i

VIRGINIA COMMERCIAL SPACE FLIGHT AUTHORITY

REQUEST FOR PROPOSALS (RFP)

Issue Date: 8/19/2026

Subject: RFP 27.892100-090-002

Title: Mid-Atlantic Regional Spaceport Janitorial Services

Issuing Organization: Virginia Commercial Space Flight Authority 101 W. Main Street, Suite 602 Norfolk, VA 23510

Location of Work: Multiple locations in the vicinity of:

Virginia Commercial Space Flight Authority Mid-Atlantic Regional Spaceport Facilities Wallops Island, VA 23337

Proposals will be received until 9/16/2026, 4:00 PM. Eastern Time for furnishing the scope described herein.

Proposals shall remain valid for 60 days from the date submittals are due.

Questions shall be emailed to solicitations@vaspace.org by 9/08/2026, 4:00 PM., Eastern Time. Please include RFP 27.892100-090-002 in the subject line.

VCSFA is not obligated to pay any costs incurred by the Offeror in preparing or submitting an offer to this

RFP.

Certification:

In compliance with this RFP and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation and hereby certifies that all information provided below and in response to this request for proposal and any schedule attached hereto is true, correct, and complete.

Name and Address of Firm:

Authorized Signature/Title Date

Printed Name

Email

Phone Number mailto:solicitations@vaspace.org ii

REQUEST FOR PROPOSALS #27.892100-090-002

TABLE OF CONTENTS

PAGE

I. PURPOSE

II. GENERAL DEFINITIONS:

III. BACKGROUND

IV. RFP SCHEDULE

V. GENERAL REQUIREMENTS

VI. SPECIFICATIONS AND CONTRACT REQUIRMENTS………………………………4

VII. TERM……………………………………………………………………………………...9

VIII. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS…………………9

IX. EVALUATION AND AWARD………………………………………………………….10

X. GENERAL TERMS AND CONDITIONS……………………………………………….12

XI OTHER TERMS AND CONDITIONS…………………………………………………..12

XII SPECIAL TERMS AND CONDIDTIONS………………………………………………14

XIII. ATTACHMENTS………………………………………………………………………...18

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REQUEST FOR PROPOSALS (RFP) 27.892100-090-002

MID-ATLANTIC REGIONAL SPACEPORT

JANITORIAL SERVICES

I. PURPOSE

Virginia Commercial Space Flight Authority (“VCSFA”, “Virginia Spaceport Authority” or “VSA”) is seeking proposals for janitorial services at its Mid-Atlantic Regional Spaceport (MARS) facilities of which includes multiple locations on Wallops Island and Temperanceville, Virginia.

VCSFA is political subdivision of the Commonwealth of Virginia and is exempt from the Virginia Public Procurement Act.

II. GENERAL DEFINITIONS:

For the purpose of clarification in the solicitation, each firm submitting a proposal is referred to as a “Offeror,” and the Offeror awarded the contract is referred to as a “Contractor.”

“Procurement Official” refers to the VCSFA individual who will be the point of contact for handling the contractual business relationship with the Contractor. This includes authorizing changes or modifications to document contracting obligations of both parties, entering into any new agreements during the performance of the resulting award, and settling disputes that may arise during contract performance. The “Technical Point of Contact” refers to the VCSFA representative who is responsible for day-to-day oversight of the contract and making sure that the Contractor performs in accordance with the terms of contract. The Request for Proposals “RFP” states the instructions for submitting proposals, the procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between VCSFA and the Contractor.

III. BACKGROUND

VCSFA owns and operates the Mid-Atlantic Regional Spaceport (MARS), which is one of only five spaceports in the U.S. licensed by the Federal Aviation Administration (FAA) Office of Commercial Space Transportation for vertical launches to orbital trajectories and one of only three East Coast orbital launch sites with launch trajectories to achieve orbital inclinations between approximately 38° and 60°.

VCSFA is currently responsible for eleven (11) facilities, eight (8) of which are situated at the NASA Wallops Flight Facility (WFF) on Wallops Island, Virginia, where access is controlled and hazards are present. All other locations are VCSFA-controlled facilities within 10 miles of the WFF base.

VCSFA is in the process of expanding its capabilities at MARS and we are committed to providing state-of-the-art, secure facilities for the training and testing of unmanned systems, positioning ourselves as a key driver of the Commonwealth of Virginia’s economic

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development. Maintaining clean, well-kept facilities is essential not only for making a positive impression on our customers and visitors, but also for supporting the well-being and productivity of our dedicated employees.

