REQUEST FOR PROPOSALS (RFP) RFP CLOSING …...Name _____ Address Custodial and Janitorial Services RFP SA-1709 Page 3 SECTION II - CONFLICT OF INTERESTS This solicitation is subject

Procurement Department

T: (703) 335-8925 / F: (703) 335-7954

ONP RFP

Custodial and Janitorial Services RFP SA-1709 Page 1

REQUEST FOR PROPOSALS (RFP)

Date: April 18, 2017

SOLICITATION NUMBER: RFP SA-1709

TITLE: Custodial and Janitorial Services

RFP CLOSING DATE/TIME: May 15, 2017 at 4:00 P.M. (EST)

PRE-PROPOSAL CONFERENCE: Non-Mandatory, April 26, 2017 at 9:00 P.M. (EST)

QUESTION DEADLINE: May 5, 2017 at 12:00 Noon (EST)

SUBMIT 1 ORIGINAL, 4 COPIES & 1 CD OR USB FLASH DRIVE OF YOUR PROPOSAL TO:

MAILING ADDRESS:

Prince William County Service Authority


Attn: Jerry Stokes, RFP SA-1709

4 County Complex Court

Woodbridge, VA 22192

STREET ADDRESS:



Attn: Jerry Stokes, RFP SA-1709



In compliance with this RFP and to all the conditions imposed therein and hereby incorporated by

reference, the undersigned offers and agrees to furnish the services in accordance with the attached

signed proposal or as mutually agreed upon by subsequent negotiation.

____________________________________________________

Company Name

__________________________________ _________ _________________________________

Authorized Signature Date Name Printed

____________________________ ____________________________

Phone Number Fax Number

Note: Prince William County Service Authority does not discriminate against faith based

organizations in accordance with the Code of Virginia § 2.2-4343.1 or against an Offeror because of

race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law

relating to discrimination in employment.


RFP SUBMISSION FORM

Name of RFP: Custodial and Janitorial Services

RFP Number: RFP SA-1709

Closing Date/Time: May 15, 2017 at 4:00 P.M. (EST)

SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE

Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ]

Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ]

Following are the names and address of all persons having an ownership interest of 3% or more in

the Company: (Attach more sheets if necessary)

____________________________________________________

Name

____________________________________________________

Address

____________________________________________________

____________________________________________________

Company: _______________________________ Contact Person: _______________________

Address:

_______________________________ Title: _______________________

_______________________________ Telephone No: _______________________

Remittance

Address:

_______________________________ FAX No: _______________________

_______________________________ Email: _______________________

Organized under the laws of the State of ______________________________________________

Principal place of business at ______________________________________________

FEIN: ______________________________________________


SECTION II - CONFLICT OF INTERESTS

This solicitation is subject to the provisions of Section 2.2-3100 et. seq., Virginia Code Annotated

and the State and Local Government Conflict of Interests Act.

The Offeror [ ] is [ ] is not aware of any information bearing on the existence of any potential

organizational conflict of interest.

SECTION III – COLLUSION

I certify that this submission is made without prior understanding, agreement, or connection with

any corporation, firm, or person submitting an offer for the same services, materials, supplies, or

equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding

is a violation of the State and Federal law and may result in fines, prison sentences, and civil

damage awards.

I hereby certify that the responses to the above representations, certifications, and other statements

are accurate and complete. I agree to abide by all conditions of this RFP and certify that I am

authorized to sign for the Offeror.

________________________________________________ ________________________

Signature Date

________________________________________________ ________________________

Name (Printed) Title

OFFEROR MUST COMPLETE AND RETURN THIS FORM WITH ITS PROPOSAL

PACKAGE


Table of Contents

SECTION 1 INTRODUCTION .................................................................................................... 6

SECTION 2 BACKGROUND INFORMATION ........................................................................ 6

SECTION 3 PROCUREMENT RULES AND RFP DEFINITIONS ........................................ 8

SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES ...... 10

4.1 Scope of Work / Project Objectives ............................................................................. 10

4.2 Project Deliverables ....................................................................................................... 10

4.3 Non-Exclusive Agreement ............................................................................................. 10

