URFP_DOC-26-072 _ P&PD 42 (Franklin).pdf

URFP DOC-26-072 Janitorial Services Probation & Parole District 42 - Franklin

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CORRECTIONS

PROCUREMENT AND RISK MANAGEMENT

6900 ATMORE DRIVE

RICHMOND, VIRGINIA 23225

UNSEALED REQUEST FOR PROPOSALS

Solicitation Number: DOC-26-072

Issue Date: March 24, 2026

Title: Janitorial Services Probation & Parole District# 42 - Franklin

Commodity Code: 91039 Janitorial/Custodial Services

95863 Janitorial Management Services 91003 Building Cleaning, Exterior 91009 Carpet Cleaning, Dyeing, Installation and Repair

96221 Cleaning Services, Steam and Pressure

Issuing Agency: Commonwealth of Virginia Department of Corrections Procurement and Risk Management 6900 Atmore Drive Richmond, Virginia 23225

Using Agency: Department of Corrections

The purpose of this Unsealed Request for Proposal (URFP) is to solicit unsealed proposals to establish a contract through competitive negotiation for the purchase of janitorial services at Probation and Parole District 42 (Franklin), hereinafter referred to as the Purchasing Agency”, “Agency”, or “DOC”, which is located at:

161 Stewart Drive Franklin, Virginia 23851

The initial term of the contract will be for one (1) year; however, the contract may be renewed (providing satisfactory contract performance) in accordance with RFP Section X, Paragraph F.

Proposals will be received until April 8, 2026, at 10:00 a.m. EST for furnishing the services described herein.

All proposals received after the appointed date and hour for receipt, will not be considered for an award. The time of receipt shall be determined by the time received in the Issuing Agency's Purchasing Office. Offerors have the sole responsibility for assuring that proposals are received in the Purchasing Office by the designated date and time.

Proposals and required attachments must be submitted electronically in eVA, the Commonwealth’s e-procurement solution.

Faxed, mailed, emailed, express mail, or oral proposals will not be accepted.

Requested supporting documentation that is not submitted electronically, or not attached to your proposal response in eVA, must be received by the appointed date and hour for receipt.

All inquiries for information should be directed to Chastity Johnson, Buyer Specialist, at (804) 887-8136 or Chastity.Johnson@vadoc.virginia.gov.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

TABLE OF CONTENTS

I. PURPOSE PAGE 4

II. STATEMENT OF NEEDS PAGE 4

III. REPORTING AND DELIVERY INSTRUCTIONS PAGE 16

IV. CONTRACTOR QUALIFICATIONS PAGE 16

V. OPTIONAL SITE VISIT PAGES 16 - 17

VI. EVALUATION AND AWARD CRITERIA PAGES 17 - 18

VII. PRICING SCHEDULE PAGE 18

VIII. PREPARATION AND SUBMISSION INSTRUCTIONS PAGES 18 - 21

IX. GENERAL TERMS AND CONDITIONS PAGES 21 - 28

X. SPECIAL TERMS AND CONDITIONS PAGES 28 - 33

XI. ATTACHMENTS PAGES 33 - 48

I. PURPOSE: The purpose of this Unsealed Request for Proposal (URFP) is to solicit unsealed proposals to establish a contract through competitive negotiation for the purchase of janitorial services at Probation and Parole District 42 - Franklin hereinafter referred to as the Purchasing Agency”, “Agency”, or “DOC”, which is located at 161 Stewart Drive Franklin, Virginia 23851

Vendors must write a proposal that meets the requirements of Section VIII and all other applicable sections of this

RFP.

Unsealed Best Value Acquisition procurement procedures are being used. See Section VI for the method of evaluation and award.

Note: This is not a “Low Bid” method of award.

II. STATEMENT OF NEEDS: The Department of Corrections (DOC) requires an experienced and reputable company with a high degree of attention to detail and established quality assurance processes and procedures, to provide comprehensive janitorial services at Probation and Parole District 42 – Franklin. Janitorial services are inclusive of any area within the district building(s) and property.

Janitorial services shall be provided three (3) days per week – Mondays, Wednesdays, and Fridays to be scheduled during normal business hours of 8:15 a.m. to 5:00 p.m.

The office space consists of approximately 3,500 square feet including: four (4) bathrooms, one (1) janitorial closet, one (1) drug lab/urine screen testing room, ten (10) offices, one (1) conference room, one (1) lobby, one (1) multipurpose/storage room, and one (1) makeshift cubby office.

The contract period will be for one (1) year from the date of contract execution, and renewable in accordance with Section X, Paragraph F.