IV. RFP SCHEDULE

• Release RFP: 8/19/2026

• Mandatory Site Visit: 9/2/2026 10:00 AM Eastern Standard Time o Potential Offerors are required to obtain a NASA Wallops Flight Facility (WFF) Visitors Pass for site access.

o For further instructions please contact Rachael Bivens at rachael.bivens@vaspace.org if you would like to attend. Interested firms must contact Rachael Bivens not later than 4:00 PM on 8/27/2026 to request attendance for the site visit and you must provide the legal name and type of REAL-ID compliant identification for each attendee (no more than two attendees per firm). VCSFA must submit requests for Visitors Passes to the NASA Badging office, and we require a several days turnaround time to process requests. All interested vendors who have been notified that they are approved to attend shall meet at MARSCOM, 7414 Atlantic Road, Wallops Island, Virginia, 23337, at the site visit start time. The VCSFA Representative will lead the group to the Pass and ID office. Attendees must bring a REAL-ID compliant form of identification (REAL-ID License or passport) or they will not be able to attend the Site Visit and thus will not meet the mandatory attendance requirement.

o VCSFA will reject proposals as non-responsive from Offerors that do not attend the Mandatory Site Visit.

• Questions Regarding this RFP: Questions will be accepted through 9/8/2026, 4:00 PM Eastern Time. The VSA procurement official will determine whether any addendum or amendments should be issued as a result of any questions or other matters raised.

Offerors shall submit questions regarding this RFP to solicitations@vaspace.org.

o Questions will be consolidated, answered and distributed. Please ensure that the solicitation number is included in the subject of the e-mail as this e-mail mailbox is used for other open solicitations.

o Do not submit e-mail or hold side conversations with the VCSFA Technical Point of Contact during the open solicitation period. All communication shall come through solicitations@vaspace.org. Restricting communication is to maintain fair competition and to ensure a level playing field so that all prospective Offerors receive the same information at the same time. If an Offeror is found to have contacted the Technical Point of Contact regarding this RFP during the solicitation period, their proposal may be rejected or disqualified entirely.

• Proposals must be emailed to solicitations@vaspace.org by 09/16/2026, 4:00 PM Eastern Time.

V. GENERAL REQUIREMENTS

• Service days: Monday through Friday (or as specified per location).

• Work Hours: Janitorial Services may be provided between the hours of 7:30 AM – 4:30

PM. A schedule of services per location will be negotiated between VCSFA and the mailto:rachael.bivens@vaspace.org

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Contractor. Special or emergency cleaning requests by VSA may fall outside of these hours, the schedule for which will be negotiated at the time of request.

• All cleaning materials and equipment will be supplied by the Contractor, unless defined otherwise.

• VCSFA will supply paper products, trash bags, and hand soap.

• VCSFA will supply a storage space for Contractor cleaning supplies and equipment at locations requiring daily cleaning (MARSCOM, Addison Warehouse Facility, and Mappsville Facility). For other locations, the Contractor shall transport cleaning supplies and equipment to and from the site.

• All cleaning materials shall be a product specifically manufactured for the surface to be cleaned and shall be used according to the manufacturer’s specifications. All supplies furnished by the Contractor shall be available for inspection and approval for use by VCSFA. Safety Data Sheets (SDS) and descriptive literature shall be provided to VCSFA for review prior to approval of each cleaning product. For each VCSFA-approved cleaning product, Contractor shall provide an SDS and descriptive information to be kept on file in a notebook at each VCSFA facility

• Security access clearance is required. A Real ID or US passport, along with proof of U.S.

Citizenship is required by NASA for Contractor’s employees and/or suppliers to obtain badging and gain NASA Wallops Flight Facility access.

• Inclement Weather. The Contractor shall make every reasonable effort to provide janitorial services during inclement weather. If driving conditions do not permit employees to report to work, the services may be provided on the next day. The Contractor shall notify the Technical Point of Contact when services cannot be provided due to inclement weather. For any cleaning not performed, the Contractor will not receive payment.

• Special or emergency cleaning shall be for additional cleanings that are not already specified in the daily, weekly, monthly, quarterly, or annual cleanings. This cleaning may include, but will not be limited to, cleaning after renovations; cleaning before or after special events; cleaning after repair work has been completed, and deep cleaning of floors, including carpet shampooing and stripping, waxing and buffing of hard floors.

VCSFA will provide at least twenty-four (24) hours’ notice to the Contractor for Special Cleaning and at least four (4) hours for Emergency Cleaning. Notice will either be written or given verbally in person or over the phone. When requesting these services, a quote shall be provided by the Contractor with the number of hours estimated to complete the work and if VCSFA deems it not to be fair and reasonable, the work may be bid separately from the contract. These services will be paid under the hourly rate listed in the pricing schedule. For any special or emergency cleaning service, the Contractor shall bill VCSFA as a separate line item on the regular monthly statement for the month during which the special cleaning was provided; the line item must list the date additional service was rendered, the number of employees provided, the number of hours worked per each employee, and the name of the VCSFA representative requesting the additional work.

• Contractor shall provide the minimum response times as outlined by request type below:

o Responding to routine calls/emails from VCSFA staff for correspondence during normal business hours (Monday – Friday, 7:00 AM – 5:00 PM) – Contractor shall respond within two (2) hours of a call or email.