SECTION 5 RFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS .......... 10

5.1 Proposed Schedule ......................................................................................................... 10

5.2 Delivery of Proposal Package ....................................................................................... 10

5.3 Late Proposal Packages................................................................................................. 11

5.4 Preproposal Conference - ............................................................................................. 11

5.5 Questions Concerning RFP ........................................................................................... 12

5.6 Offeror’s Representative ............................................................................................... 12

5.7 Offeror’s Responsibility / Clarification and Addenda ............................................... 13

5.8 Restricted Discussions ................................................................................................... 13

5.9 Proposal Correction or Withdrawal ............................................................................ 13

5.10 No Obligation to Make Selection .................................................................................. 14

5.11 Key Personnel ................................................................................................................ 14

5.12 Anticipated Selection Process ....................................................................................... 15

5.13 Evaluation Criteria ........................................................................................................ 18

5.14 Minor Irregularities ...................................................................................................... 18

5.15 Incurred Expenses ......................................................................................................... 18

5.16 Exceptions....................................................................................................................... 19

5.17 Pre-Award Submittals ................................................................................................... 19

5.18 Conflict of Interest Disclosure ...................................................................................... 19

5.19 Contract Type ................................................................................................................ 19

5.20 Term of Contract ........................................................................................................... 19

5.21 Price Adjustment ........................................................................................................... 20


5.22 Limited Confidentiality Information ........................................................................... 21

5.23 Competence of Offeror………………………………………………………………...21

5.24 Protesting the Requirements or Selection Recommendation……………………….21

SECTION 6 SUBMITTAL REQUIREMENTS ...................................................................... 222

6.1 Submittal Requirements ............................................................................................. 222

6.2 Economy of Presentation ............................................................................................ 222

6.3 Proposal Package Guidelines ........................................................................................ 22

6.4 Proposal Package Sections ............................................................................................ 24

SECTION 7 INSURANCE REQUIREMENTS ...................................................................... 288

SECTION 8 FORMS ................................................................................................................... 30

Form A – Offeror Reference Form .......................................................................................... 32

Form B – Reference Form ........................................................................................................ 34

Form C – No-Conflict of Interest Form .................................................................................. 35

Form D – Proposal Package Checklist ..................................................................................... 36

SECTION 9 SAMPLE CONTRACT TERMS & CONDITIONS ........................................... 37

ATTACHMENT A SCOPE OF WORK ................................................................................... A-1

ATTACHMENT B PRICING .................................................................................................... B-1

ATTACHMENT C REQUIRED INSURANCE………………………………………………C-1

ATTACHMENT D EXHIBTS ................................................................................................... D-1


Request For Proposals –RFP SA-1709

Custodial and Janitorial Services

SECTION 1 INTRODUCTION

The Prince William County Service Authority (“Service Authority”) is a public utility created in

1983 under the Virginia Water and Sewer Authorities Act and chartered by the Prince William

Board of County Supervisors. The Service Authority is an independent body responsible for

providing comprehensive water and sewer services in Prince William County. The Service

Authority has approximately 85,000 customers and provides wastewater treatment for the eastern

portion of the county via the H. L. Mooney Advanced Water Reclamation Facility, a 24.0 mgd

facility. Wastewater service for the western portion of the county is provided by the Upper

Occoquan Service Authority, a 54.0 mgd regional facility that is jointly owned by Fairfax

County, Prince William County, the City of Manassas, and the City of Manassas Park. Water is

supplied via wholesale water purchase agreements with Fairfax Water and the City of Manassas,

as well as Service Authority-owned wells. The water and sewer system is composed of

approximately 1,160 miles of water main and 1,080 miles of sewer mains.

SECTION 2 BACKGROUND INFORMATION

Prince William County Service Authority is soliciting proposals, from qualified Contractors for

commercial custodial/janitorial services. The work is to be performed at four locations in Prince

William County. The two main locations are the Administrative Complex consisting of two

buildings, and the H.L. Mooney Advanced Water Reclamation Facility consisting of three

buildings. The other two locations are the Western and Eastern Operation Centers, comprising

of one building each.

