URFP No. 841-27-002 Janitorial Services Term Contract.pdf

URFP No. 841-27-002 Janitorial Services

Commonwealth of Virginia Department of Aviation (DOAV)

ISSUE DATE: November 2, 2026 UNSEALED REQUEST FOR PROPOSALS No. 841-27-002 ISSUING AGENCY and ADDRESS: Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250

PLACE OF PERFORMANCE: Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250

TITLE: Janitorial Services and Supplies ***Small Business Set-Aside Award Priority***

PERIOD OF PERFORMANCE: One (1) year with two (2), successive one (1) year renewal options

PROPOSAL DUE DATE & TIME:

November 18, 2026 @ 4:00 PM Local Time

CONTRACTING OFFICER/CONTACT: Benjamin Miller, benjamin.miller@doav.virginia.gov

Electronic Proposal Submissions ONLY will be accepted for this solicitation. Complete instructions for electronic proposal submission can be found in Section V of this document.

*Please note Due Date/Time Above – Late Proposals WILL NOT be accepted under any circumstances*

In compliance with this Unsealed Request For Proposals (URFP) and all conditions imposed in this URFP, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

Name and Address of Firm: Date:

By:

(Signature in ink) Printed Name:

Zip: Title:

FEIN/SSN #: Telephone No. ( ) SCC ID#:

Email: _______________________________________________

REGISTERED WITH eVA: ( ) YES ( ) NO MICRO-BUSINESS: ( ) YES ( ) NO

VIRGINIA DMBE CERTIFIED: ( ) YES ( ) NO SMALL-BUSINESS: ( ) YES ( ) NO

DMBE CERTIFICATION No.:

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, 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.

Attendance At The Mandatory Pre-Proposal Conference Is Required – See Section IV

IMPORTANT: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE

TABLE OF CONTENTS FOR URFP No. 841-27-002

I. Purpose ............................................................................................................. Page 3

II. Period of Contract ............................................................................................. Page 3

III. Statement of Needs .......................................................................................... Page 3

IV. Mandatory Pre-Proposal Conference ............................................................. Page 15

V. Proposal Preparation and Submission Instructions ........................................ Page 16

VI. Evaluation and Award Criteria ........................................................................ Page 22

VII. Contract Award ............................................................................................... Page 22

VIII. Special Terms and Conditions ......................................................................... Page 23

IX. Method of Payment ........................................................................................ Page 27

Appendix I – Janitorial Tasks to be Performed ................................................ Page 28

Appendix II – Pricing Schedule ........................................................................ Page 32

Appendix III – Vendor Data Sheet ................................................................... Page 34

Appendix IV – State Corporation Commission Form ...................................... Page 35

Appendix V – Exceptions to URFP Form.......................................................... Page 36

Attachments

Attachment A – General Terms and Conditions

Attachment B – Floor Plans

Attachment C – DOAV Recycling Plan

Attachment D – DOAV Dumpsters

Attachment E – TSA Designated Secure Areas

Attachment F – Criminal History Background Check and Certification & Immigration Reform and Control Act of 1986 Compliance Certification

I. Purpose

The purpose of this Unsealed Request for Proposals (URFP) is to solicit unsealed proposals for the purpose of establishing a term contract with one (1) qualified firm to provide Janitorial Services and Supplies to the Commonwealth of Virginia, Department of Aviation (DOAV) on an as-needed basis.

II. Period of Contract

The contract will be effective upon the date of award for one (1) year with two (2), successive one (1) year renewal options.

III. Statement of Needs

DOAV requires an experienced, reputable company with a high degree of attention to detail and established quality assurance processes and procedures to provide comprehensive janitorial services and supplies for the Administration and Flight Service buildings located at 5702 Gulfstream Road, Richmond, VA 23250.

There are two buildings, the Administration building, and the Flight Services building. The Administration building is 7,979 square feet and the Flight Services building is 18,432 square feet with only approximately 4,216 square feet needing janitorial services. The combined, approximate square footage requiring janitorial services for both buildings is:

12,000 (this is an approximation and is not certified or guaranteed). This includes all areas of the Administration building except the electrical/data room; and all office areas, restrooms, breakroom, passenger lobby, and conference room in the Flight Services building, emptying the large trash cans and cleaning walk off mats in the hangar area, and emptying the trashcan in the warehouse area.

