Page 1 of 29
Virginia Dept. of Motor Vehicles QQ237630-V4
Small Business Set Aside Award Priority Title: Janitorial Services at DMV Lexington CSC Commodity Code: 91039
Issuing Agency: Using Agency And/Or Location
Commonwealth of Virginia Where Work Will Be Performed:
Department of Motor Vehicles Lexington Customer Service Center
2300 West Broad Street 110 E. Midland Trail
Richmond, VA 23269 Lexington, VA 24450
Period of Contract: April 01, 2021 to March 31, 2022 with one (1), one-year renewal option Start Date: April 01, 2021
Response Due Date: 3:00 P.M. on March 11, 2021
All inquiries should be directed to: Randy Hart, VCO, 804-367-6537 Contact Information:[email protected]
In compliance with this solicitation and all conditions imposed herein, the undersigned firm hereby offers and agrees to furnish all goods and services required herein at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.
( )_
Vendor Name Business/Office Phone Number
( )
Address (line 1) Mobile Number
( )
Address (line 2) Fax Number
City, State, and Zip Code Email Address
Signature Date
Printed Name Title
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2- 4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.
Note: For the purposes of this solicitation and any resultant contract, the Customer Service Center (CSC) Manager will serve as the Contract Administrator. The Contract Administrator will perform routine contract administration duties such as verifying accurate and timely work completion, meeting with the Contractor for on-site quality inspections, providing feedback to the Contractor about its performance, working with the Contractor to pre-schedule periodic work for the floors, carpets, windows, etc., and other related contract administration tasks. If at any time the Contract Administrator is unavailable, he or she may designate another DMV employee to act on his/her behalf, and any such designee shall be considered the equivalent of the
“Contract Administrator”.
Page 2 of 29 IMPORTANT INFORMATION
A SITE VISIT IS OPTIONAL, BUT HIGHLY RECOMMENDED. PLEASE CONTACT THE CSC MANAGER THERESA DUDLEY OR THE CSC ASSISTANT MANAGER ANGELIA MASON AT 540-464-1838 TO SCHEDULE A SITE VISIT.
DMV LEXINGTON CSC HOURS OF OPERATION ARE: MONDAY - FRIDAY: 8:00 a.m. - 5:00 p.m.
FORMS
BIDDERS SHALL COMPLETE AND RETURN PAGES 1, 21, 26 AND 27 WITH THEIR BID.
IF ALL OF THESE PAGES ARE NOT COMPLETED IN FULL AND INCLUDED WITH THE BID, THE BID MAY BE CONSIDERED NON-RESPONSIVE.
Page 3 of 29 I. PURPOSE
The intent and purpose of this solicitation is to establish a firm fixed price term contract with one qualified source to provide comprehensive janitorial services to the Department of Motor Vehicles (DMV)
Lexington Customer Service Center (CSC). This solicitation also includes a requirements based portion using the dollar per hour rate for special cleaning.
II. SCOPE OF WORK A. GENERAL
Janitorial service includes the entire Lexington CSC, which consists of approximately 4,200 sq. ft.
1. The Contractor shall furnish all labor, supervision, equipment, supplies, materials, and incidentals to properly perform the cleaning and custodial (janitorial) requirements contained in this contract, except those materials and supplies furnished by DMV. DMV will furnish all: hand soap, hand towels, toilet seat covers, toilet tissue, feminine protection products, light bulbs, and light tubes. All DMV furnished supplies must remain on-site and not be used for any other purpose.
2. The Contractor shall perform all specified tasks herein. A list of tasks and frequencies is included as Attachment A. The Contractor should not need to be prompted or reminded by the DMV about any of the Janitorial Tasks to be Performed, and must pre-schedule all monthly, quarterly, and semi-annual services with the Contract Administrator.
3. The Contractor must coordinate and pre-schedule the cleaning of any locked, secure areas with the Contract Administrator; this includes routine cleaning in addition to periodic tasks.