Locations and Point of Contact

Location 1: Spittle Administration Complex

Contract Administrator: David Carrillo - Phone: 703-530-5326


Woodbridge, Va. 22192

A. Raymond Spittle Building

This building currently contains approximately 52,000 square feet on two (2) floors of offices,

halls and common areas, lunchroom, kitchen, lounge, restrooms, conference rooms and adjacent

patio areas. This building also has a wellness center with rubber flooring.

B. Auxiliary Building

This building contains approximately 30,501 square feet on one (1) floor. Most of this space is

taken up by garage and shop bays which will not require janitorial services. The remaining

portion, of approximately 6,500 square feet, which will require janitorial services, contains


offices, halls and common areas, lunch room and kitchen, restrooms, locker room and adjacent

patio areas. Also the Contractor will be required to maintain the hallway/steps leading to the

lower level as well as the long narrow hallway leading to and past fleet maintenance.

Location 2: H.L. Mooney Advanced Water Reclamation Facility

Contract Administrator: Warren Brown - Phone: 703-393-2091

1851 Rippon Boulevard

Woodbridge, Va. 22191

A. Grubbs Administration Building

This building currently contains approximately 32,000 square feet on two (2) floors of offices,

halls and common areas, lunchroom and kitchen, restrooms, showers, conference rooms, with a

laboratory and public outreach center located on the first floor.

B. Engineering Building

This building contains approximately 3,053 square feet on two (2) floors of offices, halls and

common areas, kitchen, restrooms, and conference room.

C. Control and Process Building

This building contains approximately 4,937 square feet on one (1) floor of offices, control room,

halls and common areas, lunchroom and kitchen, restrooms, wellness center and showers.

Note: When cleaning all offices at the H.L. Mooney, lights in unoccupied offices must be turned

off upon exiting the office.

Operations Centers (Eastern and Western Operations)

Contract Administrator: David Carrillo - Phone: 703-530-5326

Location 3: Eastern Operations Building

15801 Neabsco Road

WOODBRIDGE, VA. 22191

This building contains approximately 4,975 square feet, on one (1) floor. Most of this space is


portion which will require janitorial services contains offices, halls and common areas,

lunchroom, restrooms and kitchen.

Location 4: Western Operations Building

8411 Virginia Meadows Drive

Manassas, VA. 20109

This building contains approximately 4,975 square feet, on one (1) floor. Most of this space is



portion which will require janitorial services contains offices, halls and common areas,

lunchroom, restrooms and kitchen.

Number of employees at each location:

Headquarters - Spittle Building – 87; Auxiliary Building – 68

H. L. Mooney – 56

Neabsco - Eastern Operations Center – 24

Wellington - Western Operations Center – 21

SECTION 3 PROCUREMENT RULES AND RFP DEFINITIONS

This RFP, the resulting Proposal document and Contract Document shall be consistent with and

governed by the Prince William County Service Authority Purchasing Regulations. In the event

of an inconsistency between the solicitation and selection requirements set forth in this RFP

versus those set forth in the Purchasing Regulations, the inconsistency shall be resolved by

giving precedence to the solicitation and selection requirements of the Purchasing Regulations.

A. IMPORTANT NOTICE TO POTENTIAL OFFERORS: Receipt of this document does

not indicate that the Service Authority has pre-determined Your organization’s qualifications to

receive a contract or be selected for any work or project. Such determination will be made after

the opening and will be based on the Service Authority’s evaluation of Your Proposal Package

compared to the specific requirements and qualifications contained in this RFP.

B. The Service Authority has established for purposes of this RFP that the words “shall”,

“must”, or “will” are equivalent in this RFP and indicate a mandatory requirement or

condition which will not be waived by the Service Authority. Failure to comply with any

mandatory requirement will render the Proposal Package non-responsive, and therefore it

will not be considered for selection. To be considered for selection, the Offeror must

agree to abide by each mandatory requirement included in this RFP.

C. The Service Authority has established for purposes of this RFP that the words “should”

or “may” are equivalent in this RFP and indicate very desirable conditions or

requirements that are permissive in nature. Deviation from, or omission of, such a

desirable condition or requirement will not cause rejection of a Proposal Package, but

will be considered in the evaluation process.

