URFP _ DOC-27-003 _ P&PD 26 (Culpeper).pdf

URFP DOC-27-003 Janitorial Services Probation & Parole District 26 (Culpeper)

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CORRECTIONS

PROCUREMENT AND RISK MANAGEMENT

6900 ATMORE DRIVE

RICHMOND, VIRGINIA 23225

UNSEALED REQUEST FOR PROPOSALS

Solicitation Number: DOC-27-003

Issue Date: June 5, 2026

Title: Janitorial Services Probation & Parole District# 26 (Culpeper)

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 26 (Culpeper), hereinafter referred to as the Purchasing Agency”, “Agency”, or “DOC”, which is located at:

Probation and Parole District# 26 1845 Orange Road, Culpeper, Virginia 22701

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

Proposals will be received until June 19, 2026, at 5:00 p.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. Offerors have the sole responsibility for assuring that proposals are submitted in eVA (https://eva.virginia.gov/) 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.

https://eva.virginia.gov/

All inquiries for information should be directed to Chastity Johnson, Buyer Specialist, at (804) 887-8136 or Chastity.Johnson@vadoc.virginia.gov. Buyer Specialist may request additional supporting documentation from Offerors via email.

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.

mailto:Chastity.Johnson@vadoc.virginia.gov

TABLE OF CONTENTS

Section Title Page Number

I. PURPOSE PAGE 4

II. STATEMENT OF NEEDS PAGES 4 - 17

III. REPORTING AND DELIVERY INSTRUCTIONS PAGE 18

IV. OPTIONAL SITE VISIT

V. CONTRACTOR QUALIFICATIONS PAGE 18

VI. PROPOSAL SUBMISSION INSTRUCTIONS PAGES 18 - 21

VII. PRICING SCHEDULE

VIII. EVALUATION CRITERIA, METHOD AND NEGOTIATION PAGES 21 - 23

IX. AWARD PAGE 23

X. GENERAL TERMS AND CONDITIONS PAGES 23 - 31

XI. SPECIAL TERMS AND CONDITIONS PAGES 31 - 36

XII. ATTACHMENTS PAGES 36 - 55

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 26 (Culpeper) hereinafter referred to as the Purchasing Agency”, “Agency”, or “DOC”, which is located at

Probation and Parole District# 26 1845 Orange Road, Culpeper, Virginia 22701

Vendors must submit a proposal with their bid that meets the requirements of Section VI and all other applicable sections of this RFP.

Unsealed Best Value Acquisition procurement procedures are being used. See Section VIII for the Evaluation Criteria and Methods. See Section IX for Award information.

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 26 (Culpeper). Janitorial services are inclusive of any area within the district building(s) and property.

Janitorial services shall be performed two (2) days per week, on Tuesdays and Fridays, and shall be scheduled after operating hours (AOH), beginning at 5:00 p.m. Eastern Standard Time (EST).

The primary office space is approximately 5,000 square feet and includes one (1) reception area, four (4) restrooms, one (1) kitchenette, one (1) urine screening/testing area, twenty-three (23) offices, one (1) lobby, and one (1) VCIN room.

The secondary office space (Annex) is approximately 1,900 square feet and includes two (2) offices, two (2) restrooms, one (1) conference room, one (1) file area, and one (1) small kitchen area.

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

A. GENERAL REQUIREMENTS AND INFORMATION:

1. DOC Furnished Supplies - the Purchasing Agency will provide Virginia Distribution Center (VDC) available related janitorial services products that may include paper towels, refuse can liners, toilet tissue, toilet seat covers, feminine protection products, sanitary napkin bag, hand soap, hand sanitizer, disinfectant spray, disinfectant wipes, glass cleaner, bleach, wet mop heads, wet mop handles, dusting mopheads, dust mop handles, and mop buckets. In the event that VDC discontinues / no longer has a janitorial services related product (or a comparable replacement), the Contractor shall be responsible for providing the janitorial service product(s) to meet the Statement of Needs. DOC facility storage limitations for janitorial services will also be taken into consideration.

For any supplies provided by the DOC, the Contractor shall notify the Contract Administrator (or designee) in advance to having low stock levels to allow DOC time to order and receive the needed supplies. The Contract Administrator (or designee) may set a pre-determined stock level(s) and timeframe(s) for notification by the Contractor.