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o Request for special cleaning (non-emergency) – Contractor shall be able to provide services with a minimum of 24 hours’ notice by VCSFA.

o Request for emergency cleaning – Contractor shall be able to provide onsite services with a minimum of four (4) hours’ notice from VCSFA.

o Request for remediation of Unsatisfactory Work. – VCSFA will notify the Contractor of any work that does not meet the requirements of the Contract (“Unsatisfactory Work”) and the Contractor shall correct any Unsatisfactory Work as soon as practicable but no later than 24 hours of notification by VCSFA;

Notification of Unsatisfactory Work shall be deemed given as soon as the VCSFA Technical Point of Contact leaves a telephone or email message that notifies Contractor of deficient performance.

VI. SPECIFICATIONS/CONTRACT REQUIREMENTS

A. STATEMENT OF NEED: The selected Offeror (“Contractor”) will provide the necessary supervision, labor, transportation, equipment, materials, cleaning supplies, permits, licenses and certifications for janitorial services as described herein. All personnel must complete a security access briefing prior to starting service.

B. FACILITIES TO BE CLEANED:

i. LOT 1: Mid-Atlantic Regional Spaceport Command (MARSCOM) (approximately 15,000 square feet) located at 7414 Atlantic Road, Wallops Island, VA 23337

ii. LOT 2: Addison Warehouse Facility (approximately 7,600 square feet) located at 9266 Lankford Highway, Temperanceville, VA 23442

iii. LOT 3: Launch Pad Area Trailers, four (4) office trailers and two (2) portable toilet trailers located near the launch pad sites at NASA Wallops Flight Facility

iv. LOT 4: Unmanned Aircraft Systems (UAS) Facility (including an office trailer and restroom trailer) located at NASA Wallops Flight Facility (MARS UAS), North Seawall Road, Wallops Island, VA 23337

v. LOT 5: Payload Processing Facility (PPF) (including office trailer) located at NASA Wallops Flight Facility (MARS PPF), 1066 North Seawall Road, Wallops Island, VA 23337

vi. LOT 6: Mappsville Facility located at 13249 Lankford Hwy, Mappsville, VA 23407

C. LIST OF DUTIES/TASK AND FREQUENCIES

i. MARSCOM Facility (approximately 15,000 square feet.) – LOT 1

a. Office space; two (2) restrooms (Men’s: 2 urinals, 2 stalls, 2 sinks; Women’s: 4 stalls, 2 sinks); one (1) break room

b. Service Frequency: Daily, Monday through Friday

c. Flooring Types: Karndean Looselay – Vinyl Tile, Carpet – Tarkett Ethos Tile 24x24;

Style Aftermath II

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Daily Tasks:

• Clean front entrance doors (interior and exterior).

• Mop entrance and reception areas.

• Clean and sanitize break room surfaces, mop floors, and empty trash.

• Completely clean and disinfect restrooms; restock paper products and soap.

• Dispose of cardboard for recycling.

• Sanitize conference room tables and counters.

• Dry mop all hard floors.

Weekly Tasks:

• Polish stainless-steel appliances as needed.

• Sweep and mop copy room.

• Detail-dusting of copy room and equipment.

• Vacuum carpets as needed, no less than once per week.

• Wet Mop all floors (can be sectioned throughout the week).

Monthly Tasks:

• Dust windowsills, baseboards, picture frames, plaques, and wall decorations.

• High dust (corners and ceilings).

• Remove fingerprints from doors and switch plates.

• Clean glass on cubicles.

• Empty smoking receptacles.

Annual Tasks:

• Clean building windows, inside and out.

ii. Addison Facility (approximated 7,600 square feet) – LOT 2

a. Warehouse and office space; five (5) single-occupancy restrooms

b. Service frequency: Twice weekly (specific days to be agreed upon).

c. Flooring types: Carpet – generic

d. VCSFA is currently renting this facility. Cleaning services for this facility will be required at contract start up but may be removed from the scope of work during the contract term. If this location is removed, VCSFA will provide the Contractor with thirty (30) days’ notice and will pay the Contractor for services rendered through the end of the notice period, prorated if needed based on the fixed monthly fee. By submitting a proposal, Offerors acknowledge and agree to this potential scope modification.

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Twice-Weekly Tasks:

• Clean entrance door glass.

• Vacuum and mop entrance, reception, and stairs.

• Vacuum all carpeted areas.

• Empty trash and sanitize containers.

• Clean and disinfect restrooms, replenish supplies.

• Dust windowsills, desktops, and tables.

iii. Launch Pad Area Portable Trailers – LOT 3

a. Three (3) office trailers

• Two (2) 60’ x 12’ trailers with bathroom

• One (1) ~10’ x 20’ trailers without bathroom

b. One (1) restroom trailers (locations subject to change)

c. Access Requirements: Approval required for NASA Wallops Island Base access;

badge support provided by VSA.

d. Service Frequency: Weekly.

Weekly Tasks:

• Vacuum, sweep, and damp mop floors with disinfectants.

