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DGS CENTRAL PROCUREMENT UNIT (CPU)

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219

REQUEST FOR PROPOSAL (RFP) #DKS-2016-0601JANITORIAL / CUSTODIAL SERVICES

NIGP Commodity Code: 91039

Issue Date: May 27, 2016 • Due Date/Time: July 20, 2016 – 2:00 P.M. ET

Contracting Officer: Donna Shropshire, VCO • E-mail Address: [email protected]

Location Where Work Will Be Performed: Richmond, Virginia Metro Area

OPTIONAL PREPROPOSAL CONFERENCE: An optional preproposal conference will be held at 9:00 a.m. on Monday, June 20, 2016 at The Department of General Services’ Bureau of Facilities Management, 101 North 14 th Street, the James Monroe Building, Conference Room B, Richmond, Virginia 23219. See Section VII for additional information related to this optional preproposal conference. (Phase 1 of the site visits will be conducted following the preproposal conference).OPTIONAL SITE VISITS: Optional site visits will be held on Monday and Tuesday, June 20 and 21, 2016 at the facilities outlined in Section I, entitled “PURPOSE” and Attachment B entitled “Building Locations and Descriptions”.CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer whose name appears on the face of this solicitation no later than five (5) working days before the due date. All inquiries must be submitted in writing to Donna Shropshire, via e-mail at [email protected]. Please include “RFP #DKS-2016-0601” in the title of the message. If the issuing Contract Officer concludes answers are required, they will be answered by an addendum. The addendum will be posted on the VBO and it is the responsibility of the Offeror to download the addendum.PERIOD OF CONTRACT: Initial two (2) year term contract with four (4) additional successive one (1) year renewal options.THE UNDERSIGNED hereby offers and agrees to furnish all services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name: ____________________________

Address: ___________________________________

City/State/ZIP: ____________________________

Signature: _________________________________

Printed Name: ______________________________

Title: ____________________________________

Date: _____________________________________

Contractor’s TIN: __________________________________

eVA Vendor ID or DUNS Number: _____________________

DSBSD Certification Number: ________________________

SCC Number: ______________________________________

Telephone: _____________________________________

Cell: ____________________________________________

Email: ____________________________________________

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by State law relating to discrimination in employment. This public body complies with the Code of Virginia, the Department of General Services’ Agency Procurement and Surplus Property Manual, and the Vendor’s Manual. Code of Virginia, § 2.2-4310a and § 2.2-4343.1dAWARD POSTING: Upon the award or the announcement of the decision to award a Contract as a result of this solicitation, the Commonwealth of Virginia, through the Virginia Department of General Services, Central Procurement Unit (CPU), will publicly post such notice online at http://www.eva.virginia.gov for a minimum of ten (10) days.

mailto:[email protected]


INDEX

SECTION PAGE

I. PURPOSE................................................................................................................................ 3II. BACKGROUND....................................................................................................................... 4III. STATEMENT OF NEEDS........................................................................................................4IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS....................................17V. EVALUATION AND AWARD CRITERIA...............................................................................21VI. REPORTING INSTRUCTIONS..............................................................................................22

VII. OPTIONAL PREPROPOSAL CONFERENCE & OPTIONAL SITE VISITS..........................23

VIII. GENERAL TERMS AND CONDITIONS................................................................................27

IX. SPECIAL TERMS AND CONDITIONS..................................................................................36

X. METHOD OF PAYMENT.......................................................................................................45

XI. PRICING SCHEDULE............................................................................................................47

XII. ATTACHMENTS.................................................................................................................... 47

ATTACHMENT A: CAPITOL COMPLEX SECURITY REQUIREMENTS..............................55ATTACHMENT B: BUILDING LOCATIONS AND DESCRIPTIONS………………..………...58ATTACHMENT C: VENDOR DATA SHEET…………………………………………………..…65ATTACHMENT D: EQUIPMENT INVENTORY CERTIFICATION.........................................60ATTACHMENT E: SMALL BUSINESS SUBCONTRACTING PLAN....................................61ATTACHMENT F: PRICING SCHEDULE………………………………………………………..70ATTACHMENT G: STATE CORPORATION (SCC) FORM…………………………………….74ATTACHMENT H: MAP OF THE CAPITOL COMPLEX……………………..……….……….75

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JANITORIAL/CUSTODIAL SERVICES

I. PURPOSE

The Commonwealth of Virginia, Department of General Services, hereinafter referred to as “Commonwealth” or “DGS” is issuing this Request for Proposal (RFP) on behalf of the DGS Division of Engineering and Buildings (hereinafter referred to as ”DEB”), Bureau of Facilities Management (hereinafter referred to as “BFM”), for the purpose of soliciting sealed proposals to establish through competitive negotiations, a Master Ordering Agreement for the provision of Janitorial Services, which includes, but is not limited to, housekeeping, custodial, or janitorial services, window, carpet and any other specialty cleaning services (“Services”).

The Commonwealth reserves the right to make multiple awards from this solicitation based upon the capabilities and benefits as described in any Offeror’s proposals.

The initial contract term for any resulting contract(s) will be for a period of two (2) years with four (4) one-year renewal options.

Services are to be provided to the following locations:

BUILDINGS(Total Square Footage 2,865,075)

LOCATION

400 East Cary Building 400 East Cary StreetDiv. of Consolidated Laboratory Services (DCLS) 600 North 5th StreetJames Madison Building 109 Governor StreetJames Monroe Building 101 North 14th StreetJefferson Building 1220 Bank StreetMain Street Centre 600 East Main StreetNinth Street Office Building 200 North 9th StreetOffice of Fleet Management Services (OFMS) 2400 West Leigh StreetOld City Hall 1001 East Broad StreetOliver Hill Building 102 Governor StreetPatrick Henry Building 1111 East Broad StreetPocahontas Building 900 East Main StreetSupreme Court Building 100 North 9th StreetVirginia War Memorial 621 South Belvidere StreetWashington Building 1100 Bank StreetWestmoreland 1957 Westmoreland Street

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II. BACKGROUND

The Department of General Services through its Division of Engineering and Buildings (DEB) operates and maintains approximately 6.45 million square feet of buildings and grounds at the Commonwealth’s Seat of Government, which includes the Governor’s Mansion and the State Capitol. DEB maintains all buildings and grounds through its Bureau of Facilities Management (BFM). BFM is a customer-focused service organization with responsibility for providing maintenance, repair, operational, and technical services for roughly eighty state and legislative agencies within the Capitol Square complex, as well as assistance to agencies in and around the metropolitan area. Information about DEB and BFM is found online at the DGS website: http://www.dgs.virginia.gov. The specific building locations where services may be expected to be performed for DGS are outlined herein under Section III, Statement of Needs, Subsection A, General Requirements, Item J, entitled “DGS Service Locations.” See Attachment B.

DGS currently has two (2) contracts for these services, which expire November 30, 2016. It is the intent of DGS to have one (1) or more contracts and transition these facilities to any new contract(s) with an effective service commencement date of December 1, 2016.

It is anticipated that there may be other unforeseen needs which may arise over the life of the agreement to extend these services to other entities that fall under the purview of BFM within the general Richmond and Central Virginia region. Given the volume of DGS’ needs, it expects to secure the most competitive pricing structure possible and optimized business processes available, based on the potential economies of scale and aggregate purchasing volume.

As it is within the Commonwealth’s discretion to enter into negotiations with only a limited number of Offerors, any initial Offer submitted should be both fully complete, and very aggressively priced.

Offerors are not required to submit proposals for each location.

III. STATEMENT OF NEEDS

A. General Requirements: Contractor is to furnish all labor, tools, supervision, equipment, supplies, materials, and incidentals necessary to coordinate all services within the terms, conditions, provisions, and schedules provided herein.

The Contractor shall perform tasks as agreed upon and shall maintain a written, detailed, organized, and legible log of tasks performed each day at each facility. A copy of the log shall be maintained on-site at each location and accessible by the Contract Administrator or his designee.

Unless otherwise specified in writing from the Contract Administrator, Contractor will provide a level of cleaning that is minimally equivalent to the publically available professional standards established by the International Facility Management Association

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http://www.dgs.virginia.gov/

(IFMA)* for “Ordinary Tidiness,” as well as having neither serious nor repeated criticisms.

B. Quality Control (QC) Program—Facility Inspection and Reporting: Any successful contractor will develop, implement, and maintain a QC program in coordination with the Contract Administrator(s). The QC program will address frequency of tasks to assure a quality work environment for the building occupants, types of cleaning chemicals used, maintenance of hard finishes on walls and floors, maintaining of quality staff and supervisors, etc.

1. Weekly Meeting (as needed): A management representative of the Contractor shall be available upon request by each Contract Administrator to review the requirements of the contract and/or quality control issues. If in the Contract Administrator’s sole discretion quality control or other issues are not being adequately addressed, a management representative of the Contractor shall meet weekly, on-site at the specific location with the Contract Administrator, until quality control issue(s) have been addressed to the Contract Administrator’s satisfaction.

2. The Contractor is responsible for quality control and evaluation of each property in a self-policing manner. The Contractor shall inspect each property entirely not less than once a month to ensure quality workmanship and compliance with the contract. This procedure will provide both the Contractor(s) and the DGS Contract Administrator the opportunity to note discrepancies and complaints, plan for correction of deficiencies in the work, and establish a mutually beneficial working relationship.

3. Using an inspection report of the Contractor's design, the Contractor's detailed, written, monthly inspection report shall include at a minimum the tasks to be performed and include a comment area for each task, date and time of inspection, and signature of the inspector. The monthly inspection report shall be given to the Contract Administrator on the date of inspection.

4. The Contractor shall implement corrective action to prevent recurrence of any discrepancies. Action taken shall be noted in writing, conveyed to the Contract Administrator upon correction of the discrepancy, and included in the written facility inspection report.

5. The Contractor shall take immediate corrective action (within 24 hours) on any discrepancies noted and reported to the Contractor by the Contract Administrator. Such corrective action shall be at no additional cost to the State. Contract discrepancies impacting safety shall be corrected by the Contractor within one (1) hour of notification by the Contract Administrator or their designee.

6. Phone Calls: The Contractor shall return any call within one (1) hour notification from the Contract Administrator or their designee.

C. Sec urity Access : Contractor personnel will be granted such access to Commonwealth locations as necessary or appropriate for Contractor to perform its obligations under the Agreement, subject to all security issues.

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For additional information regarding security, refer to Attachment A, Capitol Complex Security Requirements

1. Security Identification Card (SIC): Contractor’s personnel shall obtain a Security Identification Card (SIC) prior to commencement of Services being provided. The Contract Administrator will work with the Contractor to process the required forms and securing the SICs through the DGS Parking Services and Building Access Section or the appropriate security card for that facility.

2. Confidential and Proprietary Information Security: For any Commonwealth location, Contractor staff, or any subcontractor staff performing Services for the Contractor may at any time be required to undertake the execution and completion for each individual employee, the requirement of the submission of additional forms that the Commonwealth would consider reasonable for security measures. These forms may include the individual employee’s agreement that all Commonwealth information that is garnered while at the Commonwealth site is confidential and proprietary. Any unauthorized release of proprietary information by the Contractor or Contractor’s employees shall constitute a breach of this Agreement.

3. Building Security: The Contractor will assure that each and every one of its owners, officers, employees and agents who will be in the State Building after the building's normal business hours (hereafter referred to as "personnel") comply with the security requirements set forth in the Contract. The Contractor will assure compliance with these requirements before any employee is permitted within the building after business hours. The purpose of these security requirements is to prevent the commission of crimes within the buildings.

