RFP_VHS Garage Custodial Services.pdf

Request for Proposal

RFP #27-ODU-02-MRP

Title: Custodial Services VHS Parking Lots and Garages

Issue Date: August 19, 2026

Pre-Proposal Conference Date: August 26, 2026 at 10:00 AM Local Time

Due Date and Time: September 25, 2026 NLT 11:00 A.M. Local Time (Time Stamped 11:01 A.M. or Later Will Not Be Accepted)

Issuing Agency: Old Dominion University Procurement Services, Suite 111 4401 Powhatan Ave Norfolk, Virginia 23529-0308

Period of Contract: From Date of Award through November 30, 2027, with Four (4), One Year Renewals Options

In compliance with this Request for Proposal (RFP) and to all the conditions herein, the signatory agrees to faithfully execute any resulting contract, and offers to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. An Agent authorized to bind the company to same shall sign the following section.

Name and Address of Contractor: Date:

By:

Signature

Name:

Typed or Printed (Name and Title)

FEI/FIN #: Phone:

Fax:

Email:

Are you or your company registered with eVA? __________ Yes _________No eVA ID #: ____________

Is your firm registered with the Commonwealth’s State Corporation Commission (SEC)? If yes, please indicate identification number:

Are you or your firm certified through the Commonwealth’s Department of Small Business and Supplier Diversity?

Yes __________ No __________

If yes, please indicate the following:

SWAM Designation: __________________________________________

Certification #: __________________________________________

Expiration Date: __________________________________________

TABLE OF CONTENTS

RFP #27-ODU-02-MRP

Custodial Services VHS Parking Lots and Garages

I. INSTRUCTIONS TO OFFERORS PAGE 3

II. PURPOSE PAGE 7

III. BACKGROUND PAGE 7

IV. STATEMENT OF NEEDS PAGE 9

V. REPORTING & DELIVERY REQUIREMENTS PAGE 14

VI. GENERAL TERMS AND CONDITIONS PAGE 14

VII. SPECIAL TERMS AND CONDITIONS PAGE 14

VIII. EVALUATION CRITERIA AND AWARD PROCESS PAGE 15

IX. EVALUATION, NEGOTIATION AND AWARD PAGE 16

X. PROPOSAL PREPARATION ANDSUBMISSION REQUIREMENTS PAGE 17

XI. FEES AND PRICING PAGE 19

XII. ATTACHMENTS AND EXHIBITS:

A. Attachment A – CONTRACTOR DATA SHEET B. Attachment B – CONFLICT OF INTEREST STATEMENT C. Attachment C – CONTRACTORS PAST SWAM HISTORY D. Attachment D – CONTRACTORS PROPOSED SWAM PLAN E. Substitute W9 – COMMONWEALTH OF VIRGINIA’S SUBSTITUTE W9 FORM F. Exhibit A – GENERAL TERMS AND CONDITIONS G. Exhibit B – SPECIAL TERM AND CONDITIONS H. Exhibit C – PRICING SHEET I. Exhibit D – CLEANING SCHEDULE

I. INSTRUCTIONS:

A. The University reserves the right to accept or reject any and all proposals in whole or in part, and wave any informality that may occur during the competitive negotiation process. Further, the University reserves the right to enter into any contract deemed to be in the best interest of the University.

1. Sealed proposals will be received by and in the office of issuing agency specific on page 1 of this RFP until September 25, 2026, NLT 11:00 AM local time. Proposals time-stamped 11:01 AM or later will not be considered, and will be returned to the Contractor unopened. The University is not responsible for late delivery by US Postal mail or other couriers.

2. Should the University experience an ‘unofficial’ closing on and/or during the date and time specified herein for the receipt of sealed proposals, the closing date shall automatically extend to the next day the University is officially opened for business, with the receiving time remaining the same.

3. It shall be the Contractor’s responsibility to confirm any ‘unofficial’ closing(s).

B. All inquires and questions regarding this solicitation must be directed to Michael Park, Procurement Officer, Department of Procurement Services via email at mrpark@odu.edu, and are due NLT 10:00 AM (EST) Friday, September 11, 2026. A response via an addendum shall be issued for any such requests deemed to have any bearing on service delivery or cost.

C. Identification of Proposal Envelope: The signed proposal should be returned in a separate envelope or package, sealed and identified as follows:

From: September 25, 2026 11:00AM

Name of Contractor Due Date Time

27-ODU-02-MRP

Address RFP Number

Custodial Services VHS Parking Lots and Garages

City, State, Zip Code RFP Title

Name of Procurement Officer: Michael Park

The envelope should be addressed as directed on Page 1 of the solicitation.

Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other proposals should be placed in the envelope.

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

E. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the University will publicly post such notice on the eVA VBO website for a minimum of 10 days.

F. Access to solicitation and addendum are posted and may be accessed at any time at http://www.eva.virginia.gov.

G. Proposal Binding Period: Any response to this solicitation shall be valid for 120 days. At the end of the 120 days the proposal may be withdrawn at the written request of the Contractor. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

H. Contractor Certification: By submitting their proposals, Contractor’s certify to the University that:

1. Their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Contractor, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or great value was exchanged. (the VPPA §2.2- 4367 through §2.2-4377.)

2. They will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, and the Americans with Disabilities Act.

3. If awarded the contract as a ‘faith based’ organization, they shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipients, , religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (the Rules §36.E.)

4. They do not and will not during the performance of any resulting contract employ illegal alien workers or otherwise violate the provision of the federal Immigration Reform and Control Act of 1986.

5. They are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

6. They agree to faithfully enter into any resulting contract and further conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in http://www.eva.virginia.gov/ and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

I. Contractor Obligation: Contractor shall carefully examine the terms and conditions set forth in this Request for Proposal and any subsequent addenda. Failure to do so shall not relieve a Contractor of an obligation to furnish the goods and/or services specified in this Request for Proposal and its addenda.

J. Discrimination by University is Prohibited:

1. The University shall not discriminate against any Contractor during this solicitation or award of any resulting contract because of race, religion, color, sex, national origin, age, disability, any other basis prohibited by state law relating to discrimination in employment. (the Rules §9.A.)

2. The University shall not discriminate against any Contractor during this solicitation or award of any resulting contract because the Contractor employs ex-offenders unless the University has made a written determination that employing ex-offenders on the specific contract is not in its best interest. (the Rules §9.D.)

3. The University shall not (i) discriminate against a faith-based organization on the basis of the organization's religious character or (ii) impose conditions that (a) restrict the religious character of the faith-based organization, except as provided in subsection F of the Rules §36 , or (b) impair, diminish, or discourage the exercise of religious freedom by the recipients of such goods, services, or disbursements. (the Rules §36.C.)

K. Virginia’s Procurement Marketplace: The eVA procurement marketplace website, www.eva.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for Contractors to conduct business with state agencies and public bodies. All Contractors desiring to provide goods and/or services to the Commonwealth must register here. Contractors must register in eVA and agree to pay the Supplier Transaction Fees specified on the eVA website.

L. Ownership of all Data and Trade Secrets or Proprietary Information:

1. Materials and documentation originated and prepared for the University pursuant to this RFP shall belong exclusively to the university and be subject to public inspection in accordance with the Virginia Freedom of Information Act, Chapter 37 (§ 2.2-3700 et seq.) of Title 2.2 of the Code of Virginia.

2. Trade secrets or proprietary information submitted by a Contractor shall not be subject to public disclosure under the Freedom of Information Act; however, the Contractor must invoke the protections of §23-38.90 of the Code of Virginia, specifically the ‘Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (the “Rules”), subsection F. of §34, in writing either before or at the time the data or other material is submitted.

3. 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 http://www.eva.virginia.gov/ https://eva.virginia.gov/register-now.html or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.

4. The classification of an entire proposal document, line-item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

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

N. Specifications:

1. Specifications used herein are to be considered a quality indicator and acceptance will be based on Contractor’s compliance with the intent of the specifications.

Deviations and/or exceptions taken to the specifications herein may be considered if they are deemed to meet the intent of the solicitation.

O. Proposal Bonds: (the Rules §28.) All proposal responses with a value greater than $500,000 shall be accompanied by a ‘proposal bond’ executed by one or more surety companies selected by the Contractor that is authorized to do business in Virginia, as a guarantee that if the contract is awarded to the Contractor, Contractor will enter into the contract for the work specified in the proposal. The amount of the proposal bond shall not exceed five percent (5%) of the amount offered or proposed. The bond shall be payable to the Commonwealth of Virginia, naming also the University.

P. Alternative Forms of Security:

1. In lieu of a proposal bond, a Contractor may furnish a certified check or cash escrows in the face amount required for the bond.