4. If the Contractor fails to provide the daily services required under this contract for one or more days, the Contractor’s monthly invoice may be reduced by an amount equal to the value of the days not worked.
5. The Contractor shall adhere to Executive Order #63 dated May 26, 2020 – Requirement to wear face covering while inside the building – issued by the Governor of Virginia.
6. If the Contractor does not arrive on site to perform services for 2 consecutive days, DMV may immediately terminate the Contract for non-performance/default and seek alternative services.
B. SCHEDULE
The Contractor shall clean the building after hours Monday through Friday except on state observed holidays.
1. The Contractor shall contact the Contract Administrator and arrange a schedule of cleaning hours acceptable to the DMV, taking into consideration the CSC’s hours of operation listed on page 2.
2. DMV offices will be closed for observance of the following State Holidays:
New Year’s Day Election Day Martin Luther King, Jr. Day George Washington Day
Memorial Day Independence Day Labor Day Columbus Day
Veteran’s Day Thanksgiving (2-Day Holiday) Christmas Day
The Contract Administrator will provide notification if/when the Governor authorizes additional holiday time.
Page 4 of 29 3. Inclement Weather
When DMV offices are closed because of snow, severe weather, or other like conditions, the Contractor shall make every reasonable effort to provide janitorial services. If a weather-related closure occurs on a day or days preceding a scheduled closure, the Contractor shall endeavor to provide service during the scheduled closure, at no additional cost to DMV. In the event
janitorial services cannot be provided, a pro-rated amount shall be deducted from the monthly invoice for each day service was not provided.
C. CONTRACTOR’S PLAN OF OPERATION
The Contractor shall submit a complete written Plan of Operation to the Contract Administrator within five (5) business days after award of the contract; this plan must include:
1. A detailed schedule for cleaning functions, including dates for all other-than-daily tasks.
2. Contact information, including name, address, and telephone number, for:
a) All employees permanently assigned to the office, and any alternate(s)
b) Assigned employees’ supervisor, who is responsible for ensuring performance standards are met
c) The individual who will meet with the Contract Administrator monthly (or more frequently if requested) and receive notice of major discrepancies, and is responsible for immediate corrective action.
D. AUTHORIZATION OF CONTRACTOR’S PERSONNEL
Prior to contract performance, the Contractor shall certify, by completing and submitting Attachment B, Personnel Authorization, that all personnel assigned to work at DMV have successfully passed a criminal history background check conducted and paid for by the Contractor and that no incidents of a felony or larceny crime exist. Attachment B also requires certification that the Contractor does not, and shall not, during the performance of the contract, knowingly employ any unauthorized aliens as defined in the federal Immigration Reform and Control Act of 1986.
Attachment B may be submitted with the Contractor’s Plan of Operation.
1. Attachment B, Personnel Authorization, shall be kept up-to-date by the Contractor and promptly re- submitted to the Contract Administrator upon any change in personnel.
2. The Contractor shall not allow access to the DMV facility by any individual who has not passed a background check and who is not previously approved by DMV through the submission of Attachment B, Personnel Authorization; this includes non-custodial staff, family members, and friends. DMV uses a security camera system to verify that unauthorized persons are not entering the building.
E. STAFFING LEVEL AND WAGES
The Contractor shall provide a sufficient number of qualified employees to perform the work described.
1. Employee absences shall not relieve the Contractor from its obligation to meet the contract
requirements; should absences occur, the Contractor shall take necessary steps to compensate for the labor shortfall (ex: approved alternate employees, overtime). DMV will not pay for overtime.
2. Contractor shall provide sufficient wages to minimize turnover and attract qualified personnel;
wages shall be maintained no lower than minimum wage.
3. The Contractor shall assign custodial workers who are located in relatively close geographic proximity to the contracted facility to effectively service the facility each night.