4. Contractor will be responsible for all keys issued to them. The Contractor shall sign for and will return same to the DGS upon request. The Contractor shall be responsible for replacing lost keys and or rekeying locks, if necessary, at no additional expense to the DGS.

5. Non-custodial staff, including but not limited to, family members and friends of the contractor’s custodial staff are not allowed in the building at any time unless they have been approved in advance, in writing, by the Contract Administrator.

6. No “piggy-backing” of employees entering into secure areas is allowed. Each employee must scan their individual building access pass.

7. Lights and Doors: 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. All windows and doors will be closed and locked upon completion of the cleaning operation in the area.

8. The Contractor’s staff must be vigilant about properly deactivating / activating the alarm system when they enter / leave the building. The Contractor’s staff must be fully trained by the Contractor on the operation of the alarm system to avoid setting off false

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alarms. The Contractor shall reimburse the State for the actual cost of false alarm fees charged by local police departments.

D. Staffing Requirements

1. The Contractor is responsible for securing its staff; DGS will not request that incumbent Contractors’ personnel be hired.

2. Wages paid by the Contractor(s) to its staff are solely the responsibility of the Contractor(s) and shall not be subsidized by the State.

3. Benefits offered by the Contractor(s) must be in compliance with all Federal and State laws regardless of whether they are employed as full or part time employees.

4. Contractor will furnish the Contract Administrator with a list of names of employees who will perform services at the State Office Building. This list will be updated monthly and the revised copy forwarded to the Contract Administrator by the 5th of each month. The Contractor is responsible for securing its staff; DGS will not request that incumbent Contractors’ personnel be hired.

5. Contractor's personnel will sign in and out daily on the Custodial Contractor’s Certified Hours Sheet in the State Office Building.

6. Contractor’s employees shall be capable of communicating and comprehending the English language (both verbally and in writing) to Full Professional Proficiency (as defined by Interagency Language Roundtable “ILR” Level 4 standards), and as demonstrated by the ability to use English fluently and accurately at all levels pertinent to professional and Contract needs, with the ability to be completely, fully, and easily understood by the Commonwealth’s staff.

7. Contractor will provide initial training and instruction, and annually thereafter, or upon request of the Commonwealth, for all supervisory and custodial personnel providing services under this agreement, to ensure essential requirements of the agreement, and all appropriate standards that are integral to the delivery of all services herein, are known and maintained at all times by all Contractor or subcontractor staff.

8. Contractor shall provide a copy of the contract and associated quality performance requirements to all supervisors/lead persons involved in the performance of this contract. Contractor’s personnel shall familiarize themselves with the Contract and the quality performance standards expected for services provided under this Agreement.

a. Primary and Secondary Contacts

The Contractor shall provide in writing, the names of a primary and secondary contact to include telephone numbers, cell phone numbers, emergency phone numbers, and email addresses. These contacts will be the Contractor’s individuals authorized to handle complaint calls and inquiries about other

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problems as they may occur. These contact personnel shall be capable of authorizing immediate action when warranted. The names and information for the primary and/or secondary contacts may be changed at any time with prior written notification to the DGS Contracting Officer.

b. Local Manager

i. Contractor’s Local Manager will meet with Contract Administrator and the DGS Contracting Officer quarterly to review any contract-related issues.

ii. Contractor’s Local Manager should be located within a thirty-minute radius of the Capitol Square Complex located in Richmond, Virginia. The Contractor’s Local Manager will be accessible to the Contract Administrator during non-work hours to review and respond to issues.

c. Job Site Supervisor

i. Contractor shall furnish one Job Site Supervisor from 5:30 p.m. to 10:00 p.m. each workday.

ii. Job Site Supervisor must have a minimum of five (5) consecutive years of on-the-job custodial experience with the last two (2) years in a supervisory role in a commercial office complex supervising 400,000 GSF or more of janitorial services.

iii. Any new Job Site Supervisor assigned by Contractor to the Contract will meet the requirements defined herein, and be approved by Contract Administrator prior to assignment.

iv. Contractor’s Job Site Supervisor will coordinate or meet daily with the assigned area Manager, to discuss all aspects of performance, areas, or other contract-related matter, review work schedules, or discuss other conditions that may impact the schedule.

v. Contractor’s Job Site Supervisor will accompany the assigned Area Manager during inspection of work which require acceptance inspections.

d. Housekeeping (Contractor) Staff:

i. Day Staff : Contractor will be capable of providing Day Staff upon request. Day cleaning Services are to be provided between 7:00 a.m. and 4:00 p.m. Monday through Friday, excluding State holidays, unless otherwise requested. Responsibility will be designated by the Contract Administrator.

ii. Night Staff : Nightly cleaning Services will be provided between 5:30 p.m. and 10:00 p.m. Monday through Friday, excluding State holidays, unless otherwise requested. Night cleaning shall not start prior to 5:30 p.m.

E. Conduct of Contractor’s Personnel: Contractor is responsible for taking all necessary or appropriate steps to manage or control employee behavior or conduct. Contractor is also responsible for assuring that its employees do not disturb papers on desks, open desk drawers, cabinets or elsewhere. Contractor’s employees shall exhibit the highest standards of professional behavior and conduct at all times, and shall demonstrate only the highest standard of professional courtesy, consideration, and customer service.

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1. Rules and Regulations : Contractor is responsible for assuring the following Rules and Regulations apply to their employees, and to those of any subcontractor assigned to perform Services under this Agreement. These include, but are not limited to:

a. Contractor’s personnel appearing to be under the influence of alcohol or drugs shall not be permitted in the building.

b. Boisterous and/or rude behavior is prohibited.

c. Destructive and/or criminal activity is prohibited.

d. Contractor staff shall not use coffee makers, kitchenette areas, office supplies, office machines, telephones, computers, copiers, etc. This activity is cause for immediate removal from any services provided under this Agreement.

e. Parking in reserved, disabled and visitor designated parking is prohibited.

f. Contractor staff shall sign in with the building Inspector prior to beginning work.

g. Contractor staff shall wear Contractor-issued uniforms at all times during the performance of Services, and while working on any premises covered under this Agreement. Uniforms are at all times to be properly maintained, and kept clean and in a presentable condition (no rips, tears, stains, etc.)

h. Contractor staff shall be required to wear the SIC in clear view at all times while performing Services under the Agreement.

i. There shall be no loitering of Contractor staff in the building or elsewhere on the property before or after assigned shifts.

j. Contractor staff shall work in their designated or assigned areas only. Individuals found in unauthorized areas are subject to immediate removal from delivering any Services under this Contract.

k. Smoking is prohibited inside of any State building and within 25 feet of any state building entrance.

l. Consumption of food is prohibited.

m. Use of profanity is prohibited.n. Radios and other forms of entertainment are not allowed on the property.

o. Contractor staff shall turn off all lights upon exiting an area where Services have been completed and securing doors as needed.

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p. Contractor staff shall report all damage and breakage immediately upon the occurrence.

q. The Contractor’s Manager or the Contractor's personnel shall not be allowed to collect or remove from the property any discarded material for the purpose of selling for personal gain.

r. Lost and found articles shall be immediately turned over to the appropriate Security staff or housekeeping inspector.

s. All unauthorized or suspicious persons shall be immediately reported to the appropriate Security staff or housekeeping inspector.

2. Removal of Contractor’s Personnel : The Commonwealth reserves the right to request the removal of any Contractor staff from any building at any time and for any cause deemed necessary or appropriate, as determined at its sole discretion. Should a Contract Administrator observe any action by Contractor personnel that in the Commonwealth’s sole opinion requires immediate corrective action, they will report this immediately to the Contractor's Job Site Supervisor, who shall be required to take immediate corrective measures.

Should Contractor's Job Site Supervisor not take immediate corrective measures, for any reason, the Commonwealth through its Contract Administrator or any other duly authorized agent of the Commonwealth with management or supervisory responsibility for these Services, may immediately request the removal of the Contractor’s personnel from the property where Services are to be provided.

In rare instances, and only as needed, it may be expected by all Parties that the Virginia Capital Police or other similar law enforcement authority may be required to be notified, or otherwise called upon.

In such events, the Parties agree to mutually cooperate and comply with all requirements that might arise under such a situation, in order to minimize disruption of Services, protect the safety and health of all concerned, and resolve any issues that might arise from such a circumstance, if any.

Following removal of Contractors personnel, if any, the Contract Administrator will provide a written report of all aspects of the incident within twenty-four (24) hours of the occurrence. At no time will the Contract Administrator assume the role of the Job Site Supervisor of the Contractor's personnel.

In any such event, Contractor will provide replacement personnel who are mutually acceptable. Contractor will make such replacement within twenty-four (24) hours of notification. Should replacement personnel appear unqualified or otherwise unacceptable, in the Commonwealth’s sole judgment, then it reserves the right to reject such personnel and request Contractor to provide other acceptable replacement personnel.

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F. State Recognized Holidays

1. With the exception of the Old City Hall and Patrick Henry Buildings, Services will not be required on State recognized holidays, as follows.

In the event that any of these holidays fall on a Saturday or Sunday, the locations will be closed on the Friday before or the Monday after, respectively.

HOLIDAY DATE OBSERVEDNew Year’s Day January 1st

Lee-Jackson Day Friday preceding 3rd Monday in JanuaryMartin Luther King, Jr. Day 3rd Monday in JanuaryGeorge Washington Day 3rd Monday in FebruaryMemorial Day Last Monday in MayIndependence Day July 4th

Labor Day 1st Monday in SeptemberColumbus Day 2nd Monday in OctoberVeteran’s Day November 11th

Thanksgiving 4th Thursday in November and the Friday afterChristmas December 25th

The Commonwealth’s official calendar may be found at the Dept. of Human Resource Management’s website at www.dhrm.virginia.gov. Official unforeseen closings are also posted accordingly. It is the responsibility of the Contractor to monitor the status of the State office buildings in the metro area in the instance of emergency or other unanticipated office closings.

For information regarding the Richmond metropolitan area, follow DHRM on Twitter at http://twitter.com/VirginiaDHRM or other social media.

It is the responsibility of the Contractor to ascertain service hours and closings for all other political subdivisions, etc.

Contractor will not be compensated for overtime hours worked that begin before or extend beyond the hours stated above, unless specifically authorized to do so in writing by the Contract Administrator for DGS.

2. On State recognized holidays i.e., Lee-Jackson Day, Martin Luther King, Jr. Birthday, etc., and on weekends during the annual Virginia General Assembly Session, Contractor is required to provide Services at the Patrick Henry Building.

3. Commercial tenants that lease space from property owned or operated by the Commonwealth may have holidays that are different from those the Commonwealth, stipulated above. However, Contractor will be required to support and accommodate these different schedules, on an as-needed basis, and in such cases, the Commonwealth, as necessary, will identify those buildings in writing.

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http://twitter.com/VirginiaDHRM

http://www.dhrm.virginia.gov/

4. In all cases above, or for any exceptions, Contractor will be provided a schedule by the DGS Contract Administrator.

G. Building Closings: Whenever State Agency offices are closed, due to, but not limited to, emergencies, inclement weather, etc., the offices shall not be serviced by this contract for the duration of the closing period, unless otherwise notified by the DGS Contract Administrator.

An example is if a facility closes on a given morning for the entire day, then the night cleaning services would not be performed, and a billing adjustment for those hours would be applied as a credit to the invoice. The credit would be the negotiated cost for each floor multiplied by the square footage of that floor.