2. If approved by the University’s General Counsel or their equivalent, a Contractor may furnish to the University a personal bond, property bond, or bank or savings institution's letter of credit on certain designated funds in the face amount required for the proposal bond. Approval shall be granted only upon a determination that the alternative form of security proffered affords protection to the University equivalent to a corporate surety's bond.

Q. Pre-Proposal Conference – Optional:

1. The purpose of this Optional conference is to allow potential Contractors an opportunity to present questions and obtain clarifications relative to any facet of this solicitation. The Pre-Proposal Conference will be conducted at 10:00 AM on Wednesday, August 26, 2026, at the VHS Material Management Building Conference Room, located at 711 Southampton Ave., Norfolk, VA 23510 on the VHS Medical Campus. Contractors will have to check in at the first-floor receptionist’s desk and will be escorted to the conference room.

2. While attendance at this conference will not be a prerequisite to submitting a proposal, Contractors who intend to submit a proposal are encouraged to attend.

Bring a copy of the solicitation with you. Responses will be issued in a written addendum to any changes deemed to have any bearing on service delivery or cost.

3. Parking will be available in the parking lot directly across from the VHS Material Management Building off Southampton Avenue.

R. References: Contractors shall complete and submit with response the requested account and reference information specified herein in Attachment A. Contractor shall provide a minimum of five (5) references, however, additional references may be included as a separate attachment incorporated into the response.

If at any time during the past ten (10) years the Contractor and/or any of the Contractor’s currently named principals has conducted business and/or held a contract agreement of any type with Old Dominion University, either under the Contractor’s current legal name or a previous legal name including any sole proprietorship, corporation, partnership, limited liability corporation, or joint venture, etc., then Contractor shall include as a named reference, Old Dominion University.

If Old Dominion University is named as a reference in a Contractor’s response, then Contractor’s past performance for any and all Old Dominion University contracts held and/or completed during the specified ten (10) year period may be used to determine a Contractor’s responsibility and subsequent award of this contract.

II. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract through competitive negotiations from qualified organizations to provide Custodial Services for Eleven (11) Virginia Health Science (VHS) Parking Lots, Parking Garages, common green spaces and support spaces on the medical campus of Old Dominion University.

III. BACKGROUND:

A. The University: Old Dominion University (ODU) is an entrepreneurial-minded public doctoral research institution of higher education, with its main campus located in the City of Norfolk, Virginia. The institution serves approximately 24,000 students and employs about 8,100 full-time and part-time faculty and staff. ODU operates more than 600 departments across seven academic divisions and offers over 130 academic programs. With forward-focused leadership and visionary transformations in research, teaching, campus and online learning, Old Dominion University can and will emerge even stronger and well-positioned to lead on the national and international stage. On July 1, 2024, the University marked another major transformation: integrating Eastern Virginia Medical School to create Macon & Joan Brock Virginia Health Sciences at Old Dominion University, the largest and most complex academic health sciences center in the state.

B. The Current Program: The current VHS contract has been in place for a 5-year period providing housekeeping services to the parking garages, surface lots, common green spaces, public and private restrooms, break rooms, kitchenettes, public lobbies, & corridors in keeping with the high standard for a clinical environment for the medical campus. The current contract will expire November 30, 2026. It is the University’s intent to have a contract in place to commence with work starting December 1, 2026. The current contract value for this contract for Fiscal Year 2026-2027 was $312,517.80.

C. The University’s SWAM Plan:

1. Old Dominion University is committed to achieving its FY2027 aspirational target of forty-seven and one-half percent (47.5%) with firms certified by the Commonwealth’s Department of Small Business and Supplier Diversity (DSBSD) for combined prime contractor and subcontractor spend.

2. Plans submitted that include involvement and participation of certified DSBSD SWAM firms will be evaluated based on commitment to meeting the University’s targets specified in above paragraph 1., and as applicable, will be awarded associated points as calculated and described herein.

3. The University also encourages Contractor’s to provide for participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses, and plans for involvement on any resulting contract are required. By submitting response, Contractor certifies that all information provided in response to this solicitation is true and accurate. Failure to provide the information required by this solicitation may ultimately result in response being deemed non-responsive and ultimately rejected.

4. In order for Contractors to be given consideration for award of a contract, each Contractor shall provide with their response (and/or no later than ten (10) business days after request, but prior to award, such statement(s) setting forth:

a. The good faith SWAM owned business participation efforts which the Contractor has undertaken in the past shall be submitted with Contractor’s response as Attachment C; and

b. The good faith SWAM owned business participation efforts which the Contractor intends to undertake in connection with the performance of this contract shall be submitted with Contractor’s response as Attachment D.

