulting contract and applicable law.

Prices, terms, conditions, and service requirements established under the resulting contract may be made available to participating public bodies.

Participation by other public bodies shall not increase WTCSB's financial obligation under the contract.

6. CONTRACT TERM

The initial contract term shall be one (1) year, beginning on or about October 1, 2026.

WTCSB may renew the contract for up to three (3) additional one-year periods, subject to:

• Satisfactory Contractor performance;

• Continued need for the services;

• Availability of funds;

• Mutual agreement when required;

• Any applicable price adjustment provisions; and

• Compliance with the VPPA and WTCSB procurement policies.

Renewal shall be automatic unless either party issues cancellation pursuant to the terms specified in this RFP.

7. FLEET INVENTORY

WTCSB currently operates approximately 145 vehicles.

The current fleet consists of:

Vehicle Type Quantity Cars 56 SUVs 23 Vans 51 Buses 11

Vehicle Type Quantity Pick-Up Trucks 3 Transit Wagons 1

TOTAL 145

A detailed vehicle inventory is provided as:

Attachment A – WTCSB Fleet Vehicle Inventory

The fleet inventory is provided for proposal and planning purposes.

The Agency does not guarantee that the fleet will remain at 145 vehicles throughout the contract term.

WTCSB reserves the right to:

• Add vehicles;

• Remove vehicles;

• Replace vehicles;

• Change vehicle assignments;

• Change service locations; and

• Adjust the cleaning schedule based upon operational needs.

Pricing shall be based upon the unit prices submitted by the successful Offeror.

8. SERVICE LOCATIONS

Vehicles are located at various WTCSB facilities and fleet locations within the counties of Isle of Wight and Southampton, and the cities of Suffolk and Franklin, Virginia.

The Agency will provide the Contractor with the specific vehicle locations.

WTCSB reserves the right to change service locations during the contract term.

9. SERVICE HOURS

Cleaning services shall be performed during non-operational hours to minimize disruption to WTCSB operations.

Services shall be performed during one or more of the following periods:

• Monday through Friday after 5:00 p.m.

• Saturday

• Sunday

The Contractor shall coordinate the service schedule with the WTCSB Contract Manager.

The Contractor shall not remove or service vehicles during regular business hours unless specifically authorized by WTCSB.

The Contractor shall have sufficient personnel and professional equipment to complete scheduled services within the designated service periods.

10. SCOPE OF SERVICES

The successful Contractor shall provide professional interior and exterior cleaning services for the WTCSB fleet.

The Contractor shall furnish all labor, supervision, equipment, cleaning products, materials, transportation, and other resources necessary to perform the services.

10.1 BI-MONTHLY INTERIOR AND EXTERIOR CLEANING

Each vehicle shall receive a complete interior and exterior cleaning once every other month.

The routine cleaning shall include, at a minimum, the following:

A. Exterior Cleaning

The Contractor shall:

1. Clean and wash the exterior of the vehicle.

2. Clean exterior windows and glass.

3. Clean exterior mirrors.

4. Clean wheels and applicable wheel areas.

5. Remove dirt, dust, road film, and other ordinary exterior contaminants.

6. Dry the vehicle sufficiently to prevent excessive water spotting.

B. Interior Cleaning and Sanitization

All applicable interior surfaces shall be cleaned and sanitized using professional-grade liquid cleaning and disinfecting products.

Interior surfaces shall include, at a minimum:

• Dashboard;

• Steering wheel;

• Center console;

• Cup holders;

• Door panels;

• Door handles;

• Door jambs;

• Interior trim;

• Frequently touched surfaces; and

• Other readily accessible hard interior surfaces.

The Contractor shall:

• Vacuum seats;

• Vacuum carpets;

• Vacuum floor mats;

• Remove loose dirt and debris;

• Clean interior windows;

• Clean interior glass surfaces; and

• Leave the vehicle in a clean and service-ready condition.

11. ANNUAL CARPET AND UPHOLSTERY CLEANING

Each vehicle shall receive professional carpet and upholstery cleaning 1 time per contract year.

The service shall include:

• Professional cleaning of vehicle carpets;

• Professional cleaning of floor mats;

• Professional cleaning of upholstered seats;

• Spot treatment of stains;

• Removal of embedded dirt and debris; and

• Appropriate drying of carpets and upholstery.

The Contractor shall use professional-grade products specifically designed for automotive carpets and upholstery.

Products shall not damage, discolor, stain, deteriorate, or otherwise adversely affect vehicle materials.

12. ADDITIONAL CLEANING SERVICES

WTCSB may request additional cleaning services outside the routine schedule.

The Offeror shall provide unit pricing for additional services in the Price Proposal.