A. GENERAL REQUIREMENTS:

1. The Contractor shall provide all cleaning supplies, trash can liners, toilet paper, hand towels, soap, disinfectant, brooms, mops, vacuum cleaners, cleaning cloths, carpet cleaning machine, floor buffer, other equipment and/or supplies, and all labor and supervision required to provide the services as detailed in the Statement of Needs.

2. Daily Log - The Contractor should perform the task for each area or item in the frequencies specified herein. A listing of standards, level of service and frequencies is included under Section II., Paragraph B.

Specific Requirements, C. Performance Standards and D. Level of Service. The Contractor should maintain a written, detailed, organized, and legible log of tasks performed, inclusive of start and end times and signature, each day at the district(s). A copy of the log should be accessible by the DOC Purchasing Agency’s Contract Administrator or their designee.

3. Monthly Meeting (as needed) - The Contractor or their designee should be available, upon request by

DOC, to review the requirements of the contract and/or quality control issues. If in DOC’s sole discretion quality control or other issues are not being adequately addressed, the Contractor or their designee shall meet weekly, on-site, at the district with the Purchasing Agency’s Contract Administrator, until quality control issue(s) have been addressed to DOC’s satisfaction.

4. Quality Control - Inspection and Reporting

a. The Contractor is responsible for quality control and evaluation of the district’s property in a self-policing manner. The Contractor’s owner or Manager should periodically inspect the entire district office not less than once monthly, to ensure quality workmanship and compliance with the contract.

This inspection must be conducted with the Purchasing Agency’s Contract Administrator or their designee in attendance. The Contractor shall be responsible for scheduling this inspection in advance with the Purchasing Agency’s Contract Administrator. This procedure will provide both the DOC Purchasing Agency’s Contract Administrator and the Contractor with the opportunity to note discrepancies and complaints, plan for correction of deficiencies in the work, and establish a mutually beneficial working relationship. The assigned personnel cleaning the building(s) daily shall not attend the monthly meetings.

b. Using an inspection report of the Contractor's design, the Contractor's detailed, written, monthly inspection report should include at a minimum the tasks listed in the Statement of Needs with a comment area for each task, date and time of inspection and signature of the inspector. The monthly inspection report shall be given to the Purchasing Agency’s Contract Administrator on the date of inspection.

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

d. The Contractor should take immediate corrective action (within 5 calendar days) on any discrepancies noted and reported to the Contractor by the Purchasing Agency’s Contract Administrator. Such corrective action shall be at no additional cost to DOC. Contract discrepancies impacting safety shall be corrected by the Contractor within one (1) hour of notification by the Purchasing Agency’s Contract Administrator or their designee.

5. Phone Calls - The Contractor should return any call within twenty-four (24) hours of notification from the

Purchasing Agency’s Contract Administrator.

6. Conduct of Personnel

a. The Contractor shall be responsible for controlling employee conduct, for assuring that its employees are not boisterous or rude, and assuring that they are not engaging in any destructive or criminal activity. The Contractor is also responsible for assuring that its employees do not disturb papers on desks, open desk drawers, cabinets, briefcases, or use state phones, except as authorized. The Contractor and its employees shall conduct themselves in a professional manner and not read newspapers, books, or similar items while at the job site. In addition, the Contractor’s personnel shall not fraternize with Purchasing Agency’s employees while at the job site.

b. The Purchasing Agency reserves the right to request the removal of any of the Contractor's employees from the building at any time. Such requests will be made to the Contractor’s supervisory personnel.

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

d. Do not park any vehicles in disabled parking spaces unless vehicle properly displays a disabled placard or license plate.

e. Do not park any vehicles in designated or numbered parking spaced.

f. Any and/or all containers that enter or exit the building(s) are subject to search by the Purchasing

Agency’s Security Personnel.

g. The Contractor shall keep a detailed timecard for personnel, to be submitted to the Purchasing Agency with the monthly invoice.

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

These include but are not limited to:

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

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

iii. Using any DOC telephone without the express permission of the Purchasing Agency’s representative and/or making long-distance calls at the Commonwealth’s expense.

iv. Sitting on any furniture in the secure office areas. Contractor’s employees may sit in communal and public areas.

v. Access to secure offices is strictly prohibited unless explicitly authorized or instructed.

vi. Using any equipment or materials unless approved by the Contract Administrator or designee.

vii. Unauthorized removal or misappropriation of the Purchasing Agency property or personal belongings of the Purchasing Agency personnel.

viii. Opening any drawers, cabinets, files, etc., or reading or removing any letters, documents, etc.

ix. Engaging in any loud, boisterous, or un-workmanlike conduct.

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

7. Contractor's Work Plan - Within five (5) business days after award of the contract, the Contractor shall submit to both the Purchasing Agency’s Contract Administrator and the contracting officer a complete plan of the Contractor’s operations to include the following:

a. Name, address, and telephone number of personnel assigned to the district(s). Include any alternate(s).