5. A quarterly report documenting SWAM utilization shall be submitted no later than the 10th of the month following the completion of each quarter (October 10, January 10, April 10, July 10). The University will provide a template for the SWAM Quarterly report.

D. Authorized Contract Participation: In accordance with the University’s Rules Governing Procurement of Goods, Services, Insurance and Construction (“Rules Document”), specifically §6, Cooperative Procurement, it is the intent of this solicitation to allow any public body, public or private health or educational University’s, or Old Dominion University’s affiliated agencies and/or corporations, access and use of any subsequent contract(s), as authorized by the Contractor(s).

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), any resultant contract(s) may be extended to the entities as indicated above to purchase at contract prices in accordance with contract terms and conditions. The Contractor(s) shall notify Old Dominion University in writing of any entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor(s) will provide semi-annual usage reports for all entities accessing the contract(s). Participating entities shall place their own orders directly with the Contractor(s) and shall fully and independently administer their use of the contract(s), including contractual disputes, invoicing and payments, without direct administration from Old Dominion University. Old Dominion University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor(s) to extend participation and use of the contract(s). It is understood and agreed that Old Dominion University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract(s) no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

IV. STATEMENT OF NEEDS:

The Contractor will provide complete janitorial services for Customer for its premises listed in Exhibit C. Housekeeping services include cleaning of the building facilities (parking garages, surface lots, common green spaces, public & private restrooms, break rooms, kitchenettes, public lobbies & corridors), regular and recyclable trash removal from interiors and lawns, furnishing expendable supplies, essential personnel status, and emergency response (i.e., water remediation, snow/ice removal at building entrances, inclement weather response, etc.). All areas must be disinfected as indicated on cleaning schedule attached. Respond to Infectious Disease spread events with possible long term, though temporary, infection control staff as needed. The Contractor will provide janitorial services and frequencies as listed on Exhibits C & D. Please note, there is weekend work which will be required as outlined in Exhibit C & D.

Before being hired by contractor potential employees must undergo background screening spanning the applicants adulthood, no felony convictions, no other convictions (larcenies, assaults, narcotics, fraud, embezzlement) in the last 10 years. Sexual offenders are automatic exclusions from this contract. Contract personnel will be considered essential personnel and will be required to respond to emergency situations (i.e., water remediation, inclement weather conditions, etc.) Contractor will also provide:

A. Operations Plan and Policies:

• Explain quality control procedures;

• Explain infection control procedures;

• Explain how contractor will be accountable for service problems and failures;

• Explain emergency cleaning procedures;

• Include training plans and procedures that will be implemented at Virginia Health

Sciences;

• List grades, qualities, and brand name of chemicals that would be used at Virginia

Health Sciences. Provide evidence of a green cleaning program and your plan to implement this plan at Virginia Health Sciences;

• Explain security plans and procedures including your company’s background check procedure on all personnel;

• Provide description of uniforms to be worn by contract personnel;

• Provide list of equipment & quantities to be used at VHS facilities;

• Provide contractors recurring inspection plan;

• Provide 3rd party quarterly inspection plan.

B. Pricing:

• Please show pricing on an annual, monthly and per square foot basis using Exhibit C;

• List hourly rates for emergency situations and work not included in the original contract price.

C. Expendable Supplies:

• Contractor will furnish all supplies to include but not limited to: paper towels, toilet tissue, soap, trash bags, toilet seat covers, deodorizers for restrooms, kitchens, and lounges;

• Contractor will supply all cleaning chemicals, chemical proportions, dispensers, bottles & labels, including tiled floor and carpet cleaning/maintenance products.

Contractor must use zinc free floor products. Contractor will supply all equipment needed for the Housekeeping staff to do their jobs, such as mops, trash carts, mop buckets, cleaning cloths, PPE, etc.;

• Contractor will furnish product dispensers;

• Contractor will be responsible for supplying and refilling wall-mounted clinical & public area hand sanitizer dispensers;

• Contractor will be responsible for having all supplies shipped to each building and will be responsible for receiving, breaking down, transporting, and storing of all supplies;

D. Level of Cleanliness:

APPA Level 2 minimum required. It will be the responsibility of the contractor to provide housekeeping services in keeping with the high standards of an educational and clinical institution from the perspectives of infection control, public relations and protection of the physical facility. Therefore, the intent of this proposal request is to approach this matter from a level of cleanliness concept, and a detailed cleaning schedule is included in Exhibit D.

