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  • 1. REQUEST FOR PROPOSALS BID NUMBER: RFP #S-229-06 TITLE: Janitorial Services (X) SEALED PROPOSAL OR ( ) UNSEALED PROPOSAL ISSUE DATE 01/31/06 PAGE 1 OF 39 PURCHASING OFFICE PROPOSALS RECEIVED UNTIL: 1:00 p.m. 02/21/06 2901 HERMITAGE ROAD PURCHASE OFFICER: P.O. BOX 27491 Patricia A. Rhodes RICHMOND, VA 23261-7491 PHONE (804) 213-4427 FAX (804) 213-4429 Proposals will be opened on the date and hour shown above. Initial period of contract two(2) years: Date of Award (anticipate March 1, 2006) through Two (2) Years After Award (renewable) Original proposals are to be mailed to the address shown above or hand delivered (or sent by other than U.S. Mail) to Department of Alcoholic Beverage Control, 2901 Hermitage Road, Central Office, Second Floor, Room 2059, Richmond, VA 23220. It is the responsibility of the Offeror (not the Agency) to ensure proposals are delivered to the specified location by the date and time noted above. To distinguish proposals from other mail, the envelope or package should be marked “BID DOCUMENT”. It is the intent of the Purchasing Office to assist in recognition of these important documents. Proposals must be submitted on this and the attached form(s), and must be signed in ink. All inquires for information should be directed to: Patricia A. Rhodes Telephone: (804) 213-4427 Fax: (804) 213-4429 . This solicitation is subject to the provisions of the Commonwealth of Virginia General Terms and Conditions and any revisions thereto, which are hereby incorporated into this proposal in their entirety. If not attached, a copy of these terms and conditions is available for review at the purchasing office, and in addition, a copy can be obtained by calling (804) 213-4427. Special terms and conditions attached shall also be part of your proposal. In compliance with this Request for Proposals and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. Name and Address of Firm: Name Date Address By Signature In Ink ZIP Print Name/Title FIN OR SS NO. Phone FAX Pre-Proposal Conference/Site Visit: A MANDATORY site visit will be held on February 10, 2006, at 10:00 a.m. at the ABC Central Office Complex. (Reference: Paragraph VII herein.) Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 11-35.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. TABLE OF CONTENTS
  • 2. IFB #S 219-05 Page 2 of 37 I. PURPOSE Page 3 II. BACKGROUND Page 3 III. STATEMENT OF NEEDS Page 3 IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS Page 10 V. EVALUATION AND AWARD CRITERIA Page 13 VI. REPORTING AND DELIVERY INSTRUCTIONS Page 15 VII. PRE-PROPOSAL CONFERENCE Page 15 VIII. GENERAL TERMS AND CONDITIONS (Attachment B) Page 15 & 18 IX. SPECIAL TERMS AND CONDITIONS (Attachment C) Page 15 & 23 X. METHOD OF PAYMENT Page 15 XI. PRICING SCHEDULE Page 15 ATTACHMENTS A. OFFEROR DATA SHEET Page 17 B. GENERAL TERMS AND CONDITIONS Page 18 C. SPECIAL TERMS AND CONDITIONS Page 23 D. SPECIFICATIONS FOR CUSTODIAL CLEANING ALCOHOLIC Page 26 BEVERAGE CONTROL’S CENTRAL OFFICE E. MINIMUM SERVICE REQUIREMENTS Page 30 F. FORMAT FOR DATA ON PARTICIPATION IN STATE PROCUREMENT Page 33 TRANSACTIONS BY SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES
  • 3. RFP #S229-06 140 of 37 I. PURPOSE: The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified individuals or organizations to establish a contract through competitive negotiations for the furnishing of comprehensive custodial services for the Commonwealth of Virginia Department of Alcoholic Beverage Control’s (herein referred to as Agency, Department, ABC, or Department of ABC) Central Office complex located at 2901 Hermitage Road, Richmond, Virginia. II. BACKGROUND: A. The Virginia Department of Alcoholic Beverage Control requires an experienced and reputable company to provide comprehensive custodial services to the Central Office/Warehouse Complex. In an effort to obtain the best possible service, this Request for Proposals will rely upon the knowledge of the companies and contractors that perform these functions daily to provide information on methods of cleaning, supplies to be used, and schedules to be followed. The Agency also seeks to establish a productive level of interaction between the representative of Agency and the custodial company. B. The total square footage of the ABC Central Office/Warehouse Complex building is approximately 90,000 square feet. The following estimates are provided for your information: carpet - 81,000 square feet; tile - 10,000 square feet; terrazzo - 750 square feet. The accuracy of the square footage is not certified or guaranteed, and may change during the contract period. There are 27 restrooms and 5 stairwells throughout the Central Office and Warehouse Complex. The occupant count for the Agency is approximately 250. Contractor shall have a minimum of three (3) years experience in the area of custodial cleaning service and must have performed this service within the past three (3) years in at least one (1) facility comparable in size to the ABC Central Office, and must have performed this service a minimum of two (2) years in said facility. Contractor certifies this information by completion of Offeror's Data Sheet (Attachment A). C. Small, Women-Owned and Minority Business Participation: It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small business and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages Contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses and plans for involvement on this contract are required. By submitting a proposal, Offerors certify that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal. III. STATEMENT OF NEEDS: The Contractor shall furnish all labor, supervision, equipment, cleaning supplies and materials, etc. to provide custodial services for the Department of ABC in accordance with the specifications provided in Attachments D and E. All requirements listed are the minimum acceptable quality of product or service. The Contractor must provide detailed specifications of materials and methods to be used for each task. The Contractor must also provide time line schedules for each task. The materials, methods, and schedules may be open to negotiation. A. General Requirements: The Contractor shall furnish one (1) full-time, non-working Manager. Contractor's Manager shall be responsible for all administrative duties associated with the implementation of any contract resulting from this solicitation. These administrative duties shall include, but not be limited to: 1. The Contractor's Manager shall meet with the designated Agency Representative as required to discuss unsatisfactory areas, review work schedules and special conditions which may