Contractor must receive prior written approval from the Purchasing Agency’s Contract Administrator or designee prior to allowing any other person(s) access to the building.

b. Name, address, and telephone number of the individual for supervision of the assigned personnel and responsible for the performance standards.

c. Name, address, and telephone number of the individual who will be meeting with the Purchasing Agency’s Contract Administrator, if requested, on a weekly basis. This individual will receive notice from the Purchasing Agency’s Contract Administrator on major discrepancies and is responsible for taking immediate corrective action.

d. Detailed schedule of cleaning (semiannual and annual) functions including dates for other than daily functions, which will be performed during the period of the contract.

8. Security, Background Investigations and CJIS Security and Privacy Training - The Contractor shall comply with the Department of Corrections and P&P District 42 – Franklin requirements for security and operational constraints. It is essential that the Contractor take all measures necessary to comply with security-related requirements; violation of any security-related requirement(s) will be grounds for immediate termination of the contract for default.

9. Building Security (Access Keys/Fobs and Securing) - The Contractor may be provided two (2) sets of keys and/or electronic key fob(s) to the building(s) and the security code for the alarm system. The Contractor shall immediately notify the Purchasing Agency’s Contract Administrator or designee when there is a discovery that building security has been breached.

a. Should the Contractor change personnel assigned to service the building more than three (3) times during the annual contract period, the Contractor should reimburse DOC for the expenses to change the locks and program key fob(s) to the building(s). This cost should not exceed $350.00 per change.

b. The Contractor’s personnel must be vigilant about properly deactivating/activating the alarm system when they enter/leave the building(s). The Contractor’s personnel must be fully trained by the Contractor on the operation of the alarm system to avoid setting off false alarms. The Contractor should reimburse DOC for the actual cost of false alarm fees charged by local police departments and the security service provider.

c. The Contractor shall immediately notify the Contract Administrator when personnel are terminated for any reason (voluntary or involuntary) so that DOC can de-activate the building access code(s).

d. The Contractor shall properly secure the building as outlined below and comply with all security instructions from the Contract Administrator.

i. This includes, but is not limited to, securing all internal and external doors, vestibules, secure work areas, windows, vents, or similar areas.

ii. All exterior doors must always remain locked while the Contractor is onsite. If the Contractor needs to exit the building for any reason, such as to go to the dumpster, the building must be locked upon exit, then unlocked for reentry, and re-locked after re-entry.

iii. The Contractor should fully train all personnel on the proper building entrance and exit procedures, including operation of the security alarm and doors.

10. Contractor’s Authorized Personnel - Upon award of contract, the Contractor shall certify that all personnel assigned to work at DOC have obtained a criminal history background check and that no incidents of a felony or larceny crime exist by completing, signing and submitting Authority for Release of Information (Attachment C) and indicating information including but not limited to the assigned personnel name, birth date, address and telephone number.

• Authority for Release of Information (Attachment C) shall be submitted to the Procurement

Officer and the Purchasing Agency’s Contract Administrator (or their designee), prior to the start of work on the Contract.

• Authority for Release of Information (Attachment C) shall be kept up to date by the Contractor and promptly re-submitted to the Purchasing Agency’s Contract Administrator (or their designee) whenever there is a change in personnel. It is the Contractor’s responsibility to immediately notify DOC of any/all personnel changes.

• The Contractor shall not allow anyone in the building(s) who has not been previously approved by DOC, by the submission of an updated Authority for Release of Information (Attachment C).

DOC uses a security camera system to verify that no unauthorized persons are entering the building(s). Should the Contractor violate this requirement, it will be grounds for immediate termination of the Contract for default.

11. Security, Background Investigations, and Privacy Training - The Contractor shall comply with the

Department of Corrections and P&P District 42 – Franklin requirements for security and operational constraints prior to commencing any work on the Contract and throughout the duration of the Contract. It is essential that the Contractor take all measures necessary to comply with security-related requirements.

Violation of any security-related requirement(s) will be grounds for immediate termination of the Contract for default.

12. Staffing - Level, Wages, Proximity, and Personnel Apparel

a. The Contractor shall provide a sufficient number of personnel to perform the services. Absences of contractor’s personnel shall not relieve the Contractor from their obligation to meet the contract requirements. When absences occur, the Contractor, if necessary, shall assign personnel to work overtime to compensate for the workforce shortfall to complete the work. In such cases, the Contractor shall be responsible for absorbing the additional cost of the overtime.

b. Personnel levels will be agreed upon by both parties during a contract kick-off meeting. Any change to the agreed upon personnel levels, shall be subject to approval by the Purchasing Agency’s Contract Administrator, prior to taking effect.

c. The Contractor shall provide sufficient wages to minimize turnover and attract qualified personnel.