Additional services may include:

• Additional complete interior/exterior cleaning;

• Additional carpet cleaning;

• Additional upholstery cleaning;

• Additional interior sanitization;

• Emergency or special cleaning; and

• Other vehicle cleaning services mutually agreed upon in writing.

No additional service shall be performed without authorization from the WTCSB Contract Manager.

13. EMERGENCY AND SPECIAL CLEANING

WTCSB may require additional or emergency cleaning due to operational circumstances, including but not limited to:

• Bodily fluid contamination;

• Excessive contamination;

• Spills;

• Special events;

• Transportation-related incidents; or

• Other circumstances requiring additional cleaning.

The Offeror shall identify its ability to provide emergency services and the anticipated response time in its proposal.

Emergency service pricing shall be identified separately in the Price Proposal.

14. CLEANING PRODUCTS

The Contractor shall use professional-grade cleaning products appropriate for automotive use.

Products shall:

• Be suitable for the intended surface;

• Not damage vehicle finishes;

• Not damage upholstery;

• Not damage carpeting;

• Not leave excessive residue;

• Not cause permanent discoloration;

• Be used in accordance with manufacturer instructions; and

• Comply with applicable federal, state, and local requirements.

The Contractor shall provide product information or Safety Data Sheets (SDS) upon request.

15. VEHICLE PROTECTION

The Contractor shall exercise reasonable care to prevent damage to WTCSB vehicles.

The Contractor shall not:

• Apply products that damage vehicle finishes;

• Use abrasive materials that scratch surfaces;

• Damage decals or vehicle markings;

• Damage electronic equipment;

• Remove Agency property;

• Remove vehicle identification markings; or

• Alter or modify any vehicle component.

Any damage caused by the Contractor shall be reported immediately to the Contract Manager.

16. VEHICLE SECURITY

Contractor personnel may have access to Agency vehicles.

Contractor personnel shall:

• Maintain the security of Agency vehicles;

• Not remove Agency property;

• Not access confidential records;

• Not photograph Agency records or equipment without authorization;

• Not use Agency vehicles for personal purposes;

• Not transport unauthorized persons in Agency vehicles; and

• Not remove vehicles from designated Agency housed location

The Contractor shall be responsible for the conduct of its employees and subcontractors while performing services for WTCSB.

17. CONTRACTOR PERSONNEL

The Contractor shall provide adequately trained and qualified personnel and shall maintain sufficient staffing to meet the required cleaning schedule.

WTCSB reserves the right to request the removal of any Contractor employee from Agency property for reasonable cause, including inappropriate conduct, safety concerns, failure to follow Agency procedures, or failure to comply with contract requirements.

18. BACKGROUND CHECKS

If requested by WTCSB, Contractor personnel assigned to the contract may be required to undergo applicable background screening before performing services at WTCSB facilities.

The Contractor shall comply with all applicable WTCSB security and facility-access requirements.

19. SERVICE SCHEDULING

WTCSB Contract Manager will coordinate the cleaning schedule with the Contractor.

The Contractor shall:

1. Maintain a current service schedule;

2. Confirm scheduled services as requested;

3. Notify WTCSB of any anticipated scheduling issue;

4. Notify WTCSB when a vehicle is unavailable;

5. Reschedule missed vehicles promptly; and

6. Maintain records of all vehicles serviced.

The Contractor shall not consider a vehicle "serviced" unless all required services for that vehicle have been completed.

20. MISSED SERVICES

A vehicle that is not cleaned during its scheduled service period shall be considered a missed service.

The Contractor shall notify the Contract Manager of the reason for the missed service and propose a rescheduled service date.

Missed services shall be completed at no additional cost when the missed service is caused by the Contractor.

Repeated missed services may constitute a performance deficiency and may result in corrective action or other contractual remedies.

21. QUALITY CONTROL

The Contractor shall maintain an internal quality-control program and shall inspect completed vehicles to ensure that services comply with this RFP.

22. INSPECTION AND ACCEPTANCE

WTCSB reserves the right to independently inspect completed services.

Inspection may include:

• Interior cleanliness;

• Exterior cleanliness;

• Windows;

• Dashboard and console;

• Cup holders;

• Door jambs;

• Steering wheel;

• Seats;

• Floors;

• Carpets;

• Upholstery;

• Sanitization; and

• Overall workmanship.

If services are determined to be deficient by WTCSB Contract Manager, the Contractor shall correct the deficiency at no additional cost.

Unless otherwise directed by WTCSB, deficiencies shall be corrected within two (2) business days of notification.

23. PERFORMANCE REPORTING

The Contractor shall provide a monthly service report with each invoice.