D. General RFP Definitions:

Addendum: A written or graphic instrument issued prior to the due date and time of 1.

Proposals that clarify, correct or change the bidding documents.

Change Order: A written order to the Contractor or executed by the Service 2.

Authority, issued after execution of a Contract or PO, authorizing and directing an

addition, deletion or revision of any nature or an adjustment in the price, schedule,


quality or quantity of the Work. Any positive or negative change in the Contract

constitutes a Change Order.

Contractor: The successful Offeror with whom a contract is executed pursuant to 3.

this RFP.

Contract: When used as a proper noun and capitalized the term “Contract” shall 4.

mean: The solicitation’s ensuing agreement obligating the Contractor to furnish the

goods and/or services promised in exchange for payment from the Service Authority.

(When used as a common noun with lower case the term “contract” shall mean: a

mutually binding legal agreement between two or more parties.).

Contract Administrator: The Service Authority representative who manages actions 5.

that must be taken to assure full compliance with all of the terms and conditions

contained within the resulting Contract Document, including price.

Contract Document(s): Documents which establish the rights and obligations of the 6.

Contractor and Service Authority and include: The signed Contract, Addenda (which

pertain to the resulting Contract Documents), the Notice to Proceed, together with all

Written Amendments, Change Orders, Work Change Directives, Field Orders, and

Engineer’s written interpretations and clarifications issued on or after the Effective

Date of the resulting contract.

Day(s): Calendar days, unless otherwise specified. 7.

Dollar “$”: United States of America dollars. 8.

Key Person (Key Personnel): Any person or persons whose individual action or 9.

inaction can impact the timely accomplishment of the performance objective(s).

Notice to Proceed: A written notice issued by the Owner to the Contractor fixing the 10.

date on which the resulting contract times will commence to run and on which

Contractor shall start to perform the Work under the resulting Contract Documents.

Offeror: The professional entity submitting a Proposal Package to the Service 11.

Authority in response to this RFP. The term Offeror in some cases refers to the

successful Offeror with whom a contract is executed pursuant to this RFP.

Prince William County Service Authority (Service Authority): Public Utility 12.

chartered by the Prince William County Board of County Supervisors.

Procurement Officer: A delegate of the Purchasing Manager. 13.

Proposal or Proposal Package: The complete submittal from an Offeror. 14.

Purchasing Manager: The Service Authority person that has been legally 15.

authorized and responsible to enter into, administer, terminate and otherwise manage

contracts subject to any approval thresholds that may be established by the General

Manager and Board.

Responsible Offeror: An Offeror who has the capability in all respects to perform 16.

fully the Contract requirements, and the experience, integrity, perseverance,

reliability, capacity, facilities, equipment, and credit which will assure good faith

performance.

RFP: Request For Proposals; This competitive process whereby the Service 17.

Authority is seeking competitive offers to resolve a Service Authority need or

requirement.

Using Division or Department: ESWR and O & M . 18.


Work: The entire project or the various separately identifiable parts thereof required 19.

to be performed or furnished under the Contract Documents.

The terms “in writing” and “written” mean documents permanently inscribed or 20.

printed on paper, submitted by facsimile (fax), or submitted by e-mail, unless

otherwise specified.

You, Your: Same as Offeror. 21.

SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES

4.1 Scope of Work / Project Objectives

See Attachment A – Scope of Work

4.2 Non-Exclusive Agreement

The Service Authority reserves the right to contract the services outlined in this RFP with other

firms. Nothing in this RFP or the resulting agreement alters or cancels the terms and conditions

or prior agreements between the Service Authority and any other firms. The selection of one or

more firms should not be interpreted as an exclusive or contractual obligation on the part of the

Service Authority to have the selected firms perform all or any of these services. The Service

Authority reserves the right to provide any of these services with its own personnel, which in its

sole judgment it deems appropriate.

SECTION 5 RFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule

The following dates are proposed by the Service Authority; however, the dates and times may be

changed as the needs of the Service Authority change. It is solely Your responsibility to stay

informed on the dates and times.