• Clean conference tables, lunch areas, and microwaves.

• Empty trash containers and sanitize.

• Restock restroom trailer supplies (toilet paper, paper towels, soap).

• Clean and disinfect restroom trailer mirrors, countertops, and stalls.

iv. Unmanned Aircraft Systems (UAS) Facility – LOT 4

a. Approximately 1,000 square feet UAS hangar interior to include a ready room/conference room; one (1) restroom trailer

b. Service Frequency: Weekly (subject to change upon request)

c. Flooring type for Hangar: Carpet - generic

d. Access Requirements: Approval required for NASA Wallops Island Base access;

badge support provided by VSA.

e. Tasks: Vacuum, mop floors, clean conference and lunch areas, empty trash, and sanitize containers. Restock restroom trailer supplies (toilet paper, paper towels, soap). Clean and disinfect restroom trailer mirrors, countertops, and stalls.

v. Payload Processing Facility (PPF) – LOT 5

a. Approximately 3,000 square feet, including office space and three (3) single-person bathrooms; cleaning services may also include an office trailer close to the facility.

b. Service Frequency: Weekly (subject to change at request)

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c. Flooring types: Bathrooms – Tile, Change Rooms – Concrete with 3744 chemical resistant epoxy coating

d. Access Requirements: Approval required for NASA Wallops Island Base access;

badge support provided by VSA.

e. Tasks: Vacuum carpets, clean and mop changing rooms, disinfect restrooms, mop floors, dust and mop communication rooms, empty and sanitize trash containers.

vi. Mappsville Facility (approximately 5,000 sq. ft.) – LOT 6

a. Front office area with individual offices; cubicle workstations; two (2) conference rooms; one (1) break room, four (4) restrooms:

• Men’s: 2 urinals, 2 stalls, 2 sinks

• Women’s: 4 stalls, 2 sinks

• Two (2) ADA stall with toilet and sink

b. Service Frequency: Daily, Monday through Friday

c. Flooring types: Karndean Looselay – Vinyl Tile, Carpet – Tarkett Ethos Tile 24x24;

Style Aftermath II The following are temporary use spaces and will be serviced at the outset of the contract but may be removed/modified later. They shall be priced separately on the Pricing Form.

a) Facilities Management Office space (approximately 1,800 square feet)

a. Open office with concrete floors, desks for 8 personnel, and common meeting space.

b. Weekly cleaning required as outlined below:

i. Sweep, and damp mop floors with disinfectants.

ii. Empty trash containers and sanitize.

b) One (1) Restroom trailer in front of the facility

a. Weekly cleaning required as outlined below:

i. Restock restroom trailer supplies (toilet paper, paper towels, soap).

ii. Clean and disinfect restroom trailer mirrors, countertops, and stalls.

Daily Tasks:

• Clean front entrance doors (interior and exterior).

• Mop entrance and reception areas.

• Clean and sanitize break room surfaces, mop floors, and empty trash.

• Completely clean and disinfect restrooms; restock paper products and soap.

• Dispose of cardboard for recycling.

• Sanitize conference room tables and counters.

• Dry mop all hard floors.

Weekly Tasks:

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• Polish stainless-steel appliances as needed.

• Sweep and mop copy room.

• Detail-dusting of copy room and equipment.

• Vacuum carpets as needed, no less than once per week.

• Wet Mop all floors (can be sectioned throughout the week).

Monthly Tasks:

• Dust windowsills, baseboards, picture frames, plaques, and wall decorations.

• High dust (corners and ceilings).

• Remove fingerprints from doors and switch plates.

• Clean glass on cubicles.

• Empty smoking receptacles.

Annual Tasks:

• Clean building windows, inside and out.

The following areas of the Mappsville Facility are planned as future additions to the Contract.

They will be priced separately and added to the Contract per written authorization from VCSFA as needed.

vii. (Add on) Mappsville Facility Launch Vehicle Processing Space (approximately 27,000sq. ft.) -Lot 6

a. Approximately 27,000 square feet of processing space.

b. Access Requirements: Approval required by VSA.

c. Service Frequency: Weekly (subject to change at request)

d. Tasks: Mop floors, dust, empty and sanitize trash containers.

viii. (Add on) Mappsville Facility Launch Team Maintenance Space (approximately 9,600sq. ft.) – Lot 6

a. Open shop space, one (1) break room, two (2) restrooms:

• Men’s: 3 urinals, 2 stalls, 3 sinks

• Women’s: 4 stalls, 2 sinks

b. Service Frequency: Daily, Monday through Friday

Daily Tasks:

• Clean and sanitize break room surfaces, mop floors, and empty trash.

• Completely clean and disinfect restrooms; restock paper products and soap.

• Dispose of cardboard for recycling.

• Dry mop all hard floors.

Weekly Tasks:

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• Polish stainless-steel appliances as needed.

• Vacuum carpets as needed.