The report shall include, at a minimum:

Required Information Vehicle number(s) Vehicle type(s) Service location(s) Dates serviced Type of service performed Routine or additional service Carpet/upholstery service performed Missed services

Required Information Rescheduled services Outstanding service issues

The report shall be submitted electronically in a format acceptable to WTCSB.

24. CONTRACTOR INVOICING

Invoices shall be submitted monthly following completion and acceptance of services.

Invoices shall include:

• Contract number;

• Invoice number;

• Invoice date;

• Vehicle identification number(s) or WTCSB vehicle number(s);

• Vehicle types;

• Dates of services;

• Type of services;

• Unit price;

• Additional authorized services;

• Total amount due; and

• Supporting monthly service report.

Invoices shall be submitted electronically to the Contract Manager and to the WTCSB Accounts Payable department via email at ap@wtcsb.org

25. PAYMENT TERMS

Payment shall be made in accordance with applicable Virginia prompt payment requirements and WTCSB policy.

Unless otherwise required by law or WTCSB policy, payment terms shall be Net Thirty (30) Days after receipt of a proper invoice and acceptance of services.

WTCSB shall have no obligation to pay for services that have not been authorized, performed, or accepted.

26. PRICING AND ADJUSTMENTS

Offerors shall provide firm pricing for the initial contract term.

The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days. Changes in cost for any subsequent contract years may be based on the Consumer Price Index (CPI-U), or other relevant indices, not to exceed 3%.

The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed effective date; and, (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

27. ESTIMATED QUANTITIES

The fleet quantities and service frequency provided in this RFP are estimates based on current Agency requirements.

WTCSB does not guarantee a minimum quantity of services or expenditures.

Payment shall be based on actual services authorized and satisfactorily completed.

28. PROPOSAL SUBMISSION REQUIREMENTS

Each Offeror shall submit a complete proposal containing the following:

A. Cover Letter The cover letter shall include:

• Legal business name;

• Business address;

• Primary contact;

• Telephone number;

• Email address;

• Name and title of authorized representative; and

• Signature of authorized representative.

B. Company Qualifications Provide:

• Company history;

• Years in business;

• Experience providing fleet cleaning services;

• Number and type of personnel;

• Equipment available;

• Service area;

• Ability to service multiple locations; and

• Description of similar contracts.

• Licensed company

C. Technical Approach Describe how the Offeror will:

• Schedule 145 vehicles;

• Service multiple geographic locations;

• Perform after-hours cleaning;

• Maintain quality control;

• Handle missed vehicles;

• Perform semi-annual deep cleaning;

• Handle additional cleaning requests; and

• Respond to emergency cleaning requirements.

D. Staffing Plan

Identify:

• Number of employees assigned;

• Supervisory personnel;

• Primary point of contact;

• Backup personnel; and

• Staffing available for emergency or additional services.

E. Equipment and Supplies Describe equipment and professional-grade cleaning products to be used.

F. Quality Assurance Plan Describe the procedures used to inspect vehicles and ensure contract compliance.

G. References

Provide at least three (3) references for similar fleet cleaning contracts.

Include:

• Customer name;

• Contact person;

• Telephone number;

• Email address;

• Contract dates;

• Approximate fleet size; and

• Description of services provided.

• Reference letter

H. Pricing Proposal Complete Attachment B – Price Proposal.

I. Commercial Business Forms

• Commercial Business License

• Copy of completed W9 form

29. PROPOSAL EVALUATION

Proposals will be evaluated using the following criteria:

Evaluation Criterion Maximum Points Company Qualifications and Relevant Experience 20 Technical Approach and Understanding of Requirements 25 Staffing, Equipment, Scheduling and Service Capacity 20 Quality Assurance and Performance Management 15 Price 20

TOTAL 100

WTCSB may conduct discussions, request clarification, request additional information, conduct interviews or presentations, and negotiate with Offerors as permitted by the VPPA.

Price will be considered as part of the overall best-value determination but will not necessarily be the sole or primary determining factor.

30. NEGOTIATIONS

WTCSB may negotiate with Offerors selected for negotiation in accordance with the Virginia Public Procurement Act.

Negotiations may address:

• Price;

• Scope of services;

• Service schedule;

• Staffing;

• Performance standards;

• Response times;

• Reporting;

• Contract terms; and

• Other matters affecting the best value to WTCSB.

Offerors shall clearly identify any exceptions to the proposed contract terms and conditions in their proposal if requested by WTCSB.

WTCSB reserves the right to terminate negotiations with an Offeror and proceed with another Offeror.

31. AWARD

Following evaluation and negotiations, WTCSB intends to award the contract to the Offeror whose proposal is determined to provide the best overall value to the Agency.

The successful Offeror must be determined to be fully qualified, responsible, and capable of performing the required services.

