SCOPE OF WORK PCHD.pdf

PURPOSE: To establish through competitive bidding a term contract with renewals for the provision of Janitorial

Services for the Virginia Department of Health, Lord Fairfax Health District office in Page County.

LOCATION:

75 Court Ln, Luray VA 22835

PRE-BID SITE VISIT: March 22, 2024 @ 1:00pm

SCOPE OF WORK AND SPECIAL TERMS AND CONDITIONS

JANITORIAL SERVICES FOR HEALTH DEPARTMENT

TASK DESCRIPTION SERVICE

DAYS

Entrances

Detail Dust - High and Low Areas

Spot Clean All Walls, Light Switches and Doors

Dust Mop Hard Surface Floors

Damp Mop Hard Surface Floors- Use Appropriate Cleaner

Clean Both Sides of Door Glass and Wipe Frames

Spot Clean Entrance Glass

Vacuum Walk-Off Mat

Monthly

2 days/wk.

5 days/wk.

5 days/wk.

1 day/wk.

5 days/wk.

Lobbies

Dust All Horizontal Surfaces Within Normal Reach

Detail Dust - High and Low Areas

Spot Clean All Walls, Light Switches and Doors

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner

Vacuum Or Brush Upholstered Furniture

Clean And Sanitize Telephones

Arrange Furniture

Empty And Remove Trash, Replace Liner If Needed

Dust Mop Hard Surface Floors

Spot Mop Stains and Spills Using Appropriate Cleaner

Damp Mop Hard Surface Floors- Use Appropriate Cleaner

Vacuum Walk-Off Mats

Conference Rooms

4 days/wk.

2 days/wk.

1 day/wk.

Monthly

1 day/wk.

5 days/wk.

5 days/wk.

5 days/wk.

Detail Dust - High and Low Areas

Spot Clean All Walls, Light Switches and Doors

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner

Vacuum Or Brush Upholstered Furniture

Clean And Sanitize Telephones

Arrange Furniture

Empty And Remove Trash, Replace Liner If Needed

Spot Vacuum All Carpet

Spot Clean Carpet, i.e. Spills

Detail Vacuum All Carpet

Detail Vacuum - Corners and Edges

4 days/wk.

2 days/wk.

1 day/wk.

Monthly

1 day/wk.

5 days/wk.

5 days/wk.

5 days/wk.

1 day/wk.

1 day/wk.

Hallways

Spot Clean All Walls, Light Switches and Doors

Spot Vacuum All Carpet

Spot Clean Carpet, i.e. Spills

Detail Vacuum All Carpet

Clean And Polish Drinking Fountains

2 days/wk.

5 days/wk.

1 day/wk.

1 day/wk.

Offices

Detail Dust - High and Low Areas

Spot Clean All Walls, Light Switches and Doors

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner

Vacuum Or Brush Upholstered Furniture

Clean And Sanitize Telephones

Empty And Remove Trash, Replace Liner If Needed

Spot Vacuum All Carpet

Spot Clean Carpet, i.e. Spills

Detail Vacuum All Carpet

Restrooms

Empty Trash, Refill Supply Dispensers, Clean and Disinfect Restroom Fixtures, Clean Mirrors, Counters, Partitions and Chrome, Sweep and Mop Floor Using Appropriate Cleaner

Lunchrooms

Spot Clean Vending Machines, Walls and Light Switches

Arrange Furniture

Dust Mop Hard Surface Floors

Damp Mop Hard Surface Floors- Use Appropriate Cleaner

Damp Wipe All Lunchroom Tables

Damp Wipe Eating Area Chairs

Damp Wipe Countertops Using Appropriate Cleaner

Clean Sinks Using Appropriate Cleaner

Clean Coffee Machine/Station

Vacuum Walk-Off Mats

Damp Clean Interior and Exterior of Microwave

Empty And Remove Trash

Clean Refrigerator, Empty Contents If Requested

Clean Coffee Machine/Station

Vacuum Walk-Off Mats

Damp Clean Interior and Exterior of Microwave

Empty And Remove Trash

Utility Rooms

Spot Clean All Walls, Light Switches and Doors

Sweep Hard Surface Floors

Spot Mop Stains and Spills Using Appropriate Cleaner

2 days/wk.