  • 4. RFP #S229-06 240 of 37 impact on that schedule. 2. The Contractor’s Manager shall accompany the Agency’s designated Representative during inspection of work requiring acceptance inspections. 3. The Contractor's Manager shall receive and maintain accurate and legible time cards or logs for all Contractor's employees. The Contractor's Manager shall ensure the accuracy of the hours recorded for each employee and tabulate and certify the man-hours expended. The certified tabulation of man-hours shall be attached to the Contractor's monthly invoice. The Contractor shall submit a proposed format for time cards or logs with their Proposal. This format may be open to negotiation. 4. The Contractor's Manager shall maintain a log of all custodial work performed. This log shall include the date the work was requested, the date the work was performed, and the Contractor's employee performing the work. The format of this log may be open to negotiation. 5. The Contractor's Manager shall establish procedures for the Agency Representative to request custodial services during normal business hours. The Contractor shall work in conjunction with the Agency's designated Representative to implement and maintain these procedures. 6. The Contractor shall submit with the Proposal an organizational chart of all Contractor's employees to be on the Agency's premises. This chart shall indicate supervisory personnel and identify their levels of responsibility. The information contained on the organizational chart may be open to negotiation. 7. The Contractor shall provide the Agency with a Full Time Day Porter. The Day Porter shall be available on the premises five days a week; Monday through Friday (8) hours per day (times to be determined). The Day Porter shall keep all bathrooms cleaned and stocked during the day and perform any emergency problems as they may arise. B. Periodic Tasks: 1. The Contractor's Manager shall furnish the Agency's Representative with a written schedule of all periodic work to be performed during the month. The schedule, to be submitted prior to the first working day of each month, shall indicate the task to be performed, the specific location and the date the task will be performed. Completion of each task in each area shall be certified to the Agency in writing on the date of completion by the Contractor's Manager. 2. Failure to perform periodic tasks will reflect in the Contractor's performance rating. C. Working Hours: 1. Under normal conditions, all custodial activities within offices shall be accomplished between the hours of 5:30 p.m. and 10:00 p.m. The Contractor shall state in the Proposal a schedule of normal working hours, stating the beginning hour of work and the ending time of work, and shall certify the total daily man-hours. 2. In the event of an emergency between the hours of 10:00 p.m. and 7:30 a.m., such as burst pipes, etc., the Agency's Representative may request that the Contractor retain personnel after the Contractor's normal ending time of work to clean the damaged areas for the next day's business. In the event that the emergency occurs after the Contractor's employees have vacated the Agency's property, the Contractor shall have employees return to the Agency's property.
  • 5. RFP #S229-06 340 of 37 3. 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 hourly rate set forth on the Proposal Form for service not covered by specifications. The statement must list the date additional service was rendered, the number of employees held over, the number of hours each worked, and the name of the Agency's Representative requesting the additional work. 4. The Contractor's employees shall report to work except when the Agency closes due to severe weather conditions. In the event that the Agency's offices close, the Agency's designated Representative shall contact the Contractor. 5. No custodial services will be required on State holidays, as decreed and amended by the Governor, unless an emergency occurs. These State holidays will include, but are not limited to: New Year's Day Lee-Jackson Day King Day Washington's Birthday Memorial Day Independence Day Christmas Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Day after Thanksgiving D. Staffing Level and Wages 1. The Contractor shall provide a sufficient number of employees to perform the work. Absences shall not relieve the Contractor from his obligation to meet the contract requirements. When absences occur, the Contractor, if necessary, shall work employees overtime to compensate for the manpower shortfall to complete the work. In such cases, the Contractor shall be responsible for absorbing the additional cost. 2. The Contractor shall provide sufficient wages to minimize turnover and attract qualified personnel. The average wage for custodians shall be maintained at a minimum of .75¢ per hour over minimum wage. If the minimum wage is raised, them the Contractor will be permitted an adjustment to the contract to compensate for his increased costs, as can be determined through documentation. E. Security Requirements: 1. Contractor Responsibility: a. The Contractor shall assure that each and every one of its owners, officers, employees and agents who will be in the Agency's facilities after the building's normal business hours (hereafter referred to as "employees"), comply with the security requirements set forth herein. The Contractor shall assure compliance with these requirements before any employee is permitted within the facilities after business hours. The purpose of these security requirements is to prevent the commission of crimes within the buildings and to effect the speedy apprehension of any persons committing crimes. b. The Contractor shall be responsible for all keys issued to the Contractor's employees. The Contractor shall sign for and shall return same to the Agency's designated Representative when requested. c. The Contractor shall request all keys from the Agency's designated Representative in writing. The Contractor is prohibited from obtaining duplicates of any issued keys from any source other than the Agency's designated Representative. d. The Contractor's employees shall not admit anyone to areas controlled by a key in their possession. Such admission requests shall be referred to the Agency's
  • 6. RFP #S229-06 440 of 37 designated Representative. e. All doors shall be closed upon completion of the operation in that area. 2. Security Clearance Requirements: a. Each employee who has access to the Agency’s premises shall complete and submit a Criminal History Report. Personal information forms shall be updated at least every year. b. Each individual shall also have their photograph taken by the Security Supervisor. These photographs shall be used for identification purposes, including the making of photo-identification cards. c. Photo-identification passes shall be worn at chest level on the outer-most garment of each employee and must be displayed at all times when on the Agency's premises. d. All passes shall be of a form selected by the Agency’s Security Supervisor and shall contain at a minimum the photograph of the individual employee, date of issue, date of contract expiration, and name of employee. e. Based upon the personal information submitted and such other information as it deems proper, the Agency’s Security Supervisor shall, based upon its sole judgment and discretion, issue security clearances to the Contractor's employees authorizing them to enter and work in the Agency’s premises after normal business hours. Neither the Contractor nor the employee shall have any right to be issued a pass or any right to damages because a pass is not issued or if a pass is rescinded. f. The Agency's security pass cards shall remain on the Agency's property at all times. The Contractor's employees shall obtain the security pass cards from the Security desk in the lobby of Agency premises when reporting to work and shall return all security pass codes to the Security desk upon exiting the premises. All security pass cards shall be relinquished by the Contractor or any Contractor's employee upon request by the Agency's designated Representative. g. The Contractor shall request in writing that the Agency approve each security pass card. The Contractor shall provide the following information in each written request: 1. Name of person 2. Social security number 3. Explanation of why this card is required The allowable number of security pass cards shall be subject to negotiation. In the event that an Agency's pass card is lost, stolen or damaged, the Contractor shall notify the Agency's designated Representative immediately. Replacement pass cards may be requested at a cost of $10.00 per pass card to be paid by the Contractor. h. In issuing security clearances, the Agency will consider such factors as, but not limited to, criminal convictions and other conduct which in the judgment of the Agency indicate a lack of trustworthiness of a degree as to deny employment.