WTCSB reserves the right to reject any or all proposals in accordance with applicable law and WTCSB procurement policy.

32. MULTIPLE AWARDS

WTCSB reserves the right to make multiple awards if determined to be in the Agency's best interest and if such possibility is included in the final solicitation and contract terms.

33. NO GUARANTEE OF WORK

Issuance of this RFP does not obligate WTCSB to award a contract.

WTCSB does not guarantee any minimum quantity of work, minimum number of vehicles, or minimum expenditure.

34. PROPOSAL PREPARATION COSTS

All costs incurred in preparing, submitting, presenting, or negotiating a proposal shall be borne by the Offeror.

WTCSB shall not be responsible for any costs incurred by an Offeror in connection with this procurement.

35. PROPOSAL VALIDITY

Proposals shall remain valid for a minimum of ninety (90) calendar days following the proposal due date unless otherwise specified by WTCSB.

36. CONFIDENTIAL AND PROPRIETARY INFORMATION

All proposals and procurement records shall be handled in accordance with the Virginia Public Procurement Act and the Virginia Freedom of Information Act.

The Contractor assures that all information and data obtained as to personal facts and circumstances related to individuals being served will be collected and held confidential, during and following the term of this agreement, and will not be divulged without the individual’s and the WTCSB’s written consent. Any information to be disclosed, except to the WTCSB, must be in summary, static, or other form which does not identify particular individuals.

An Offeror seeking protection of trade secrets or proprietary information shall clearly identify the specific information for which protection is requested and provide the required justification in accordance with Virginia law.

An Offeror shall not identify an entire proposal as proprietary.

Line-item prices and total proposal prices shall not be designated as proprietary information.

37. ADDENDA

WTCSB reserves the right to issue written addenda to this RFP.

Offerors shall acknowledge receipt of all addenda in their proposals.

Failure to acknowledge an addendum may result in rejection of the proposal when the addendum materially affects the procurement.

38. QUESTIONS

All questions regarding this RFP shall be submitted in writing to:

Procurement Administrator, Carol L. Ellis

Email: cellis@wtcsb.org

Deadline for Questions: September 8, 2026 @ 12:00 P.M.

Questions submitted directly to other WTCSB employees regarding this procurement shall not be considered official responses.

Only written responses issued by the designated procurement official shall modify or clarify the requirements of this RFP.

39. RIGHT TO REJECT PROPOSALS

WTCSB reserves the right to reject any or all proposals in whole or in part when such action is determined to be in the best interest of the Agency and permitted by applicable law.

WTCSB may reject a proposal that:

• Fails to comply with material RFP requirements;

• Contains material omissions;

• Is submitted after the deadline;

• Does not demonstrate adequate qualifications;

• Contains unacceptable exceptions to contract terms; or

• Is otherwise determined to be non-responsive, non-responsible, or not in the best interest of WTCSB.

40. CONTRACT MODIFICATIONS

No modification to the resulting contract shall be valid unless made in writing and executed by authorized representatives of WTCSB and the Contractor.

Contract modifications shall comply with applicable provisions of the Virginia Public Procurement Act and WTCSB procurement policies.

41. ASSIGNMENT AND SUBCONTRACTING

The Contractor shall not assign the contract or subcontract a material portion of the services without prior written approval from WTCSB.

The Contractor shall remain fully responsible for the performance of any approved subcontractor.

42. INSURANCE

Prior to contract execution, the successful Offeror shall provide certificates of insurance demonstrating coverage acceptable to WTCSB.

By signing and submitting a proposal under this solicitation, the Contractor certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with Sections 11-46.3 and 65.2-800 of the Code of Virginia.

The Contractor further certifies that the Contractor and any subcontractors will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

At a minimum, coverage shall include, as applicable:

Commercial General Liability Minimum limits: $1,000,000 per occurrence

Automobile Liability Minimum limits: $1,000,000 combined single limit.

Coverage shall apply to vehicles owned, hired, and/or non-owned as applicable to the Contractor's operations.

Compensation Coverage shall comply with statutory Virginia requirements.

Professional Liability Minimum limits: $2,000,000 each occurrence.

43. INDEMNIFICATION

To the extent permitted by Virginia law, the Contractor shall be responsible for claims, damages, losses, and expenses arising from the Contractor's negligent acts or omissions or those of its employees, agents, or approved subcontractors in the performance of the contract.

44. COMPLIANCE WITH LAWS

The Contractor shall comply with all applicable:

• The Federal Civil Rights Act of 1964, as amended

• The Federal Immigration Reform and Control Act of 1986.

• The Virginia Fair Employment Act of l975, as amended, where applicable.

• The Virginia Conflict of Interest Act.

• The Virginians with Disabilities Act.