E. Facilities:

To the extent possible, detailed information on building floor plans and square footage has been furnished to the contractor in Exhibit C. It shall be the responsibility of the contractor to verify measurements as deemed applicable for the submission of a proposal.

F. Personnel:

All matters pertaining to recruitment, screening, hiring, and retention shall be the exclusive responsibility of the contractor. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour and any other stipulations germane to prudent personnel management.

Only those personnel who have been properly trained shall be assigned duties under this contract.

All personnel shall be dressed in uniforms in a manner authorized by the contractor and approved by Virginia Health Sciences. The personnel shall be neat and clean in appearance.

Uniforms and picture identification badges shall be worn which fully identify the worker as a member of the contractor's work force.

All employees must undergo and pass a thorough background screening and check prior to employment with contractor. Contractor must perform both social security verification and criminal history screenings. Fingerprint background checks are required in applicable states.

All personnel must receive annual Bloodborne Pathogen training supplied by the Contractor.

Contractor is responsible for any vaccinations required under the Bloodborne Pathogens regulation. An annual check list of contract personnel and their Bloodborne Pathogen training completion dates and vaccines will be supplied to VHS.

No employee who has a felony police record may be assigned duties under this contract.

Contractor shall be responsible for the submission of police clearance record within 24 hours upon request.

Contractor will pay at least the minimum wage rate. Contractor will pay all taxes pertaining to its employees as required by law. All employees will be bonded in the amount of $50,000 (3rd Party Fidelity Bond).

Any employee whose work habits and/or conduct are deemed objectionable shall be removed from the work force upon written request of the authorized Virginia Health Sciences representative.

No part of this contract may be subcontracted to any other service provider without the express written consent of Virginia Health Sciences.

Contractor will be responsible for each employee’s campus parking fee (currently $100.00/month) if needed. It shall be the contractor’s responsibility to factor all parking needs into their contract and attain those passes accordingly. Contractor shall contact Transportation and Parking Services (TPS) office at 757-683-4004 regarding any questions and to obtain the required ‘Contractor parking pass’.

G. Storage Space and Utilities:

Virginia Health Sciences will provide limited securable storage space and utilities (including phone-line access) for contractor’s on-site operations.

H. Safety:

The contractor shall be responsible for the training as necessary in the application of chemicals and the use of equipment to facilitate safe conditions for the employees, and the College's students, staff and faculty as mandated by OSHA. The Contractor will provide annual Bloodborne Pathogens training.

The contractor will be responsible for ensuring that employees are trained and follow all applicable VHS compliance standards.

I. Security:

The contractor shall be responsible for training employees in security requirements of Virginia Health Sciences and shall be responsible for the enforcement of the same:

• The Contractor shall be responsible for safeguarding against loss, theft, or damage of all Virginia Health Sciences property, materials, equipment and accessories which might be exposed to the Contractor's personnel.

• Guns, knives or other dangerous weapons shall not be allowed on campus.

• Alcohol and drugs are prohibited on the campus.

• Keys should be properly handled to maintain property security and safety. Additionally, contractor shall be fully responsible for the replacement of any keys that are lost.

Please outline your procedures for key control on campus.

J. Supervision:

Supervision is required at all times when work is performed in campus buildings. A supervisor must be dedicated to both day and night housekeeping operations and should be included in your staffing plan.

K. Damage:

Contractor shall be responsible for the repair or replacement cost to the satisfaction of Virginia Health Sciences’ representative of any damage to the facility caused by any employee of the contractor.

L. Equipment and Supplies/Materials:

The procurement and maintenance of all equipment required for the successful execution of this contractual obligation shall be the contractor's responsibility. The initial equipment proposed for Virginia Health Sciences must be all new and wholly owned by the contractor.

Besides equipment needed for successful execution of this contract, the contractor will also be expected to keep on hand a minimum of 8 carpet fans and (3) 15 gallon wet/dry vacuums with pump out hose features for response to possible building emergencies & water leaks.

Contractor shall be required to own or lease, operate and maintain at least one (1) sweeper and (1) hot water pressure washer for use in cleaning garages and surface lots. The sweeper must be equivalent to the gasoline powered version of the Tennant Model #S30 Ride-On Sweeper or approved equal. The hot water pressure washer must be equivalent to the gasoline powered version of the Hotsy Pressure Washer 1200 Series 4000PSI or approved equal. The sweeper/hot water pressure washer shall be maintained at the contractor’s cost.