The wage for janitors/custodians shall be maintained no lower than the minimum wage. If the minimum wage is raised, then the Contractor will be permitted an adjustment to the contract to compensate for these increased costs.

d. Contractor’s personnel shall be capable of communicating and comprehending the English language

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

e. The Contractor shall assign janitorial personnel who are in close geographic proximity (sixty [60]-mile radius or less) to the Probation and Parole District 42 – Franklin to effectively service the districts.

f. The Contractor agrees that all personnel should wear proper, safe, and neat-looking clothing, with smock (optional), and footwear furnished by the contractor and/or their personnel while working on the DOC premises.

13. Contractor Furnished Equipment and Supplies - The Contractor should not use any product, supplies, or equipment that are injurious or damaging to the surface to which they are applied or exposed. The Contractor shall be responsible for restoring/replacing any equipment/facilities, furniture, floor covering, etc. so damaged.

a. Equipment - The Contractor should be responsible for furnishing all equipment to perform the work described in this contract. The equipment must be maintained in good operating condition and in sufficient quantities to adequately perform all services and be available to Contractor's personnel, at all times. All cleaning chemicals must meet or exceed all EPA (Environmental Protection Agency), OSHA (Occupational Safety and Health Administration), and all Federal and State requirements.

b. Supplies - All supplies furnished by the Contractor should be made available for inspection and approved for use by the Purchasing Agency’s Contract Administrator. Sufficient supplies to prevent out-of-stock occurrences should be maintained on the job site(s), at all times and made available to the Contractor's personnel for use in performance of required services.

Excluding any supplies provided by the Purchasing Agency, the Contractor shall provide all materials and supplies, including but not limited to the following:

• Treated Dust Mops

• Mop and Mop Heads

• Brooms, Dustpans

• Cleaning Cloths

• Carpet Cleaner

• Small Refuse Can Liners/Bags

• Feminine Protection Refuse Bags

• Shredder Bags

• Germicidal Cleaner (green products)

• Window Cleaner (green products, if available)

• Floor Care Products (green products, if available)

• All Other Chemicals (green products, if available)

• All Other Paper Products

The Contractor shall supply all labor, equipment, and materials for the Monthly, Semi-Annual, Annual, and any Additional Janitorial cleanings.

14. Lighting and Doors - Only those lights which are necessary for performing the services in the area where the Contractor's personnel are working shall be turned on. All lights shall be turned off upon completion of the services in each area. All doors shall be closed upon completion of the services in each area.

B. SPECIFIC REQUIREMENTS:

1. Cleaning Schedule

Janitorial services shall be provided three (3) times per week - Mondays, Wednesdays, and Fridays - and should be scheduled during normal business hours of 8:15 a.m. to 5:00 p.m.

If the Contractor cannot make the regularly scheduled days, the Contractor shall contact the Purchasing Agency’s Contract Administrator or designee to advise of the change of schedule.

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

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

4. State Holidays - Janitorial services will not be required on Commonwealth of Virginia State holidays, and any other days deemed a State holiday by the Governor. Refer to the Department of Human Resource Management calendar located at - http://www.dhrm.virginia.gov/payandholidaycalendar.

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

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

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

The Contractor should review the area(s) designated for storage during the Optional site visit. Storage areas shall be kept clean, well-organized, free of standing water, and in compliance with fire regulations.

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

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

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

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

e. Safety Data Sheets (SDSs) for all products to be used under this Contract shall be supplied and maintained in janitorial storage.

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

C. PERFORMANCE STANDARDS:

1. All services shall be performed with the utmost regard for safety, as well as the protection of property.

2. All work shall be performed in an efficient, workmanlike manner and shall meet the highest standards for the type of service being performed.

3. The Purchasing Agency building(s) shall be maintained in a manner that ensures a clean appearance. For the purposes of this contract “clean” is defined as follows: The absence of litter, bugs, cloudy film, cobwebs, coffee grounds, debris, dirt, dust, discarded materials, encrustation, fingerprints, graffiti, grease, grime, gum, ink, litter, marks, mold, odors, oil, pieces of paper, rust, scale, scum, smudges, spillage, spots, stains, watermarks, tape, tar, trash, residue, or any other extraneous matter on all surfaces or objects in order to present a lustrous appearance, as applicable, and an overall appearance of cleanliness.

4. Throughout the entire duration of the contract, the Contractor’s management and supervisory staff should continually devote enough of their time and attention to this contract in order to self-manage, self-police, self-inspect and self-report their contract performance.