Page 5 of 29 F. CONDUCT OF CONTRACTOR’S PERSONNEL
The Contractor shall be responsible for employees’ conduct and performance, and for compliance with the following:
1. Anyone appearing to be under the influence of alcohol or drugs shall not be permitted on DMV property.
2. No loud or boisterous conduct will be permitted.
3. Desk drawers or cabinets shall not be opened at any time.
4. Office machines or equipment shall not be used or tampered with at any time.
5. DMV employees' personal property shall not be touched at any time.
DMV reserves the right to request removal of any of the Contractor's employees from the building at any time for reasonable cause. The Contractor or the designated supervisory representative shall have such employee leave the facility premises upon receipt of any such request.
G. PERSONNEL CHANGES
The Contract Administrator shall be immediately notified of any personnel changes, including substitute employees. No more than three instances of personnel change will be allowed per month; additional personnel changes will result in an invoice reduction for the cost of security access changes (e.g.
lock and security code changes), not to exceed $100 per change.
H. BUILDING ACCESS AND SECURITY
The Contractor shall comply with all of DMV’s requirements for security and operational constraints. It is essential that the Contractor take all measures necessary to comply with security-related requirements;
violation of any security-related requirement(s) will be grounds for immediate termination of the contract for default.
1. The Contractor shall immediately notify the Contract Administrator if a security breach is discovered.
2. DMV offices are secured through a series of locks and alarms.
a) Keys
The Contractor will be provided with two sets of keys to the building: one set for the cleaning crew, with the additional set for management/supervisory staff
(1) The Contractor shall not duplicate the keys under any circumstances.
(2) The Contractor shall immediately notify the Contract Administrator upon discovery that keys to the building have been lost or misplaced.
b) Building Security Access Codes
Contractor employees will receive individual, name-based building access codes from the Contract Administrator to access the building.
(1) The Contractor shall immediately notify the Contract Administrator when an employee has been terminated for any reason (voluntary or involuntary) so that DMV can de-activate the building access code(s).
(2) The Contractor shall maintain a list of substitute employees who have passed the background check described above (Section D); upon request of the Contractor, approved substitute employee(s) will receive temporary, name-based building access code(s).
Page 6 of 29
(3) Contractor employees shall not share building access code(s) with anyone for any reason.
(4) Contractor employees shall not practice “piggy-backing”, meaning multiple employees entering the building using one employee’s code.
3. Securing the Building
The Contractor shall properly secure the building as outlined below and comply with all security instructions from the Contract Administrator.
a) This includes, but is not limited to, securing all internal and external doors, vestibules, secure work areas, windows, vents or similar areas.
b) All exterior doors must remain locked at all times while the Contractor is on-site. If the Contractor needs to exit the building for any reason, such as to go to the dumpster, the building must be locked upon exit, then unlocked for re-entry, and re-locked after re-entry.
c) The Contractor shall fully train all employees on the proper building entrance and exit procedures, including operation of the security alarm and doors.
4. Contractor staff is required to exercise extraordinary diligence when properly deactivating and activating the alarm system to avoid false alarms. The actual cost of false alarm fees in excess of one (1) false alarm per quarter will be deducted from the Contractor’s monthly fee.
I. LIGHTS AND DOORS
Employees shall only use only those lights necessary for the performance of the work. All lights shall be turned off and all doors shall be closed upon completion of work in each area, unless otherwise instructed.
J. ON-SITE STORAGE
DMV will supply reasonable and suitable on-site storage space for cleaning equipment and materials the Contractor deems necessary for the performance of this contract. Storage space is limited and only those storage areas designated by the Contract Administrator will be used by the Contractor. Generally,
Contractor storage will be limited to janitor closets. Storage areas shall be kept clean and well organized.
All chemical containers shall be labeled as to contents and shall remain in authorized containers.
Equipment shall be cleaned daily prior to returning to storage to avoid unpleasant odors such as “soured”
mops.
K. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES
1. The Contractor shall furnish all equipment necessary to perform the work described herein, including appropriately sized ladders and/or step stools to change light bulbs and clean light fixtures, vents and ceiling fans, including exhaust fans. Equipment and materials shall be available to Contractor's employees at all times. All equipment must be maintained in good operating condition and in sufficient quantities to properly perform all services. As applicable, all equipment must be OSHA certified and/or meet all OSHA standards.
2. All supplies furnished by the Contractor shall be made available for inspection and approved for use by the Contract Administrator. Sufficient supplies to prevent out-of-stock shortages shall be
maintained at all times and made available to the Contractor's employees for use in performance of required services.
3. With the exception of the supplies provided by DMV (see Section II.A.1), the Contractor shall provide all materials, supplies and incidentals for nightly custodial care including, but not limited to:
Page 7 of 29 a) Vacuum Cleaners
b) Mops and Mop Heads (damp mops and dust mops) c) Brooms, Dustpans
d) Rags
e) Trashcan Liners
f) Germicidal Cleaner (green products, if available) g) Window Cleaner (green products, if available)
h) Floor Care Products (green products, if available) including PermaGrain’s All Purpose Cleaner (or equivalent neutral detergent solution) for floor care
i) All Other Chemicals/Cleaners (green products, if available) j) All Other Paper Products
4. The Contractor shall provide all equipment, materials, supplies and incidentals for other-than-daily cleaning, including but not limited to the following:
a) Weekly floor buffing, including:
(1) a single disc floor machine (170-250 rpm) equipped with a natural bristle scrub brush or a pad no coarser than a 3M red pad or equivalent OR
(2) An automatic floor machine equipped with equivalent brushes or pads operating at a moderate to light pad pressure
b) Quarterly cleaning of carpeted areas using shampoo and extraction method c) Quarterly floor stripping and waxing
d) Semi-annual window washing
5. The Contractor shall not use any product, material, supplies, or equipment that is injurious or
damaging to the surface to which it is applied or exposed. The Contractor shall be responsible for restoring or replacing any equipment, facilities, furniture, floor or floor covering, or any other item or surface so damaged.
L. DAILY LOG OF TASKS PERFORMED
The Contractor shall complete Attachment D, beginning on day one, and every day of contract performance.
This log must be continually maintained on-site at the CSC so that the Contract Administrator can view the log at any time to determine which tasks have been completed each day, week, month, quarter, etc., , and be kept in clear view in the janitor’s closet in a binder or on a clipboard. Note: It is not DMV’s responsibility to provide copies of, or maintain this log for the Contractor.
M. CONTRACT MANAGEMENT
1. Throughout the entire duration of the contract, the Contractor’s management and supervisory staff must continually devote a sufficient amount of time and attention to this contract in order to self-manage its contract performance; for the purposes of this contract, “self managed” is defined as the Contractor:
a) Taking initiative and being proactive about managing its own performance and ensuring its own compliance with the contract requirements.
b) Performing all contract requirements, including monthly quality inspections, other-than- daily-tasks, etc, without needing to be prompted or reminded by DMV
c) Taking responsibility for quality control and evaluating the DMV property in a self-policing manner
d) Providing management/supervisor staff and nightly custodial staff who: are completely familiar with the contract tasks (what needs to be done), the contract task frequencies (when it needs to be done), and can properly perform the contract tasks when they are due (how it needs to be done).