A. RFP release date – April 18, 2017

B. Preproposal conference – Non-Mandatory April 26, 2017 at 9:00 P.M. (EST)

C. Final date to receive written questions – May 5, 2017 at 12:00 Noon (EST)

D. RFP closing date – May 15, 2017 at 4:00 P.M. (EST)

E. Offeror interviews/presentations/demonstrations, if requested – TBD

F. Anticipated selection of Contractor (s) – TBD

5.2 Delivery of Proposal Package

Deliver 1 Original, 4 Copies, and 1 CD or USB Flash Drive of Proposal Package to:




Attn: Jerry Stokes, Ref: RFP SA-1709



Mark each package: RFP SA-1709 – Custodial and Janitorial Services.

A. Failure to clearly mark each Proposal Package with this information may cause the

Service Authority to inadvertently open the Proposal Package before the closing date and

time. If the Proposal Package is inadvertently opened due to lack of markings, the

Service Authority staff shall reseal the package, and the package will opened after the

official RFP closing date and time.

B. To be considered for selection, the complete Proposal Package must be Received and

Accepted in the Procurement Department prior to the closing date and time. An Offeror

will not be considered for selection if its Proposal Package is received in the Procurement

Department after the closing date and time regardless of when or how it was received by

the Service Authority.

C. Allow sufficient time for transportation and inspection. If You use a third party carrier

(USPS, FedEx, Airborne, UPS, etc.) ensure that the carrier is properly instructed to

deliver Your Proposal Package only to the address above.

D. The Service Authority will NOT consider facsimile (fax) or electronic submission of a

Proposal Package.

5.3 Late Proposal Packages

A. The Service Authority will judge any Proposal Package received in the Procurement

Department after the closing date and time as LATE and the Service Authority will not

open it nor consider it for selection.

B. Upon receipt at the location specified above, the Service Authority will mark each timely

received Proposal Package with the date and time of receipt. The Service Authority will

safeguard Proposal Packages from unauthorized disclosure from the time of receipt,

throughout the source selection process, and until selection.

C. If the Service Authority declares administrative or liberal leave, all scheduled closing

dates for that day will be extended until the next business day.

5.4 Preproposal Conference - Non-Mandatory

Time and Location:

April 18, 2017 at 9:00 P.M. (EST)


Prince William County Service Authority, 4 County Complex Ct., Woodbridge, Va. 22192

(Board Room)

A non-mandatory preproposal conference visit will be held at Attendance and participation at

this preproposal is not mandatory but it is highly recommended. Any questions regarding this

Request for Proposals may be addressed in person at that time. Participation of qualified

Offerors is highly valued by the Service Authority and at that time you shall have an opportunity

to offer your ideas. Appropriate changes shall be given positive scrutiny and acted upon.

However, the ultimate decision to amend this Request for Proposals shall be the sole

responsibility of the Service Authority's Procurement Department.

5.5 Questions Concerning RFP

A. Questions, inquiries, suggestions, or requests concerning interpretation, clarification or

additional information concerning any portion of this RFP or the selection process,

should be made in writing, fax and e-mail are acceptable, and sent to the below named

individual who will be the point of contact for this RFP.

B. Questions should be submitted by the following deadline: May 5, 2017 at 12:00 Noon

(EST).

C. Mark subject line or cover page: “Questions on RFP SA-1709 – Custodial and

Janitorial Services”.

D. RFP Point of Contact for Questions:

Jerry Stokes, Ref: RFP SA-1709

E-mail: [email protected]

Fax: 703-335-7954

All questions must be received in writing.

E. Failure by an Offeror to ask questions, request changes, or submit objections by the date

indicated above shall constitute the Offeror’s acceptance of all of the terms, conditions

and requirements set forth in this RFP.

F. No answers given in response to questions submitted shall be binding upon this RFP

unless released in writing as an Addendum to this RFP by the Service Authority.

