DGS CENTRAL PROCUREMENT UNIT (CPU)

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219

REQUEST FOR PROPOSAL (RFP) #DKS-2016-0601

JANITORIAL/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:

LocationWhere Work Will Be Performed: Richmond, Virginia Metro Area
OPTIONALPREPROPOSAL CONFERENCE: An optionalpreproposal conference will be held at 9:00 a.m.onMonday, June 20, 2016at The Department of General Services’ Bureau of Facilities Management, 101 North 14th 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 onMonday and Tuesday, June 20and 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 . 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 Virginiaor 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 § 2.2-4343.1d
AWARD 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 for a minimum of ten (10) days.

INDEX

SECTION PAGE

I.PURPOSE

II.BACKGROUND

III. STATEMENT OF NEEDS

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

V.EVALUATION AND AWARD CRITERIA

VI.reporting instructions

VII.OPTIONAL Preproposal Conference & OPTIONAL SITE VISITS

VIII.GENERAL TERMS AND CONDITIONS

IX.SPECIAL TERMS AND CONDITIONS

X.METHOD OF PAYMENT

XI.PRICING SCHEDULE

XII.ATTACHMENTS

Attachment A: Capitol Complex Security Requirements...... 55

ATTACHMENT B: building locations and descriptions………………..………...58

ATTACHMENT C: VENDOR DATA SHEET…………………………………………………..…65

Attachment D: EQUIPMENT INVENTORY CERTIFICATION

ATTACHMENT E: SMALL BUSINESS SUBCONTRACTING PLAN

ATTACHMENT f: PRICING SCHEDULE………………………………………………………..70

ATTACHMENT G: STATE CORPORATION (SCC) FORM…………………………………….74

attachment H: map of the Capitolcomplex……………………..……….……….75

Page 1 of 68

RFP #DKS-2016-0601

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 solicitationbased 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 Footage2,865,075) / LOCATION
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

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 agencieswithin the Capitol Square complex, as well as assistance to agencies in and around the metropolitan area. Information about DEB and BFM isfound online at the DGS website: .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 contractsand transition these facilities to any new contract(s) with an effective service commencement date ofDecember 1, 2016.

It is anticipated that there may be other unforeseenneeds 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 thevolume of DGS’ needs, it expects to secure the most competitive pricing structure possible and optimized business processes available, based on the potential economies of scaleand 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 uponand 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 (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.
  1. 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.
  1. 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.
  1. 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.
  1. 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.
  1. Phone Calls: The Contractor shall return any call within one (1) hour notification from the Contract Administrator or their designee.

C.Security 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.

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 Servicesand Building Access Section or the appropriate security card for that facility.
  1. 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.
  1. 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.
  1. 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.
  1. 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.
  1. No“piggy-backing” ofemployeesenteringintosecureareasisallowed. Each employeemustscantheirindividual buildingaccesspass.
  1. 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.
  1. 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 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.
  1. 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.
  1. 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.
  1. 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.
  1. Contractor's personnel will sign in and out daily on the Custodial Contractor’s Certified Hours Sheet in the State Office Building.
  1. 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.
  1. 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.
  1. 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.
  1. 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 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.

  1. Local Manager
  1. Contractor’s Local Manager will meet with Contract Administrator and the DGS Contracting Officer quarterly to review any contract-related issues.
  2. 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.
  1. Job Site Supervisor
  1. Contractor shall furnish one Job Site Supervisor from 5:30 p.m. to 10:00 p.m. each workday.
  2. 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.
  3. 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.
  4. 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.
  5. Contractor’s Job Site Supervisor will accompany the assigned Area Manager during inspection of work which require acceptance inspections.

d.Housekeeping (Contractor) Staff:

  1. 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.
  2. Night Staff: Nightly cleaningServices 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.