  • 7. RFP #S229-06 540 of 37 Passes may be granted despite convictions where factors such as a long passage of time with good behavior indicate the necessary degree to trustworthiness exists. Security clearances may be rescinded any time by the Agency at its sole discretion based upon information obtained or the conduct of the employee. All such determinations whether for the issuance or rescission of a security clearance, shall be made in the sole discretion of the Agency. F. Conduct of Employees: 1. The Contractor shall be responsible for controlling employee conduct, for assuring that its employees are not boisterous or rude, and assuring that they are not engaging in any destructive or criminal activity. The Contractor is also responsible for ensuring that its employees do not disturb papers on desks, or open desk drawers, cabinets or briefcases, and the like, except as authorized. 2. The Contractor's employees shall be prohibited from using all State telephones except for the one provided by the Agency for use by the Contractor's Manager. The Contractor's Manager shall be responsible for all long distance calls made from this telephone. Any long distance calls shall be reimbursed to the Agency by the Contractor. 3. The Agency reserves the right to request the removal of any of the Contractor's employees from the building at any time for reasonable cause. Any such request will be made only to the Contractor's Manager or the designated supervisory personnel. The Contractor's Manager shall constantly monitor the actions of the Contractor's employees. At no time shall the Agency assume the role of the supervisor of the Contractor's personnel. Should any Agency representative observe any action by Contractor's personnel that requires corrective action, they shall immediately report the action to the Contractor's Manager or designated supervisor, who in turn shall take immediate corrective measures. In the event the Contractor's Manager or designated supervisory personnel does not take corrective action, the Agency's designated Representative shall be notified who may exercise the Agency's option of requesting the removal of the offending Contractor's employee from State property, provided the Agency's designated Representative feels that the offensive action warrants removal. The Contractor's Manager shall make a written report to the Agency's designated Representative of any occurrence of misconduct by any Contractor's employee. This report shall include a minimum of the date and time of the incident, a detailed description of the misconduct, and a detailed description of the corrective action taken. In the event the Agency's designated Representative must become involved, the Agency's designated Representative shall also make a written report to the Contractor's Manager. It is agreed (but not limited to) that any one of the following actions by the Contractor's employees) is a reasonable cause for removal. a. Employee in any portion of the building in which their presence is not required by work. b. Using any telephone except the one designated for the use of the Contractor's employees. c. Unauthorized use of telephones. d. Using any office equipment or supplies in the office areas except for those
  • 8. RFP #S229-06 640 of 37 designated for use by the Contractor's Manager. e. Opening any drawers, cabinets, files, etc., or reading or removing any letters, documents, etc. f. Wearing any inappropriate clothing, jewelry or make-up while on the job. g. Engaging in any loud, boisterous or unprofessional conduct while on State property. h. Consuming food or beverage in any area of the building other than those areas designated as custodial lounges. G. Accident Prevention 1. Precautions shall be exercised at all times for the protection of persons, including employees, and property. The safety provisions of applicable laws and building codes shall be observed. The provisions of rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work performed under this contract. 2. All machinery, appliances, and equipment under the contract or used in the performance of the contract, shall be protected by adequate safety devices as required by the rules and regulations governing safety, as adopted by the Safety and Health Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia. H. Trash, and Re-Cycled Paper, etc. 1. All discarded material designated as trash/ rubbish/ garbage shall be removed to the designated trash collection point. The Contractor shall provide trash barrels for the use of collecting all trash/rubbish/ garbage for transport to the designated trash collection point. Material designated as trash/ rubbish/ garbage shall be the materials found in trash receptacles or plainly marked TRASH. 2. All discarded material in containers marked RE-CYCLE shall be removed to a designated collection point as designated by the Agency. The Contractor shall provide mobile containers for the collection of discarded materials to be recycled. 3. The custodial Contractor or the Contractor's employees shall not be allowed to collect or remove from the property any discarded material for the purpose of selling for personal gain. 4. The Agency currently maintains a separate contract to provide and maintain trash dumpsters on premises. I. Sanitary Service & Napkin Dispensers: 1. The Contractor shall furnish and service monthly a hygienic system for the disposal of sanitary napkins and tampons. Units are to be placed in designated locations and fully charged with a formulated fluid/bactericide (i.e. Initial Sanitact Fluid) designed to disinfect the unit and reduce odor. Units are to be maintained in full working order, and exchanged at least monthly with cleaned chemically charged units. Currently, this service being provided by Initial through the Agency’s current janitorial contractor. 2. The sanitary napkin dispensers in the women's rest rooms shall be under the custody and
  • 9. RFP #S229-06 740 of 37 control of the Contractor. The Contractor shall be responsible for furnishing supplies, refilling and maintaining these dispensers during the life of the contract. The cost to users of these items shall not exceed twenty-five (25) cents each without the prior consent of the Agency's designated Representative. All coins collected shall be the property of the Contractor. The Contractor shall specify the methods, supplies and schedules to be followed in maintaining the sanitary napkin dispensers. These methods, supplies and schedules may be open to negotiation. J. Equipment and Supplies: 1. The Contractor shall be responsible for furnishing all equipment to perform the work described in this contract. 2. The Contractor shall also provide all materials and supplies, including but not limited to the following: a. Treated Dust Mops (DO NOT SUBSTITUTE) b. Mop Heads c. Brooms d. Rags e. Germicidal Cleaner f. Window Cleaner g. Floor Care Products For Terrazzo, Quarry Tile and Ceramic Tile h. All Other Chemicals i. All Other Paper Products The Contractor is to furnish all hand towels, hand soap, toilet paper, and cleaning supplies to fit existing fixtures. The Contractor shall provide the Agency with Material Safety Data Sheets for all products used. Contractor is to supply all equipment and material for annual cleaning of carpet areas using shampoo and extraction method. 3. The following products shall be banned from use on the Agency premises: a. Acid Bowl Cleaner b. Clorox, Tile-X and other chlorine products c. Powered abrasive cleaners 4. Storage space is limited and only those areas designated by the Agency will be used for equipment and supplies storage. As a rule, Contractor storage shall be limited to janitor closets and designated mechanical spaces such as air handler rooms approved in advance by the Agency. When an exception is granted for use of such spaces, the Contractor shall ensure that equipment & supplies do not block access to equipment. The Contractor shall review those areas designated for storage during proposal preparation. Storage areas shall be kept clean and well organized. All chemical containers shall be labeled as to their contents. Each storage area shall be equipped with a binder of Material Safety Data Sheets (MSDS) for those products therein. Chemicals shall not be stored in mechanical spaces where air handling units are present to avoid potential indoor air quality problems. The Contractor shall flush and disinfect floor drains in all areas designated for