The Contractor will be responsible for verifying inclement weather closings at www.dhrm.virginia.gov or by listening to local radio and television reports, or other social media and with the Contract Administrator in the area where Services are to be performed under this Agreement, or any Order consequently issued.

H. Contractor Furnished Equipment and Supplies: All cleaning equipment and supplies are to be provided by Contractor at no additional costs. Contractor will ensure that furnished equipment and supplies are available for use by the Contractor and any Day Shift personnel at all times.

1. Equipment: All equipment shall be maintained in good operating condition and in sufficient quantities to perform all Services adequately. Equipment shall meet or exceed all requirements as set forth by the U.S. Environmental Protection Agency (EPA) and U.S. Department of Labor’s Occupational Safety and Health Administration (OSHA). Equipment must be OSHA certified, with certifications to be presented to Contractor Administrator upon request. Contractor will not use any equipment that is injurious or damaging to the surface to which they are applied or exposed. Contractor’s personnel shall be trained in the use of all equipment necessary to perform Services under this Agreement. Contractor shall be responsible for repairing any work-site damages caused by misuse of equipment, which shall be repaired to the satisfaction of the DGS Contract Administrator.

Contractor should have available commercial wet/dry vacuum cleaners and carpet extractors in sufficient quantities and quality available for immediate use when necessary. Wet/dry vacuum cleaners and carpet extractors shall have a minimum recovery capacity of twelve (12 gallons each). If the State determines that the quantities provided are insufficient to perform the Services, the Contractor shall provide additional equipment as needed at no additional charge.

2. Supplies: All supplies are to be available for inspection and approval at any time by a Contract Administrator, and must fit the dispensers that are currently installed in all facilities at the time of contract award, However, currently installed dispensers are subject to change over the life of the Agreement. Such changes shall be coordinated between a Contract Administrator and the Contractor.

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The Contractor shall provide Green Seal/Green Rated Certified Products which meet or exceed any current or planned Green Cleaning standards or policies developed by the U.S. Green Building Council (USGBC) for operations and maintenance issues, including, but not limited to, indoor environmental quality, energy efficiency, resource efficiency, materials and resources, etc.

All chemicals used shall be prepared, stored, disposed of, and used according to the manufacturer’s instructions. Applicable Material Safety Data Sheets (MSDS) shall be furnished upon request by the Commonwealth. All chemical containers shall be labeled as to their contents. Equipment shall be cleaned prior to returning to storage to avoid unpleasant odors. Refer To Section IX, Special Terms and Conditions, Item “U”.

Supplies include, but are not limited to, cleaning materials, such as detergents, glass cleaners, wiping/dusting cloths, brooms, mops, wringer buckets, and other materials that may be deemed necessary to perform the required Services.

Contractor will not use any product or supplies that are injurious or damaging to the surface to which they are applied or exposed. Contractor is responsible for restoring/replacing any equipment, facilities, furniture, floor covering, etc., so damaged to the satisfaction of the Contract Administrator.

Contractor will maintain an adequate supply of paper towels, toilet tissue hand soap (specific to a dispenser or as otherwise determined by the Contract Administrator), toilet seat covers, sanitary napkins, tampons, plastic liners for waste receptacles, and wax or paper disposals for sanitary napkin/tampon disposal. "Adequate supply" will be the quantity of supplies as determined by the Contract Administrator. Items shall be available and accessible at all times. In addition, the quality of those items shall be acceptable to the Contract Administrator.

3. Storage: Designated custodial closets will be provided for storage of supplies and equipment supplied by the Contractor, which will remain on the job site during the life of the contract. Contractor will keep custodial closet areas clean and orderly at all times. Utility sinks will be cleaned nightly. Floors in custodial closets will be scrubbed monthly or more frequently as needed.

I. Special Cleaning Requirements: Upon written notification by a Contract Administrator to clean an area for a special occasion, or as necessary due to an emergency or other mishap, Contractor will furnish all necessary labor and materials required to fulfill the order. Services in such cases are to be handled under a work estimate document stipulating the personnel, time, and materials needed, with a NOT-TO-EXCEED (NTE) provision, and then tracked by the Contract Administrator as time and material (T&M) eVA Order, under this Agreement.

Special cleaning may also be in addition to a construction contractor’s final cleaning, upon the completion of a particular construction project. Generally, cleaning following a construction project is expected to be completed through a separate agreement between the Commonwealth and the principal construction contractor. However, there may be

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occasions when additional follow-on spot cleaning services may be needed, and which might be performed on a time and material basis, upon the written direction of a Contract Administrator.

J. DGS Service Locations Including Building Square Footage

See Attachment B for a listing of current building locations, square footage, equipment, etc.

K. Special Scheduled Cleaning Requirements for Specific Facilities

1. James Monroe Building

a. Contractor will set up tables and chairs in the first floor conference rooms on a nightly basis, for the next day, and may be required to set these up in the building lobby.

b. Custodial services will include cleaning exterior plaza area, and 14 th Street elevators.

2. 400 East Cary StreetVirginia Dept. of Health, Richmond City Health District Office

a. Laboratories/Laboratory Offices and Laboratory Support Areas. Laboratory offices and support areas are to be cleaned in a manner consistent with other general office building areas.

b. Special Services for 400 East Cary Street

i. The contractor will provide day porter services for this building. This is a public health clinic.

ii. The day porter task and responsibilities are to provide services, as described herein, during normal hours between 8:00 A.M. and 4:00 P.M.

iii. The day porter will remove biohazard waste materials bags to designated area.

iv. Sanitize waiting area.v. Service restrooms and clean areas restricted to nightly cleaning.

Medical and Dental Examination Rooms

Nightly Services

i. Empty materials from trash receptacles and leave in designated area. ii. Empty all recycling cans into appropriate bins and transport to designated

area.iii. Wipe clean soiled trash receptacles and replace damaged or soiled liners.iv. Dust all areas within hand high reach, including window sills, wall ledges,

chairs, desks, tables, baseboards, file cabinets, radiators, picture, partitions

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and all manner of medical, dental, and office furniture. Damp wipe spillage and/or stains from all areas within hand high reach, including window sills, wall ledges, chairs, desks, tables, base boards, file cabinets, radiators, pictures, partitions and all manner of medical and office furniture.

v. Damp wipe all glass top desks and tables.vi. Full vacuum all carpets from wall to wall. Particular attention will be paid to

areas around and under desks and other medical, dental, and office furniture and along edges of walls and corners.

vii. Spot clean all carpet utilizing an approved carpet spot remover to remove unsightly appearances.

viii. Sweep and/or dust all hard finished flooring removing surface dust and dirt.ix. Damp mop all hard finished flooring.x. Remove finger marks, stains, and smudges from painted walls, partitions,

doors, and glass partitions.xi. Wash and clean all drinking fountains and other bright work.xii. Wash and disinfect all telephones.xiii. Private lavatories will be cleaned and sanitized.xiv. Clean and sanitize sinks in medical and dental examination rooms.xv. Clean and sanitize all dental chairs.

Weekly Services

i. Vacuum and spot clean all upholstered furniture remove finger marks, stains, and smudges.

ii. Vacuum and spot clean all fabric partitions removing finger marks, stains, and smudges.

iii. Spray buff or burnish all vinyl tile flooring. Damp mop before and dust mop after spray buffing.

Quarterly Services

i. “High” dust all walls, ledges, pictures, diffusers, and registers of medical and office areas not reached in normal nightly cleaning.

ii. Strip and refinish vinyl tiled flooring.iii. Dust exterior of all overhead light fixtures.

3. Division of Consolidated Laboratory Services (DCLS)600 North 5 th Street

a. Services provided at the DCLS shall be exclusively for floor cleaning. Note: There will be no carpet cleaning at DCLS.

i. All work will be accomplished in sections to be directed by DGS.ii. All work will be closely and strictly monitored by a DGS inspector who will be

physically present at all times.iii. All work will be inspected and approved by a DGS inspector prior to a

advancing to a new section.

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iv. The Contract Supervisor will report to the DGS Inspector prior to each workday to coordinate the “night’s work”.

v. All Contractor staff must attend DCLS Safety Training and adhere to all safety protocols.

b. Nightly Cleaning

The following floor cleaning tasks shall be performed, at a minimum, or as needed: i. All floor surfaces will be thoroughly swept and/or dust mopped. ii. All floor surfaces will be thoroughly wet mopped and scrubbed.iii. Restroom floors will be mopped with an approved germicidal disinfectant.iv. Elevator floors will be swept and mopped.v. Concrete and stone floors will be thoroughly swept and scrubbed.vi. Stairs and stairwells will be swept and trash removed.

c. Weekly Cleaning

i. Floors in the main lobby, corridors, and elevators will be burnished.ii. The cafeteria floor will be burnished; chairs and tables are to be removed.

d. Monthly Cleaning

i. Machine scrubbed and recoated as determined by DGS.

e. Quarterly Cleaning

i. Elevator floors will be stripped and refinished.ii. Cafeteria floors will be machine scrubbed and recoated as determined by

DGS.

f. Semi-Annual Cleaning

i. The loading dock platform will be machine scrubbed and coated with a sealer approved by DGS.

g. Annual Cleaning

i. All floors will be stripped and refinished.

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IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. General Requirements

In order to be considered for selection, Offerors should submit a complete response to this RFP. Offerors must submit

i. one (1) original and six (6) hard copies of each proposal, ii. one (1) electronic CD or USB flash drive of the original proposal, andiii. one (1) electronic copy, excluding proprietary (redacted) information, if applicable.

It is the Offeror’s responsibility to insure that their proposal is received prior to the specific time and the place designated in the solicitation. Proposals not received at the date, time and place designated, (See Page 1), even if delivered to other State or federal locations, will be considered late and shall not be considered. Proposals will not be accepted by electronic mail.

Refer to the cover page of this document for the deadline and for the address.

The Offeror shall make no other distribution of the proposal.

1. Proposal Preparation:

An authorized representative of the Offeror shall sign proposals. All required information must be submitted. If an Offeror fails to submit all information requested, the purchasing agency may require prompt submission of missing information after the receipt of vendor proposal. Failure to submit all required information by the requested deadline may result in a lowered evaluation score of the proposal. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. The Offeror is responsible for all costs of proposal preparation. The Commonwealth of Virginia is not liable for any costs incurred in preparing a response to the RFP. Emphasis should be placed on completeness and clarity of content.

Proposals should be organized in the order in which the requirements are presented in the RFP. The proposal should contain a table of contents, which cross-references the RFP requirements. All pages of the proposal should be numbered.

Other proposal format requirements include:

a. The entire proposal response shall be limited to 75 pages signed and filled out as required. See Section IV, entitled “Proposal Preparation and Submission Instructions,” Item B, entitled “Specific Proposal Submission Instructions” for submittal requirements.

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b. No font shall not smaller than 12 point and shall be one universally accepted such as Times New Roman, Arial, etc.

c. Paper size must be 8½ x 11 inch; Larger pages are allowed for figures or tables, but they must be folded into the overall proposal and used sparing.

d. All pages must be numbered consecutively.

e. 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.

f. The 75-page limit should be inclusive of all proposal submissions such as brochures, etc.

2. Proprietary Information

All documentation shall be submitted to DGS and shall belong exclusively to DGS, and shall 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 provided the Offeror invokes the protections of Section 2.2-4342F of the Virginia Public Procurement Act which provides that:

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 § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material 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 the entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable.