For purposes of this contract, the following is the definition of being “self-managed”: DOC requires that the Contractor take initiative and be proactive about managing their own performance and ensuring their own compliance with the contract requirements. The Contractor should not have to be reminded or prompted by the Purchasing Agency to perform any of the contract requirements. The Purchasing Agency expects the Contractor’s management and supervisory staff, as well as the janitorial personnel, to:

a. be completely familiar with the contract tasks and frequencies (what needs to be done),

b. be completely familiar with the contract task frequencies (when it needs to be done),

c. properly perform all the contract tasks when they are due.

5. Throughout the duration of the contract, the Contractor must demonstrate an ongoing commitment to thoroughness and performance excellence in all aspects of their contract performance. To accomplish this, the Contractor’s management and supervisory staff should continuously:

a. implement and execute well-developed, established management controls, quality control procedures and techniques,

b. practice effective time management,

c. initiate and promote ongoing communication with DOC,

d. pre-schedule in-person meetings with the Purchasing Agency’s Contract Administrator to inspect the facility at a time convenient to the Purchasing Agency’s Contract Administrator,

e. plan periodic services: semiannual and annual with the Contract Administrator in advance and in accordance with the agreed upon schedule,

f. prepare and submit comprehensive, correct, and complete logs, reports and other required,

g. demonstrate a high level of attention to detail in performance of all contract requirements.

D. LEVEL OF SERVICE:

The Contractor should provide a level of cleaning that is at least equal to standards defined by the Building Service Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism.

Cleaning Schedule, Cleaning Standards and Frequency Cleaning Standards Chart:

1. Daily Cleaning Standards { three (3) days per week - Mondays, Wednesdays, and Fridays and should be scheduled during normal business hours of 8:15 a.m. to 5:00 p.m. }:

a. Surfaces - Dust should be removed and not scattered around room(s). No feather dusting should be used. Surfaces should be free from dust, cobwebs, stains, streaks, debris, or dirt after cleaning, disinfecting and/or polishing. Polish all horizontal surfaces to include desks, tables, bookcases, TV stands, mailroom tables, shelves, and the conference tables (where possible, avoiding moving any papers). Wipe tops of file cabinets with damp cloth.

b. Glass - All glass should be dusted, cleaned, and sanitized free of smudges, streaks, and fingerprints.

Shine glass using glass cleaner and a clean dry cloth.

c. Mirrors - All mirrors should be dusted, cleaned, and sanitized free of smudges, streaks, and fingerprints. Polish and shine mirrors using glass cleaner and a clean dry cloth.

d. Floors - All floors should show no dust, scuffmarks, stains, streaks, debris or dirt after cleaning and disinfecting. No dirt, debris or dust should be left behind and under furniture, pipes, benches, chairs, worktables, doors, corners, baseboards, or any other object that is not installed or securely fastened in place.

i. Carpet and Carpet Runners - All carpeting, rugs and carpet runners should be free from dirt, stains, and debris after cleaning. Spot clean carpet and rugs using stain-removers, as needed. All carpeted floors and bases should be vacuumed, moving all light furniture such as chairs. All furniture should be replaced to its original position. Vacuum under all desks and large furniture where possible. For purposes of this Contract, the top side of the runners with carpet affixed should be interpreted to be carpet with respect to carpet requirements. Additionally, those requirements pertaining to carpet runners apply. At any time, a liquid is to be applied to the floors as required by these specifications such as damp mopping, waxing, etc., all carpet runners are to be rolled up, removed before the application and the floors allowed to dry before replacing the carpet runners.

ii. Hard Surface Floors and Baseboards - Floors should be swept clean, and wet mopped using a germicide detergent for all hard surfaced flooring. The floors should then be mopped dry removing all water marks, with particular attention to baseboards, edges, corners, and behind doors. Remove all foreign matter (e.g. gum, tar, etc.) using a putty knife or scraper. Spot clean where necessary to remove stains and/or spills. Stains may be removed with a damp mop or cloth and buffed as necessary. Special attention must be paid to heavy traffic areas, public corridors, and communal and entrance areas. All floors, and baseboards should show no dust, scuffmarks, stains, streaks, debris or dirt after cleaning and disinfecting. No dirt, debris or dust should be left behind and under furniture, moldings, pipes, benches, chairs, worktables, doors, corners, or any other object that is not installed or securely fastened in place.

iii. Threshold Plates - Threshold plates should be scrubbed, cleaned, and polished paying particular attention to grooves, edges, and corners.

e. Kitchenettes [if applicable to building(s)] -

i. Surfaces, Cabinetry and Dispensers - All kitchen surfaces, countertops, cabinets, cabinet handles, dispenser handles (paper towel and soap dispensers) shall be scoured to be free of stains, deposits, and residues after cleaning and disinfecting.

ii. Sinks - Scour the exterior and interior of the sink and the wall behind the sink with mild cleaning solution, sanitize and dry with a clean dry cloth. Polish all bright work.