Page 8 of 29
2. For the duration of the contract, the Contractor must demonstrate an ongoing commitment to thoroughness and performance excellence in all aspects of its contract performance. To accomplish this, the Contractor’s management and supervisory staff should continuously:
a) implement and execute well-developed, established management controls,
b) implement and execute well-developed, established quality control procedures and techniques,
c) practice effective time management,
d) ensure on-time job/task scheduling and completion, e) initiate and promote ongoing communication with DMV,
f) pre-schedule meetings/inspections with the Contract Administrator at a mutually convenient time,
g) plan and pre-schedule the periodic work (floors, carpets, windows, etc.) with the Contract Administrator well in advance and perform work according to the agreed upon schedule,
h) prepare and submit comprehensive, correct and complete logs, reports and other required deliverables to DMV on time, AND
i) demonstrate a high level of attention to detail in performance of all contract requirements N. MONTHLY QUALITY INSPECTION
At least once per month, the Contractor shall conduct an on-site quality inspection of the entire facility with the Contract Administrator. Note: It is not DMV’s responsibility to schedule the inspection with the Contractor or remind the Contractor that the inspection is due.
1. Contractor shall schedule inspections with the Contract Administrator at least one business day in advance.
2. The on-site quality inspection must include the entire interior of the facility and all exterior windows.
3. During each quality inspection, the Contractor shall complete a Quality Inspection Report as outlined below:
a) The Contractor shall create and develop a written, detailed, organized and legible Quality Inspection Report, to be completed during the inspection. Note: It is not DMV’s
responsibility to develop or maintain this report for the Contractor or remind the Contractor that the report is due.
b) The content of the monthly inspection report shall include (at a minimum):
(1) the tasks listed in the Scope of Work and Attachment A (2) a comment area for each task
(3) date and time of inspection
(4) corrective action for any discrepancies found during inspection
(5) corrective measure(s) put in effect to prevent recurrence of discrepancies AND (6) signatures of the Contractor’s inspector and the Contract Administrator
c) The Contractor shall provide a paper copy of the monthly inspection report to the Contract Administrator on the same day as the inspection, prior to leaving the facility
4. The monthly on-site quality inspection ensures the Contractor is continually providing high quality workmanship and is in compliance with the contract. This monthly inspection will provide both the Contract Administrator and the Contractor with the opportunity to establish a mutually beneficial working relationship, provide performance feedback (i.e. discrepancies and complaints), plan for correction of any deficiencies in the work, and/or provide recommendations for potential
improvements.
Page 9 of 29 O. CORRECTIVE ACTION
Discrepancies affecting safety shall be corrected by the Contractor within one (1) hour of
notification. For all discrepancies NOT affecting safety, the Contractor shall take corrective action within 24 hours of notification. Corrective action shall be at no additional cost to DMV.
P. CONTRACT REVIEW MEETINGS
In DMV’s sole discretion, if quality control or other issues are not being adequately addressed and corrected, the Contract Administrator may require that a principal of the Contractor meet weekly on-site with the Contract Administrator until the issue(s) has been resolved to DMV’s satisfaction.
Q. SPECIAL CLEANINGS
When directed by the Contract Administrator (either verbally or in writing) to clean an area not covered under the contract for a special occasion, construction cleanup, or because of an emergency or mishap or similar condition, the Contractor shall furnish all labor, equipment and material as required to fulfill the order. The Contractor will be paid for these Special Cleanings based on the man-hour rate quoted in the Pricing Schedule. The Contractor shall bill DMV as a separate line item on the regular monthly statement;
the line item must list the date additional service was rendered, the number of employees provided, the number of hours each employee worked, and the name of the DMV representative requesting the additional work.
III. 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 process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) 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.eva.virginia.gov under “I Sell To Virginia”.
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, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit 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 (bids/proposals), (bidders/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 § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).
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:
Page 10 of 29
a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
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 the requirements of this section.
d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.
e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.
f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.
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 (bids/proposals), (bidders/offerors) certify that their (bids/proposals) are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in connection with their (bid/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: Applicable for all contracts over $10,000:
By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.
If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.
Page 11 of 29
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 IFBs AND RFPs (Insert wording below appropriate to the solicitation type as indicated):
1. (For Invitation For Bids): Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.
2. (For Request For Proposals): 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 (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/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 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 resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this
Page 12 of 29
section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).
2. To Subcontractors:
a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) 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.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.