  • 10. RFP #S229-06 840 of 37 cleaning, such as restrooms or storage, on a daily basis. Equipment shall be cleaned prior to returning to storage to avoid unpleasant odors such as “soured” mops. K. Paper Towels, Toilet Tissue, Hand Soap, Misc. Cleaning Materials: The Contractor shall have an adequate supply of paper towels, toilet tissue, hand soap, toilet seat covers and deodorant sticks for deodorant cabinets available and accessible to Contractor's employees for use. "Adequate supply" shall be the amount of supplies mutually agreed to by the Contractor and the Agency's designated Representative. L. Lights: Only those lights which are necessary for performing the services in the area where the Contractor's employees are working shall be turned on. All lights shall be turned off upon completion of the services in each area. IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS A. General Instructions 1. RFP Response: To be considered for selection, Offerors must submit a complete response to this RFP. One (1) original and two (2) copies of each proposal must be submitted. No other distribution of the proposal shall be made by the Offeror. 2. All information requested by this RFP on the ownership, utilization and planned involvement of small businesses, women-owned businesses and minority-owned businesses must be submitted. If an Offeror fails to submit all information requested, the Agency may require prompt submission of missing information after the receipt of vendor proposals. 3. Proposal Preparation: a. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one (1) page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which 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.
  • 11. RFP #S229-06 940 of 37 Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. d. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. e. Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State 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 Section 11-52D of the Code of Virginia, in writing, either before or at the time the data 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 will result in rejection and return of the proposal. 4. Oral Presentation Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the State agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing State agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted. B. Specific Proposal Instructions Proposals should be as thorough and detailed as possible so the Department of ABC may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal: 1. The return of this complete RFP and all addenda acknowledgments, if any, signed, and filled out as required. 2. Offeror Data Sheet (Attachment A), and other specific items or data requested in the RFP. 3. A written narrative and/or information package including the following: a. Experience in providing custodial service of the scope required. b. A listing of current and/ or previous contractual clients receiving service similar to the scope required by this contract. c. The experience of Managerial Personnel. Describe the training your Contractor's Manager and other supervisors receive. Provide resumes for all supervisory level persons to be assigned to this contract. 4. Specific plans for performance of work:
  • 12. RFP #S229-06 1040 of 37 a. Describe your proposed management and supervisory scheme for quality assurance. What procedures have you established to ensure complete compliance with the specifications? b. Describe the staffing proposed for the Agency’s premises, including the number of custodial workers to be assigned and the minimum total of man-hours (excluding supervision) to be provided. c. Describe the training you will provide non-supervisory personnel assigned to this contract and the timetable to be followed to ensure the required personnel are in place on March 1, 2006. d. Describe the equipment, cleaning methods and cleaning materials to be used for each task listed under Attachments D and E. Describe the schedule to be followed in completing each task. e. Clearly identify any tasks that are considered specialty operations that the Agency should consider placing under separate contract. A specialty operation is defined as any task performed twice yearly or less and/ or requiring equipment not used during routine custodial tasks. An example of a specialty operation would be the cleaning of window blinds. f. Is the required equipment on hand? Will it be on March 1, 2006? g. A financial statement covering the previous two (2) year period. h. Describe the typical day and duties of the Day Porter. 5. Small, Women-Owned and Minority Business Participation: The Offeror must submit the following three (3) sets of data for small businesses, women-owned businesses and minority-owned businesses: (a) ownership, (b) utilization of small, women-owned, and minority-owned businesses for the most recent 12 months, and (c) planned involvement of small businesses, women-owned businesses, and minority-owned businesses for this procurement. Forms for submission of this data are provided in Attachment F. 6. Proposed Price. Indicate in the pricing schedule, Section XIII of the RFP. V. EVALUATION AND AWARD CRITERIA A. Evaluation Criteria: Responses shall be evaluated by the issuing State agency using the following criteria. 1. Qualifications and Experience of Contractor and Contractor's Manager (weight 20 points) 2. Experience and qualifications of all Contractor's employees to be assigned to this contract (weight 10 points) 3. Quality of proposals and Contractor's demonstrated comprehension of scope of work required (weight 15 points) 4. Contractor's experience in contract management (weight 10 points)
  • 13. RFP #S229-06 1140 of 37 5. Quality and content of work plan (weight 15 points) 6. Cost of contract (weight 10 points) 7. Participation of small business and business owned by women and minorities (weight 20 points) TOTAL = 100 Points B. Award Of Contract: Selection shall be made of two or more 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. 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 reason why a particular proposal was not deemed to be the most advantageous. (Section 11-65D, Code of Virginia.) Should the Commonwealth 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, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation, and the successful contractor's proposal as negotiated. VI. REPORTING AND DELIVERY INSTRUCTIONS: A. The Contractor shall provide the following documentation to the Director of Property Management Services for approval by the Agency. B. The Contractor shall provide a monthly progress report (first working day of each month) to the Director of Property Management Services. The reports should contain the following information: 1. The periodic work completed pursuant to the contract during the previous month and the dates the work was accomplished. 2. The schedule of work to be completed pursuant to the contract provisions during the next month. C. Utilization of Small Businesses and Businesses Owned by Women and Minorities: The following reports shall be submitted as indicated: 1. Periodic Progress Reports/Invoice: The Contractor will include a report on involvement of small businesses and businesses owned by women and minorities on a quarterly basis to the Director of Property Management Services. This report will specify the actual dollars contracted to be spent to date with such businesses, and the total dollars planned to be contracted with such businesses on this contract. This information shall be provided separately for small businesses, women-owned businesses and minority-owned businesses. 2. Final Actual Involvement Report: The Contractor shall submit to the Director of