iii. Refrigerators and Microwaves - Dust, clean and disinfect the exterior of all refrigerators and microwaves, handles and buttons.

f. Restroom(s) and Urine Screen Testing Area - Thoroughly clean and sanitize restroom toilets and urinals. Apply cleaning solution to exterior (handles, toilet seat, bowl, base) and interior (rim, flush-holes, bowl, under rim of bowls, passage drains), clean and disinfect. Replace urinal screens. Clean and disinfect all surfaces including countertops, cabinets, cabinet handles, stall doors, stall handles and locks, dispenser handles (paper towel and soap dispensers) and wall around dispensers. Use clean damp cloth, mild soap, disinfect and dry with a clean dry cloth. Polish faucet bright.

g. Hard Surface and Tile Floors - All floors should be swept clean and wet mopped using a germicide detergent. The floors should then be mopped dry, removing all water marks, paying particular attention to corners.

h. Ceramic Fixtures, Metal Hardware, Metal Partitions, Walls, and Cabinetry - All sinks, toilets, urinals, countertops, cabinets, stall doors and partitions, hardware, and walls should be scoured to be free of stains, deposits, and residues after cleaning and disinfecting. All surfaces should be wiped dry so that all wipe marks are removed. Special attention must be paid to toilets and urinals ensuring to clean and sanitize around the bowl, under the toilet seat and around base of the toilet.

i. Dispensers and Refilling Dispensers - Dispensers shall be free of stains, deposits, and residues after cleaning and disinfecting. All dispensers shall be refilled with necessary supplies. This includes toilet tissue, toilet seat covers, feminine protection products, feminine protection refuse bags, hand soap, hand sanitizer, disinfectant wipes, and hand towels.

j. Refuse, Recyclables, and Shredder Receptacles

i. Refuse - Empty all trash receptacles located in the building(s) interior and exterior and properly affix new can liners to all trash receptacles, if soiled. All refuse removed from waste baskets/trash receptacles and other items specifically marked "trash" should be removed from the building(s) and placed in the designated containers outside the building(s). Empty/remove cigarette butts from all outside containers located on the property (to include, but are not limited, to the parking lot and entrance to the building) and dispose of properly in the designated containers outside the building(s).

ii. Recyclables - All recyclables should be removed from recycling baskets/receptacles and other items specifically marked "recyclables" should be removed from the building(s) exterior and interior and placed in the designated containers outside the building(s).

iii. Shredders - All shredding removed from shred receptacles should be removed from the building placed in the designated containers outside the building(s). Affix new liners to all shredder receptacles, if needed.

k. Communal Areas – Furnishings, cabinetry, exterior and interior doors, vending machines to include handles, knobs, buttons, and dispensing tray should be free from dirt, stains, debris and dust after cleaning and disinfecting. Glass should be dusted free of smudges, streaks, and fingerprints using the appropriate cleansers.

i. Dispensers and Refilling Dispensers - All dispensers should be free of stains, deposits, and residues after cleaning and disinfecting. All dispensers must be refilled when needed.

ii. Water Fountains, Water Dispensers, and Ice Machines - All water fountains, water dispensers and ice machines, should be cleared of debris, thoroughly washed, sanitized, and dried using a clean dry cloth and polished. To include spray bubbler, basin, and any push buttons or push bars.

l. Office(s) - Dust and polish all horizontal surfaces where possible (e.g. desks, tables, bookcases, TV stand, shelves). Wipe tops of file cabinets with a clean damp cloth and dry with a clean dry cloth.

Access to secure offices is strictly prohibited unless explicitly authorized or instructed.

m. Main Lobby -

i. Floors - May be swept clean and wet mopped using a germicide detergent for all hard surfaced flooring. The floors should then be mopped dry removing all water marks, with particular attention to baseboards, edges, corners, and behind doors.

ii. Ceilings, Walls, Wall Hangings, Décor, and Windowsills - Should be free of dust, cobwebs, dirt, grime, and streaks after cleaning and disinfecting. Spot clean using stain-removers, as needed. Maximum care should be taken to maintain the highest quality appearance.

n. Front and Rear Vestibule [if applicable to building(s)] –

i. Glass - All vestibule glass should be dusted free of smudges, streaks, and fingerprints using the appropriate cleansers.

ii. Hard Surface Floors - May be swept clean and wet mopped using a germicide detergent for all hard surfaced flooring. The floors shall then be mopped dry removing all water marks, with particular attention to baseboards, edges, corners, and behind doors.