A. Requirements

1. The Contractor shall furnish all labor, supervision, equipment, cleaning supplies and materials, except those materials and supplies furnished by DOAV as indicated herein. DOAV will furnish all hand soap, hand sanitizer, paper towels, light bulbs, and toilet paper.

2. The Contractor shall perform the task for each area or item in the frequencies specified herein. A listing of tasks and frequencies is included on Appendix I, “Janitorial Tasks to be Performed”. The Contractor shall maintain a written, detailed, organized and legible log of tasks performed each day at DOAV. A copy of the log shall be maintained on-site at DOAV and accessible by the DOAV Contract Administrator or their designee.

3. Weekly Meeting (as needed/requested): A principal of the Contractor shall be available, upon request, to review the requirements of the contract and/or quality control issues. If in DOAV’s sole discretion quality control or other issues are not being adequately addressed, a principal of the Contractor shall meet weekly, on-site, at the DOAV with the Contract Administrator, until quality control issue(s) have been addressed and resolved to DOAV’s satisfaction.

4. Quality Control - Facility Inspection and Reporting:

a. The Contractor is responsible for quality control and evaluation of the DOAV property in a self-policing manner. The Contractor shall periodically inspect the entire DOAV not less than once a month, to ensure quality workmanship and compliance with the contract.

This inspection must be conducted with the DOAV Contract Administrator or their designee in attendance. The Contractor shall be responsible for scheduling this inspection in advance with the DOAV Contract Administrator. This procedure will provide both the DOAV 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.

b. Using an inspection report of the Contractor’s design, to be approved by DOAV, the Contractor’s detailed, written, monthly inspection report shall include at a minimum the tasks listed in Section III. “Statement of Needs” and Appendix I, “Janitorial Tasks to be Performed”, with a comment area for each task, date and time of inspection and signature of inspector and DOAV Contract Administrator or their designee. The monthly inspection report shall be given to the DOAV Contract Administrator on the date of inspection.

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

d. The Contractor shall take immediate corrective action (within 24 hours) on any discrepancies noted and reported to the Contractor by the DOAV Contract Administrator. Such corrective action shall be at no additional cost to DOAV. Contract discrepancies impacting safety shall be corrected by the Contractor within one (1) hour of notification by the DOAV Contract Administrator or their designee.

5. Phone Calls: The Contractor shall return any call within one (1) hour notification from the DOAV Contract Administrator or their designee.

6. Contractor Personnel: DOAV’s preference is that all personnel assigned to this contract be employees of the Contractor, not sub-contractor employees. If sub-contractor employees are to be used, this information must be submitted as part of the URFP response. The Contractor shall be responsible for the conduct and performance of the Contractors’ employees and compliance with the following rules:

a. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted in the building. DOAV is a smoke free facility with a designated smoking area outside.

b. No loud or boisterous conduct is permitted.

c. Contractor’s employees shall not open desk drawers or cabinets at any time.

d. Contractor’s employees shall not use or tamper with office machines, equipment or DOAV employees’ personal property at any time.

e. Contractor’s employees shall not engage in conversation or interrupt DOAV employees during work hours. Onsite communications should be directed solely to the DOAV Contract Administrator or designee.

f. DOAV reserves the right to request removal of any of the

Contractor’s employees from the building at any time for reasonable cause. The Contractor or the designated supervisory representative shall have such employee leave the facility premises upon receipt of such request.

g. Contractor’s employees shall not bring pets on site or in buildings.

h. Contractor’s employees shall not bring children on site or in the buildings unless they are 18 years or older and a paid employee of the contractor.

i. Contractor’s employees must dress in an appropriate and respectful manner suitable for an office environment.

7. Contractor Contact Information:

Within five (5) business days after award of the contract, the Contractor shall submit to both the DOAV Contract Administrator and the Contracting Officer the following:

a. Name, address and telephone number of employee(s) assigned to

DOAV. Include any alternate(s). Contractor must receive prior written approval from the DOAV Contract Administrator or designee prior to allowing any other person(s) access to the building and must notify the DOAV Contract Administrator immediately of all employee changes as they occur.