  • 14. RFP #S229-06 1240 of 37 Property Management Services prior to completion of the contract and prior to final payment, a report on the actual dollars spent with small businesses and businesses owned by women and minorities during the performance of the contract. At a minimum, this report shall include for each firm contracted with and for each such business class (i.e., small, women-owned, minority-owned) a comparison of the total actual dollars spent on this contract with the planned involvement of the firm and business class as specified in the proposal, and the actual percent of the total estimated contract value. A suggested format is as follows: Business Class: Small, Women-Owned or Minority-Owned FIRM NAME, TYPE ACTUAL PLANNED % OF ADDRESS AND GOODS/ DOLLARS DOLLARS TOTAL PHONE NUMBER SERVICES CONTRACT TOTALS FOR BUSINESS CLASS VII. PRE-PROPOSAL CONFERENCE/SITE VISIT: A. Mandatory Site Visit: A mandatory site visit will be held at 10:00 a.m. on Friday February 10, 2006, at the ABC Central Office Complex, 2901 Hermitage Road, Richmond, VA. The purpose of this visit is to allow potential offerors an opportunity to view the location and ask questions. Please bring your copy of this solicitation with you. B. Optional Pre-Bid Conference: An optional pre-bid conference will be held immediately preceding the mandatory site visit Friday, February 10, 2006, at the ABC Central Office Central Office Complex, 2901 Hermitage Road, Richmond, VA. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Any changes resulting from this conference will be issued in a written addendum. VIII. GENERAL TERMS & CONDITIONS: Attachment B IX. SPECIAL TERMS & CONDITIONS: Attachment C X. METHOD OF PAYMENT: The Contractor will be paid on the basis of invoices submitted. The Contractor shall provide monthly invoices for services performed during the previous month within ten (10) days after the first of each calendar month to: The Department of Alcoholic Beverage Control, 2901 Hermitage Road, Richmond, Virginia, 23220, Attn: Property Management Services. The Agency will remit payment within thirty (30) days of receipt of each invoice for work satisfactorily completed. Note: The Agency will have the option of paying the Contractor in less than thirty (30) days if a discount is offered for expedient payment. XI. PRICING SCHEDULE:
  • 15. RFP #S229-06 1340 of 37 A. Detailed Pricing Schedule: 1. The total contract price shall be determined according to the prices provided by the Contractor on the following pricing schedule: Contractor agrees to furnish custodial services in accordance with the RFP for the following prices: FLOOR PRICE PER MONTH MULTIPLIED BY 12 MONTHS TO YIELD PRICE FOR 1 YEAR lst Floor x 12 $ 2nd Floor x 12 3rd Floor x 12 Mezzanine x 12 Warehouse Offices/Restrooms x 12 TOTAL x 12 $ B. Services Not Covered By Specifications: The Contractor agrees to perform additional cleaning tasks (not covered in specifications) and to provide additional man-hours requested by the Agency at an hourly rate of $ per man-hour. The Contractor certifies that the normal work schedule for their staff will begin at 5:30 p.m. and shall end daily at for a total number of man-hours of per day.
  • 16. RFP #S229-06 1440 of 37 ATTACHMENT A OFFEROR DATA SHEET 1. QUALIFICATION OF OFFEROR: The Offeror must have the capability and capacity in all respects to fully satisfy all of the contractual requirements, to include financial stability, no criminal history or proceedings, etc. Offeror’s signature on this solicitation certifies that his firm is properly licensed for providing the goods/services specified. The Offeror must be legally authorized to do business in the Commonwealth of Virginia. 2. YEARS OF BUSINESS: Indicate the length of time you have been in business providing this type of service years months. 3. State below the number of qualified employees in your employment with experience in the type of work described in this solicitation. Describe your plans to increase your personnel resources if necessary to perform this contract, and state other similar contracts you are currently working on? 4. REFERENCES: Indicate below a listing of at least four (4) recent references for whom you have provided this type of service. Include the date service was furnished and the name and address of the person the Department of Alcoholic Beverage Control has your permission to contact. A narrative statement should be provided for each reference describing the scope of work, size and type of service provided to each reference. Additional sheets may be used if necessary. DATES SERVICE FURNISHED PERSON TO CONTACT ADDRESS PHONE, FAX NO& E-mail address. 5. Service shall be provided by (check one): Corporation Company Partnership Individual Association Sole Proprietor Other (Specify) If corporation, list State and date of incorporation. If not a corporation, state the type of business organization, names and addresses of owners, address and phone number of principal place of business, date business began and State in which organized. Are you a subsidiary firm? Yes No . If yes, list the name and location of your parent affiliation. 6. Statistical information only, is your firm: (1) minority owned? (2) female owned? If yes, are you registered with the Va. Dept. of Minority Business Enterprise? (3) Virginia firm?
  • 17. RFP #S229-06 1540 of 37 ATTACHMENT B GENERAL TERMS AND CONDITIONS A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.dgs.state.va.us/dps under “Manuals.” B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations. C. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §11-51 of the Virginia Public Procurement Act. In every contract over $10,000 the provisions in 1. and 2. below apply: 1. During the performance of this contract, 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, or disabilities, except where religion, sex or national origin 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. 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. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements. 2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. F. DEBARMENT STATUS: By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of goods
  • 18. RFP #S229-06 1640 of 37 and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract. H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR RFPs: Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal. I. CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer. J. PAYMENT: 1. To Prime Contractor: a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations). b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however. c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed. d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act. e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 11-69). 2. To Subcontractors:
  • 19. RFP #S229-06 1740 of 37 a. A contractor awarded a contract under this solicitation is hereby obligated: (1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or (2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason. b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth. 3. Each prime contractor who wins an award in which provision of a SWAM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment. K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply. L. QUALIFICATIONS OF OFFERORS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. The Commonwealth further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Commonwealth that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein. M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications. N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth. O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways: 1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. 2. The Purchasing Agency may order changes within the general scope of the contract at any time by
  • 20. RFP #S229-06 1840 of 37 written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods: a. By mutual agreement between the parties in writing; or b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally. P. 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. Q. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal www.eva.state.va.us, streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution either through the eVA Basic Vendor Registration Service or eVA Premium Vendor Registration Service. All bidders or offerors must register in eVA; failure to register will result in the bid/proposal being rejected. a. eVA Basic Vendor Registration Service: $25 Annual Fee plus a Transaction Fee of 1% per order received. The maximum transaction fee is $500 per order. eVA Basic Vendor Registration Service includes electronic order receipt, vendor catalog posting, on-line registration, and electronic bidding. b. eVA Premium Vendor Registration Service: $200 Annual Fee plus a Transaction Fee of 1% per order received. The maximum transaction fee is $500 per order. eVA Premium Vendor Registration Service includes all benefits of the eVA Basic Vendor Registration Service plus automatic email or fax notification of solicitations and amendments, and ability to research historical procurement data, as they become available.