iii. Carpet - Carpeting should be free from dirt, stains, and debris after cleaning. Spot clean carpet and rugs using stain-removers, as needed. All carpeted floors and bases should be vacuumed,

o. Conference Room(s) –

i. Furnishing and Cabinetry - Contractor should spot clean all seating, furnishing and cabinetry to include upholstered furnishing, and furniture arms and legs, as needed. Vacuum all upholstery.

ii. Carpet and Bases - should be vacuumed, moving all light furniture such as chairs. All furnishings should be replaced to their original position. Vacuum under all desks and large furniture where possible.

iii. Surfaces and Tables - All surfaces and tables should be dusted free of smudges, streaks, and fingerprints using the appropriate cleansers.

iv. Seating - Ensure all seating is uniform and orderly around the conference table and against the wall.

v. Mini Blinds (if applicable) - Are adjusted uniformly, either fully open or fully closed and should be free of dust, cobwebs, and dirt.

vi. Windowsills (if applicable) - Are to be free of dust, cobwebs, and dirt.

vii. Refrigerator (if applicable) - Dust, clean and disinfect the exterior of the refrigerator, handles and buttons.

viii. Sink (if applicable) - Scour the sink’s exterior, interior and behind wall with mild cleaning solution, sanitize and dry with a clean dry cloth. Polish all bright work.

ix. Trash Receptacles - Empty trash receptacles and affix new can liners to trash receptacles, if soiled.

p. Furnishings, Accessories and Function - Contractor shall spot clean all furniture to include fabric covered furniture, furniture arms and legs, as needed. Vacuum upholstery. Inspecting function to include visible damage, wear and tear (sagging seats or cushions, torn fabric or upholstery), structural components (chipped or broken arms and legs or missing pieces), unusual sounds (creaking, squeaking, snapping or cracking) and cabinetry and drawers unable to open, close or slide. Any mechanical breakdown or malfunction shall immediately be reported to the Contract Administrator (or their designee). Upon discovery, clearly label the furnishing identifying the type of damage (e.g.

broken leg, damaged upholstery, etc.).

q. Ceilings, Wall Hangings, Décor, Windowsills and Horizontal Surfaces - Diffusers and heating/cooling returns should be free of clinging dust after vacuuming. Ceilings, wall hangings, miniblinds, windowsills, horizontal surfaces, desks, tables, bookcases, and shelves should be free of dust, cobwebs, dirt, grime, and streaks after cleaning and disinfecting.

r. Air Vents and Returns (Diffusers and Heating/Cooling) - Shall be free of clinging dust after using a cleaning brush and vacuuming.

s. Doors, Door Frames and Light Switches - All exterior and interior doors, door frames, door handles, and light switches shall be free of dust, scuffmarks, stains, streaks, debris or dirt after cleaning and disinfecting. Spot clean using stain-removers, as needed.

2. Semi-Annual {two (2) times per year}

* Schedule shall be coordinated between the Contract Administrator (or their designee) and the Contractor*

a. Light Fixtures - Clean and remove bugs from light fixtures.

b. Grout Lines - Clean grout in all tiled flooring areas, removing embedded dirt, stains and residue from grout lines.

c. Floors - Clean, buff, and wax all vinyl and tile floors.

d. Carpets and Rugs - Spot clean using stain removers and steam vacuum all carpets and rugs

3. Annual {one (1) time per year}:

Contractor*

a. Carpet and Carpet Runners – Provide precleaning treatment, deep clean and shampoo all carpets and carpet runners.

b. Windows - Wash and clean all windows’ exterior and interior using a soft brush or sponge, and mild streak-free window cleaner, rinse and dry with a clean dry microfiber cloth.

c. Mini-blinds – Remove, wash, clean and re-install all mini-blinds using a clean damp cloth, mild soap, and dry with a clean dry cloth.

d. Air Ducts - Wash and clean air ducts with cleaning brush or a clean damp cloth, mild soap and dry with a clean dry cloth

4. Initial Deep Cleaning (one [1] occurrence at beginning of contract)

Contractor* ):

a. Per Attachment F: Deep Cleaning Checklist.

*** If furniture needs to be moved that labor cost needs to be included in your Price Schedule, line item #5 (Additional Janitorial Services). If time is needed after hours/weekend, the contractor must receive prior approval by the Contract Administrator or their designee) ***

III. REPORTING AND DELIVERABLES:

IV. CONTRACTOR QUALIFICATIONS: The Purchasing Agency requires an experienced and reputable company with a strong attention to detail, strong management controls, established quality control processes and procedures and the ability to self-manage their Contract performance as described above in Section II.

Contractor should have a minimum of three (3) years’ experience as the prime Contractor in the field of commercial janitorial cleaning service. Contractors should have successfully and satisfactorily performed this service within the past three (3) years in at least one (1) facility comparable in size to Probation and Parole District 42 - Franklin and should have performed the services required for a minimum of two (2) years in the said facility. Offeror certifies this information by completion of the Offeror Data Sheet (Attachment A).