3. Offeror’s Understanding of Requirements

Offerors are responsible to inquire about and clarify any requirement of this RFP that is not understood. ORAL REQUESTS FOR INFORMATION WILL NOT BE ACCEPTED. All inquiries related to this RFP must be submitted in writing to Donna Shropshire, VCO, via e-mail at [email protected]. Please include “RFP #DKS-2016-0601” in the title of the message.

All written inquiries must be received by the issuing office five (5) days prior to the due date. NO FURTHER WRITTEN INQUIRIES WILL BE ACCEPTED AFTER

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CLOSE OF BUSINESS ON THAT DAY. Any change in this solicitation will be made through an addendum that will be posted on the state procurement website at www.eva.virginia.gov.

4. Utilization and Planned Involvement of SWAM Businesses

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and business 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. All information requested by this RFP on the ownership, utilization and planned involvement of small businesses, women-owned businesses and minority-owned (SWaM) businesses must be submitted. If an Offeror fails to submit all information requested, the DGS may require prompt submission of missing information after the receipt of Contractor’s proposal.

5. Oral Presentation

Offerors who submit proposals in response to this RFP may be required to present an oral presentation of their proposal to the Proposal Evaluation Team. An oral presentation may provide an opportunity for the Offeror to clarify or elaborate on their proposal submittal. If held, DGS will schedule the time and location of these presentations. If the Offeror is selected to give an oral presentation, such Offeror may be requested to provide additional copies of their proposal at that time.

Oral presentations are an option of the Proposal Evaluation Team and may or may not, be conducted. Therefore, proposals should be complete.

B. Specific Proposal Submission Instructions

Proposals should be as thorough and detailed as possible so that the Proposal Evaluation Team can properly evaluate the Offeror’s capabilities to provide the required services. Offerors are required to submit the following items, separated by tabs within the proposal and in sequential order corresponding to the related sections of this RFP:

TAB 1: The following shall be included:

A. The completed RFP cover sheet (Page 1 of RFP);B. All agenda acknowledgements, if any, signed and completed as required;C. Attachment C, Vender Data SheetD. Attachment D, Equipment Inventory;E. Attachment E, Small Business Subcontracting Plan; F. Attachment F, Pricing ScheduleG. Attachment G, State Corporation Commission Form;H. Any other specific data requested in the RFP.

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These pages will not count against the 75-page submittal limit.

TAB 2: Qualifications and Experience of Offerors: Describe your firm’s background, experience, and qualifications related to this type of project. This should include, but is not limited to, the following:

A. Provide a detailed written narrative statement of the firm’s organizational structure and history, locations, including the principals and their background. Detail the ownership structure and other relevant information regarding the firm. Include the legal name and address and the legal form of company (partnership, corporation, joint venture, etc.). If proposing in a joint venture, identify the members of the joint venture and provide all information required within this section for each member of the venture. If the company is a wholly-owned subsidiary of a "parent” company, provide all information required on both firms. In all cases, provide address(es) of affiliates, subsidiaries or satellite offices/locations that will be used to support this project.

B. Provide a detailed narrative describing the firm’s qualifications and background in providing these types of services.

Describe specialized experience in the type of Services required in the Statement of Needs, along with demonstrated knowledge and experience as in the Services and procedures outlined herein.

Include documentation of any nationally or industry-recognized affiliations or accreditations.

C. Disclose information regarding any pending legal proceedings or business litigation or court orders, against your firm, any officer, or principal. If necessary, provide an explanation and indicate the current status or disposition, not to exceed two (2) pages, which have occurred within the past three (3) years.

TAB 3: Plans for Providing Services

Offerors shall submit a comprehensive section in its proposal for each Lot as outlined in Section l, “PURPOSE”.

The Offeror is given the opportunity to demonstrate its expertise in providing services that would be applicable to comparable size and quality buildings.

The Offeror, based on its historical knowledge, shall present in its proposal(s) a list of tasks to be performed, frequency recommended, staffing, equipment necessary to perform the services, and staffing capabilities, etc.

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It is the Commonwealth’s desire that it secure the best services suited to its environment at the most reasonable price.

TAB 4: References

Provide a minimum of three (3) references. Preferably, these references would have active accounts maintained over the past two (2) years. See Attachment C, entitled “Vendor Data Sheet.”

Also, the Offeror shall include a list of all contracts with any entity of the Commonwealth of Virginia currently active or which have been completed within the last five (5) years.

TAB 5: Proposed Price

Provide proposed pricing in the format provided in Section XI, entitled “Pricing Schedule” And Attachment F.

TAB 6: Small Business Subcontracting Plan

The Offeror should submit the following three (3) sets of data for small business, women-owned business, and minority-owned business: 1) ownership, 2) utilization of small, women-owned, and minority-owned businesses for the most recent 12 months, and 3) planned involvement of small businesses, women-owned businesses, and minority-owned businesses on the current procurement. Attachment E, entitled “Small Business Subcontracting Plan” contains the format for providing this information.

TAB 7: Appendices, Data and Other Submissions

Include any appendices, data and other submissions necessary to support your proposal.

V. EVALUATION AND AWARD CRITERIA

A. E valuation C riteria

The Proposal Evaluation Team will review all proposals received by the proposal submission deadline. Proposals must be complete and responsive to all sections of the RFP. Proposals that do not fulfill all program requirements or omit any of the requested contents may receive a reduced evaluation score. Factors upon which proposals will be evaluated include:

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EVALUATION CRITERIA Point Value

Qualifications and Experience of Offeror in Providing Similar Services30

Approach for Providing Services to Meet the Statement of Needs30

Price20

Participation of Small, Women-Owned & Minority-Owned (SWAM) Businesses

20

TOTAL 100

B. SEE “Special Term and Condition,” subsection D, entitled “Award To Multiple Offerors”.

VI. REPORTING INSTRUCTIONS

During the term of any agreement resulting from this solicitation, or any renewal thereof, the Offeror agrees that any reports referenced herein or in future regarding quantity, volume, sales, or other usage relating to delivery of Services shall be rendered to DGS as indicated herein, or as required in future. Failure to comply with reporting and payment requirements of this section may result in payment(s) being withheld until compliance with the plan is received and confirmed. The agency reserves the right to pursue other appropriate remedies to include, but not be limited to, termination for default. Failure to comply with reporting and payment requirements of this section may result in default of contract. Reference Section IX, entitled “Special Terms and Conditions,” and then item entitled “Termination and Cancellation.”

Reports include, but are not limited to, the following:

A. Utilization of Small Businesses & Business Owned by Women and Minorities :

Periodic Progress Reports shall be submitted monthly to the Commonwealth’s designated Contract Manager (“Contract Manager”) and to the Commonwealth’s designated Contract Administrator (“Contract Administrator”).

Contractor will include a report on involvement of small businesses and businesses owned by women and minorities to DGS’ CPU Director of Procurement, Department of General Services, Central Procurement Unit, 1100 Bank Street, Suite 724, Richmond, Virginia 23219; Attention: Director, Central Procurement Unit. This report should be submitted in electronic spreadsheet format via email to [email protected] no later than the 5th of each month. This report will specify actual dollars expended year to date, by month, with such businesses on this contract. This information shall be provided separately for small businesses, women-owned businesses and minority-

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owned businesses, as delineated herein under the section entitled “Small Business Subcontracting and Evidence of Compliance.”

B. Final Actual Involvement Report

The Contractor will submit, prior to completion or at 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 this contract. At a minimum, this report shall include for each firm contracted with and for each such business class (i.e., small, Minority-owned, Women-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. Please see Attachment E, entitled “Small Business Subcontracting Plan,” for a suggested reporting format and additional information about the participation of small businesses owned by women and minorities in State procurement transactions.

VII. OPTIONAL PREPROPOSAL CONFERENCE & OPTIONAL SITE VISITS

A. Optional Preproposal Conference

An optional preproposal conference will be held on Monday, June 20, 2016 at 9:00 a.m. at the Department of General Services’ Bureau of Facilities Management located at 101 North 14th Street, the James Monroe Building, located at 101 North 14 th Street, Conference Room B, Richmond, Virginia 23219. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Phase 1 of the site visit will begin promptly at the conclusion of the preproposal conference. See Section B below.

The names of attendees should be submitted to the contracting officer at [email protected] by Wednesday, June 15, 2016.

Due to the importance of this solicitation, it is highly recommended that Offerors attend in order to have a clear understanding of the specifications/scope of work and requirements of this solicitation.

Interested Offerors wishing to participate via teleconference must register with Donna Shropshire, Sr. Contracting Officer, via email, by the close of business on Wednesday, June 15, 2016. Registered participants will be provided the telephone number and conference code needed in order to participate.

Potential Offerors are encouraged to submit any questions pertaining to this RFP in writing prior to the date and time of the preproposal conference. Questions should be submitted to Donna Shropshire, VCO, via email at [email protected] or U. S. Mail at DGS/Central Procurement Unit, 1100 Bank Street, Suite 724, Richmond, Virginia 23219.

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Attendees will be required to sign in at the security desk located at the building’s main entrance and present photo identification issued by a state or federal entity in order to gain access to the building. Examples of acceptable photo identification include, but are not limited to, a current driver’s license or passport. Please plan your arrival accordingly to accommodate downtown parking limitations, street construction, and detours.

In the event of inclement weather in the Richmond metro area that results in State offices closing, the optional preproposal conference will be rescheduled at 9:00 a.m. on the next full State work day. (The conference will not be held on a workday with delayed openings). Guidance related to the Commonwealth’s closures or delays may be found at the Department of Human Resource Management’s website at www.dhrm.virginia.gov. The rescheduled conference will be held at the Department of General Services’ Bureau of Facilities Management, 101 North 14th Street, the James Monroe Building, Conference Room B, Richmond, Virginia 23219.

Any change in this solicitation will be made through an addendum issued by the Contracting Officer and will be posted on the State procurement website at www.eva.virginia.gov. It is the responsibility of the Offeror to download the addendum.

Cameras and audio equipment, including cell phones and laptops shall not be allowed. Cell phones shall be turned off.

Bring a copy of the solicitation with you. Printed copies will not be made available during this conference.

B. Optional Site Visits

Optional site visits will be held on June 20 and 21, 2016 at the facilities outlined in Section III, entitled “Statement of Needs,” Item J, entitled “DGS Service Locations” and Attachment B, “Building Locations and Descriptions”.

In the event of inclement weather in the Richmond metro area that results in State offices closing, the optional preproposal conference will be rescheduled at 9:00 a.m. on the next two full State work days. (The conference will not be held on a workday with delayed openings). Guidance related to the Commonwealth’s closures or delays may be found at the Department of Human Resource Management’s website at www.dhrm.virginia.gov. The rescheduled conference will be held at the Department of General Services’ Bureau of Facilities Management, 101 North 14th Street, the James Monroe Building, Conference Room B, Richmond, Virginia 23219. The purpose of these site visits is to allow potential Offerors an opportunity to physically see each of the facilities exterior and select areas of the interior.

A walking tour of the sites is scheduled for the buildings in the vicinity of the Capitol Area Complex. Site visits at four (4) facilities not within the Capitol Complex include the following locations:

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http://www.dgs.state.va.us/LinkClick.aspx?fileticket=sYwMNFllj%2F8%3D&tabid=186

http://www.dgs.state.va.us/LinkClick.aspx?fileticket=sYwMNFllj%2F8%3D&tabid=186


http://www.eva.virginia.gov/


A. 1957 Westmoreland (Dept. of Taxation building)B. The Office of Fleet Management ServicesC. The Virginia War MemorialD. The Division of Consolidated Laboratory Services

Offerors will be responsible for their transportation and parking arrangements.