  • 21. RFP #S229-06 1940 of 37 ATTACHMENT C SPECIAL TERMS AND CONDITIONS A. 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. B. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows: “BID DOCUMENT” From: Name of Offeror Due Date Time Street or Box Number RFP No. Janitorial Services City, State, Zip Code RFP Title Name of Contract/Purchase Officer or Buyer Patricia A. Rhodes The envelope should be addressed as directed on Page 1 of the solicitation. If a proposal not contained in the special envelope is mailed, the Offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid or proposal to be disqualified. Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other Proposals should be placed in the envelope. 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 thirty (30) days written notice to the Contractor. In the event the initial contract is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to perform all outstanding orders issued prior to the effective date of cancellation. D. AUDIT: The Contractor hereby agrees to 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. E. 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. F. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be
  • 22. RFP #S229-06 2040 of 37 binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. G. WORK SITE DAMAGES: Any damage, including damage to finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth's satisfaction at the Contractor's expense. H. CONTRACTOR PROPERTY DAMAGE: The Contractor shall be entirely responsible for any loss or damage to its own materials, supplies and equipment, and to the personal property of its employees while they are maintained on the work site. I. TERM OF CONTRACT/RENEWAL OF CONTRACT: This contract covers a two (2) year period with three (3) annual renewal options for a total of five (5) years. The contract may be renewed by the Commonwealth for a period of three (3) one (1) year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of extension. Written notice of the Commonwealth's intention to renew shall be given approximately 90 days prior to the expiration date of each contract period. If the Commonwealth elects to exercise the option to renew the contract for an additional one (1) year period, the contract price(s) for the additional one (1) year shall not exceed the contract price(s) of the previous year’s contract increased/decreased by no more than the percentage increase/decrease of the "other services" category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve (12) months for which statistics are available. J. 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. K. ASBESTOS: Whenever and wherever during the course of performing any work under this contract, the Contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the Building Owner and await positive identification of the suspect material. During the downtime in such a case, the Contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the Contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the Contractor but without additional compensation due to the time extension. L. MATERIAL SAFETY DATA SHEETS: The Contractor shall provide material safety data sheets and description literature for each chemical/compound used in the performance of the contract. M. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Agency. In the event that the Contractor desired 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 for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract. N. ADVERTISING In the event a contract is awarded for supplies, equipment, or services resulting from this bid/proposal, no indication of such sales or services to the (name of institution) will be used in product literature or advertising. The contractor shall not state in any of its advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services. O. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The contract will result in multiple eVA purchase order(s) with the 1% transaction fee capped at $500 per order.
  • 23. RFP #S229-06 2140 of 37 The eVA transaction fee will be assessed approximately 30 days after each purchase order is issued. Any adjustments (increases/decreases) will be handled through eVA change orders. Internet electronic procurement solution, web site portal www.eva.state.va.us , streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies. Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to comply with the requirements in a. and b. below will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. a. Submit a fully executed American Management Systems, Inc., (AMS) Trading Partner Agreement, a copy of which can be accessed and downloaded from www.eva.state.va.us. AMS is the Commonwealth's service provider to implement and host the eVA e-procurement solution. b. Provide an electronic catalog (price list) or index page catalog for items awarded under a term contract. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eva.state.va.us. Contractors should e-mail Catalog or Index Page information to eva-catalog-manager@dgs.state.va.us.
  • 24. RFP #S229-06 2240 of 37 ATTACHMENT D SPECIFICATIONS FOR CUSTODIAL CLEANING CENTRAL OFFICE COMPLEX A. AREAS TO BE CLEANED: All work areas, offices, conference rooms, snack/ lounge areas, corridors, elevators, elevator lobbies, rest rooms and warehouse offices within the ABC Central Office/Warehouse Complex. B. WORK TO BE DONE: The Contractor shall furnish all labor, equipment and supervision to satisfactorily perform the custodial services at the frequencies and times as specified below. Services are to include all functions normally considered workmanlike to provide satisfactory custodial work whether or not specifically listed herein. C. REQUIRED INFORMATION: 1. The following represents an overview of custodial tasks to be performed. The Contractor shall propose any additional tasks deemed necessary in their Proposal. Any listed specifications shall be a minimum requirement for that task. 2. Any tasks the Contractor deems to require specialized skills, supplies or equipment shall be noted as such by the Contractor and shall include the specific skills, supplies or equipment required. Any tasks to be performed only twice annually or less shall also be noted with a recommended schedule. 3. The Contractor shall submit for each of the following tasks or items a proposal detailing the equipment, cleaning methods, cleaning products, and the cleaning schedule to be used. The proposal for each task or item shall be subject to negotiation. (Please also refer to attachment E for minimum service requirements). a. Carpet: 1. All carpet shall be thoroughly vacuumed nightly. 2. Cleaning of all carpet shall include provisions for removal of spots and stains, pile lifting, and deep cleaning. 3. Any spots or stains on carpet shall be removed nightly or as they occur. b. Resilient Tile/ Quarry Tile Floors: Cleaning of resilient tile/ quarry tile floors shall include provisions for dusting, buffing, stripping and refinishing of floors. c. Terrazzo Floors: Cleaning of terrazzo floors shall include provisions for dusting, buffing, stripping and refinishing of floors. d. Walk-off Mats: 1. Walk-off mats shall be removed during the performance of any cleaning procedure