• The Americans with Disabilities Act.

• Section 11.51 (Employment Discrimination Act) of the Virginia Public Procurement Act.

• Section 11.62-11 (Payment to subcontractor) of the Virginia Public Procurement Act

• Section 11-77 and 11-78 (Ethics in Public Contracting) of the Virginia Public Procurement

Act.

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

45. NONDISCRIMINATION

WTCSB shall not discriminate against any Offeror or Contractor on a basis prohibited by applicable law.

The Contractor shall comply with applicable federal and Virginia nondiscrimination requirements. WTCSB will encourage participation by small, women-owned, minority-owned, service-disabled veteran-owned, and military family-owned businesses and employment services organizations in accordance with applicable Virginia law and WTCSB policy.

46. SMALL, WOMEN-OWNED, MINORITY-OWNED, SERVICE-DISABLED

VETERAN-OWNED, AND MILITARY FAMILY-OWNED BUSINESSES

Offerors are encouraged to utilize certified small, women-owned, minority-owned, service-disabled veteran-owned, and military family-owned businesses and employment services organizations whenever practicable.

47. DRUG-FREE WORKPLACE

The Contractor shall comply with applicable Virginia requirements concerning maintenance of a drug-free workplace.

The Contractor shall ensure that employees assigned to WTCSB facilities perform services in a safe, professional, and appropriate manner.

48. E-VERIFY AND EMPLOYMENT ELIGIBILITY

The Contractor shall comply with applicable Virginia requirements concerning employment eligibility verification, including E-Verify requirements where applicable.

The Contractor shall be responsible for ensuring that employees performing services under the contract are legally authorized to work in the United States.

49. ETHICS IN PUBLIC CONTRACTING

The Contractor shall comply with the Virginia Public Procurement Act's provisions concerning ethics in public contracting and all applicable conflict-of-interest requirements.

No Offeror or Contractor shall offer or provide any gift, gratuity, favor, or other item prohibited by applicable law to any WTCSB employee or representative in connection with this procurement.

50. ANTI-COLLUSION

By submitting a proposal, the Offeror certifies that its proposal is made without collusion or fraud and that the Offeror has not entered into any agreement with another Offeror concerning the proposal or proposed price except as disclosed to WTCSB.

51. TERMINATION FOR CONVENIENCE

WTCSB may terminate the contract for convenience upon 60-day written notice in accordance with the terms established in the final contract.

Upon termination, the Contractor shall cease work as directed by WTCSB and shall be compensated for authorized services satisfactorily performed through the effective termination date.

52. TERMINATION FOR DEFAULT

WTCSB may terminate the contract for default when the Contractor fails to comply with material contract requirements, including repeated failure to perform required services, failure to correct deficiencies, or other material breach, with a 30-day written notice.

Where appropriate, WTCSB may provide written notice and an opportunity to cure before termination.

53. FORCE MAJEURE

Neither party shall be responsible for failure to perform caused by circumstances beyond its reasonable control, to the extent recognized by applicable law.

The affected party shall provide prompt written notice when such circumstances occur.

54. COOPERATIVE CONTRACT PARTICIPATION DISCLAIMER

The cooperative procurement provision is intended to permit eligible public bodies to utilize the resulting contract where authorized by law.

Participation by another public body shall be voluntary.

WTCSB makes no representation that every governmental entity is eligible to participate.

Each participating public body shall be responsible for determining whether its participation complies with its applicable laws, regulations, policies, and procurement authority.

55. RIGHT TO RE-SOLICT AT RENEWAL

The contract resulting from this Request for Proposals (RFP) shall be for the term stated herein, with any renewal options exercised solely at the discretion of Western Tidewater Community Services Board “WTCSB” and only if such options were included in the original solicitation and evaluated as part of the award.

Notwithstanding the availability of any renewal option, WTCSB reserves the right, in accordance with the Virginia Public Procurement Act (VPPA), to decline renewal and to re-solicit the requirements through a new competitive procurement if it is determined to be in the best interest of the public body.

The decision to renew or to re-solicit may be based on factors including, but not limited to, contractor performance, pricing, market conditions, changes in scope or requirements, funding availability, or other considerations relevant to WTCSB’s needs.

Any renewal shall not result in a material change to the scope of work, pricing structure, or intent of the original procurement. If such material change is required, WTCSB shall conduct a new competitive procurement in accordance with the VPPA.

Nothing herein shall be construed to obligate WTCSB to renew this contract, and failure to renew shall not entitle the Contractor to compensation beyond the expiration of the current term.

56. AVAILABILITY OF FUNDS

It is understood and agreed between the parties herein that WTCSB shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement WTCSB will provide the Contractor a thirty-day (30) notice of budget restriction, which will result in termination of this contract.