1 day/wk.

Monthly

1 day/wk.

5 days/wk.

5 days/wk.

1 day/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

5 days/wk.

Monthly

5 days/wk.

Other Requirements

Strip and wax floors semi-annual

All cleaning services shall NOT commence until AFTER 5:00 PM on the specified days agreed upon by both parties. Contractor/Contractor’s personnel shall NOT be on the premises after 7:30 AM.

GENERAL REQUIREMENTS:

CONTRACTOR’S PERSONNEL:

a. MANAGER:

(1) The Contractor shall assign a full-time manager who shall report semi-annually to Leigh Ann Sweeney, Business Manager, at 540 771 3569 for communications and coordination of housekeeping functions and quality control. The manager shall inspect all the areas of the building under contract each month, for the purpose of ensuring quality workmanship and compliance with the contract.

b. STAFF:

The following restrictions apply to the Contractor and any of the Contractor’s personnel when they are on the premises:

1. They shall not open any file cabinets, desk drawers, storage cabinets, etc., other than the specific areas where the cleaning equipment and supplies are stored.

2. They shall not use agency telephones unless there is a verifiable emergency: no long-distance calls shall be made using agency telephones.

3. They shall not be, or appear to be, under the influence of alcohol or any illegal substance(s) while on the premises.

4. They shall not use or tamper with office machines, equipment and agency employees’ personal property at any time.

5. They shall not consume food or beverage(s) in any area of the building other than the area which is specifically designated for that purpose.

MANDATORY PRE-BID SITE VISIT: Vendors interested in submitting a bid for this solicitation are

REQUIRED to make a mandatory site visit to the location where the services are to be performed. This will be on March 22, 2024 @ 1:00pm. Vendors must contact Leigh Ann Sweeney at 540 771-3569 or

Leighann.sweeney@vdh.virginia.gov, to confirm their attendance (see SPECIAL TERMS AND

CONDITIONS, item F.).

SPECIAL TERMS AND CONDITIONS

A. AWARD: The purchasing office will make the award on a Grand Total basis to the lowest responsive and responsible bidder. Due consideration will be given to price, previous experience and the ability of the bidder to render required services. The purchasing office reserves the right to conduct any tests it may deem advisable and to make all evaluations. The mailto:Leighann.sweeney@vdh.virginia.gov purchasing office also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

B. ASBESTOS: Whenever and wherever during the course of performing any work under this contract, the contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the building owner and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the contractor but without additional compensation due to the time extension.

C. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

D. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

E. INSPECTION OF JOB SITE: My submission of a bid response to this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

F. MANDATORY PRE-BID SITE VISIT: A mandatory pre-bid site visit is required. Vendors must complete the site visit prior to submitting a bid. The purpose of this site visit is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance for the site visit will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at the pre-bid site visit. Attendance for the site visit will be evidenced by the representative’s signature on the attendance roster. Bring a copy of the solicitation with you for reference.

G. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for four

(4) successive one-year periods under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of the Commonwealth’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

1. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the

Services category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

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

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

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

J. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in one (1) annual purchase order with the eVA transaction fee specified below assessed for each order.

a. For orders issued prior to August 16, 2006, the Vendor Transaction Fee is 1%, capped at a maximum of $500 per order.

b. For orders issued August 16, 2006, thru June 30, 2011, the Vendor Transaction Fee is:

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

(ii) Businesses that are not DMBE-certified Small Businesses: 1%, Capped at $1,500 per order.

c. For orders issued July 1, 2011, thru June 30, 2013, the Vendor Transaction Fee is:

(i) DMBE-certified Small Businesses: 0.75%, Capped at $500 per order.

(ii) Businesses that are not DMBE-certified Small Businesses: 0.75%, Capped at $1,500 per

d. For orders issued July 1, 2013, and after, the Vendor Transaction Fee is:

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

(ii) Businesses that are not DMBE-certified Small Businesses: 1%, Capped at $1,500 per

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia

Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes.