Participation will be limited to one (1) representative of each Offeror. Participants should be prepared to present a state or federal issued form of identification (i.e., driver’s license, passport, etc.) in order to gain access to some buildings.

No photography or video, including cell phone, or laptops shall be allowed inside any facility.

In order to minimize distractions within the facilities being toured questions will not be addressed at that time. Any questions resulting from the site visits must be submitted in writing to Donna Shropshire, VCO, via e-mail at [email protected] . Please include “RFP #DKS-2016-0601” in the title of the message.

While attendance at these site visits 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 to the solicitation.

A copy of the Capitol Area Site Plan may be downloaded at: http://dgs.virginia.gov/Portals/0/capitolmap.htm

The site visit itinerary and schedules may be found on the following page.

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http://dgs.virginia.gov/Portals/0/capitolmap.htm


SITE VISIT SCHEDULE

MONDAY, JUNE 20, 2016 (DAY 1)9:00 A.M.

The SCHEDULE FOR THE CAPITOL COMPLEX WILL IMMEDIATELY FOLLOW THE PREPROPOSAL CONFERENCE.

There will be a lunch break at approximately 12:00 noon and the tour will resume exactly one (1) hour later.

JAMES MONROE BUILDING Floors 1, 2 and 25JAMES MADISON BUILDING Lower Basement and Floor 5OLIVER HILL BUILDING Floors 1 and 3PATRICK HENRY BUILDING Floors 1, 3, and 6OLD CITY HALL Floors 1 and 2NINTH STREET OFFICE BUILDING Floors 1, 10 and Basement

SUPREME COURT BUILDING Floors 1 and 2(8th and 9th Street Sides)

MAIN STREET CENTRE Floors 1, 9 and 20400 EAST CARY BUILDING Floors 1 and 2POCAHONTAS BUILDING (LOTTERY) Floor 11 and Basement StorageWASHINGTON BUILDING Basement and Floor 12JEFFERSON BUILDING Floors 1 and 4

TUESDAY, JUNE 21, 2016 (DAY 2)SCHEDULE FOR OFF-SITE LOCATIONS

The off-site visit will begin promptly at 9:30 a.m.at the Virginia War Memorial.

VIRGINIA WAR MEMORIAL 621 South Belvidere StreetWESTMORELAND (Taxation Building) 1957 Westmoreland StreetOFFICE OF FLEET MANAGEMENT SERVICES (OFMS

2400 West Leigh Street

DIVISION OF CONSOLIDATED LABORATORY SERVICES (DCLS)

600 North 5th Street

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VIII. GENERAL TERMS AND CONDITIONS

The following terms and conditions are MANDATORY and shall be included verbatim in any Contract awarded.

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 https://eva.virginia.gov under “Manuals.”

B. 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 authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

C. 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.

D. CANCELLATION OF CONTRACT : DGS reserves the right to cancel and terminate any resulting contract, in part or in whole, 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.

E. RENEWAL OF CONTRACT : This contract may be renewed by the Commonwealth for four (4) successive one-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 renewal. 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 additional one-year renewal periods, the contract price(s) 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-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

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F. eVA ORDERS AND CONTRACTS : It is anticipated that that the 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.

G. 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 § 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 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:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, 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 these requirements.

2. The Contractor will include the provisions of 1 above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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H. ETHICS IN PUBLIC CONTRACTING : By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged

I. IMMIGRATION REFORM AND CONTROL ACT OF 1986 : 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.

J. 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 and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

K. 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.

L. 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.

M. 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.

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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 that 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, § 2.2-4363).

2. To Subcontractors:

a. A contractor awarded a contract under this solicitation is hereby obligated:

i. 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

ii. 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 (1) 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

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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.

N. 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.

O. 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. Verification of stated qualifications should be provided with the Offeror’s response. 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.

P. 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.

Q. ASSIGNMENT OF CONTRACT : A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

R. CHANGES TO THE CONTRACT (MODIFICATIONS) : Changes can be made to the contract in any of the following ways:

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.

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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.

S. 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.

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T. TAXES : Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

U. USE OF BRAND NAMES : Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Offerors to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Offeror is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the proposal will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a proposal nonresponsive. Unless the Offeror clearly indicates in its proposal that the product offered is an equivalent product, such proposal will be considered to offer the brand name product referenced in the solicitation.

V. INSURANCE : By signing and submitting a proposal under this solicitation, the 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 Offeror further certifies that the Contractor and any subcontractors will maintain these insurance coverage during the 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 REQUIRED FOR MOST CONTRACTS:

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

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coverage. The Commonwealth of Virginia must be named as an additional insured and so endorsed on the policy.

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.)

Contractor shall provide a Certificate of General Liability Insurance naming the Commonwealth of Virginia or Public Body as an Additional Insured before any services are to be performed on State owned or leased property.

W. ANNOUNCEMENT OF AWARD : Upon the award or the announcement of the decision to award a contract over $50,000, as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA web site (www.eva.virginia.gov) for a minimum of ten (10) days.

X. 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 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.

Y. 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, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the 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.

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http://www.eva.state.va.us/

Z. 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 Registration. All Offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the 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.

AA. 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.

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.

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http://www.eVA.virginia.gov/

CC. BID PRICE CURRENCY : Unless stated otherwise in the solicitation, Offerors shall state offer prices in US dollars.

DD. NON-APPROPRIATION : All funds for payment of software or services ordered under this Contract are subject to the availability of legislative appropriation for this purpose. In the event of non-appropriation of funds by the Legislature for the items under this contract, the Commonwealth will terminate this Contract for those goods or services for which funds have not been appropriated. Written notice will be provided to the Contractor as soon as possible after legislative action is completed.

If any purchases are to be supported by federal funding, and such funding is not made available, then the Commonwealth may terminate this Contract for goods or services dependent on such federal funds without further obligation.

EE. E-VERIFY : 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 that they are enrolled in E-Verify.

IX. SPECIAL TERMS AND CONDITIONS

The following terms and conditions are desirable. The Contractor may propose alternative language, but the basic form of the Agreement shall be retained. Contractors are requested to limit their proposed changes, if any, to those of a substantive nature.

A. TERM : The initial term contract period will be for two (2) years from date of execution by both parties or as otherwise agreed upon by both parties. All Orders and related documents shall survive the period of performance stated in this section until such time as all Orders (executed prior to the expiration date of the Contract) have been completely performed.

B. PRICE ESCALATION/DE-ESCALATION : At its sole discretion, the Commonwealth may permit price adjustments only at the time of Contract renewal, and only where verified to the satisfaction of the Contracting Officer. The contract pricing for any renewal period following the Initial Term shall not exceed the lesser of: a) 3% of the contract pricing for the prior term, or; b) the contract pricing for the prior period, increased/decreased by more than the percentage increase/decrease of the United States (US) Department of Labor’s (DOL) Bureau of Labor Statistics’ (BLS) “Services“ category of the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) section of the Consumer Price Index for the latest twelve (12) months for which statistics are available. (http://stats.bls.gov/news.release/cpi.t04.htm)

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http://stats.bls.gov/news.release/cpi.t04.htm

Contractor shall give not less than thirty (30) days advance notice of any price increase request, with documentation, to the Contracting Officer. The Contracting Officer will notify the using agencies and Contractor in writing of the effective date of any approved increase. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices.

“Across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the Commonwealth and reflected in subsequent invoices.

Any such change in price shall be submitted to DGS in writing in accordance with the above and shall not become effective for sixty (60) days thereafter.

C. AUTHORIZED REPRESENTATIVES : This Contract may be modified in accordance with §2.2-4309 of the Code of Virginia. Such modifications may only be made by the representatives authorized to do so denoted below, or their duly authorized designees. No modifications to this contract shall be effective unless in writing and signed by the duly authorized representative of both parties. No term or provision hereof shall be deemed waived and no breach excused unless such waiver or consent to breach is in writing.

Any contract issued on a firm fixed price basis may not be increased more than twenty-five percent (25%) or $50,000, whichever is greater, without the approval of the Governor of the Commonwealth of Virginia or their authorized designee.

Authorized Representatives:

COMMONWEALTH OF VIRGINIADirector, DGS Procurement1100 Bank Street, Suite 724Richmond, VA 23219Tel.: 804-786-8767Email: [email protected]: http://www.dgs.virginia.gov

CONTRACTOR________________________________________________________________________________________________Tel.: ___________________________Email: _________________________

D. AWARD TO MULTIPLE OFFERORS : 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 reserves the right to make multiple awards as a result of this solicitation. 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 reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully

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http://www.dgs.virginia.gov/


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 contractor’s proposal as negotiated.

E. BANKRUPTCY : If Contractor becomes insolvent, takes any step leading to its cessation as a going concern, fails to pay its debts as they become due, or ceases business operations continuously for longer than fifteen (15) business days, then the Commonwealth may immediately terminate this Contract may terminate an order, on notice to Contractor, unless Contractor immediately gives the Commonwealth adequate assurance of the future performance of this Contract or the applicable order. If bankruptcy proceedings are commenced with respect to Contractor, and if this Contract has not otherwise terminated, then the Commonwealth may suspend all further performance of this Contract until Contractor assumes this Contract and provides adequate assurance of performance thereof or rejects this Contract pursuant to Section 365 of the Bankruptcy Code or any similar or successor provision, it being agreed by the Commonwealth and Contractor that this is an executory contract. Any such suspension of further performance by the Commonwealth pending Contractor's assumption or rejection shall not be a breach of this Contract, and shall not affect the rights of the Commonwealth to pursue or enforce any of its rights under this Contract or otherwise.

F. BREACH : The Contractor shall be deemed in breach of this agreement if the Contractor:

1. Fails to provide any service by the specified delivery date;

2. Repeatedly fails to respond to requests for required service within the time set forth in this Agreement;

3. Fails to comply with any other term of this Agreement and fails to cure such noncompliance within ten (10) days (or such greater period as is acceptable to the Commonwealth) following Contractor’s receipt of a Show Cause Notice identifying such noncompliance; or (d) fails to provide a written response to the Commonwealth Show Cause Notice within ten (10) days after receiving same.

The Contractor shall not be in breach of this Agreement if the default was due to causes beyond the reasonable control of, and occurred without any fault or negligence on the part of, both the Contractor and its subcontractors. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of the Commonwealth in its sovereign or Contractual capacity, fires, floods, epidemics

G. CONDITIONS OF PAYMENT : All Services provided by Contractor pursuant to this Contract shall be performed to the satisfaction of the ordering Agency and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. Contractor shall not receive payment for defective material or work found by the ordering Agency to be unsatisfactory, or performed in violation of federal, state, or local laws, ordinances, rules, or regulations.

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H. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION (Contractor): Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this Agreement, and will not be divulged without the individual’s and the agency’s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement.

I. CONTINUITY OF SERVICES : The Contractor recognizes that Contract Services are vital to the Commonwealth and must be continued without interruption and that, upon Contract expiration, a successor, either the Commonwealth or another contractor, may continue them.

1. The Contractor agrees:

a. To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor;

b. To make all Commonwealth owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the Contract to facilitate transition to successor; and

c. That the Commonwealth’s Contracting Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

2. The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety (90) days after this Contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

3. The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after Contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this Contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.

J. CONTRACTOR ACCESS TO BUILDING LOCATION/S : DGS shall grant to Contractor personnel such access to their locations as may be necessary or appropriate for Contractor to perform its obligations under this Agreement, subject to all security issues. For any individual location, Contractor may be required to undergo additional security procedures that may include but not be limited to; records verification, submission of photos and or fingerprints, etc. The Contractor may at any time, and for any specific location, be required to undertake the execution and completion for each individual employee, the requirement of the submission of additional forms that DGS would

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consider reasonable for security measures. These forms may include the individual employee’s agreement that all State information that is garnered while at a State site is confidential and proprietary. Any unauthorized release of proprietary information by the Contractor or Contractor’s employees shall constitute a breach of this Agreement.