• Wet Mop all floors (can be sectioned throughout the week).

Due to continual growth of our organization, additional facilities may be added and/or facilities awarded under this contract may be removed at VCFSA’s discretion. The Contractor must be prepared to offer services for new locations under the same terms and conditions, including scope, pricing adjustments, and service frequency, as mutually agreed upon. Any new facilities added will be subject to the same standards, responsibilities, and requirements as outlined in this agreement, ensuring continuity and quality of service across all VCFSA properties. The Contractor shall be expected to accommodate the addition or removal of facilities or requested modifications to the services outlined in the Statement of Needs (e.g. increase/decrease frequency of cleaning) within thirty (30) days’ written notice from VCSFA. For any increase or decrease of services, VCSFA will negotiate a fair price with the Contractor based on then-current contract rates. Following the effective date for the modifications outlined in the written notice, invoices shall reflect the new contract pricing.

VII. TERM

The initial term is date of award for one year (initial term) with four (4) one-year optional renewal periods. The Contractor is anticipated to begin providing janitorial services starting December 1, 2026.

VIII. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. GENERAL REQUIREMENTS:

1. Manner of Submission

a. In order to be considered for selection, Offerors must submit an electronic proposal by the date and time noted above and on the cover of this solicitation.

b. Receipt of an electronic proposal shall be used to determine timeliness.

c. Proposals must be submitted to solicitations@vaspace.org.

2. Proposal Preparation

a. Proposals must be signed by an authorized representative of the Offeror.

b. All information requested must be submitted. Proposals shall be organized as outlined.

c. All pages of the proposal should be numbered, and each paragraph in the proposal should reference the page number and paragraph number (as appropriate) of the corresponding section of the RFP. Information that the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals which are not organized in this manner risk elimination from consideration if VCSFA is unable to find where the RFP requirements are specifically addressed.

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

e. Proposal Preparation Costs: The Offeror is responsible for all costs of proposal preparation. VCSFA is not liable for any cost incurred by an Offeror in response to this RFP.

f. Proposal shall remain valid for sixty (60) days from date of submission.

3. Responsiveness

a. In order to be considered for selection, Offerors must submit an electronic proposal by the date and time noted above and on the cover of this RFP.

i. Proposals must be submitted to solicitations@vaspace.org prior to submission due date and time.

ii. Receipt of electronic proposal shall be used to determine timeliness.

b. Offerors submitting a proposal must have attended the Mandatory Site Visit

4. All Proposals Shall Include:

a. Cover sheet of this RFP - filled out as required and signed by an authorized representative of the Offeror.

b. Signed Amendments to the RFP

c. VCSFA Business Certificate and W-9 - Attachments A and B respectively.

d. Exceptions to RFP or Terms and Conditions – Attachment F.

e. Pricing Form- Complete and include here the Pricing Form in Attachment D.

Pricing shall be all inclusive of all necessary labor, transportation, supervision, materials, equipment, and incidentals necessary to fulfill the requirements outlined in the RFP.

f. Proposal Form – Complete and include here the Proposal Form in Attachment E to this RFP.

IX. EVALUATION AND AWARD

The award will be made to the Offeror who meets or exceeds all of the requirements and provides the best overall value for services.

Minimum requirements – Offerors must meet the following minimum requirements to be considered for award.

• Licensure and Insurance. The Offeror must be legally authorized to conduct business in the Commonwealth of Virginia, possess all required business licenses and certifications applicable to the services requested in this RFP, and possess required insurance coverage as indicated in Attachment C, VCSFA Terms and Conditions (Services).

• Integrity and Compliance: The Offeror must not be debarred, suspended, or otherwise ineligible to contract with VCSFA and must disclose and explain any contract terminations for default or safety violations on past contracts within the past three (3) years.

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Evaluation Criteria. Proposals will be evaluated based on best overall value with the following criteria, in order of priority:

• Qualifications and Experience: Offeror demonstrates extensive and proven experience in providing janitorial services on contracts of similar size and scope as required by this RFP. Offeror shall provide three (3) current or recent customers for which it performed similar services. VCSFA reserves the right to contact the references listed in the Offeror’s proposal to verify successful past performance.

Offeror must have a minimum of three (3) years of continuous experience providing janitorial services of a similar nature; preference will be given to firms with more years of relevant experience. Preference will be given to firms that have experience providing janitorial services in a highly sensitive, confidential environment.

• Staffing and Management Capacity. Offeror provides an approach to staffing that reflects a thorough understanding of the requirements set forth in the RFP. Preference will be given to staffing plans that can provide dedicated staff members (non-rotating) to each location. Offeror outlines a thorough process for vetting and training staff members. Offeror demonstrates the ability to provide proper on-site supervision and management oversight. Preference will be given to those Offerors who have a proven methodology for providing staffing, oversight, and supervision in a highly sensitive, confidential environment.