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

c. Name, address, and telephone number of the individual meeting with the Contract Administrator, if requested, on a weekly basis.

This person will receive notice from the Contract Administrator on major discrepancies and is responsible for taking immediate corrective action.

d. Name and telephone number of person to contact in case of emergencies.

e. Name of individual(s) to obtain security clearance through the

Capital Region Airport Commission for access into the TSA Designated Secure Areas.

8. Security / Building Access: The Contractor shall comply with the DOAV’s requirements for security and operational constraints. Contractor is required to have a badged employee present in the TSA Designated Secure Areas of the flight services building while work is being performed in these areas. Contractor shall designate an employee(s) to obtain security clearance through the Capital Regional Airport Commission to receive a badge for access into the TSA Designated Secure Areas. DOAV will not provide an escort to Contractor’s employees for access to these areas. Employees sitting for security clearance are required to fulfill I-9 requirements. Refer to Attachment E – TSA Designated Secure Areas for more information.

DOAV will pay for up to four Contractor’s employees to take the security clearance test and obtain a badge. Contractor is responsible for the costs of any additional badges needed. The cost for each badge is $50.00 each and must be renewed every two years for a cost of $30.00 each.

Contractor must provide a credit on the monthly invoice to DOAV for all costs associated with any additional badges above the initial four.

Contractor and employees shall sign in/out upon arrival/departure at the front desk. At least one, but no more than four employees will be provided DOAV building access badges.

a. Upon award of contract, the Contractor shall certify that all personnel assigned to work at DOAV have obtained a criminal history background check and that no incidents of a felony or larceny crime exist by completing, signing and submitting Attachment F (Criminal History Background Check and Certification

& Immigration Reform and Control Act of 1986 Compliance Certification), and indicating the assigned personnel name, birth date, address and telephone number.

Attachment F also requires the Contractor to certify that the Contractor does not, and shall not during the performance of the contract, knowingly employ an unauthorized alien, as defined in the federal Immigration Reform and Control Act of 1986.

b. Attachment F shall be submitted to the DOAV Contract Officer prior to start of work on the contract.

c. Attachment F shall be kept up to date by the Contractor and promptly re-submitted to the DOAV Contract Officer whenever there is a change in personnel. It is the Contractor’s responsibility to immediately notify DOAV of any and all personnel changes.

9. Staffing Levels and Wages: The Contractor shall provide a sufficient number of employees to perform the work. Absences of Contractor’s employees shall not relieve the Contractor from his/her obligation to meet the contract requirements. When absences occur, the Contractor, if necessary, shall work employee’s overtime to compensate for the manpower shortfall to complete the work. In such cases, the Contractor shall be responsible for absorbing the additional cost of the overtime.

10. On-Site Storage:

a. DOAV will supply reasonable and suitable on-site storage space for such cleaning equipment and materials necessary for the performance of this contract. Storage space is limited and only those areas designated by the agency will be used for equipment and supplies storage.

b. The Contractor shall review those areas designated for storage during the site visit. All chemical containers shall be labeled as to their contents. Equipment shall be cleaned prior to returning to storage to avoid unpleasant odors such as “soured” mops. Material Safety Data Sheets (MSDS) shall be supplied to DOAV Contract

Administrator prior to bringing chemicals onto DOAV property for all chemicals used and/or stored at DOAV.

11. Contractor Furnished Equipment and Supplies:

a. Equipment: The Contractor shall be responsible for furnishing all equipment needed 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 employees at all times. All equipment must be OSHA certified and/or meet all OSHA requirements. (If equipment used at DOAV is loud and disruptive, DOAV reserves the right to request removal and replacement of said equipment (e.g.

vacuum cleaner should operate at an acceptable noise level).

b. Supplies: All supplies furnished by the Contractor shall be made available for inspection and approved for use by the DOAV Contract Administrator. Sufficient supplies to prevent out of stock situations shall be maintained on the job site at all times and made available to the Contractor’s employees for use in performance of required services.

c. With the exception of the supplies provided by DOAV (i.e. hand soap, hand sanitizer, paper towels, light bulbs and toilet paper) the Contractor shall provide all materials, supplies and equipment, including but not limited to the following:

