IFB - Janitorial Supplies

The Southwest Virginia Regional Jail Authority (SWVRJA) has issued an Invitation for Bid (IFB) to procure janitorial supplies for four regional jail facilities serving nine Virginia counties (Buchanan, Dickenson, Lee, Russell, Scott, Smyth, Tazewell, Washington, and Wise) and two cities (Norton and Bristol). The procurement seeks quotes for a comprehensive range of janitorial products including Ecolab cleaning solutions (disinfectant cleaners, floor cleaners, glass cleaners, pot and pan cleaners), large trash bags, kitchen paper towels, toilet paper, and shop towels. Sealed bids are due by June 1, 2026, at 2:00 PM, with written inquiries required by May 2, 2026, and any addenda posted by May 7, 2026. Offerors must submit five original copies plus two electronic copies of their response, including completed IFB cover sheets and acknowledgment of all addenda. The contract term runs from July 1, 2026, through June 30, 2027, with four optional successive one-year renewals available. Evaluation criteria include proposed pricing, demonstrated experience in janitorial supplies, ability to service the contract term, order lead time, and complete product specifications; lowest price does not guarantee award. All quoted prices must be inclusive of shipping and delivery charges, with vendors required to identify any minimum order quantities and provide product samples within seven calendar days upon request.

The SWVRJA reserves the right to award the contract to one or more vendors and does not guarantee purchase of any specified quantity or all listed items; offerors are not required to bid on all items for consideration. Vendors must meet standard insurance requirements including workers' compensation coverage, employer's liability of $100,000, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 combined single limit if applicable. Price escalation is prohibited for the first 365 days after the effective contract date and is thereafter limited to three percent annually with 30 days advance notice and verification of material cost increases. The contract is subject to Virginia's Vendors Manual, applicable federal and state laws, and cooperative purchasing provisions allowing other Procurement Professionals of Virginia Regional Jails members access to awarded contracts. Historical procurement data indicates the SWVRJA purchased approximately 2,170 cases of toilet paper and 920 cases of 40x53 black trash bags in FY2026, with additional purchases of cleaning solutions ranging from 15 to 86 cases across various product lines. No specific budget range or award value has been disclosed in the procurement documents.