• Quality Control and Responsiveness. The Offeror possesses a highly effective quality control program with evidence of processes and systems to ensure consistent, high-quality cleaning services as requested in the RFP. Offeror presents an appropriate list of cleaning products. Offeror provides a thorough and effective plan for communication and responsiveness to VCSFA’s needs; emphasis will be placed on the Offeror’s ability to respond on-site to emergency requests in a manner that meets or exceeds minimum response times set forth in Section V. of the RFP.

• Price. Pricing is complete, realistic and reasonable, and represents excellent value for the requested services.

Proposals shall be evaluated by VCSFA based on the above specific criteria and completeness, relevance, and quality of the Offeror’s responses to the RFP and the specific proposal requirements.

VCSFA reserves the right to reject any and all proposals; to waive minor informalities in proposals or request additional information from Offerors; or to select the proposal that in VCSFA’s judgment best accomplishes the purpose of the request.

Discussions or Oral Presentation. VCSFA may choose to engage highly ranked Offerors after the proposal evaluation stage to participate in discussions and/or oral presentations, during which Offeror may be asked to clarify or elaborate on aspects of their proposals.

Offeror evaluations and rankings may be further modified based discussions/oral presentations.

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Negotiations. VCSFA will select one or more Offerors that it deems to be fully qualified and best suited based on the evaluation of proposals and any additional discussions/oral presentations, in accordance with the criteria included in this RFP. VCSFA may then conduct negotiations with the Offerors so selected. VCSFA shall consider price, but it will not be the sole determining factor in the selection. Negotiations may result in mutually agreed upon modifications of the RFP and/or the Offeror’s proposal. VCSFA may cancel this RFP or reject Proposals at any time before the award and is not required to furnish a statement of the reason VCSFA did not deem a particular Offeror the most advantageous. Should VCSFA determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, VCSFA may negotiate a contract or award a contract without further negotiation to that Offeror.

Award. VCSFA shall select and award a contract to the Offeror that, in its opinion, presents the best overall value to VCSFA, in accordance with the evaluation criteria.

X. GENERAL TERMS AND CONDITIONS

See the attached VCSFA Terms and Conditions (Services) (Attachment C). By submitting a proposal, the Offeror confirms acceptance of the terms as well as any other terms and conditions contained in this RFP.

XI. OTHER TERMS AND CONDITIONS

A. Civility in State Workplaces. The Contractor shall take all reasonable steps to ensure that no individual, while performing work on behalf of the Contractor or any subcontractor in connection with this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment), bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race, sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or disability.

The Contractor shall provide each Contract Worker with a copy of this Section and will require Contract Workers to participate in training on civility in the State workplace if Contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the Contractor shall provide documentation that each Contract Worker has received such training.

For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.

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The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any Contract Worker who the Commonwealth reasonably believes to have violated this Section.

This Section creates obligations solely on the part of the Contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic, but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth and not by employees or other third parties.

B. Virginia Fair Employment Contracting Act. In accordance with the Virginia Fair

Employment Contracting Act, Va. Code Sec. 2.2- 4200 et seq., the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause, including the names of all contracting agencies with which the Contractor has contracts of over $10,000.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. However, notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

c. If the Contractor employs more than five employees, the Contractor shall (i) provide annual training on the Contractor’s sexual harassment policy to all supervisors and employees providing services in the Commonwealth, and (ii) post the Contractor’s sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the Contractor owns or leases for business purposes and (b) the Contractor’s employee handbook.

d. The Contractor shall include the provisions of subdivisions a, b, and c above in every subcontract or purchase order of over $10,000, so that those provisions will be binding upon each subcontractor or vendor.

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C. Immigration Reform and Control Act of 1986. All personnel performing work under this agreement must be authorized to work in the United States. The Company warrants that it does not and shall not, during the performance of this agreement, knowingly employ an unauthorized alien as defined in the Immigration Reform and Control Act of 1986.

Any Contractor personnel requiring access to MARSCOM must be US Citizens, and present a valid, unexpired government issued photo identification. All requests for facility access must be coordinated through the designated Virginia Commercial Space Flight Authority point of contact.

D. The Contractor agrees to comply with all applicable federal and state laws and regulations pertaining to information security and data privacy.

E. Assignment of Contract. The contract shall not be assignable by the Contractor in whole or in part without the written consent of VCSFA.

F. Availability of Funds. It is understood and agreed between the parties herein that VCSFA shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

G. Proposal Price Currency. Offerors shall state proposal prices in US dollars.

H. Request to Protect Records from Public Disclosure.

If there is any information in your proposal which you believe should be exempted from disclosure (such as a trade secret, proprietary information, or other confidential information), should clearly be identified and designated as such, stating in writing why protection of that information is needed. The Respondent should make a written request to solicitations@vaspace.org. The written request shall:

a. Specify the applicable Code of Virginia exemption (such as Va. Code Sec. 2.2-

3705.6(24)), upon the submission of the materials for which protection is sought;

b. Identify specifically and conspicuously the data or other materials for which the protection is sought (requesting protection for the entire response does not comply with this requirement and such request will be rejected); and

c. State the reasons why protection is necessary.