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 (BIDDERS/OFFERORS): The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/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 (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The Commonwealth further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the Commonwealth that such (bidder/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:
Page 13 of 29
1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any 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 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, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, 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. DELETED R. DELETED S. DELETED
T. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the
Page 14 of 29
entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
MINIMUM INSURANCE COVERAGES AND LIMITS:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.
4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)
U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.
V. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:
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 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.
W. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.
X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA 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 by completing the free eVA Vendor
Page 15 of 29
Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below;
failure to register will result in the bid/proposal being rejected.
Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:
a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:
(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.
(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.
b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.
For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.
Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.
Z. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority”
accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also includes DSBSD- certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders/offerors shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids/proposals.
AA. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in US dollars.
BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.
CC. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that no individual, while performing work on behalf of the contractor or any subcontractor in connection with this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment), bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race, sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or disability.
The contractor shall provide each Contract Worker with a copy of this Section and will require Contract Workers to participate in agency training on civility in the State workplace if contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the contractor shall provide documentation that each Contract Worker has received such training.
Page 16 of 29
For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations.
Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.
The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any Contract Worker who the Commonwealth reasonably believes to have violated this Section.
This Section creates obligations solely on the part of the contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic , but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth and not by employees or other third parties.
IV. SPECIAL TERMS AND CONDITIONS A. AUDIT
The contractor shall 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 agents, and/or auditors shall have full access to and the right to examine any of said materials during said period.
B. AWARD
The Commonwealth will make the award(s) on a grand total basis of the monthly services only to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is
received, provided that the bid is not over $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. The
Commonwealth reserves the right to make multiple awards as a result of this solicitation.
C. BID ACCEPTANCE PERIOD
Any bid in response to this solicitation shall be valid for 120 days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
D. BID PRICES
Bids shall be in the form of a firm fixed price for per month service during the contract period. The fixed hourly labor rate (“Special Cleanings”) is not used in the evaluation of the bids in determining the lowest responsive and responsible bidder.
E. CANCELLATION OF CONTRACT
The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole,
Page 17 of 29
without penalty, upon 60 days written notice to the contractor. In the event the initial contract period 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 deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
F. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and/or subcontractor is properly licensed for providing the goods/services specified.
G. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in multiple purchase order(s) with the applicable eVA transaction fee assessed for each order. 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 provide an
electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. 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.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog- [email protected].
H. E-VERIFY PROGRAM
EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and
participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify
program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove their enrolled in E-Verify.
I. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete installation ready for the
Commonwealth’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.
J. INDEMNIFICATION
Contractor agrees to indemnify, defend and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.
K. INSPECTION OF JOB SITE
My signature on this solicitation constitutes certification that I have inspected the job site and/or I 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.
L. LIQUIDATED DAMAGES, GOODS AND NONPROFESSIONAL SERVICES: It is understood and agreed by the bidder that time is of the essence in the delivery of services of the character and quality specified in the bid document. In the event these specified services are not performed by the date specified there will be deducted, not as a penalty but as liquidated damages, the sum of the calculated daily rate (monthly rate ÷ the number of days in the month= daily rate) for each and every calendar
Page 18 of 29
day the service is not provided; except that if the service is not permissible by any act of negligence, or default on the part of the DMV, public enemy, war, embargo, fire, or explosion not caused by the
negligence or intentional act of the contractor or his supplier(s), or by riot, sabotage, or labor trouble that results from a cause or causes entirely beyond the control or fault of the contractor or his supplier(s), a reasonable extension of time as the procuring public body deems appropriate may be granted. Upon receipt of a written request and justification for any extension from the contractor, the purchasing office may extend the time for performance of the contract or delivery of goods herein specified, at the purchasing office’s sole discretion, for good cause shown.
M. PRIME CONTRACTOR RESPONSIBILITIES
The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.
N. RENEWAL OF CONTRACT
This contract may be renewed by the DMV for one (1) successive one year period under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.
1. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the Services category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.
2. If during any subsequent renewal periods, the Commonwealth elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the
Other Services category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.
O. SUBCONTRACTS
No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires 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.
P. WORK SITE DAMAGES
Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.
Page 19 of 29 V. QUALIFICATIONS AND EXPERIENCE
A. The Contractor shall meet the following criteria:
1. Have 3 years of experience as the prime contractor of commercial janitorial cleaning service.
2. Have positive experience performing janitorial cleaning services for 2 consecutive years within the past 3 years in a facility of comparable size.
3. Have a positive record of past performance on janitorial contracts.
4. Have well-qualified management and supervisory staff.
5. Have effective and well-established security controls, methods and procedures.
6. Have proven ability to manage its contract performance.
B. Vendors must provide qualifications and experience information by completing Attachment C, Vendor Data Sheet.
VI. REPORTING AND DELIVERABLES
Report / Deliverable Due Date / Required by Contractor’s Plan of Operations Within 5 days after award
Authorization of
Contractor’s Personnel Prior to contract begin date
Daily Log of Tasks Performed Delivered daily to the Contract Administrator Monthly Quality Inspection and
Monthly Quality Inspection Report
Monthly: report completed before leaving DMV premises, and a copy left with Contract Administrator Corrective Action As needed
Contract Review Meetings As requested/required by DMV Certification of Insurance Within 7 days after contract award VII. METHOD OF PAYMENT
DMV’s Financial Management Services will issue a payment automatically each month for the fixed monthly rate.
For special cleaning services, payment will be made within thirty days following receipt of a valid invoice; the invoice shall not be sent until after services were rendered. The Contractor should forward any invoice for additional approved services to [email protected], or mail to:
Department of Motor Vehicles Financial Management Services Accounts Payable Office P. O. Box 25700
Richmond, Virginia 23260
Invoices must include date, Contractor Name, Contract/QQ number, location where services were performed, date services were performed, unit price and description of services, and grand total.
Page 20 of 29 VIII. PERFORMANCE STANDARDS
All services shall be performed with the utmost regard for customer and staff safety as well as the protection of property, and all work shall be performed in an efficient, workmanlike manner and shall meet the highest standards for the type of service being performed.
1. DMV buildings shall be maintained in a manner that ensures a clean appearance. For the purposes of this contract “clean” is defined as the absence of:
Cloudy film Fingerprints Mold Smudges
Cobwebs Graffiti Odors Spillage
Coffee Grounds Grease Oil Spots
Debris Grime Paper Stains
Dirt Gum Residue Tape
Discarded materials Ink Rust Tar
Dust Litter Scale Trash
Encrustation Marks Scum Watermarks
or any other extraneous matter on any surface or object in order to present a lustrous appearance (as applicable), and an overall appearance of cleanliness
2. The Contractor shall provide a level of cleaning that is at least equal to standards defined by the Building Service Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism.
3. Surfaces: Dust and dirt shall be removed and not scattered about. No feather dusting shall be used. Surfaces shall be free of dust, dirt, prints, spots, and stains after cleaning is
completed.
4. Floors: All floors shall be free of dust, dirt, or streaks of any kind. No dirt or dust shall be left behind including under furniture, pipes, benches, chairs, work tables, doors, corners, or any other object that is not installed or securely fastened in place.
5. Carpet Runners: For purposes of this contract, the top side of the runners with carpet affixed shall be interpreted to be carpet with respect to carpet requirements; additionally, requirements pertaining to carpet runners apply. Any time a liquid is to be applied to the floors as required by the specifications listed in this solicitation, such as mopping or waxing, all carpet runners are to be rolled up and removed before the application, and the floors allowed to dry before replacing the carpet runners.
6. Rest Room Facilities: After cleaning: sinks, toilets and urinals shall be free of stains, odors, deposits, and residues; metal fixtures shall be free of water spots and residues; floors, walls, and stalls shall be free of deposits, dirt, and residues.