K. CONTRACTUAL DISPUTES : In accordance with Section 2.2-4363 of the Code of Virginia, Contractual claims, whether from money or other relief, shall be submitted in writing to the purchasing agency no later than 60 days after final payment; however, written notice of the Contractor’s intention to file such claim must be given to such agency at the time of the occurrence or beginning of the work upon which the claim is based. Pendency of claims shall not delay payment of amounts agreed due in the final payment. The purchasing agency shall render a final decision in writing within thirty (30) days after its receipt of the Contractor’s written claim.

The Contractor may not invoke any available administrative procedure under Section 2.2-4365 of the Code of Virginia nor institute legal action prior to receipt of the purchasing agency’s decision on the claim, unless that agency fails to render its decision within thirty (30) days. The decision of the purchasing agency shall be final and conclusive unless the Contractor, within six (6) months of the date of the final decision on the claim, invokes appropriate action under Section 2.2-4364, Code of Virginia, or the administrative procedure authorized by Section 2.2-4365, Code of Virginia.

The Department of General Services, its officers, agents and employees, including without limitation, the Contracting Officers, are executing this Agreement and any Orders issued hereunder, solely in its or their statutory and regulatory capacities as agent of the Commonwealth agency purchasing and receiving the goods or services in question sand need not be joined as a party to any dispute that may arise there under.

In the event of any breach by the Commonwealth, Contractor’s remedies shall be limited to claims for damages and Prompt Payment Act interest and, if available and warranted, equitable relief, all such claims to be processed pursuant to this Section. In no event shall Contractor’ remedies include the right to terminate any license or support services hereunder.

L. CREDITS : Any credits due the State under the terms of this Contract may be applied against Contractor’s invoices with appropriate information attached to enable validation.

M. DELIVERY AND STORAGE : It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing supplies in the building during contract term or any renewal thereof. DGS will not assume any responsibility for receiving these shipments. Contractor shall check and confirm with the designated DGS contact and make necessary arrangements for security and storage space in the building during installation.

N. EXTRA CHARGES NOT ALLOWED: Proposed pricing shall be for complete delivery ready for the Commonwealth’s use, and shall include all applicable freight and delivery charges; extra charges will not be allowed.

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O. FAILURE TO DELIVER : In the event Contractor fails for any reason to deliver in a timely manner or according to Contract terms the Services or items set forth in the Schedule, then the Commonwealth, at its own discretion, may give Contractor oral or written notice of such breach. Once notice by the State is sent or given, then the State may immediately procure service(s) from another source. In no event shall the State be held to pay Contractor any costs incurred by Contractor, including but not limited to ordering, developing, or delivering the service(s), which are subject of the State’s notice of breach. This remedy is in addition to and not in lieu of any other remedy the Commonwealth may have under this agreement and the laws of the Commonwealth of Virginia.

P. 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.

Q. IDENTIFICATION OF PROPOSAL ENVELOPE : The signed proposal should be returned in a separate envelope or package, sealed and identified as follows:

Vendor NameStreet or Box NumberCity, State, Zip Code

POSTAGE*

Department of General ServicesATTN: Donna Shropshire, VCOCentral Procurement Unit (CPU)1100 Bank St., Suite 724Richmond VA 23219

RFP #: DKS-2016-0601RFP Title: JANITORIAL / CUSTODIAL SERVICESDue Date: July 20, 2016Time: 2:00 P.M. ETDSBSD Micro or Small Business No.______

If a proposal 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 offer to be disqualified. Proposals delivered that require an “Additional Postage Due” payment will not be accepted.

Sealed 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.

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R. INSPECTION OF JOB SITE : Contractor’s signature on this solicitation constitutes certification that Contractor has inspected the job site and is aware of the conditions under which work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

S. LIMITATION OF LIABILITY : To the maximum extent permitted by applicable law, the Contractor’s liability under this contract for loss or damages to government property caused by the use of any defective or deficient product and/or services delivered under this Contract shall not exceed the greater of $1,000,000 dollars or two (2) times the total amount of the affected order to be paid to the Contractor resulting from a scope of work (SOW) under this contract as of the date of the event or circumstance giving rise to Contractor’s liability. The Contractor will not be liable under this contract for any indirect, incidental, special or consequential damages, or damages from loss of profits, revenue, data or use of the supplies, equipment and/or services delivered under this contract. The above limitation of liability is per incident. The limitation and exclusion of damages in the foregoing sentences will not apply, however, to liability arising from: (a) personal injury or death; (b) defect or deficiency caused by willful misconduct or negligence on the part of the contractor; or (c) circumstances where the contract expressly provides a right to damages, indemnification or reimbursement.

T. LOBBYING AND INTEGRITY : Offerors are cautioned that communications with individuals other that the Contracting Officer may result in incorrect and/or insufficient information being provided. In addition, the Offeror shall not, in connection with this or any other agreement with the State, directly or indirectly (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration for any State officer or employee’s decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give anyone any gratuity for the benefit of or at the direction or request of any state officer or employee.

Upon request of the Department of General Services, the Offeror shall provide any type of information the Agency deems relevant to the Offeror’s integrity or responsibility to provide the services or goods, described herein.

U. MATERIAL SAFETY DATA SHEETS : Material Safety Data Sheets and descriptive literature shall be provided with the proposal for each chemical and/or compound offered. Information may be found on the U. S. DEPARTMENT OF LABOR (OSHA) website at: https://www.osha.gov/Publications/OSHA3514.html

The Hazard Communication Standard (HCS) (29 CFR 1910.1200(g), revised in 2012, requires that the chemical manufacturer, distributor, or importer provide Safety Data Sheets (SDSs) (formerly MSDSs or Material Safety Data Sheets) for each hazardous chemical to downstream users to communicate information on these hazards. The information contained in the SDS is largely the same as the MSDS, except now the SDSs are required to be presented in a consistent user-friendly, 16-section format. This brief provides guidance to help workers who handle hazardous chemicals to become familiar with the format and understand the contents of the SDSs.

Contractor shall comply with any updates of OSHA’s standards as applicable.

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https://www.osha.gov/Publications/OSHA3514.html

V. ORDER CHANGES : Any changes to be made once an order has been provided to the Contractor must be made between DGS and the Contractor. Both parties shall agree in writing to any changes in the scope of work and any increase or decrease in the price that may result as a consequence of the changes. No Order changes may be made verbally. Only DGS has the right to issue a change to any Order.

W. 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.

X. PRODUCT INFORMATION : The Offeror shall clearly and specifically identify the products (i.e., toilet tissue, paper towels, equipment, etc.) being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the proposal to enable the Commonwealth to determine if the products offered meets the requirements of the solicitation. Failure to do so may cause the proposal to be considered nonresponsive.

Y. QUALIFIED PERSONNEL : All services to be performed as specified in this solicitation shall be performed by properly trained and experienced personnel. The Commonwealth reserves the right to require proof of training or experience prior to award and at any time during the term of the contract. Verification of stated qualifications should be provided with the Offeror’s response. The Commonwealth reserves the right to request replacement of Contractor’s personnel if the Services performed by the Contractor’s personnel is deemed in any way unsuitable by the Contract Administrator.

Z. SEVERABILITY : Each paragraph and provision of this Contract is severable from the entire Contract, and if any provision is declared invalid, the remaining provisions shall nevertheless remain in effect.

AA. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE :

1. It is the goal of the Commonwealth that 42% of its purchases be made from small businesses. This includes discretionary spending in prime contracts and subcontracts. All Offerors are required to submit a Small Business Subcontracting Plan. Unless the Offeror is registered as a DSBSD-certified small business and where it is not practicable for any portion of the awarded contract to be subcontracted to other suppliers, the Contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall include DSBSD-certified women-owned and minority-owned businesses when they have received DSBSD small business certification.

No Offeror or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of proposals. If small business subcontractors are used, the

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prime Contractor agrees to report the use of small business subcontractors by providing the purchasing office at a minimum the following information: name of small business with the DSBSD certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product/service provided.

2. Each prime Contractor who wins an award in which a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution on a monthly basis, evidence of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the small business subcontracting plan. Upon completion of the contract, the Contractor agrees to furnish the purchasing office at a minimum the following information: name of firm with the DSBSD certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product or service provided. Payment(s) may be withheld until compliance with the plan is received and confirmed by the agency or institution. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, but not be limited to, termination for default.

3. Each prime Contractor who wins an award valued over $200,000 shall deliver to the contracting agency or institution on a monthly basis, information on use of subcontractors that are not DSBSD-certified small businesses. Upon completion of the contract, the Contractor agrees to furnish the purchasing office at a minimum the following information: name of firm, phone number, total dollar amount subcontracted, and type of product or service provided.

If the Contractor intends to subcontract work as part of its performance under this contract, the Contractor shall include in the proposal a plan to subcontract to small, women-owned, minority-owned, and service disabled veteran-owned businesses.”

Reports are to be emailed by the 5th of each month to: [email protected].

BB. SUBCONTRACTS : No portion of the work shall be subcontracted without prior written consent of DGS. 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.

CC. TERMINATION FOR CONVENIENCE : The Commonwealth may terminate this Contract in whole or in part for convenience at any time by submitting to the Contractor a writing, sixty (60) days prior to the date of Termination. The Commonwealth shall be obligated for all outstanding Orders, according to the Contract, subsequent to this Termination. The Commonwealth shall not be obligated for any other costs in the event of Termination for convenience. 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.

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DD. 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.

EE. WORK ESTIMATES (TIME AND MATERIAL CONTRACTS) : Under this time and material contract, the Contractor shall furnish the agency with a non-binding written estimate of the total costs to complete Routine and Emergency Services work when required. The estimate must include the labor category(ies), the Contractor’s hourly rates specified in the contract, and the total material cost. Material costs shall be billed at Contractor’s actual invoice costs (Contractor shall furnish copies of all invoices for materials). If the agency determines that the estimated price is not fair and reasonable, the agency has the right to ask the Contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the agency reserves the right to obtain additional quotes from other vendors. A purchase order will be issued to the Contractor, as the authority to proceed with the work, which will incorporate the contractor’s estimate and the terms and conditions of the contract. The Contractor and their personnel shall log in with the designated Contract Administrator each day before and after work to confirm labor hours.

FF. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER : Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

Offeror shall submit Attachment H, State Corporation Commission Form.