  • 25. RFP #S229-06 2340 of 37 on the floor where the mat is located. 2. Cleaning of walk-off mats shall include provisions for vacuuming and deep cleaning of mats. e. Waste Baskets, Ashtrays and Trash Receptacles: 1. Cleaning of wastebaskets, ashtrays and trash receptacles shall include provisions for emptying, cleaning, and disinfecting all containers. 2. The Contractor shall place a clean, clear plastic liner in each trash receptacle daily. f. Directory/ Bulletin Boards: Glass doors and case frames shall be wiped free of spots/smudges daily. g. Exterior Entrance Doors and Glass: Clean Exterior Doors including glass, doors, transoms and trim both inside and outside daily h. Interior Vestibule Doors and Glass: Clean Interior Doors including glass, doors, transoms and trim both inside and outside daily. i. Stainless Steel/ Brass/ Aluminum: 1. Clean Brass door hardware and stairwell railings. j. Drinking Fountains: Cleaning of drinking fountains shall include provisions for cleaning and disinfecting of drinking fountains. k. Plate Glass/ Plate Glass Doors/ Partitions: 1. Clean Plate Glass in Doors 2. Clean Plate Glass in Partitions l. Elevators: 1. Clean Interior and Exterior Elevator Doors 2. Clean Elevator Door Tracks 3. Clean Floor Mats/Carpets m. Smoke Urns/Ash Receptacles: Cleaning of smoke urns/ ash receptacles shall include provisions for the emptying, cleaning, and disinfecting of smoke urns/ ash receptacles. n. Rest Rooms:
  • 26. RFP #S229-06 2440 of 37 1. Clean Floors 2. Clean Wash Basins to Include the Underside of Basins and Exposed Pipes. 3. Clean Shelves over Basins and Mirrors 4. Clean Toilets and Urinals to Including Interior and Exterior and Exposed Pipes 5. All surfaces shall be rinsed and wiped dry so that no residue is left. 6. Clean Room Walls 7. Clean Stall Walls 8. Soap, Paper Towel, and Toilet Tissue Dispensers shall be adequately stocked 9. Sanitary Napkin Dispensers, Toilet Seat Covers, and Deodorant Cabinets shall be adequately stocked 10. Clean Floor Drains 11. Clean all air conditioning and heating outlets, door louvers, and light fixtures. 12. All waste receptacles shall be emptied daily. 13. All surfaces shall be treated with a disinfectant daily. o. Cafeteria and Lunch Room: 1. Locations are: Lunchroom on 1st floor Warehouse lunchroom 2. Tables, Seats, and Formica Surfaces shall be cleaned daily. 3. All surfaces shall be treated with a disinfectant daily. p. Stairwells: 1. The Contractor shall be responsible for all stairwells 2. Clean Landings, Tiled and Terrazzo 3. Clean Stair Risers 4. Clean Handrails and Stringers D. PAPER PRODUCTS 1. Paper towels shall fit all existing dispensers. 2. Toilet paper shall fit all existing dispensers 3. Liquid hand soap shall be usable in all existing dispensers
  • 27. RFP #S229-06 2540 of 37 4. Toilet seat covers shall fit all existing dispensers E. CUSTODIAL AREAS 1. Custodial areas shall include: Custodial closets on each floor, designated mechanical rooms and room attached to mezzanine lobby and designated stairwells if needed. 2. Care of Custodial Areas: Custodial areas shall be kept clean and orderly. Slop sinks shall be cleaned daily. Floors in custodial closets shall be kept clean.
  • 28. RFP #S229-06 2640 of 37 ATTACHMENT E MINIMUM SERVICE REQUIREMENTS At a minimum the following services shall be performed at the following frequencies: A. Daily Services shall include the following: 1. Restrooms a. Floors shall be swept & mopped or scrubbed. Special attention shall be given to maintaining the appearance of the floors around toilet fixtures. b. Water closets, seats and urinals shall be washed and sanitized. c. Traps shall be maintained free from odors at all times. d. All washbasins shall be thoroughly cleaned. e. All mirrors, shelving, dispensers, fixtures and piping shall be damped-wiped and polished dry. f. Radiators, ledges, grills and stall partitions shall be dusted. g. Wall surfaces, partitions, doors, and waste receptacles shall be spot cleaned. Splashings around washbasins and urinals shall be removed. h. Paper towel waste receptacles shall be emptied. i. Paper towel, hand soap, toilet paper dispensers shall be serviced daily with approved supplies. These items to be provided by Contractor. 2. Room Cleaning: a. Waste baskets shall be emptied and waste paper and trash removed to main disposal area. b. Tile floors shall be swept with treated sweep mop and all rugs vacuumed. c. All horizontal surfaces (desk, files and table tops, chair seats, wearing apparel racks, etc.), shall be dusted with treated dust cloth. Glass desktops shall be cleaned with an untreated cloth. d. Private toilets shall be cleaned and adequate supplies maintained. e. Drinking fountains shall be cleaned. f. All carpets shall be vacuumed nightly. 3. Entrances, Lobbies and Corridors: Floors shall be swept or vacuumed in main corridors and lobby areas and spot cleaned to remove stains. 4. Ash Receptacles in Designated Smoking Areas:
  • 29. RFP #S229-06 2740 of 37 Ashtrays shall be emptied and wiped clean with a damp cloth. 5. Stairways: Stair landings and steps shall be swept or vacuumed. Hand railings, ledges, grills, fire apparatus, doors and radiators shall be dusted. 6. Outside Front Lobby Entrance: a. Both side of entrance glass shall be cleaned. b. Kick plates push plates and push bars shall be cleaned and polished. B. Monthly services shall include the following: 1. Restrooms a. All wastepaper receptacles shall be damp-wiped inside and out. b. All walls (except painted walls) and stall partitions shall be washed and wiped dry. 2. Floor Maintenance a. Lobby, Cafeteria, restrooms and other heavy traffic areas as specified shall be cleaned and re-finished. b. Tiled office areas and file rooms shall be damp mopped and buffed. The equipment used and the duration of the buffing will be such that scuffmarks will be eliminated. 3. Glass Clean glass in interior partitions, doors and transoms shall be washed. C. Quarterly Services (every ninety (90) days) shall include the following: 1. Wastebaskets All wastebaskets shall be cleaned by washing or damp wiping inside and out. 2. Lobby Vestibule All window glass and frames over interior and exterior lobby vestibule doors shall be washed. Frames, casings, and sills shall be wiped dry after each operation. Outside frames and sills shall be dusted. Cleaning solution must not injure metal frames, adjacent putty or paint. D. Bi-Annual Service (twice per year) shall include the following: 1. Floor Maintenance Resilient flooring in all tiled office space, file rooms, restrooms, 1st Floor Vending area and all
  • 30. RFP #S229-06 2840 of 37 corridors shall be thoroughly scrubbed or stripped to remove all dead wax, soil and gum. An approved type of wax for the particular flooring shall be applied and floor buffing to a satisfactory finish.