57. ATTACHMENTS

The following attachments are incorporated into this RFP:

Attachment A – WTCSB Fleet Vehicle Inventory Attachment B – Price Proposal Form Attachment C – Offeror Information and References Attachment D – Proposed Service Schedule Attachment E – Vehicle Cleaning Inspection Checklist

ATTACHMENT A

FLEET INVENTORY

Vehicle No. Year Make Model Type

License Plate

8501 2006 Ford E-350 Star Trans Bus 128-858L 8416 2008 Chevrolet Starcraft Bus Bus 155-691L 8419 2010 Ford Supreme/Bus W/C Bus 159-618L 8420 2011 Ford Supreme/Bus W/C Bus 163-264L 8424 2014 Ford Startrans Bus Bus 183-687L 8425 2015 Ford Startrans Bus 185-969L 8465 2019 Ford Transit Wagon Bus 216-623L 8410 2009 Ford E-350 W/C Bus Bus 221-799L 8613 2025 Ford E-Series Bus 221-821L 8614 2025 Ford E-Series Bus 221-822L 8616 2016 Ford F-450 Super Duty Bus 253-301L 8520 2003 Chevrolet Malibu Car 111-469L 8518 2003 Chevrolet Malibu Car 111-472L

8505 2004 Grand Marqui Grand Marquis Car 121-026L

8566 2005 Chevrolet 2005 Chevrolet Malibu - 4 DR Sedan - Silver Car 128-810L

8565 2005 Chevrolet 2005 Chevrolet Malibu - 4 DR Sedan - Silver Car 128-811L

8584 2007 Chevrolet 2007 Chevrolet Malibu LS - White Car 138-780L 8589 2007 Chevrolet 2007 Chevrolet Mailibu - Car 138-795L 8581 2007 Chevrolet 2007 Chevrolet Malibu LS - Blue Car 138-811L 8476 2008 Chevrolet Impala LS Sedan Car 146-033L 8477 2009 Ford Fusion Car 146-037L 8405 2009 Chevrolet Impala Car 155-678L 8404 2009 Chevrolet Impala Car 155-679L 8402 2009 Chevrolet Impala Car 155-681L 8401 2009 Chevrolet Impala Car 155-682L 8400 2009 Chevrolet Impala Car 155-683L 8418 2010 Ford Crown Victoria Car 15-847L 8422 2014 Chevrolet Impala Car 177-147L 8429 2015 Ford Fusion Car 185-990L 8436 2017 Ford Fusion Car 193-841L 8455 2017 Chevrolet Impala Car 196-981L 8445 2017 Chevrolet Cruze Car 198-237L 8456 2017 NISSAN ALTIMA Car 209-324L 8457 2018 Chevrolet Impala Car 209-372L 8458 2018 Chevrolet Impala Car 209-373L 8459 2018 NISSAN ALTIMA Car 214-701L 8460 2018 NISSAN ALTIMA Car 214-702L

8462 2018 NISSAN ALTIMA Car 214-703L 8461 2018 NISSAN ALTIMA Car 214-704L 8464 2019 Ford Fusion Car 216-596L 8463 2019 Ford Fusion Car 216-597L 8470 2020 Ford Fusion Car 220-840L 8469 2020 Ford Fusion Car 220-842L 8524 2019 Ford Fusion Car 221-783L 8484 2023 Nissan Rogue Car 221-796L 8527 2015 Ford Taurus Car 221-797L 8604 2024 Chevrolet Malibu Car 221-808L 8605 2024 Toyota Camry Car 221-809L 8609 2024 Chevrolet Malibu Car 221-813L 8611 2023 Chrysler Voyager Car 221-814L 8610 2024 Ford Expedition Car 221-815L 8615 2025 Chevrolet Malibu Car 221-826L 8490 2022 Chrysler Voyager Car 228-546L 8521 2021 Chevrolet Malibu Car 228-547L 8550 2020 Ford Fusion Car 228-548L 8549 2018 Ford Fusion Car 228-549L 8525 2019 Chrysler Pacifica Car 239-703L 8528 2020 Chrysler Pacifica Car 239-705L 8526 2019 Ford Fusion Car 239-706L 8601 2023 Nissan Altima Car 246-172L 8482 2022 Chrysler Voyager Car 246-174L 8500 2022 Chevrolet Malibu Car 246-175L 8617 2024 Chevrolet Malibu Car 253-302L 8503 2002 Ford Taurus Car 42-628L 8489 2000 Ford Taurus Car 48-402L 8551 2000 Ford Crown Victoria Car 49-064L 8607 2023 Kia Carnival Car

