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:
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
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
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
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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.
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
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
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
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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
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
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
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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
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
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
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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
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
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
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.
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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
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
b. Using any telephone except the one designated for the use of the Contractor's
c. Unauthorized use of telephones.
d. Using any office equipment or supplies in the office areas except for those
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designated for use by the Contractor's Manager.
e. Opening any drawers, cabinets, files, etc., or reading or removing any letters,
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
4. The Agency currently maintains a separate contract to provide and maintain trash dumpsters
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
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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
a. Treated Dust Mops (DO NOT SUBSTITUTE)
b. Mop Heads
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
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
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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.
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
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.
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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
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:
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a. Describe your proposed management and supervisory scheme for quality assurance.
What procedures have you established to ensure complete compliance with the
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
(weight 15 points)
4. Contractor's experience in contract management
(weight 10 points)
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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
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
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
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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
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:
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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.
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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.
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
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?
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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
c. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting these
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
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
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and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so
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
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.
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:
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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
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
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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
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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:
Name of Offeror Due Date Time
Street or Box Number RFP No.
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
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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
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.
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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
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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).
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
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on the floor where the mat is located.
2. Cleaning of walk-off mats shall include provisions for vacuuming and deep cleaning
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
k. Plate Glass/ Plate Glass Doors/ Partitions:
1. Clean Plate Glass in Doors
2. Clean Plate Glass in Partitions
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:
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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
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
2. Tables, Seats, and Formica Surfaces shall be cleaned daily.
3. All surfaces shall be treated with a disinfectant daily.
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
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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.
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MINIMUM SERVICE REQUIREMENTS
At a minimum the following services shall be performed at the following frequencies:
A. Daily Services shall include the following:
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
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
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
4. Ash Receptacles in Designated Smoking Areas:
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Ashtrays shall be emptied and wiped clean with a damp cloth.
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:
a. All wastepaper receptacles shall be damp-wiped inside and out.
b. All walls (except painted walls) and stall partitions shall be washed and
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
Clean glass in interior partitions, doors and transoms shall be washed.
C. Quarterly Services (every ninety (90) days) shall include the following:
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
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
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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
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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.
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.
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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
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
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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:
ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL
PHONE NO. PERSON SERVICES CONTRACT
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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-
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
PERIOD: From: __________________ To: ____________________________________
FIRM NAME % TOTAL CO.
ADDRESS & CONTACT TYPE GOODS/ DOLLAR EXPENDITURES FOR
PHONE NO. PERSON SERVICES AMOUNTS GOODS & SERVICES
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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:
ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL
PHONE NO. PERSON SERVICES CONTRACT
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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,
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 &
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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:
ADDRESS & CONTACT TYPE GOODS/ % OF TOTAL
PHONE NO. PERSON SERVICES CONTRACT