• Treated dust mops

• Mops and mop heads

• Mop bucket with wringer

• Brooms and dustpans

• Vacuum cleaners for daily cleaning

• Rags

• Germicidal cleaner (green products if available)

• Window cleaner (green products if available)

• Floor care products (green products if available)

• All Other Chemicals (green products if available)

• All other paper products

• Trash can liners

• Feminine hygiene can liners

• All equipment for stripping and waxing of vinyl tile floors

• All equipment and material for annual cleaning of carpet areas using shampoo and extraction method

• Carpet drying fans

d. All equipment for daily cleaning shall be labeled with Contractor’s name and maintained on site in an area designated by DOAV.

B. Specific Requirements

1. Schedule: Contractor shall clean the office buildings on Mondays, Wednesdays, and Fridays except on state observed holidays when the office will be closed. Cleaning of the office buildings shall be done between 8 a.m. and 11 a.m. Vacuuming shall be performed in a manner and at a time to least affect business operations. The Contractor is responsible for referencing local news stations in the event of bad weather to see if Richmond area state offices are closed or open.

DOAV will be closed on the following observed state holidays:

• New Year’s Day

• Martin Luther King, Jr. Birthday

• George Washington’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Election Day

• Veteran’s Day

• Thanksgiving (2-day holiday)

• Christmas Day

2. Special Cleaning: When directed by the DOAV Contract Administrator or designee by written or oral order, to clean an area not addressed on Appendix I, “Janitorial Tasks to be Performed”, for a special occasion, construction cleanup, or because of an emergency or mishap or similar condition, the Contractor shall furnish all labor as required to fulfill the order. The Contractor will be paid for these special services upon submission of an invoice, based on the man-hour rate quoted on Appendix II, “Pricing Schedule”.

In the event an emergency should happen, the Contractor shall bill the agency as a separate line item on the regular monthly statement at the man-hour rate quoted on Appendix II, “Pricing Schedule”. The statement must list the date additional service was rendered, the number of employees, the number of hours each worked, and the name of the agency’s representative requesting the additional work.

C. Performance Standards

1. All services shall be performed with the utmost regard for DOAV staff and customer 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. DOAV buildings 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, cloudy film, cobwebs, coffee grounds, debris, dirt, dust, discarded materials, encrustation, fingerprints, graffiti, grease, grime, gum, ink, 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 Contractors’ management and supervisory staff must continually devote a sufficient amount of their time and attention to this contract in order to self-manage, self-police, self-inspect and self-report their contract performance.

a. For purposes of this contract, the following is the definition of being

“self-managed”:

DOAV 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 DOAV to perform any of the contract requirements. DOAV expects the Contractor’s management, supervisor(s) and custodial staff to:

i. Be completely familiar with the contract tasks (what needs to be done).

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

iii. Properly perform all the contract tasks when they are due.

b. 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:

i. Implement and execute well-developed, established management controls.

ii. Implement and execute well-developed, established quality control procedures and techniques.

iii. Practice effective time management.

iv. Ensure on-time job/task scheduling and completion.

v. Initiate and promote ongoing communication with DOAV.

vi. Pre-schedule in-person meeting with the DOAV Contract Administrator or their designee to inspect the facilities at a time convenient to the DOAV Contract Administrator.

vii. Plan and pre-schedule the periodic work that could cause office disturbance (major cleanings) with the DOAV Contract Administrator.

viii. Prepare and submit comprehensive, correct and complete logs, reports and other required deliverables to DOAV on time.

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

D. Level of Service

The Contractor shall 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 provides neither serious nor repeated criticism.

1. Surfaces - Dust shall be removed and not scattered around the room. No feather dusting should be used. Surfaces shall be free from dust after dusting is completed.

2. Floors - All floors shall show no dust or dirt streaks and no dirt or dust shall be left behind and under furniture, chairs, worktables, doors, corners, or any other object that is not installed or securely fastened in place. Spots on carpet must be removed as they occur.

3. Carpet Runners/Mats (if applicable) - For the purpose of this Contract, the top side of the runners with carpet affixed shall 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.