This is not a pass-through expense. Equipment must be operable for a minimum of 50 weeks of the year. The requirement is for monthly sweeping/pressure washing at all garages and surface lots listed in Exhibit C. Any additional equipment downtime will result in a deduction from the monthly management fee of 25% per month. The sweeper/ hot water pressure washer must be replaced after 2,500 service hours at contractor's expense. For the purpose of this contract, no pre-owned or used sweeper/hot water pressure washer can be used.

Virginia Health Sciences will provide locked storage spaces, but it shall not be responsible for losses, which may be incurred due to theft and/or vandalism.

All equipment shall be maintained properly and kept in clean condition. Contractor will supply an equipment cleaning & preventative maintenance plan. Contractor will supply an equipment phase replacement plan. A listing of all chemicals and equipment which will be used by the successful contractor must be submitted for approval prior to initial service under the contract. Changes may be made only after being duly authorized by Virginia Health Sciences.

All chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Material Safety Data Sheets will be maintained on each job site for all chemicals used in the cleaning processes.

The contractor must furnish all needed safety equipment, personal protective equipment and protective devices necessary for the safety of all contractor employees, building occupants and property of Virginia Health Sciences.

The contractor will provide automatic wall-mounted air fresheners, batteries and aerosol spray in public restrooms and where requested.

The contractor will provide a vehicle or vehicles sufficient for the transportation of equipment & supplies to the various buildings. The contractor will be responsible for maintaining, fueling and keeping in good repair & cleanliness.

M. Emergencies:

All emergency conditions shall be promptly reported to the authorized representative of Virginia Health Sciences. An hourly cost for emergency services occurring after regular work hours should be included in your pricing.

N. Contract Manager:

The contract manager shall be a key member of the Contractor’s team. This person shall be available as deemed necessary by the representative for purposes of reporting problems, requesting schedule changes, etc. This individual must be dedicated solely to Virginia Health Sciences and shall not be shared with any other entity. The Contract Manager dedicated to Virginia Health Sciences shall be the main contact person for routine daily matters:

1) Contract Manager to have bachelor’s degree or equivalent professional experience;

2) 10 yrs. experience in custodial operations, 5yrs in a supervisor role;

3) 5 yrs. experience in medical care or medical education EVS.

An Assistant Contract Manager will also be assigned to this contract:

1) Asst. Manager to have bachelor’s degree or equivalent professional experience

2) 5 yrs experience in a supervisory role.

A Manager must be available to VHS 24/7. Virginia Health Sciences reserves the right to refuse or accept services from any personnel deemed by the VHS to be unqualified, disorderly, or otherwise unable to perform assigned work.

O. Scheduling Housekeeping:

All housekeeping shall be done with a minimum of disruption to normal school functions.

P. Invoicing / Reporting:

A monthly report will be due on the last day of each month for the vendor to address at a minimum the following information. This report will be sent to the University Contract Administrator representative, and any other designated representative.

1. What did we do during this reporting period?

2. What are we going to do during the next reporting period?

3. How are we doing on costs?

4. How are we doing on frequencies and schedules?

5. How are we doing on quality?

6. Any issues with specific clients (various departments/practice managers)?

7. Any issues with service provider?

8. Any issues service provider may have with VHS leadership?

9. Daily check list report indicating completion of duties on Exhibit D.

10. Must be able to supply a report by building & date as requested. VHS approves the format.

A quarterly 3rd party inspection will be required by the last day of each quarter to evaluate vendor performance. The University Contract Administrator representative approves the format.

V. REPORTING AND DELIVERY REQUIREMENTS:

UTILIZATION OF SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES: The following reports shall be submitted as indicated:

A. Periodic Progress Reports/Invoices: The Contractor shall provide a report on involvement of small businesses and businesses owned by women and minorities on a quarterly basis to the Procurement Officer. This report will specify the actual dollars contracted to be spent to date with such businesses, actual dollars expended to date with such businesses, and the total dollars planned to be contracted with such businesses on this contract. This information shall be provided separately for small businesses, women-owned businesses and minority businesses.

B. Final Actual Involvement Report: The Contractor shall submit to the Procurement Officer, within 10 days of contract completion, a report on the actual dollars spent with small businesses and businesses owned by women and minorities during the performance of the contract. At a minimum, this report shall include for each firm contracted with and for each such business class (i.e., small, women-owned) a comparison of the total actual dollars spent on this contract with the planned involvement of the firm and business class as specified in the bid, and the actual percent of the total estimated contract value.