Failure to take such precautions prior to submission of information may subject confidential information to disclosure under the Virginia Freedom of Information Act.

I. Debarment Status. By participating in this procurement, the Offeror certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Offeror further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

XII. SPECIAL TERMS AND CONDITIONS

A. Substance Abuse https://marsspaceport.sharepoint.us/sites/FN-Contracts/Solicitations/COMPLETE/24.891138-000-012%20Pad%200A%20ISI%20Examinations/RFP%20Docs/solicitations@vaspace.org

15 RFP #27.892100-090-002

a. Contractor and its employees, and the employees and agents of its lower-tier Contractors, shall not perform services hereunder while under the influence of alcohol or any controlled substance, or while a measurable presence of alcohol or such substances has been or can be shown by a urine or blood test. Controlled substances include, among others: marijuana, hashish, cocaine, hallucinogens, depressants and stimulants (except to the extent prescribed for current personal treatment by a licensed physician).

b. Offeror’s proposal for the Work shall include the cost of drug testing of its employees and of the employees of its lower tier Contractors, of periodic random drug testing of same after assignments to the Work, if such testing(s) is directed by the Owner.

c. Contractor certifies that its employees and the employees of its lower-tier Contractors will be drug free on their first assignment to the Work. Failure of Contractor to comply with any provision of this section shall constitute a material breach of this Agreement.

d. Possession or consumption of alcoholic beverages, drugs or other noxious behavior on Project site is strictly prohibited. Violators shall be promptly and permanently discharged from the site at the direction of the Owner.

e. Contractor shall comply with all applicable laws, rules and regulations in the adoption, implementation and enforcement of its own substance abuse policy.

B. Contractor Identification Cards: The Contractor, the Contractor’s supervisor and employees shall carry a valid government issued picture identification card on them at all times when working on VCSFA facilities and/or grounds

C. Personnel

a. A Dedicated Point of Contact (POC) will be designated in writing by the Contractor who will serve as the primary point of contact for contractual matters, has complete authority to act for the Contractor during the term of the Contract, and who is authorized to accept inspection reports and all other correspondence on behalf of the Contractor. The POC’s name and phone number shall be provided on the proposal response. The POC shall be available to respond to any contract issue between the hours of 7:00 a.m. and 7:00 p.m. Monday through Sunday.

b. Supervisory Personnel. The Contractor shall provide qualified staff (if other than the Dedicated Point of Contact) to provide supervision of all janitorial staff and quality control of all onsite work performed under the Contract.

c. Qualifications of the POC and Supervisory Personnel: The POC and Supervisory Personnel must be proficient in the English language and must be able to communicate effectively both orally and in writing. The POC and any Supervisory Personnel shall possess at least 3 years of recent, responsible, proven

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experience managing or supervising janitorial services at a facility of similar size and characteristics, especially in a highly sensitive, confidential environment.

These qualification standards apply to both new and replacement POCs or Supervisory Personnel.

d. General Personnel Requirements. The Contractor shall only use competent, experienced, qualified, and properly trained personnel to perform the work in accordance with this contract. The Contractor shall employ a sufficient number of experienced janitors to adequately perform all the specified services in the frequency and at a standard specified herein. The Contractor shall screen and employ only qualified personnel who must be properly trained and skilled in the performance of their duties and have proven, verifiable experience in a highly sensitive, confidential environment. Contractor shall immediately remove any employee VCSFA determines to be unacceptable. At no time shall a new or untrained employee be permitted on the premises without a Contractor’s representative or be expected to perform the work without adequate training and familiarity with the contract requirements. Contractor personnel shall not be accompanied in their work area by acquaintances, family members or any other person unless said person is an authorized employee of the Contractor. Contractor personnel shall be required to wear a company uniform, identifying Contractor and employee, and shall carry proper, visible identification on their person at all times. Contractor shall notify the VCSFA representative immediately in writing of all changes in contract personnel by submitting name and address of employee and effective date of employment or termination. When in the opinion of the VCSFA, an employee constitutes a security risk, his/her employment on the contract will be denied.

D. Equipment: The Contractor shall furnish all janitorial equipment required to perform under this contract. The equipment may include, but is not limited to vacuums, mops, brooms, wash buckets with wringers, floor strippers, waxers, buffers, signs, and wet extraction equipment for carpet cleaning, etc. For high cleaning, a ladder may also be required. The equipment may be stored on the job site or may need to be transported to and from the location (see Section V. General Requirements). The equipment shall be maintained in good operating condition and in sufficient quantities to adequately perform all services. All Contractor supplied equipment, tools, and personal safety equipment shall meet or exceed the Occupational Safety and Health Administration (OSHA) safety standards for such items.