2. Contractor Furnished Equipment and/or Supplies - The Contractor should not use any product, supplies, or equipment that is 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 (e.g. vacuum cleaners). 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 Contract Administrator (or designee). 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 supplies, including but not limited to the following:

• Carpet Cleaner

• Germicidal Cleaner (green products)

• Window / Glass Cleaner (green products, if available)

• Floor Care Products (green products, if available)

• All Other Chemicals (green products, if available)

• Hand Sanitizer

• Disinfectant Spray / Wipes

• Treated Dust Mops

• Mop and Mop Heads

• Brooms, Dustpans

• Cleaning Cloths and Dusters

• Refuse Can Liners/Bags

• Feminine Protection Refuse Bags

• Shredder Bags

• All Paper Products

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

3. 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 Contract Administrator (or designee). Refer to the Daily Log form (Attachment F).

4. Meetings (as needed) - The Contractor (or designee) shall 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 performance issues are not being adequately addressed, the Contractor (or designee) shall meet weekly, on-site, at the district(s) with the Contract Administrator (or designee). These weekly on-site meetings will continue until the Contract Administrator (or designee) determines that the quality control issue(s) have been fully resolved to DOC’s satisfaction.

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

6. Security, Background Investigations, and Privacy Training - The Contractor shall comply with all DOC and P&P District 26 (Culpeper) requirements for security and operational constraints prior to commencing any work on the Contract and throughout the duration of the Contract. Also reference the Security Rules and Regulations list (Attachment E).

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

7. 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 the Authority for Release of Information form (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 form (Attachment C) shall be submitted to the Contract

Administrator (or designee) and Procurement Contract Officer, prior to the start of work on the Contract.

• Authority for Release of Information form (Attachment C) shall be kept up to date by the

Contractor and promptly re-submitted to the Contract Administrator (or 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 form (Attachment C). The 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.

***Due to the confidential information that is required, do not submit the Authority for Release of Information form (Attachment C) unless requested by the DOC.***

8. 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 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 shall 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 shall 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 (or designee) 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 (or designee). This includes, but is not limited to:

i. 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.

9. Contractor Work Plan - Within five (5) business days after award of the Contract, the Contractor shall submit to both the Purchasing Agency’s Contract Administrator (or designee) and the Contracting Officer a complete plan of the Contractor’s operations to include the following:

a. Name, address, and telephone number of the individual who will be meeting with the Contract

Administrator (or designee), if requested, on a weekly basis. This individual will receive notice from the Contract Administrator (or designee) on major discrepancies and is responsible for taking immediate corrective action.

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 personnel assigned to the district(s). Include any alternate(s).

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

d. Detailed schedule of cleaning (Semi-Annual, Annual, and Initial Deep Cleaning) functions including dates for other than daily functions, which will be performed during the period of the contract.

10. Conduct of Contractor 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 Contract Administrator (or designee) reserves the right to request the removal of any of the

Contractor's employees from the building(s) at any time. Such requests will be made to the Contractor’s supervisory personnel.

c. At no time should the Contract Administrator (or designee) assume the role of the supervisor of the

Contractor's personnel. Should the Contract Administrator (or designee) 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 Contract Administrator (or designee) should exercise the option of requesting the removal of the offending Contractor's employee from State property. The Contract Administrator (or designee) will make a written report of any occurrence of misconduct by the Contractor's employees to the Contractor within twenty-four (24) hours of such an occurrence.

d. 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 Contract Administrator (or designee) 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.

e. The Contractor shall keep a detailed timecard for personnel, to be submitted to the Purchasing Agency with each monthly invoice and upon request by the Contract Administrator (or designee).

f. Do not park any vehicles in disabled parking spaces unless vehicle properly displays a disabled placards (hangtags) or license plate.

g. Do not park any vehicles in designated or numbered parking spaces unless prior authorization is given by the Contract Administrator (or designee).

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

Agency’s Security Personnel.