The eVA Internet electronic procurement solution, website portal www.eva.virginia.gov , streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following:

If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA

Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov . Contractors should email Catalog or Index Page information to eVA-catalogmanager@dgs.virginia.gov .

http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ mailto:eVA-catalogmanager@dgs.virginia.gov mailto:eVA-catalogmanager@dgs.virginia.gov

K. BID PRICES: Bid shall be in the form of a firm fixed price for each type of FREQUENCY described in the SCOPE OF WORK during the contract period.

L. SPECIAL OR EMERGENCY CLEANING: When directed by the VDH Contract Administrator, by written or verbal order, to clean any area required for a special occasion, or made necessary by an emergency or mishap, the Contractor shall furnish all labor and supervision, as required, to fulfill the order. The Contractor will be paid for these special or emergency-cleaning situations based on the hourly rate stated in the Contractor’s bid response to the solicitation. NOTE: The number of hours shown in the solicitation for this type of cleaning is an estimate only; the hourly rate shall apply regardless of the actual number of hours required to complete the special or emergency cleaning.

M. INCLEMENT WEATHER: The Contractor shall make every reasonable effort to provide janitorial services when snow or other hazardous driving conditions exist. If driving conditions do not permit employees to report to work, the services may be provided on the next business day.

However, in the event janitorial services cannot be provided at all during the week, the Contractor shall deduct a pro-rated amount from the monthly invoice for each day or week the service is not provided. The following method shall be used: if the Contractor does not perform any weekly services for one week during the month, then the pro-rated cost would be the monthly cost divided by the number of weeks during the month.

N. CERTAIN TERMS ARE NOT APPLICABLE: The following Terms contained in the eVA

STANDARD TERMS AND CONDITIONS of this solicitation do not apply TAXES, USE OF

BRAND NAMES, TRANSPORTATION AND PACKAGING, INSURANCE-Professional

Liability/Errors and Omissions coverages.

O. CERTIFICATE OF INSURANCE: Any vendor that is awarded any contract resulting from this solicitation shall furnish a current/valid Certificate of Insurance to the VDH Division of Shellfish

Sanitation within five (5) business days of the date of the Contract Award.

P. HOLIDAYS: When the Health Department offices are closed for holidays, the Contractor shall coordinate the services with the Contract Administrator so that there is minimum disruption in the provision of janitorial services.

Q. DEFICIENCIES IN PERFORMANCE: If the Contract Administrator sees that a Task (or Tasks) is/are not being performed, or if the Task/Tasks is/are not being performed satisfactorily, a written notice will be left for the Contractor the next business day requesting that the negligence/oversight be corrected immediately. If the situation continues without improvement, a formal letter shall be submitted to the Contractor explaining the consequences of further inaction/negligence and describing the Agency’s available remedies.

METHOD OF PAYMENT: The contractor will be paid based on monthly invoices submitted.

to the following address:

Virginia Department of Health

10 Baker Street

Winchester, VA 22601

The invoices must be submitted by the 1st of the month following the month in which services were rendered. All invoices shall reference the Contract Number, and shall be itemized to show dates, hours, and types of services rendered.

PRICING/INVOICING SCHEDULE/WORKSHEET (may be attached to bid)

BASIC JANITORIAL SERVICES

Monthly rate, which includes all services identified as Weekly or “As Needed”, Each Service Visit, Three Times Weekly, and Monthly in Scope of Work (Invoiced Monthly, when services are performed)

$ _______________ per Month x 12 = $_________________ per year

Quarterly rate, which includes all services identified as Quarterly in Scope of Work (Invoiced every quarter, when services are performed)

$ __________________ per Quarter x 4 = $ _________________ per year

Semi-Annual Rate, which includes all services identified as Semi-Annual in Scope of Work

(Invoiced two [2] times, when services are performed)

$ _________________ x 2 = $____________________ per year

Annual Rate, which includes all services identified as Annual in Scope of Work (Invoiced one [1] time, when services are performed)

$ _________________ per year

SPECIAL OR EMERGENCY SERVICES

Special or Emergency Cleaning (Invoiced when performed)

$ _________ per Hour x (Estimated Quantity) 20 hrs. = $_______________

Note: Actual number of hours may be more or less; hourly rate shall be a fixed rate regardless of number of hours required to perform Special or Emergency Services.

GRAND TOTAL ANNUAL JANITORIAL COST $___________________

(based on estimated number of 20 hours for Special or Emergency Services)