8580 2007 Chevrolet 2007 Chevrolet Silverado Pickup - White

Pickup Truck 138-810L

8406 2009 Ford E-350 Pickup Truck 155-684L

8407 2009 Ford Escape SUV 155-675L 8408 2009 Ford Escape SUV 155-676L 8409 2009 Ford Escape SUV 155-677L 8423 2015 Ford Explorer SUV 177-146L 8427 2015 Ford Explorer SUV 185-973L 8430 2016 Ford Explorer SUV 185-997L 8432 2016 Ford Explorer SUV 193-810L 8448 2017 Chevrolet Traverse SUV 196-942L 8449 2017 Chevrolet Traverse SUV 196-943L 8442 2017 Dodge Journey SUV 198-216L 8440 2016 Dodge Journey SUV 198-218L 8451 2017 Ford Explorer SUV 198-244L

8433 2016 Ford Explorer SUV 209-374L 8468 2020 Ford Fusion SUV 220-841L 8467 2020 Ford Explorer SUV 220-844L 8602 2024 Ford Explorer SUV 221-804L 8603 2024 Ford Explorer SUV 221-805L 8435 2016 Ford Explorer SUV 221-806L 8606 2023 Ford Explorer SUV 221-810L 8539 2021 Ford Explorer SUV 228-550L 8538 2020 Ford Explorer SUV 239-702L 8530 2020 Ford Explorer SUV 239-704L 8608 2023 Ford Explorer SUV 268-256L

8569 2005 Chevrolet 2005 Chevrolet Silverado Ext Cab Truck - White Truck 128-808L

8513 2003 GMC Van - 12 Passenger Van 110-249L 8517 2003 Dodge Caravan W/C Ramp Van 111-454L 8561 2003 Chevrolet Venture W/C Van Van 111-500L 8421 2012 Dodge Caravan Van 121-025L 8507 2004 Ford Van - 12 Passenger Van 121-028L 8522 2005 Dodge Grand Caravan Van 121-032L 8564 2005 Chevrolet 2005 Chevrolet Van W/C - White Van 128-801L 8571 2006 Ford 2006 Ford Van W/C - White Van 128-815L

8576 2007 Dodge 2007 Dodge Grand Caravan - 7 Passenger - Black Van 138-771L

8577 2007 Dodge 2007 Dodge Grand Caravan - 7 Passenger - Silver Van 138-772L

8578 2007 Dodge 2007 Dodge Grand Caravan - 7 Passenger - Green Van 138-773L

8585 2007 Dodge 2007 Dodge Grand Caravan - White Van 138-783L

8587 2007 Dodge 2007 Dodge Grand Caravan - White Van 138-784L

8586 2007 Dodge 2007 Dodge Grand Caravan - White Van 138-785L

8519 2007 GMC Savana Van Van 138-814L 8531 2007 GMC Savana Van Van 138-816L 8502 2000 GMC Safari Van - 7 Passenger Van 14-345L 8479 2008 Chevrolet Outlander 7 Pass MINI/VAN Van 146-023L 8478 2008 Chevrolet Outlander 7 Pass MINI/VAN Van 146-024L 8475 2008 Chevrolet Uplander 7 Pass MINI/VAN Van 146-032L 8474 2008 Chevrolet Uplander 7 Pass MINI/VAN Van 148-461L 8473 2020 Dodge Grand Caravan Van Van 148-462L 8599 2009 Chrysler Town and Country Van 155-673L 8415 2009 Dodge Grand Caravan Van 155-686L 8411 2009 Dodge Grand Caravan Van 155-687L 8412 2009 Dodge Grand Caravan Van 155-688L 8413 2009 Dodge Grand Caravan Van 155-690L 8426 2014 Dodge Caravan Van 185-968L

8431 2016 Dodge Grand Caravan Van 185-998L 8434 2016 Dodge Grand Caravan Van 193-808L 8438 2016 Chrysler Town and Country Van 193-839L 8437 2016 Dodge Grand Caravan Van 193-840L 8450 2017 Braun Mini Van Van 196-941L 8452 2017 Dodge Mini Van Van 196-977L 8454 2017 Chevrolet Transit Van Van 196-980L 8439 2017 Dodge Grand Caravan Van 198-213L 8441 2016 Chrysler Town & Country Van 198-217L 8444 2017 Dodge Grand Caravan Van 198-235L 8443 2017 Ford Transit Van Van 198-236L 8447 2017 Braun Mini Van Van 198-239L 8446 2017 Braun Mini Van Van 198-240L 8453 2017 Ford Transit Van Van 209-357L 8480 2019 Ford Transit Van Van 220-845L 8472 2020 Dodge Grand Caravan Van Van 220-846L 8471 2020 Dodge Grand Caravan Van 220-847L 8600 2023 Ford Transit Van 221-800L 8612 2024 Ford Transit Van 221-820L 8499 2022 Ford Transit Van Van 228-545L 8523 2017 Dodge Grand Caravan Van 239-707L 8481 2022 Chrysler Voyager Van 246-173L 8491 2000 Dodge Caravan Van 48-416L 8466 2019 Ford Transit Wagon Wagon 216-641L

ATTACHMENT B

PRICE PROPOSAL FORM

Offeror shall provide firm unit pricing for the following services.