11. Contractor Staffing - Level, Wages, Proximity, and Personnel Apparel -

a. Personnel levels will be agreed upon by both the Contractor Administrator (or designee) and the

Contractor during the Contract kick-off meeting. Any change to the agreed upon personnel levels, shall be subject to approval by the Contract Administrator (or designee), prior to taking effect.

b. 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 the additional cost of the overtime (the DOC will not reimburse the Contractor).

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 26 (Culpeper) 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.

12. 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 Contract Administrator (or designee) in attendance. The Contractor shall be responsible for scheduling this inspection in advance with the Contract Administrator (or designee). This procedure will provide both the Contract Administrator (or designee) 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 meetings.

b. Using a quality control 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 Contract Administrator (or designee) 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 Contract Administrator (or designee) 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 Contract Administrator (or designee). 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 Contract Administrator (or designee).

13. 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. Schedule Changes - if the Contractor cannot make the regularly scheduled days, the Contractor shall notify the Contract Administrator (or designee) and receive approval prior to any schedule changes.

2. Emergency Services - In the event of an emergency (e.g. burst pipes), the Contract Administrator (or designee) 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 Contract Administrator (or 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(s) were rendered, the number of employees, the number of hours each employee worked, the name of the Contract Administrator (or designee) requesting the additional work, and the Purchase Order (PO) number.

3. Special Cleaning - When directed by the Contract Administrator (or designee), in writing, to clean an area for a special occasion, or made necessary by a particular situation or mishap, the Contractor should furnish all labor as required to fulfill the Purchasing Agency’s needs. In the event Special Cleaning services are required, 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. The invoice(s) shall include, but are not limited to, listing the date additional service(s) were rendered, the number of employees, the number of hours each employee worked, the name of the Contract Administrator (or designee) requesting the additional work, and the Purchase Order (PO) number.

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 Janitorial Storage - The Purchasing Agency will supply reasonable and suitable on-site storage space for such cleaning equipment and materials as the Contractor deems necessary for the performance of the Contract. Storage space is limited and only those areas designated by the Agency will be used for equipment and supplies storage. The Contractor shall immediately notify the Contract Administrator (or designee) of any access and/or safety concerns related to the janitorial storage area(s).

The Contractor should review the area(s) designated for storage during the Optional site visit. Janitorial storage area(s) shall be kept clean, well-organized, free of standing water, and in compliance with all federal and state government fire, health, and safety regulations. The door to the janitorial storage area(s) shall be secured at all times. Adhere to the Contract Administrator (or designee) instructions regarding security and ensure that only authorized personnel have access. The Contractor shall meet the following requirements:

a. For any supplies provided by the DOC, the Contractor shall notify the Contract Administrator (or designee) in advance to having low stock levels to allow DOC time to order and receive the needed supplies.

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

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

d. All chemical bottles / containers must be securely closed when not in use. All chemical bottles / containers shall be clearly labeled as to their contents to ensure safety, prevent accidents, and avoid the generation of unknown substances. The original manufacturer's label must never be altered or removed. If the original manufacturer label begins to peel or is damaged, it must be retaped (tape shall not prevent visibility of label) or replaced with a new, legible label. If a chemical is transferred from its original manufacturer container into a different bottle / container for storage or mixing, the new bottle / container must be labeled with at minimum information to include the full chemical name, hazard warning(s), and any related additional details (i.e.

concentration ratio, the date the chemical was transferred, and the initials of the person who transferred it). Discard and properly dispose of any expired, degraded, or contaminated chemicals and supplies in accordance to all applicable federal, state, and local regulations.

e. All equipment shall be cleaned and dried prior to returning to storage. Wet items shall not be left with in the storage area.

f. Soiled cloths must be cleaned and sanitized [do not use fabric softeners – as they can cause a waxy buildup] while maintaining a strict color-coding system to prevent cross-contamination (e.g., yellow for restrooms or purple for general surfaces) and dried before determining if the cloth(s) are still in good condition (not showing visible signs of wear) for re-use and storage.

g. Soiled wet mop heads shall be rinsed and decontaminated, washed, sanitized, and excess moisture wrong out before hanging mop heads upside down to dry in the janitorial storage area - to prevent the growth/spread of bacteria, mold, and/or foul odors.

h. Mop buckets shall be washed, sanitized, and dried before placing in storage area. No standing water should be left in the mop bucket - to prevent the growth/spread of bacteria, mold, and/or foul odors.

i. By expiration date, ensure that oldest cleaning supplies, chemicals, and paper products are always organized and used first before newer inventory.

j. All cardboard boxes, packaging, and general refuse shall be removed from janitorial storage area(s) and disposed of in accordance to all applicable federal, state, and local regulations in designated collections bins.

k. Check that a neutralizing spill kit, absorbent pads, and PPE (i.e. gloves, goggles) are fully stocked and accessible at all times.

l. "Wet Floor" signs shall be available for use and kept in good condition (regularly inspect signs for any cracks, faded lettering, or instability).