7. Ceilings: Diffusers and heating/cooling returns shall be free of clinging dust after vacuuming. Light covers shall be free of dust, dirt, grime, and streaks after cleaning.
8. Trash: All trash removed from waste baskets/trash receptacles and other items specifically marked
"trash" shall be removed from the building and placed in the designated containers outside the building.
9. Carpet runners, furniture, and other items that are moved by the Contractor must be replaced.
Page 21 of 29 IX. PRICING SCHEDULE
THIS PRICING SCHEDULE IS TO BE COMPLETED IN FULL AND SUBMITTED WITH BID
Bidders shall provide a fixed price per month that includes all services specified in this solicitation (see Section II, Scope of Work, and Attachment A, Janitorial Tasks. The fixed price per month does not include Special Cleanings as described in Section II. Q.
(fill in the blanks)
$ FIXED PRICE PER MONTH X 12 MONTHS=______________ GRAND TOTAL
There may be times that more nightly man-hours are required in order to complete the periodic tasks: weekly, monthly, quarterly, semi-annual and as needed tasks, such as mopping, scrubbing, buffing, stripping, and waxing floors, washing windows inside and out, shampooing carpet, etc. As stated above, DMV will not pay for overtime:
all additional time, materials and labor needed to complete the periodic work shall be included in the fixed price per month.
$ HOURLY RATE FOR SPECIAL CLEANING outside the scope and schedule of the contract as described in Section II.Q
Page 22 of 29
ATTACHMENT A JANITORIAL TASKS
1. All non-carpeted floors shall be swept/dust mopped for the removal of litter, dust, and dirt, and then damp mopped for the removal of spots. Clean, warm water shall be used for damp mopping.
2. All carpet and carpet runners shall be vacuumed.
3. All surfaces of furniture, counters, cabinets, appliances, picture frames, office equipment, windowsills, door panels, radiators, baseboards, and any other non-glass surfaces within 72 inches height from floor shall be dusted and wiped clean of dust, dirt, prints, spots and stains.
4. Disinfect all high contact surfaces including, but not limited to: door knobs, push plates, hand rails, light switches, telephones, countertops, sinks, water faucets and handles, drinking fountains and handles, work surfaces, elevator buttons, water coolers and drinking fountain controls with an EPA approved germicidal disinfectant.
5. Clean all plexi-glass barriers to be fee from streaks, smudges and smears;
6. Empty all outside ashtrays and cigarette containers;
7. Pick up and dispose of all litter and trash around the ashtrays, cigarette containers, and DMV entrance doors;
8. All indoor trashcans shall be emptied.
a. Trashcans containing any food items, food wrappers, gum, liquids or other sticky or odorous substances, etc., must have the liners replaced nightly. Contractor shall furnish all liners.
b. Trashcans containing only paper do not need liners replaced nightly.
9. Rest Rooms:
a. Hand soap, hand towels, toilet seat covers, and toilet tissue (furnished by DMV) shall be replenished.
b. Floors shall be swept, mopped and scrubbed using a germicidal disinfectant. Special attention shall be given to maintaining the appearance of the floors in corners, around bottom edges where the walls and floors meet, and around toilet fixtures.
c. Mirrors shall be washed, wiped and cleaned.
d. Wash basins and sinks shall be cleaned using a germicidal disinfectant, including the faucets, underside of basins, and pipe fixtures.
e. Counters shall be washed using a germicidal disinfectant.
f. Toilet and urinal interiors and exteriors shall be cleaned, scoured, and disinfected with germicidal disinfectant.
g. All spots shall be cleaned from walls and stalls.
h. All locks and door knobs/handles shall be cleaned, using a germicidal disinfectant.
DAILY – ALL TASKS LISTED HERE MUST BE COMPLETED EVERY DAY MONDAY THROUGH SATURDAY