4. Rest Room Facilities - Sinks, toilets and urinals shall be free of stains, deposits, and residues after cleaning. Metal fixtures shall be free of water spots and residues after cleaning. Drip trays under soap dispensers (and hand sanitizer dispensers in common areas) to be wiped free of all residue.

5. Ceilings - Diffusers and heating/cooling returns shall be free of clinging dust after vacuuming. Lens covers shall be free of dust, dirt, grime, and streaks after cleaning.

6. Trash - All trash shall be removed from waste baskets/trash receptacles and other items specifically marked “trash” shall be removed from the building and placed in the designated container outside the building. Trash cans are in common areas only; there are no trash cans in the offices.

7. Recycle Cans – All recycle bins/collection containers shall be emptied and their contents placed in the designated container outside the building in compliance with the DOAV Recycling Plan. There is a blue recycle can in each office as well as in the break rooms and copier room. Any non-recyclable items found in the recycle cans shall be removed and placed in the trash dumpster. Shredded paper in a plastic bag and all types of plastic bags are prohibited from being put in the recycle dumpster. Liners must not be used in recycle cans. Refer to the Attachment C - DOAV Recycling Plan and Attachment D - DOAV Dumpsters for more information and guidance.

8. Contractor shall use a method accepted by DOAV for trash/recycle collection throughout buildings. Contractor shall NOT drag a plastic bag or any other type of bag along carpet flooring to collect trash from offices.

(e.g. DOAV finds it acceptable to use a wheeled trash receptacle for collecting trash and recycling from individual offices.)

9. Products and Equipment - The Contractor shall 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.

E. Reporting and Deliverables

Report / Deliverable Reference Section Daily Log III, A, 2 Weekly Meeting (as needed) III, A, 3 Monthly Inspection & Inspection Report III, A, 4 Resolution of Corrective Action III, A, 4 Certification of Criminal History and Background Check

III, A, 8, and Attachment F

Material Safety Data Sheets III, A, 10, B

F. Contractor Qualifications

DOAV 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 III. “Statement of Needs”, C. “Performance Standards”, Provision 4).

Contractor should have a minimum of five (5) years of experience as the Prime Contractor in the area of commercial janitorial cleaning services. Contractor should have successfully and satisfactorily performed this service within the past five (5) years in at least one facility comparable in size to the DOAV facilities and should have performed this service a minimum of three (3) years in that facility.

Offeror certifies this information by completion of the Vendor Data Sheet (Appendix III).

IV. Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference / site visit will be held at 2:00 p.m. on Monday, November 9, 2026 at the Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250 beginning in the lobby of the Administration Building. The purpose of this conference is to allow potential Offerors an opportunity to view the work site, present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all Offerors having a clear understanding of the Statement of Needs and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a proposal. Proposals will only be accepted from those Offerors who are represented at this pre-proposal conference.

Attendance at the conference will be evidenced by the representative’s signature on the attendance roster.

No one will be admitted after 2:15 p.m.

Attendees are expected to be familiar with the requirements set forth in the solicitation and to bring a copy to the conference. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

V. Proposal Preparation and Submission Instructions

A. In order to be considered for selection, Offerors must submit a complete response to this URFP and shall submit one (1) electronic copy of the entire proposal in eVA, including all attachments and any proprietary information. If proprietary information has been included in the proposal, the Offeror shall also submit one

(1) redacted (proprietary information removed) electronic copy of the proposal response. The redacted copy shall be clearly marked as such.

B. ELECTRONIC PROPOSAL SUBMISSION IN eVA – INSTRUCTIONS: All proposals must be submitted electronically online via eVA using the Offeror’s established eVA Supplier Account. The entire proposal response including all attachments and any/all addenda (if applicable) must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed, or hand-delivered proposals will not be accepted.

To learn about how to submit an online proposal in the eVA system please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Offeror to ensure that the proposal and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Offerors should https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 allow sufficient time to account for any technical difficulties that they may encounter during online submission or uploading of documents. In the event of technical difficulties, Offerors should contact eVA Customer Care at 1-866-289- 7367 or via email at:

eVACustomerCare@dgs.virginia.gov

C. Proposals shall be signed by an authorized representative of the vendor and uploaded as a PDF document. A typewritten or stamped signature is not acceptable. By submitting a proposal, the Offeror certifies that all information provided in response to this URFP is true and accurate. Failure to provide information required by the URFP may result in rejection of the proposal.