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 Contract Administrator (or designee) 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 the DOC.

d. Pre-schedule in-person meetings with the Contract Administrator (or designee) to inspect the facility at a time convenient to the Contract Administrator (or designee).

e. Plan periodic services (Semi-Annual, Annual and any Additional Janitorial Services) with the Contract Administrator (or designee) in advance and in accordance with the agreed upon schedule.

f. Prepare and submit comprehensive, correct, and complete logs, reports and other required to Contract Administrator (or designee).

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

D. LEVEL OF SERVICE AND CLEANING SCHEDULES: 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. Contractor labor costs related to furniture moving must to be included in the 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 designee).

Cleaning Schedule, Cleaning Standards and Frequency Cleaning Standards Chart:

1. Daily Cleaning Standards: {Janitorial services shall be performed two (2) days per week, on Tuesdays and Fridays, and shall be scheduled after operating hours (AOH), beginning at 5:00 p.m. Eastern Standard Time (EST)}:

a. Surfaces - Dust should be removed and not scattered around room(s) [feather dusting is not permitted].

A clean, dry duster must be used. For dusters including microfiber or cloth, the duster must be cleaned and sanitized [do not use fabric softeners – as they can cause a waxy buildup that could affect the duster fibers] while maintaining a strict color-coding system to prevent cross-contamination (e.g., yellow for restrooms or purple for general surfaces) and properly dried before determining if the dusters are still in good condition (not showing visible signs of wear) for re-use. For dusters that have disposable duster heads, the duster head(s) must be replaced when it is visibly dirty, covered in dust, and/or does not pick up dirt particles effectively. Soiled disposable duster heads should not be washed or re-used to prevent cross-contamination. 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).

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. If a mirror has a frame, the frame should be cleaned and dusted with a clean dry cloth.

d. Horizontal Surfaces – should be free of dust, cobwebs, dirt, grime, and streaks after cleaning, disinfecting, and dried using a clean dry cloth. If a ladder is used during cleaning, ensure all safety regulations are followed.

i. Ceilings – Use a long-handled clean duster or a vacuum brush attachment. Lightly sweep, do not apply heavy downward pressure. Gently spot clean any stains using mild cleanser (designed for use on painted surfaces) / damp cloth and dry with a clean cloth.

ii. Shelving – use clean dry cloth and/or duster. Spot clean where needed.

iii. Wall Hangings and Décor – for framed wall décor, wipe frames with a clean dry cloth and/or duster. Any glass should be dusted, cleaned, and sanitized free of smudges, streaks, and fingerprints. Shine glass using glass cleaner and a clean dry cloth.

iv. Window Tracks and Sills – use a vacuum brush attachment prior to cleaning and dry with clean cloth.

e. Air Vents and Returns (Diffusers and Heating/Cooling) - Shall be free of dust, cobwebs, dirt, grime after using a cleaning brush and vacuuming. Vent covers should be dried using a clean dry cloth and/or duster.

f. 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 carpets 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 to their original position. Any furniture moved during cleaning should be put back in the original position.

ii. Hard Surface Floors and Baseboards - Floors should be swept clean, and wet mopped using a germicide detergent designated for use on 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 clean 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.

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

g. 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 brightwork.

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

h. 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 brightwork.

i. Dispensers and Refilling Dispensers - Dispensers shall be free of stains, deposits, and residues after cleaning and disinfecting. All dispensers shall be refilled promptly 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 glass cleansers and a clean dry cloth.

i. Dispensers and Refilling Dispensers - All dispensers should be free of stains, deposits, and residues after cleaning and disinfecting. All dispensers must be refilled promptly 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 brightwork (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) using a clean dry clean and/or duster. Wipe tops of file cabinets with a clean damp cloth and dry with a clean dry cloth and/or duster.