Service Unit Unit Price Routine Interior/Exterior Cleaning – Car Per Vehicle $________ Routine Interior/Exterior Cleaning – SUV Per Vehicle $________ Routine Interior/Exterior Cleaning – Van Per Vehicle $________ Routine Interior/Exterior Cleaning – Bus Per Vehicle $________ Routine Interior/Exterior Cleaning – Pick-Up Truck Per Vehicle $________ Routine Interior/Exterior Cleaning – Transit Wagon Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – Car Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – SUV Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – Van Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – Bus Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – Pick-Up Truck Per Vehicle $________ Semi-Annual Carpet/Upholstery Cleaning – Transit Wagon Per Vehicle $________ Additional Routine Cleaning Per Vehicle $________ Additional Carpet/Upholstery Cleaning Per Vehicle $________ Emergency/Special Cleaning Per Vehicle $________

Prices shall include all labor, supervision, equipment, supplies, transportation, travel, overhead, insurance, administrative costs, and profit necessary to perform the services.

ATTACHMENT C

OFFEROR INFORMATION AND REFERENCES

Offeror Information

Legal Business Name:

Business Address:

City/State/ZIP:

Telephone:

Email:

Primary Contact:

Authorized Representative:

References

Reference 1

Organization: __________________________________

Contact: ______________________________________

Telephone: ____________________________________

Email: ________________________________________

Contract Dates: _________________________________

Approximate Fleet Size: _________________________

Description of Services:

Reference 2

Organization: __________________________________

Contact: ______________________________________

Telephone: ____________________________________

Email: ________________________________________

Contract Dates: _________________________________

Reference 3

Organization: __________________________________

Contact: ______________________________________

Telephone: ____________________________________

Email: ________________________________________

Contract Dates: _________________________________

ATTACHMENT D

PROPOSED SERVICE SCHEDULE

The Offeror shall describe its proposed approach for servicing approximately 145 vehicles located throughout Isle of Wight County, Southampton County, the City of Suffolk, and the City of Franklin.

The Offeror shall identify:

1. Number of vehicles that can be serviced per evening;

2. Number of employees assigned;

3. Number of service teams;

4. Proposed service rotation;

5. Ability to service vehicles Monday-Friday after 5:00 p.m.;

6. Saturday availability;

7. Sunday availability;

8. Emergency service availability;

9. Expected response time; and

10. Method for documenting completed services.

ATTACHMENT E

VEHICLE CLEANING INSPECTION CHECKLIST

Vehicle Number(s): ___________________________________________________________

Date: _____________________________________

Contractor: ________________________________

Employee: __________________________________

Exterior Item Satisfactory Deficient

Exterior washed ☐ ☐ Exterior windows clean ☐ ☐ Mirrors clean ☐ ☐ Wheels cleaned ☐ ☐ No excessive water spotting ☐ ☐

Interior

Item Satisfactory Deficient Dashboard cleaned ☐ ☐ Steering wheel cleaned/sanitized ☐ ☐ Console cleaned ☐ ☐ Cup holders cleaned ☐ ☐ Door panels cleaned ☐ ☐ Door jambs cleaned ☐ ☐ Seats vacuumed ☐ ☐ Floors vacuumed ☐ ☐ Interior windows cleaned ☐ ☐ Carpets cleaned when scheduled ☐ ☐ Upholstery cleaned when scheduled ☐ ☐

Overall Acceptance

☐ Accepted ☐ Accepted with Corrective Action Required ☐ Rejected – Reclean Required

Inspector: __________________________________ Date:___________________________

Corrective Action Due: _______________________

OFFEROR CERTIFICATION

The undersigned certifies that:

1. The information contained in this proposal is true and correct;

2. The Offeror has reviewed the complete RFP and all issued addenda;

3. The Offeror agrees to comply with the requirements contained in the RFP;

4. The Offeror is authorized to submit this proposal;

5. The Offeror has disclosed all exceptions to the proposed contract terms;

6. The proposed prices are valid for the period specified in the RFP; and

7. The Offeror understands that WTCSB intends to select the proposal providing the best overall value.

Legal Name of Offeror:

Authorized Signature:

Printed Name:

Title:

Date:

Telephone:

Email:

OFFEROR CERTIFICATION