D. The version of the solicitation issued by DOAV as amended by any addenda is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by DOAV unless accepted in writing by the agency. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal. However, DOAV reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal. If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by DOAV.

E. General Instructions:

1. Proposals shall be submitted in accordance with the following instructions.

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 lower evaluation of the proposal.

2. Proposals should be clear and concise, providing straightforward information so that the DOAV evaluators may properly assess your capabilities to perform the services.

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

Each paragraph in the proposal should reference the paragraph number of the corresponding section of the URFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text requirement as it appears in the URFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents, which cross-references the URFP requirements. Information that the Offeror desires to present that does not fall within any of the requirements of the URFP should be inserted at an appropriate place or attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to locate where the URFP requirements are specifically addressed.

4. The proposal should be contained in a single PDF document where practical. All documentation submitted with the proposal should be contained in that single PDF document.

5. As used in this URFP, the terms “must”, “shall”, “should” and “may” identify criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the URFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration. However, it may seriously affect the overall rating of the Offerors’ proposal.

6. Ownership of all data, materials and documentation originated and prepared for the Commonwealth pursuant to the URFP shall belong exclusively to the Commonwealth and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and, in the sole discretion of DOAV, may result in rejection of the proposal.

F. Oral Presentations:

Offerors who submit a proposal in response to this URFP may be required to give an oral presentation of their proposal to DOAV. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but to in no way change the Offeror’s original proposal. At the sole discretion of DOAV, oral presentations may be via a telephone conference call or conducted virtually online. Oral presentations are an option of the agency and may or may not be conducted.

G. Specific Proposal Requirements:

Proposals should be as thorough and detailed as possible so that DOAV may properly evaluate your capabilities to provide the required goods/services.

Offerors are required to submit the following items as a complete proposal:

1. Return the URFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required.

2. Methodology/Approach for providing the services indicated in the

Statement of Needs, to include:

a. Any service requirements that will be the responsibility of DOAV.

b. A detailed list and description of the equipment and cleaning materials that your firm proposes to use and the function of each in accomplishing the tasks as specified in Appendix I “Janitorial Tasks to be Performed”.

c. A detailed schedule of cleaning functions, including dates for other than daily functions, which are to be performed during the period of this contract.

d. Staffing levels to be provided to meet the cleaning requirements of this contract. Include the responsibilities/functions to be performed by each position.

e. Description of cleaning supplies that will be provided.

f. Copy of the proposed daily task log (Section III. “Statement of

Needs”, A. “Requirements”, Provision 2).

g. Copy of the proposed inspection report (Section III. “Statement of Needs”, A. “Requirements”, 4. “Quality Control: Facility Inspection Reporting”, Provision b).

h. Proposed management and supervisory plan for quality control.

i. Procedures to ensure complete compliance with contract requirements.

j. Management controls.

k. Contract management strategies utilized by your firm.

l. Describe your understanding of the requirement to self-manage your firm’s contract performance as described in Section III.

“Statement of Needs”, C. “Performance Standards”, Provision 4, and describe how this will be accomplished.

m. Your firm’s approach to staffing for DOAV’s premises, including the number of janitorial workers to be assigned and the minimum total of man-hours (excluding supervision) to be provided daily.

n. Your firm’s hiring practices and methods to attract and retain qualified personnel (Section III. “Statement of Needs”, A.

“Requirements”, Provision 9).

o. Describe the training your firm proposes to provide to non-supervisory personnel assigned to this contract.

p. The standard lead times required for providing the services as specified herein. Indicate how soon your firm would be able to initiate services and describe your firm’s timetable for ensuring that required personnel, equipment and supplies are in place for the start date.

3. Describe experience of your firm in providing similar janitorial services, to include:

a. The training that your firm’s manager and supervisors receive.

b. The name of the firm’s manager who would oversee a resulting contract and describe their qualifications and experience.

c. The name of the firm’s supervisor who would oversee a resulting contract and describe their qualifications and experience.