V. OPTIONAL SITE VISIT: An Optional Site Visit will be at P&P District 42 - Franklin located at:

161 Stewart Drive Franklin, Virginia 23851

Reporting and Deliverables Section Reference Daily Log II., A., 2.

Monthly Meeting (as needed) II., A., 3.

Quality Control - Monthly Inspection and Reporting

II., A., 4.

Corrective Action and Resolution

II., A., 4.

Contractor Work Plan II., A., 7.

Security and Background Investigations

II., A., 8.

The purpose of this Optional Site Visit is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation An Optional site visit at P&P District 42 - Franklin is available is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Attendance at this site visit will not a prerequisite to submitting a proposal, offerors who intend to submit a bid are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this site visit will be issued in a written addendum to the solicitation.

A valid driver’s license or government-issued identification is required for entry.

Contact Sherry Leigh at (757) 562-0305 or Sherry.Leigh@vadoc.virginia.gov to schedule attendance.

Please do not attempt to visit without prior authorization by P&P District 42 - Franklin.

*If you are unable to attend or need to reschedule a site visit, the point of contact cited above should be promptly notified.

VI. EVALUATION AND AWARD CRITERIA: Proposals will be evaluated by the Department of Corrections using the following criteria:

• Experience, Performance & Qualifications: Demonstrated experience and performance of the Offeror on current and past Contracts, including references. Qualifications and experience of Offeror’s and Offeror’s Manager.

• Resource Commitment: Offeror’s demonstrated comprehension of scope of work required. Feasibility of the number of proposed employee(s) to be assigned to this location. Geographic proximity (60 miles or less) of Offeror’s Manager, primary business location and janitorial employee(s) to P&P District 42 – Franklin.

• Approach: Quality of proposals. Offeror’s attention to detail, established quality control procedures, established management controls, and ability/willingness/ commitment to self-manage their Contract performance. As described above in Section II.

• Pricing: Offeror’s proposed pricing.

• Incentives: Offeror incentives may be considered in the award process. Incentives are designed to motivate vendors to achieve and surpass specific requirements of the solicitation while discouraging inefficiency and nonperformance. The offeror’s proposal may include additional benefits or rewards to the Commonwealth to encourage acceptance of their proposal.

Evaluation Method - Using the best value acquisition methodology, points are not assigned, however, the evaluation will be adjectival and rated according to the following descriptions:

• Exceptional: Exceeds requirements and demonstrates an exceptional understanding of goals and objectives. One or more major strengths exist. No significant weaknesses exist.

• Acceptable: Demonstrates an acceptable understanding of goals and objectives of the procurement.

There may be strengths and weaknesses, however strengths outweigh the weaknesses.

• Marginal: Demonstrates a fair understanding of the goals and objectives of the procurement.

Weaknesses have been found that out balance any strengths that exist. Weaknesses will be difficult to correct.

• Unacceptable: Offeror’s proposal fails to meet an understanding of the goals and objectives of the procurement. The proposal has one or more significant weaknesses that will be very difficult to correct or are not correctable.

Evaluation and Negotiation - A Go/No-Go approach will be used. Proposals that are unacceptable will be eliminated.

Offeror qualifications, experience and performance will be evaluated to determine responsibility. Evaluation criteria, other than price, are evaluated first. After rating the technical proposals, pricing is then considered. The overall benefits and costs to the agency will be considered. Negotiations may be conducted with the offeror(s) deemed to be fully qualified and offering the best value proposal(s).

VII. PRICING SCHEDULE:

Proposals and required attachments must be submitted electronically in eVA (https://eva.virginia.gov/), the Commonwealth’s e-procurement solution.

Offerors are required to enter a price for each item listed in eVA (e.g. Monthly, Semi-Annual, Annual, Initial Deep Cleaning, Additional Janitorial Services). Any Offeror who leaves a price blank may be deemed not to be fully qualified and best suited among those submitting proposals.

The pricing outlined in the pricing schedule shall be all-inclusive, to include all applicable fees, charges, and surcharges. No additional changes will be permitted.

DOC may request additional supporting documentation and/or clarification of documents submitted with a proposal in eVA to be submitted via email to the Buyer cited on page 1.

VIII. PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. Proposal Response: In order to be considered for selection, offerors must submit a complete response to this solicitation. No other distribution of the proposal shall be made by the offeror. Any Offeror that does not submit a proposal will result in rejection and deemed not to be fully qualified and best suited among those submitting proposals, based on the factors included in this solicitation.

2. Proposal Preparation:

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

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

c. Proposals should be organized in the order in which the requirements are presented in the URFP. All pages of the proposal should be numbered.