  • 31. RFP #S229-06 2940 of 37 ATTACHMENT F FORMAT FOR DATA ON PARTICIPATION IN STATE PROCUREMENT TRANSACTIONS BY SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES The following definitions will be used in completing the information required by one or more of the three categories of businesses contained in this Appendix as applicable to your firm: (1) Participation by Small Businesses; (2) Participation by Businesses Owned by Women; and (3) Participation by Businesses Owned by Minorities. DEFINITIONS Period is the specified 12-month period for which the information provided in this list is applicable and valid. The period will be specified as month and year. Firm Name, Address and Phone Number is the name, address and business phone number of the small business, women-owned business or minority-owned business with which the Offeror has contracted or done business over the specified period or plans to involve on this contract, as applicable. Contact Person is the name of the individual in the specified small business, women-owned business or minority- owned business who would have knowledge of the specified contracting and would be able to validate the information provided in this list. Type Goods or Services is the specific goods or services the Offeror has contracted for from the specified small, women-owned or minority-owned business over the specified period of time or plans to use in the performance of this contract, as applicable. The Offeror will asterisk (*) those goods and services that are in the Offeror's primary business or industry. Dollar Amount is the total dollar amount (in thousands of dollars) the Offeror has contracted for or has done business with the listed firm during the specified period or plans to use, on this contract, as applicable. % Total Company Expenditures for Goods & Services is calculated by dividing the dollar amount of business conducted or contracted for with the indicated firm over the specified period for goods and services. % of Total Contract is calculated by dividing the estimated dollars planned for the indicated firm on this contract by the total Offeror estimated price of this contract or by a similar calculation involving work distribution. Do not enter any dollar or man-hour figures on the list.
  • 32. RFP #S229-06 3040 of 37 1. PARTICIPATION BY SMALL BUSINESSES A. Offeror certified that it ( ) is, ( ) is not, a small business concern. For the purpose of this procurement, a small business is a concern, including its affiliates, which is independently owned and operated, is not dominant in the field of operation in which it is contracting and can further qualify under the criteria concerning number of employees, average annual receipts, or other criteria, as prescribed by the United States Small Business Administration. B. List small businesses with which the Offeror has contracted or done business and dollar amounts spent with each of these businesses in the most recent 12-month period for which data are available. Offerors are encouraged to provide additional information and expand upon the following format: PERIOD: From: ______________________ To: __________________________________ FIRM NAME % TOTAL CO. ADDRESS & CONTACT TYPE GOODS/ DOLLAR EXPENDITURES FOR PHONE NO. PERSON SERVICES AMOUNTS GOODS & SERVICES
  • 33. RFP #S229-06 3140 of 37 1. PARTICIPATION BY SMALL BUSINESSES (contd.) C. Describe Offeror's plans to involve small businesses in the performance of this contract either as part of a joint venture, as a partnership, as subcontractors or as suppliers. Offerors are encouraged to provide additional information and expand upon the following format: FIRM NAME ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL PHONE NO. PERSON SERVICES CONTRACT
  • 34. RFP #S229-06 3240 of 37 2. PARTICIPATION BY BUSINESSES OWNED BY WOMEN A. Offeror certifies that it ( ) is, ( ) is not, a women's business enterprise or women-owned business. For the purpose of this procurement, a women-owned business is a concern that is at least 51 percent owned by a woman or women who also control and operate it. In this context, "control" means exercising the power to make policy decisions, and "operate" means being actively involved in the day- to-day management. B. List businesses owned by women with which the Offeror has contracted or done business and dollar amounts spent with each of these businesses in the most recent 12-month period for which data are available. Offerors are encouraged to provide additional information and expand upon the following format: PERIOD: From: __________________ To: ____________________________________ FIRM NAME % TOTAL CO. ADDRESS & CONTACT TYPE GOODS/ DOLLAR EXPENDITURES FOR PHONE NO. PERSON SERVICES AMOUNTS GOODS & SERVICES
  • 35. RFP #S229-06 3340 of 37 2. PARTICIPATION BY BUSINESSES OWNED BY WOMEN (contd.) C. Describe Offeror's plans to involve businesses owned by women in the performance of this contract either as part of a joint venture, as a partnership, as subcontractors or as suppliers. Offerors are encouraged to provide additional information and expand upon the following format: FIRM NAME ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL PHONE NO. PERSON SERVICES CONTRACT
  • 36. RFP #S229-06 3440 of 37 3. PARTICIPATION BY BUSINESSES OWNED BY MINORITIES A. Offeror certifies that it ( ) is, ( ) is not, a minority business enterprise or minority-owned business. For the purpose of this procurement, a minority-owned business is a concern that is at least 51 percent owned and controlled by one or more socially and economically disadvantaged persons. Such disadvantage may arise from cultural, racial, chronic economic circumstances or background or other similar cause. Such persons include, but are not limited to, Blacks, Hispanic Americans, Asian Americans, American Indians, Eskimos, and Aleuts. B. List businesses owned by minorities with which the Offeror has contracted or done business and dollar amounts spent with each of these businesses in the most recent 12-month period for which data are available. Offerors are encouraged to provide additional information and expand upon the following format: PERIOD: From: __________________ To: ____________________________________ FIRM NAME % TOTAL CO. ADDRESS & CONTACT TYPE GOODS/ DOLLAR EXPENDITURES FOR PHONE NO. PERSON SERVICES AMOUNTS GOODS & SERVICES
  • 37. RFP #S229-06 3540 of 37 3. PARTICIPATION BY BUSINESSES OWNED BY MINORITIES (contd.) C. Describe Offeror's plans to involve minority businesses in the performance of this contract either as part of a joint venture, as a partnership, as subcontractors or as suppliers. Offerors are encouraged to provide additional information and expand upon the following format: FIRM NAME ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL PHONE NO. PERSON SERVICES CONTRACT