4. Describe in detail your firm’s capabilities to satisfy the requirements for providing these services.

5. Pricing:

Submit your firm’s pricing on Appendix II, “Pricing Schedule”. The fixed price per month amount will be used to evaluate pricing.

6. Required Forms:

a. Complete and return the URFP Cover Sheet and all addenda acknowledgements, if any.

b. Complete and return Appendix II – Pricing Schedule

c. Complete and return Appendix III – Vendor Data Sheet

d. Complete and return Appendix IV – State Corporation Commission Form

e. Complete and return Appendix V – Exceptions to URFP Form

VI. Evaluation and Award Criteria

Proposals will be evaluated by DOAV using the following criteria:

1. Methodology and approach for providing the requested service.

2. Demonstrated experience, qualifications, ability and expertise of Offeror in providing the requested service.

3. Pricing.

Criteria point assignment to be used for evaluation:

Criteria Points

1. Methodology/Approach 40

2. Experience/Qualifications/Ability/Expertise 40

3. Pricing 20

Total 100

VII. Contract Award

Selection shall be made of two or more DSBSD-certified micro business offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals, provided that the price proposal is up to and including $10,000.

Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one DSBSD-certified micro business offeror is fully qualified, or that one such offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. Any award to a DSBSD-certified micro business offeror pursuant to the above process may be made only if the price as negotiated remains under $10,000.

The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. If the agency in its sole discretion determines that the above criteria for limiting the negotiation to micro businesses are not present, the agency shall follow the same process as specified above, but restricting the negotiation instead to DSBSD-certified small business offerors, provided that the price proposal is not more than $100,000. If the agency determines that the above criteria for limiting the negotiation to small businesses are not present, the agency shall follow the same process as specified above, but without restricting the negotiation to small or micro business offerors.

VIII. Special Terms and Conditions

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

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

C. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

D. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

E. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in multiple purchase order(s) with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA eProcurement Program and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or Punch-Out Catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog and/or Punch-Out Catalog Specification. For further information and details please email eVA-catalog-manager@dgs.virginia.gov.

F. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (60) days, the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

G. PROPOSAL PRICES: Proposal prices shall be in the form of a firm unit price for each item during the contract period.

H. EXTRA CHARGES NOT ALLOWED: The proposal price shall be for the complete service, and shall include all labor, supervision, equipment, cleaning supplies and materials, except those materials and supplies furnished by DOAV as indicated herein. Extra charges will not be allowed.

I. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all Subcontractors that he may utilize, using his best skill and attention.

Subcontractors who perform work under this contract shall be responsible to the Prime Contractor. The Contractor agrees that he is as fully responsible for the acts and omissions of his Subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

J. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed Subcontractors. The Contractor shall, however, remain fully liable and responsible mailto:eVA-catalog-manager@dgs.virginia.gov for the work to be done by its Subcontractor(s) and shall assure compliance with all requirements of the contract.

K. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the

Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.

L. RENEWAL OF CONTRACT: This contract may be renewed by mutual agreement for two (2) successive, one (1) year periods at a reasonable time (approximately 90 days) prior to the expiration. Price changes may be negotiated at the time of renewal; however, DOAV shall be given all discounts and price decreases extended to the Contractor’s other customers for the same types of products and services.

M. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a Bidder or Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any Bidder or Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the Bidder or Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Bidder or Offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

N. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from the Offeror’s proposal, no indication of such sales or services to Virginia Department of Aviation will be used in product literature or advertising without prior written approval from the agency.

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

P. LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation are “Hazardous Substances” as defined by § 1261 of Title 15 of the United States Code (U.S.C.) or “Pesticides” as defined in § 136 of Title 7 of the United States Code, then the Offeror, by submitting his proposal, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the foregoing sections and that by delivering the items or products the Offeror does not violate any of the prohibitions of Title 15 U.S.C. § 1263 or Title 7 U.S.C. § 136.

Q. MATERIAL SAFETY DATA SHEETS: Material Safety Data Sheets and descriptive literature shall be provided for each chemical and/or compound offered upon award of contract.

R. PRODUCT INFORMATION: The Offeror shall clearly and specifically identify the products being offered and enclose complete and detailed descriptive literature and specifications with the proposal. Failure to do so may cause the proposal to be considered nonresponsive.

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

T. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contract…