IFB# 161253 Custodial Services - TOC

The Virginia Department of Transportation (VDOT) is soliciting bids under IFB #161253 for custodial services at the Salem Traffic Operations Center, with electronic bids due October 30, 2026 at 10:00 a.m. EDT via eVA. Attendance at the mandatory pre-bid conference, scheduled for October 20, 2026, was a prerequisite for bid eligibility, and only bidders represented at that conference could submit bids. Every bidder must submit a Small Business Subcontracting Plan (Attachment E) identifying the percentage of work to be subcontracted to Department of Small Business and Supplier Diversity-certified small businesses, unless the bidder is itself certified as a small business. The Commonwealth's goal is that over 42 percent of purchases be made from small businesses, and DSBSD-certified small, women-owned, or minority-owned bidders should list their certification numbers.

The scope covers daily janitorial service at a 19,600-square-foot, two-story facility operating 24/7/365, including trash removal, floor cleaning, restroom sanitation, carpet cleaning, window washing, and equipment maintenance, performed to APPA Level 2 cleaning standards. VDOT estimates daily tasks require 2.5 to 3 hours. Personnel, including the owner or signer, supervisor, at least two cleaning technicians, and carpet cleaning staff, must pass fingerprint-based Criminal History Records Checks and obtain VDOT identification badges before work begins. Bidders must carry $1 million per occurrence and $2 million aggregate general liability coverage, plus workers' compensation. Subcontracting requires prior written VDOT consent, and the prime contractor remains fully liable for subcontractor performance. Bidders must submit qualifications on Attachment B and at least three references on Attachment D. Incomplete attachments may render a bid non-responsive.

Pricing has five components: an annual base-services price billed monthly, a per-square-foot rate for operations room carpet cleaning, a per-square-foot rate for general carpet cleaning, an hourly rate for general cleaning, and an hourly rate for emergency cleaning. Bid prices must include labor, supervision, equipment, supplies, and materials, except toilet tissue, paper towels, soap, trashcan liners, and overhead light bulbs, which VDOT supplies. The contract term is one year, with the start date set at award, renewable for four successive one-year periods. Renewal increases are capped at the percentage change in CPI-U over the preceding twelve months. Invoices are due by the 10th of each month, and payment follows within 30 days under the Virginia Prompt Payment Act. VDOT may cancel with 60 days' written notice or terminate for cause without penalty if service standards are not met. Place of performance is 1596 Deborah Lane, Salem, Virginia 24153, within the Salem District, with Roanoke County and Salem City listed as jurisdictions. Bidders must register in eVA, with transaction fees of 1 percent capped at $500 for certified small businesses or $1,500 for others. Bids open virtually at 11:00 a.m. EDT on October 30, 2026.