X. METHOD OF PAYMENT

1. Invoices: All invoices shall be rendered promptly to DGS after all Services covered by the invoice have been provided. Where performance is completed in less than one (1) month, the Contractor shall invoice the User for the full amount of the order at the completion thereof. Where performance is longer than one (1) month, the Contractor shall invoice monthly in arrears. No invoice may include any cost other than those identified in the Agreement or individual Order referencing this Contract. Invoices shall provide at a minimum:

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a. Name of Agency (ordering entity)b. Location of services providedc. User contact named. Type and description of the Servicee. Customer numberf. Purchase order numberg. Work order number (if applicable)h. Invoice numberi. Invoice datej. Monthly charges k. Contract Number, andl. Contractor's Taxpayer Identification Number (TIN)

2. Payment:

a. For valid invoices that exceed $5,000, payment will be made monthly within thirty (30) days of receipt of a valid invoice for all services provided during the previous month. The Contractor shall submit a valid invoice to the following address by the tenth (10th) day of the month following the month in which services were rendered. Invoices shall be mailed to:

Department of General ServicesAttention: Fiscal ServicesPost Office Box 404Richmond, Virginia 23218-0404

Or

b. Any order/payment transaction processed through the Commonwealth’s contract with Bank of America (BOA), or any then-current contracted card provider. Each Charge Card Order must not exceed $5,000, or the then-current charge card limit.

c. A limited number of DGS cardholders are issued a “gold” card with higher purchasing limits. Accordingly, these cardholders may make payment within their procurement authority.

d. Any other order/payment charge or credit card process, such as AMEX, MASTERCARD, or VISA, under contract for use by DGS.

e. This ordering authority is solely limited to issuing orders for Services available under this Agreement. Under no circumstances shall anyone other than the Contracting Officer have the authority to modify this Agreement.

f. Charge card transaction fees shall not be applied to any invoice issued to the Commonwealth.

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XI. PRICING SCHEDULE

This pricing schedule, Attachment F, is for scoring and evaluation purposes and should reflect the services your company has proposed to provide the Commonwealth under this solicitation. The pricing schedule shown is the Offeror’s all-encompassing fees for services described in Section III, Statement of Needs. These rates are final for initial evaluation and scoring purposes and will be used for the selection of an Offeror for any further negotiations. Following any subsequent and final negotiations, pricing will be documented in the negotiated contract pricing schedule.

The Offeror is not required to submit a pricing schedule for each building although the Commonwealth encourages the Offeror to do so.

Offeror’s pricing proposals must include all charges associated with the Service. DGS will not be liable for fees or charges that are not set forth in the Pricing Schedule. An Offeror must be willing and able to successfully provide the Service proposed at the prices offered. Pricing must be valid for at least 120 calendar days from the submission date. If Offeror is reserving the option to withdraw the pricing during that period, then it must clearly state this in its proposal.

Pricing must be comprehensive with additional information and detail attached as appropriate. All one-time and recurring costs, and underlying assumptions on the part of Supplier, must be clearly, conspicuously and fully disclosed. For example, if unit price is based on a certain volume, that assumption should be indicated. Offeror shall clearly identify any discount targets/ranges available. Aggregate discounts, based upon contract usage increases for the entire Commonwealth are desired and requested.

Add additional lines or pages for items, components, or services that you believe may be integral to the overall provision of services as envisioned and described in this RFP, or that you believe may otherwise be applicable.

XII. ATTACHMENTS

ATTACHMENT A –- CAPITOL COMPLEX SECURITY REQUIREMENTS

ATTACHMENT B –- BUILDING LOCATIONS AND DESCRIPTIONS

ATTACHMENT C -– VENDOR DATA SHEET (REFERENCES)

ATTACHMENT D -– EQUIPMENT INVENTORY CERTIFICATION

ATTACHMENT E -– SMALL BUSINESS SUBCONTRACTING PLAN

ATTACHMENT F –- PRICING SCHEDULE

ATTACHMENT G – STATE CORPORATION COMMISSION (SCC) FORM

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ATTACHMENT ACAPITOL COMPLEX SECURITY REQUIREMENTS

The following security requirements apply to all Contractors and employees of Contractors who provide services in Capitol Complex buildings as defined herein. The Capitol Complex is defined as all buildings and grounds area in the Richmond area under the oversight of the Department of General Services (DGS), Bureau of Facilities Management, and patrolled by the Division of Capitol Police (DCP). Security clearances shall be required for each of the buildings.

All contractors and employees of contractors shall have security identification cards (SIC) issued by the DGS. The SIC shall be in clear view on the contractors and contractor’s employees at all times when working on the Capitol Complex. The SIC shall normally be issued within 48 hours after a security clearance is performed by the DCP.

Currently there is no fee associated with background checks or SICs issued for DGS Contractors.

DGS Non-State Employee Identification and Building Access Card Policy (effective October 2012) can be found in its entirety at www.dgs.virginia.gov/parking .

Non-State Employee Access Cards

The DGS Parking and Building Access Section provides identification and building access cards to selected non-state employees. The cards provide personal identification and approved access to buildings and parking decks throughout the Capitol Complex. The non-state employee card requires a background check to ensure a high level of security in state office buildings. The Division of Capitol Police administers the background checks, and the coordination of the process and creation of the cards will be done by DGS.

Hours of Operation and Contact Information

The DGS Parking Services and Building Section office is open from 8:00 a.m. - 5:00 p.m. Monday through Friday excluding state observed holidays. Access cards are processed by appointment only.

Office Contact Information www.dgs.virginia.gov/parkingEmail: [email protected] Phone: (804) 786-5675Fax: (804) 786-5911 102 Governor Street Richmond, VA 23219 Inter-Agency Mail Stop: 194-17

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http://www.dgs.virginia.gov/parking

Procedure for Obtaining a Security Identification Card (SIC)

1. The contractor completes the first page of the Identification and Building Access Card Application – Non-State Employee Form (DGS-32-006).

Forms can be obtained from the DGS website: www.dgs.virginia.gov/parking or the offices of the DGS Parking Services and Building Access Section.

The Identification and Building Access Card Application must be signed by the applicant, not by the employer, before the security clearance can be processed.

2. DGS will complete the second page of the form and shall submit to the DGS Parking Services and Building Access Section at least five business days prior commencement of work.

3. DGS will complete Part 3 of the Application to identify the appropriate access levels.

4. Once the security clearance has been processed, a representative from the DGS Parking Services and Building Access Section will contact the company’s point of contact and/or the tenant agency. The point of contact and/or tenant agency shall advise the non-state employees who passed the required security background check to report to the DGS Badging Station located at 102 Governor Street Monday – Thursday 9:30 a.m. to 4:30 p.m. within 30 days of notification to process their identification card.

5. On the date the contractor/non-state employee reports to the DGS Badging Station located at 102 Governor Street he will need to present a valid photo-identification issued by a governmental agency of the Commonwealth, the applicant’s home state, or the Federal government that denotes the applicant’s name, sex, date of birth, and address.

6. DGS personnel will photograph the contractor/non-state employee and issue the identification card at that time.

Renewal or Expiration of an Identification Card

The contractor shall return their identification card to DGS when the contractor/non-state employee is terminated. The DGS issued identification card is valid for one year. The cardholder should submit a new Identification and Building Access Card Application – Non-State Employee (DGS-32-006) to the hiring agency 30 days prior to the expiration date printed on their card. The process for renewing a DGS issued identification card is the same as getting a new one.

Rejections or Revocations of a Security Identification Card (SIC)

The Division of Capitol Police will consider such factors as, but not limited to, criminal convictions in determining security clearance eligibility. Based upon the identifying information submitted and such other information as it deems proper, the DCP shall, based upon its sole judgment and discretion, approve security clearances. Neither the company nor any employee shall have any right to be issued an identification card or any right to damages because an identification card is not issued or is revoked.

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Identification cards may be revoked at the discretion of DGS or DCP. Failure to adhere to this policy by any contractor may result in the revocation of the identification card. The contractor is responsible for returning the card to the hiring agency by the close of business on the date it expires or is revoked. Non-state employees who fail to obtain a security clearance are subject to arrest for criminal trespassing.

Rejections or revocations of security clearances may be appealed by the applicant, in writing to the Chief of the Division of Capitol Police at P.O. Box 1138, Richmond, Virginia 23218 or via e-mail at [email protected].

Security Requirements for Building Facilities

Standards for all buildings except the Executive Mansion, Patrick Henry Building and Pocahontas Building:

A felony conviction involving violence or larceny in the past ten (10) years Any other felony conviction in the past five (5) years Any sex offense conviction A misdemeanor conviction involving violence, larceny, or violation of a protective order in

the past three (3) years Outstanding warrants Pending charges Active protective orders Any other circumstance determined by the DCP to be detrimental to the security of the

Capitol Complex.

Standards specific for the Executive Mansion, Patrick Henry Building and Pocahontas Building include the following:

Any felony conviction Any sex offense conviction A misdemeanor conviction involving violence, larceny, or violation of a protective order in

the past three (3) years Outstanding warrants Pending charges Active protective orders Any other circumstance determined by the DCP to be detrimental to the security of the

Capitol Complex.

Additional Requirements

1. Contractors should not submit employees for clearance who have not met eligibility requirements for employment in the U.S.

2. Security clearance applications should be submitted at least 24 hours prior to issuance of the SIC. Failure to submit the requirement information will result in a denial of a security clearance.

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3. Information must be updated annually by the pass holder.

4. The SIC shall be worn at chest level on the outermost garment of the employee and must be displayed at all times when within State buildings during and after normal business hours.

5. The SIC shall be kept in the custody of the Contractor. It will be the responsibility of the Contractor to assure that the appropriate SIC is displayed on each employee when working on the Capitol Complex. The Contractor shall return each SIC DGS when an individual’s employment is terminated and shall return all SICs to DGS upon the expiration of the contract, unless a new contract is entered into. Illegal or unauthorized possession and/or use of the SICs will be prosecuted.

6. All SICs shall be of a form selected by the DGS and shall contain, at a minimum, the photograph of the individual employee, building(s) authorized to be in, date of expiration, name of employee and name of company.

7. Based upon the identifying information submitted and such other information as it deems proper, DGS shall, based upon its sole judgment and discretion, issue security clearances to the contractor’s employees authorizing them to enter and work in State office buildings. Neither the contractor nor any employee shall have any right to be issued a SIC or any right to damages because a SIC is not issued or is revoked.

8. The DCP shall consider such factors as, but not limited to, criminal convictions in determining security clearance eligibility.

9. Security clearances may be revoked at the sole discretion of DGS based upon formation obtained or the conduct of the employee. DGS will notify the contractor upon the rejection or revocation of an employee’s SIC. Revoked SICs will be returned to DGS Contract Administrator by the close of business on the day of revocation.

10. A yearly audit will be completed by DGS of all SICs to assure accuracy of all information provided and employment of the person holding the badge.

11. DGS will provide to the DCP a listing of all vendors/contractors providing service to the Capitol Complex, and what building(s) they will be working in.

12. Contract employees who fail to obtain a security clearance are subject to arrest for criminal trespassing.

13. Failure to adhere to these standards by any vendor/contractor may result in the revocation of the applicable vendor/contractor’s and supervisor’s SIC.

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ATTACHMENT BBUILDING LOCATIONS AND DESCRIPTIONS

Note: This information is a representative example and intended to be accurate at the date of solicitation issuance but is subject to change.