VI. GENERAL TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Exhibit A.

VII. SPECIAL TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Exhibit B.

VIII. EVALUATION CRITERIA AND AWARD PROCESS: During the evaluation and selection process to determine the Contractors deemed to be fully qualified and best suited for negotiations, the following criteria and associated weights shall be used:

A. Experience and References (25 points)

1. Contractors demonstrated ability to provide product and service specified at a minimum of ten (10) higher-education, institutions, medical education and/or organizations in the past five (5) years, comparable to a medical school in size, diversity, and breadth of offerings and/or industries, to also include:

a. The University and its medical operating environment;

b. Customer Relationship Management industries;

c. The Commonwealth of Virginia, Higher Education, or Medical School clients.

2. Demonstrated experience in developing, implementing, and providing on-going maintenance and janitorial support for the medical campus of VHS.

a. Including company’s history and key information related to services as it pertains to this RFP, year founded, philosophy or mission, etc.

B. Capability and Skill (20 points)

1. Summary overview of current market presence;

2. Summary overview of resources available to provide and support solution to include program development, enhancement, maintenance and support;

3. Identify roles and responsibilities of key personnel, provide resumes of proposed team members to include qualifications and work history.

a. To include organizational chart illustrating the team structure and interrelationships, and provide an executive summary describing the roles and responsibilities of the team members;

C. Approach and Methodology (25 points)

1. Description how the proposed team will communicate with the University during various phases;

2. Describe implementation approach, timeline, and training;

3. Describe the various ‘technologies’ that may be employed and/or required during the engagement;

4. Describe strategies that will allow for:

a. Successful engagement from project ‘kick off’ through final implementation and including a 30-60-90-day transition plan from award to commencement of work;

b. Ongoing plans for continued maintenance and support, etc.;

c. Continued program development and enhancement to increase the solutions’ efficiencies and functionalities;

d. Future scalability of solution.

5. Describe the specific plans for providing the proposed goods/services to include:

a. Explain quality and infection control procedures;

b. Explain how contractor will be accountable for service problems and failures;

c. Explain emergency cleaning procedures;

d. Include training plans and procedures that will be implemented at VHS;

e. List grades, qualities, and brand name of chemicals that would be used at VHS.

Provide evidence of a green cleaning program and your plan to implement this plan at VHS.

f. Explain security plans and procedures including your company’s background check procedure on all personnel.

g. Provide description of uniforms to be worn by contract personnel.

D. Responsiveness (10 points) The degree to which the Contractor has responded to the Statement of Needs, (section IV) i.e.

services to be provided, additional information to be provided, flexibility of the proposal to meet the University’s needs. Approach to providing services described herein.

Responsiveness to the request and quality of proposal such as method used to present data, information presented, etc.

E. Costs (15 points) The applicable scoring for “Cost” is completely objective and will be derived using a mathematical calculation.

F. Small, Women-Owned, and Minority-Owned Business Participation Plan. (5 points)

1. Contractors are encouraged to tailor their proposed SWAM Plans to meet or exceed the University’s aspirational target goals as specified herein, specifically Section

III.C.

2. Like Cost, the evaluation of proposed SWAM Plan is completely objective, and associated points will be awarded based on a mathematical calculation, as follows:

a. Those submitting firms that are currently certified by DSBSD as Small Business, Small Minority-Owned Business, and/or Small Women-Owned Business shall receive the maximum points allowed under the associated SWAM Plan evaluation criteria;

b. Those submitting firms that are not DSBSD certified but have submitted a SWAM Plan that includes proposed expenditures and/or percentages with DSBSD certified subcontractors will be awarded a percentage of the associated points allowed under the SWAM Plan evaluation criteria.

3. Those submitting firms that are not DSBSD certified and have submitted a SWAM Plan that does not include any proposed expenditures and percentages with DSBSD certified subcontractors will be awarded zero (0) points.

IX. EVALUATION, NEGOTIATION AND AWARD:

A. After the initial evaluation to determine those short-listed Contractors most fully qualified and best suited to conduct negotiations, based on the evaluation criteria and associated weights specified in above VIII.A.-F., the University shall invite those short-listed Contractors to provide Oral Presentations to engage in individual discussions and negotiations with the Selection Advisory Committee (“SAC”).