E. Open and Concealed Carry of Firearms: It is the policy of VCSFA that open and concealed carry of firearms shall be prohibited in VCSFA facilities, unless held by law enforcement, authorized security, or military personnel authorized to carry firearms in accordance with their duties. VCSFA shall retain the right to expel any person from its premises who is violating this policy, in addition to pursuing any other remedies which may be available under this Agreement and applicable laws

F. Renewal of Contract: This contract may be renewed by VCSFA for four (4) successive one (1) year periods under the terms and conditions of the original contract except as

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stated in i. and ii. below. Price increases may be negotiated only at the time of renewal.

Written notice of VCSFA intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If VCSFA elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the SERVICES category of Table 3 of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months (unadjusted percent change) for which statistics are available.

b. If during any subsequent renewal periods, VCSFA elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the SERVICES category of Table 3 of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months (unadjusted percent change) for which statistics are available

G. Security Requirements: All personnel performing work under this agreement must be United States citizens. The Contractor warrants that it does not and shall not, during the performance of this agreement, knowingly employ an unauthorized alien as defined in the Immigration Reform and Control Act of 1986. Any personnel requiring access to VCSFA properties or NASA Wallops Flight Facility must be US Citizens, and present a valid, unexpired government issued photo identification. All requests for facility access must be coordinated through the designated VCSFA point of contact.

VCSFA may provide keys/access cards to Contractor staff to access the facilities. Access card/keys required by the Contractor will be furnished by VCSFA to designated Contractor POC or Supervisory Personnel on a custody receipt and shall be returned to VCSFA on demand. Any loss of access cards/keys must be reported to the VCSFA Technical Point of Contact immediately.

All Contractor personnel who will perform as part of this contract (supervisory/management and janitorial personnel) must attend VCSFA security training, provided onsite at a VCSFA facility, prior to beginning work on this contract. VCSFA will coordinate with the awarded Contractor to schedule security training.

H. Vehicle Requirements / Identification: All Contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company shall be displayed on both sides of all work vehicles while performing work under this contract. The Contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment.

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I. Work Site Damages: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of the awarded contract shall be repaired to the VCSFA’s satisfaction at the Contractor’s expense.

XIII. ATTACHMENTS

Attachment A - VCSFA Business Certification Attachment B - W-9 Form Attachment C - VCSFA Terms and Conditions (Services) Attachment D – Pricing Form Attachment E – Proposal Form Attachment F -- Exceptions to RFP or Terms and Conditions Form

Dear Valued Supplier, We request that you complete the following information in order to be added the approved suppliers list with Virginia Commercial Space Flight Authority (VCSFA). Please return this form as soon as possible.

Company Name Company Name Street Address Street Address City City State Zip State Zip

Cage Code

President: CFO:

No. of Employees:

If Subsidiary, name of Parent:

Signature:__________________________________ Title:

Date:

Vendor ID: Classification: __ __ __ __ __ __ __ __

Export/Import Certification

(NAICS)

A. OFFEROR (____) is, (____) is not a “U.S. Person” as defined in the ITAR 22 CFR Part 120.15 and EAR 15 CFR 772.

B. OFFEROR (____) is registered, (____) is exempt from registration, (_____) is not registered with the U.S. Department of State, Directorate of Defense Trade Controls per ITAR 22 CFR Part 122.1 (a) and (b). Expiration Date of Registration (________________) C. OFFEROR (____) will obtain the necessary export authorization prior to the release of controlled technical data or other defense articles provided by VCSFA for the purpose of procurement to any Foreign Person in or outside of the United States.

In the event this effort contains controlled technical data within the definition of the International Traffic In Arms Regulations (ITAR), it is subject to the control laws of the U.S. Government. Transfer of this data by any means to a Foreign Person, whether in the United States or abroad, without an export license or other approval from the U.S. Department of State, is prohibited. Suppliers shall ensure any lower tier participants are made aware of this requirement.

Additionally, for service type orders, the supplier is advised that due to the nature of work performed by Virginia Commercial Space Flight Authority, it is anticipated that any services performed under this contract may include exposure to defense articles. As such, only U.S. Persons may work on any resultant order. The supplier is responsible for ensuring compliance with this requirement, and for flowing down the requirement to lower tier participants.

ORDERS MAY NOT BE PROCESSED UNTIL WE HAVE RECEIVED THE ABOVE INFORMATION

Company Addresses Order to: Remit to:

ITAR 22 CFR 120.15 and EAR 15 CFR Part 772 define a U.S. person as a person who is a lawful permanent resident as defined by 8 U.S.C.1101(a)(20) or who is a protected individual as defined by 8 U.S.C. 1324b(a)(3). It also means any corporation, business association, partnership, society, trust, or any other entity, organization or group that is incorporated to do business in the United States. It also includes any governmental (federal, state or local) entity.

Business Status

Pertinent Data

It is the policy of VCSFA that small businesses and companies owned by socially and economically disadvantaged individuals have the maximum opportunity to participate in the performance of contracts awarded by the Commonwealth of Virginia and U.S. Government Federal agencies.