Includes Core, Carpet, and VCT Square Footage. N/A -- Not available

GSF: Gross Square FootageVCT: Vinyl Composition Tile

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JAMES MADISON BUILDING109 Governor Street

GSF PER FLOOR

EST. SF OF CARPET FOR

CLEANING

VCT

Lower Basement 13,284 1,328 N/AUpper Basement 13,284 1,328 N/A1st Floor 13,284 3,985 N/A2nd Floor 13,284 9,299 N/A3rd Floor 13,284 9,299 N/A4th Floor 13,284 9,299 N/A5th Floor 13,284 9,299 N/A6th Floor 13,284 9,299 N/A7th Floor 13,284 9,299 N/A8th Floor 13,284 9,299 N/A9th Floor 13,284 9,299 N/A10th Floor 13,284 9,299 N/A11th Floor 13,284 9,299 N/A12th Floor 13,284 9,299 N/A13th Floor 13,284 9,299 N/ATotal 199,260 118,228 N/A

JAMES MONROE BUILDING101 North Fourteenth Street

GSF PER FLOOR

EST. SF OF CARPET FOR

CLEANING

VCT

Service Level 33,120 3,312 N/AMezzanine 18,720 9,360 N/A1st Floor 33,120 16,560 N/A2nd Floor 33,120 23,184 N/A3rd Floor 33,120 23,184 N/A4th Floor 33,120 23,184 N/A5th Floor 18,720 13,104 N/A6th Floor 18,720 13,104 N/A7th Floor 18,720 13,104 N/A8th Floor 18,720 13,104 N/A9th Floor 18,720 13,104 N/A10th Floor 18,720 13,104 N/A11th Floor 18,720 13,104 N/A12th Floor 18,720 13,104 N/A13th Floor 0 0 N/A14th Floor 18,720 13,104 N/A15th Floor 18.720 13,104 N/A16th Floor 18,720 13,104 N/A17th Floor 18,720 13,104 N/A18th Floor 18,720 13,104 N/A19th Floor 18,720 13,104 N/A20th Floor 18,720 13,104 N/A21st Floor 18,720 13,104 N/A22nd Floor 18,720 13,104 N/A23rd Floor 18,720 13,104 N/A24th Floor 18,720 13,104 N/A25th Floor 18,720 13,104 N/AElevator Lobbies N/A N/A 8,400

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ATTACHMENT CVENDOR DATA SHEET

(OFFEROR REFERENCES)

NOTE: Attachment C is to be included in TAB 4 of the Offeror’s proposal.

Note: The following information is required as part of your response to this proposal. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation score of the proposal. The Commonwealth reserves, at its discretion, the option to check only references of the Offerors selected for negotiation.

For the primary vendor and any proposed subcontractors, provide the information requested below as “Attachment C, entitled “Vendor Data Sheet” to include the following information:

A minimum of three (3) references are required for current or former clients, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods and/or services. Include a brief description of the project. Each client reference shall include the following information:

name of client organization name, title, email address and accurate telephone number of current point-of- contact for

client organization value, type, and duration of contract(s) supporting client organization description of services provided, scope of the contract, and objectives satisfied government references and experience (if applicable)

Also, the Offeror shall include a list of all contracts with any entity of the Commonwealth of Virginia currently active or which have been completed within the last five (5) years. For each identified contract the Offeror is to provide:

the State contracting entity a brief description of the services/goods provided the dollar value of the contract the term of the contract the government employee contact person (name, title, telephone number and e-mail

address), and an explanation if the contract was terminated before the end of the term specified in the

original contract or if any available renewal option was not exercised.

I certify to the best of my knowledge the accuracy of this information:

Signed: ____________________________ Title: __________________________

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ATTACHMENT DEQUIPMENT INVENTORY CERTIFICATION

Name of Offeror: _____________________________________________________________

List all the equipment intended to be dedicated exclusively in performing the Services required in the RFP. Add additional sheets if needed.

OWNED EQUIPMENT

DESCRIPTION CAPACITY YEAR MAKE MODEL SERIAL #

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ATTACHMENT ESMALL BUSINESS SUBCONTRACTING PLAN

DEFINITIONS Small Business: "Small business” means a business that has been certified in accordance with Regulations governing Certification by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Certification requirements can be found at www.sbsd.virginia.gov.

Note: This shall not exclude DMBE-certified women- and minority-owned businesses when they have received DMBE small business certification.

Micro Business: "Micro business” means a business that has been designated in accordance with Regulations governing Certification by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Designation requirements can be found at www.sbsd.virginia.gov.

Women-Owned Business: "Women-owned business” means a business that has been certified in accordance with Regulations governing Certification by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Certification requirements can be found at www.sbsd.virginia.go v .

Minority-Owned Business: "Minority-owned business” means a business that has been certified in accordance with Regulations governing Certification by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Certification requirements can be found at www.sbsd.virginia.go v .

SWaM: The acronym SWaM includes small businesses, women-owned businesses and minority-owned businesses that have been certified in accordance with Regulations governing Certification by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Certification requirements can be found at www.sbsd.virginia.gov

NOTE: On January 1, 2015, the Department of Minority Business Enterprise (DMBE) and the Department of Business Assistance were merged to form the Virginia Department of Small Business and Supplier Diversity (SBSD). Small, women, and minority owned business certification and SWaM certified business list are on the URL: www.sbsd.virginia.gov.

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(continued)

It is the goal of the Commonwealth that over 42% of its purchases be made from small businesses. All potential Offerors s are required to submit a Small Business Subcontracting Plan.

Small Business: "Small business (including micro)” means a business which holds a certification as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD) on the due date for bids. This shall also include DSBSD-certified women- and minority-owned businesses when they also hold a DSBSD certification as a small business on the bid due date. Currently, DSBSD offers small business certification and micro business designation to firms that qualify under the definitions below.

Certification applications are available through DSBSD online at www.dsbsd.virginia.gov (Customer Service).

Offeror Name: __________________________________

Preparer Name: _________________________________

Date: ____________________

Instructions

If you are certified by the DSBSD as a micro/small business, complete only Section A of this form. This includes DSBSD-certified women-owned and minority-owned businesses when they have also received DSBSD small business certification.

If you are not a DSBSD-certified small business, complete Section B of this form. For the bid to be considered and the Offeror to be declared responsive, the Offerors shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period in relation to the Offeror’s total price for the initial contract period.

Section A

If your firm is certified by the DSBSD provide your certification number and the date of certification. Certification number:________________________

Certification Date:___________________________

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(continued)

Section B

Populate the table below to show your firm's plans for utilization of DSBSD-certified small businesses in the performance of this contract for the initial contract period in relation to the Offeror’s total price for the initial contract period. Certified small businesses include but are not limited to DSBSD-certified women-owned and minority-owned businesses that have also received the DSBSD small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc. It is important to note that the proposed participation will be incorporated into the subsequent contract and will be a requirement of the contract. Failure to obtain the proposed participation percentages may result in breach of the contract.

PLANS FOR UTILIZATIONOF DSBSD-CERTIFIED SMALL BUSINESSES FOR THIS PROCUREMENT

MICRO/SMALL BUSINESS NAME

& ADDRESS

DSBSD CERTIFICATE #

STATUS IF MICRO/SMALL BUSINESS IS

ALSO: WOMEN (W), MINORITY (M)

CONTACT PERSON,

TELEPHONE & EMAIL

TYPE OF GOODS AND/OR

SERVICES

PLANNED INVOLVEMENT DURING INITIAL PERIOD OF THE

CONTRACT

PLANNED CONTRACT DOLLARS

DURING INITIAL PERIOD OF THE

CONTRACT($ OR %)

TOTAL $

* Additional rows may be added

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ATTACHMENT FPRICING SCHEDULE

This Pricing Schedule represented on the following page is to be completed and included in TAB 5 of the Offeror’s proposal.

It is not mandatory for a pricing proposal be submitted for each building; however, the Commonwealth encourages the Offeror to do so.

This pricing schedule is for scoring and evaluation purposes and should reflect the services you have proposed to provide the Commonwealth under this solicitation. The pricing schedule shown is the Offeror’s all-encompassing fees for services described in Section III, Statement of Needs. These rates are final for initial evaluation and scoring purposes. The pricing rates proposed here will be used for evaluation purposes and selection of an Offeror for any further negotiations. Following any subsequent and final negotiations, pricing will be documented in the negotiated contract pricing schedule.

Offeror’s pricing proposals must include all charges associated with the Service. DGS will not be liable for fees or charges that are not set forth in the Pricing Schedule. An Offeror must be willing and able to successfully provide the Service proposed at the prices offered. Pricing must be valid for at least 120 calendar days from the submission date. If Offeror is reserving the option to withdraw the pricing during that period, then it must clearly state this in its proposal.

Pricing must be comprehensive with additional information and detail attached as appropriate. All one-time and recurring costs, and underlying assumptions on the part of Supplier, must be clearly, conspicuously and fully disclosed. For example, if unit price is based on a certain volume, that assumption should be indicated. Offeror shall clearly identify any discount targets/ranges available. Aggregate discounts, based upon contract usage increases for the entire Commonwealth are desired and requested.

Add additional lines or pages for items, components, or services that you believe may be integral to the overall provision of services as envisioned and described in this RFP, or that you believe may otherwise be applicable.

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ATTACHMENT F

PRICING SCHEDULE

(continued)

CUSTODIAL SERVICES (INCLUSIVE OF ALL FREQUENCIES) AND CARPET CLEANING

BUILDINGS LOCATION CUSTODIAL SERVICES PER

BUILDING MONTH

400 East Cary Building 400 East Cary Street $Div. of Consolidated Laboratory Services (DCLS)

600 North 5th Street $

James Madison Building 109 Governor Street $James Monroe Building 101 North 14th Street $Jefferson Building 1220 Bank Street $Main Street Centre 600 East Main Street $Ninth Street Office Building 200 North 9th Street $Office of Fleet Management Services (OFMS)

2400 West Leigh Street $

Old City Hall 1001 East Broad Street $Oliver Hill Building 102 Governor Street $Patrick Henry Building 1111 East Broad Street $Pocahontas Building 900 East Main Street $Supreme Court Building 100 North 9th Street $Virginia War Memorial 621 South Belvidere Street $Washington Building 1100 Bank Street $Westmoreland 1957 Westmoreland Street $

TOTAL COST FOR BUILDINGS $

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ATTACHMENT FPRICING SCHEDULE

(continued)

HOURLY CLEANING RATES FOR SPECIALTY CLEANING

Description Rate Per HourCleaner $Day Porter $Day Porter Supervisor $Labor Rate for Emergency Cleaning Services $

CREDIT FOR NON-SERVICE PERFORMANCE DAYS CREDIT AMOUNTPER DAY

400 East Cary Building 400 East Cary Street $Div. of Consolidated Laboratory Services (DCLS)

600 North 5th Street $

James Madison Building 109 Governor Street $James Monroe Building 101 North 14th Street $Jefferson Building 1220 Bank Street $Main Street Centre 600 East Main Street $Ninth Street Office Building 200 North 9th Street $Office of Fleet Management Services (OFMS)

2400 West Leigh Street $

Old City Hall 1001 East Broad Street $Oliver Hill Building 102 Governor Street $Patrick Henry Building 1111 East Broad Street $Pocahontas Building 900 East Main Street $Supreme Court Building 100 North 9th Street $Virginia War Memorial 621 South Belvidere Street $Washington Building 1100 Bank Street $Westmoreland 1957 Westmoreland Street $

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ATTACHMENT GVIRGINIA STATE CORPORATION COMMISSION (SCC) FORM

Virginia State Corporation Commission (“SCC”) Registration must be completed and returned with the Offeror’s Proposal

The undersigned Offeror: is a corporation or other business entity with the following SCC identification number: _________.

-OR-is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or

business trust

-OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and

customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offeror’s out-of-state location)

-OR- is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately

and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

** NOTE **Check this box if you have not completed any of the foregoing options, but currently have pending before the

SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals.*

Signature: ______________________________________________________

Name: _________________________________________________________(Print)

Title: __________________________________________________________

Name of Firm: __________________________________________________

Date: ______________________

THE COMMONWEALTH, IN ITS SOLE DISCRETION, RESERVES THE RIGHT TO DETERMINE WHETHER TO ALLOW SUCH A WAIVER.

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ATTACHMENT HMAP OF CAPITOL COMPLEX

A map of the Capitol Complex may be viewed at the following website:

http://www.dgs.virginia.gov/Portals/0/CapitolMap.htm

5/27/2016 9:37 AM

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