B. Repetitive discussions and negotiations are permitted. Contractors shall be encouraged to elaborate on their qualifications, performance data, staff expertise, and costs relevant to the proposed contract. Contractors may also propose alternate concepts or methodology.

C. During the presentations/negotiations phase, the selected Contractor(s) may be asked to submit in writing Revised Intermediary Pricing (RIP). At the conclusion of presentations/negotiations, the Contractor(s) may be asked to submit in writing, a Best And Final Offer (BAFO). After the BAFO is submitted and if applicable, no further negotiations shall be conducted with the selected Contractor(s). The Contractor’s proposal will be rescored to combine and include the information contained in the BAFO. The decision to award will be based on the final evaluation including the BAFO, when applicable.

D. At the conclusion of the presentations/negotiations, including when applicable any requested BAFO, using only the evaluation criteria specified in above VIII.A.-F., (not the associated weights), and adding the new criteria “Oral Presentations”, the SAC members shall then use all information gathered from the proposal, discussions, presentations, negotiations and any additional information provided by the Contractor to determine the overall “best proposal”, and make recommendation to award accordingly.

E. The SAC members shall in descending order and based on the number of short-listed contractors, ‘rank order’ the Contractors for each of the specified evaluation criteria, e.g., criteria is “Experience” and three (3) is the number of short-listed Contractors, therefore each SAC member will rank in descending order of preference each Contractor as either 3, 2, or 1 (five short-listed Contractors – 5, 4, 3, 2, 1, etc.).

F. Each SAC member shall use the same ranking methodology for each of the remaining evaluation criteria specified, including “Oral Presentations”.

G. No SAC member may rank any of the short-listed Contractors the same within the specified for criteria VIII.A-D, e.g.., criteria is “Experience” and three (3) is the number of short-listed Contractors, ranking must be 3, 2, 1, and can never be 3, 3, 3, or 3, 2, 2, or 3, 1,1, etc.

H. The SAC members shall not rank order Contractors for evaluation criteria VIII.E-F., Costs or SWAM. The associated scoring for each short-listed Contractor for these criteria shall be calculated on a one-point (1) basis as follows:

1. Costs:

a. The final total cost for each short-listed Contractor shall be used, including any requested and submitted BAFO;

b. The same calculation methodology as specified in above VIII.E. shall be used, replacing the associated ‘weight’ with a new weight equaling ‘1’ point.

2. SWAM: The same calculation methodology as specified in above VIII.F shall be used, replacing the associated ‘weight’ with a new weight equaling ‘1’ point.

I. After each SAC member has provided their individual rank order for each of the specified criteria, and the Cost and SWAM calculation has been calculated as described above, all scores for each Contractor shall be totaled, and based on same, the SAC and lead Procurement officer will make a recommendation for award to the Assistant Director for Procurement Services.

J. Should the Agency determine in writing and in its sole discretion that only one Contractor is fully qualified, or that one Contractor is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Contractor.

X. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. General Requirements:

1. In order to be considered for selection, Contractor(s) must submit a complete response to this RFP. One original and 6 copies of each proposal must be submitted to the Issuing Agency. Only the original shall contain fee and pricing information.

Each Contractor shall provide one electronic response via a flash drive. The electronic response must include the original proposal with fee and pricing information, and a copy without fee and pricing information. No other distribution of the proposal shall be made by the Contractor.

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

3. Proposals shall be signed by an authorized representative of the Contractor. All information requested should be submitted. Failure to submit all information requested may result in the University 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 University.

Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

4. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Request for Proposal. Any proposal received after the specified date and time shall not be considered and shall be returned unopened to the Contractor.

5. All information requested by this RFP on the ownership, utilization and planned involvement of small businesses, women owned businesses and minority-owned businesses must be submitted. If a Contractor fails to submit all information requested the Issuing agency may require prompt submission of missing information after the receipt of Contractor proposals.

6. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposals 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 sub letter 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 sub letter 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 Contractor 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 lower scoring and/or elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

B. Submission of Proposals: Contractors are required to submit the following items as a complete proposal:

1. The return of the RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required;

2. Complete Pricing Pages, Contractor Data Sheet, Past SWAM Plan(s), Proposed SWAM Plan, and Substitute W-9 Form, included as attachments to the RFP, and other specific items or data requested in the RFP;

3. Written narrative statements to include how the Contractor plans to successfully meet the objectives and requirements defined herein, specifically those stated in Section IV. “Statement of Needs”;

4. Written narrative statements providing information as required in support of the…