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

m. Main Lobby –

i. Floors - swept clean and wet mopped using a germicide detergent designated for use on 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 glass cleansers and a clean dry cloth.

ii. Hard Surface Floors - swept clean and wet mopped using a germicide detergent designated for use on 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 - 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 brightwork.

ix. Trash Receptacles - Empty trash receptacles and affix new can liners to trash receptacles, if soiled. All refuse shall be placed in the designated containers outside the building(s).

p. Furnishings, Accessories and Inspection- Contractor shall spot clean all furniture to include fabric-covered furniture, furniture arms and legs, as needed. Vacuum upholstery. Inspection of furnishings and accessories to include any 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 found damages, mechanical breakdowns, and/or malfunctions shall immediately be reported to the Contract Administrator (or designee). Upon discovery of any concerns, clearly label the furnishing to identify the type of issue found (e.g. broken left rear leg, damaged chair upholstery right arm, etc.).

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

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

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

a. Light Fixtures - Clean and remove all bugs, dust, and debris from light fixtures. Use mild cleaner to gently wash the inside and outside of the light cover. Light bulbs should also be cleaned with damp cloth and then dried with clean dry cloth. Glass should be dusted free of smudges, streaks, and fingerprints using the appropriate glass cleansers and a clean dry cloth. Ensure every component is completely dry using a clean cloth before reassembling light fixtures. If a ladder is used during cleaning, ensure all safety regulations are followed.

b. Grout Lines - Vacuum or sweep the floor to remove loose debris, dirt, and grit. Clean grout in all tiled flooring areas, removing embedded dirt, stains and residue from grout lines. Use a wet/dry vacuum or wipe thoroughly with clean cloths.

c. Carpets and Rugs - Vacuum all carpets and rugs before spot cleaning using stain removers and steam vacuum. Ensure that all carpets and rugs are dried thoroughly. Any furniture moved during cleaning should be put back in the original position.

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

a. Carpet and Carpet Runners – Vacuum all carpets and rugs before providing pre-cleaning treatment, deep clean and shampoo, rinse, extract as much moisture as possible using the carpet cleaning machine. Allow all carpets and rugs to completely dry. Any furniture moved during cleaning should be put back in the original position.

b. Windows – Use a clean dry cloth and/or duster to remove cobwebs, pollen, and loose dirt from the frames and tracks prior to cleaning the exterior and interior of all windows using a soft brush or sponge, mild streak-free window cleaner before rinse and dry with a clean dry cloth.

c. Mini Blinds – Use a clean dry cloth, duster, and/or vacuum (soft brush attachment) to remove all loose dust prior to removing mini blinds and deep cleaning using a mild cleanser . Wipe mini blinds with dry clean cloth and allow to completely dry before re-hanging back to the original position.

d. Floors - all vinyl composition tile (VCT), hardwood (unfinished / wax-finished), concrete, and linoleum flooring should be vacuumed / swept to remove loose debris, dirt, and grit prior to cleaning, removing old wax (if needed), applying wax (allow to completely dry), and buffing. All engineered hardwood / bamboo, modern hardwood (Polyurethane), and ceramic / porcelain tile flooring should be vacuumed / swept to remove loose debris, dirt, and grit prior to cleaning, allowing to complete dry and buffed (do not use wax due to potential slipping safety hazard). Do not wax or buff on any luxury vinyl tile (LVT) & plank (LVP) or laminate flooring to prevent wax build up, potential slipping safety hazard, and/or surface scratches. Any furniture moved during cleaning should be put back in the original position.

4. Initial Deep Cleaning {one [1] occurrence at beginning of contract}:

a. Per Attachment G: Deep Cleaning Checklist.

III. REPORTING AND DELIVERABLES:

IV. OPTIONAL SITE VISIT: An Optional Site Visit will be at P&P District 26 (Culpeper) located at:

Probation and Parole District# 26 1845 Orange Road, Culpeper, Virginia 22701

The purpose of this Optional Site Visit is to allow potential offerors an opportunity to present questions and…