5.6 Offeror’s Representative

If You intend to respond to this RFP, promptly provide the name, mailing address, telephone

number, and e-mail address of Your liaison person to the point of contact in order for the Service

Authority to send any communications regarding this RFP.

mailto:[email protected]


5.7 Offeror’s Responsibility / Clarification and Addenda

A. By submitting a Proposal Package, You, the Offeror, represent:

1. You have read and understand this RFP, and;

2. Your Proposal Package is made in accordance with the requirements of this RFP, and;

You are familiar with the local conditions under which the proposed services must be 3.

performed.

It will not make any claim for or have the right to cancellation of or relief from the 1.

resulting contract because of any misunderstanding or lack of information.

B. The issuance of a written Addendum by the Service Authority’s Procurement Department

is the only official method by which interpretation, clarification or additional information

can be given. The Service Authority will not be responsible for any oral representation

given by any employees, representatives, or agents.

C. If the Service Authority revises (amends) this RFP, the Service Authority’s Procurement

Department will post a notice on the Service Authority Internet site:

http://www.pwcsa.org/doing-business-with-us/information-for-vendors. You should

acknowledge each Addendum in Your Proposal Package. Failure to acknowledge each

Addendum may prevent Your Proposal Package from being considered for selection. It

is solely Your responsibility as an Offeror to ensure that You have received all addenda

and incorporated the changes into Your Proposal before submitting Your Proposal

Package.

5.8 Restricted Discussions

A. From the date of issuance of the RFP until final contract selection, You, the Offeror, are

prohibited from discussing the RFP or any part thereof with any employee, agent, or

representative of Prince William County Service Authority except as expressly

authorized by the Service Authority’s Procurement Officer. The Service Authority may

REJECT Your Proposal Package for violation of this restriction.

B. Any negotiation, decision, or action initiated or executed by You as a result of any oral or

written discussions with any Service Authority employee or agent, except as authorized

by the Procurement Officer, is void and will not be binding upon the Service Authority.

You shall only consider those communications that are in writing from the Service

Authority’s Procurement Officer.

5.9 Proposal Correction or Withdrawal

A. Any Offeror for Supplies, Services or Construction, may withdraw the Proposal from

consideration if the price proposal was substantially lower than the other Proposals due

solely to a mistake therein, provided the Proposal was submitted in good faith and the

http://www.pwcsa.org/doing-business-with-us/information-for-vendors


mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to

an unintentional arithmetic error or an unintentional omission of a quantity of work,

labor, or material made directly in the compilation of a Proposal, which unintentional

arithmetic error or unintentional omission can be clearly shown by objective evidence

drawn from inspection of original work papers, documents and materials used in the

preparation of the Proposal sought to be withdrawn. The Purchasing Manager shall

require, and so state in the invitation, the following procedure for withdrawal of a

Proposal:

The Offeror must give notice in writing of his claim of right to withdraw the Proposal 1.

within two business days after the conclusion of the proposal opening procedure.

No Proposal may be withdrawn under this section when the result would be to award 2.

the Contract on another Proposal of the same Offeror or of another Offeror in which

the ownership of the withdrawing Offeror is more than five percent (5%).

No Offeror who is permitted to withdraw a Proposal shall, for compensation, supply 3.

any material or labor or perform any subcontract or other work agreement for the

person or firm to whom the Contract is awarded or otherwise benefit, directly or

indirectly, from the performance of the project for which the withdrawn Proposal was

submitted.

B. The Purchasing Manager may contest withdrawal of any Proposal by any means provided

by law. If withdrawal of the Proposal is denied, the Purchasing Manager shall notify the

Offeror in writing stating the reasons for the decision.

C. If the mistake and the intended correct Proposal are clearly evident on the face of the

Proposal document, the Proposal shall be corrected to the intended correct Proposal and

may not be withdrawn. Examples of mistakes that may be clearly evident on the face of

the Proposal document are typographical errors, errors in extending unit prices,

transposition errors, and arithmetical errors.

5.10 No Obligation to Make Selection

A. The Service Authority is not obligated to make any selection or award as a result of this

RFP. The Service Authority has the sole discretion and reserves the right to cancel this

RFP, and to reject any and all Proposal Packages, to waive any and all informalities

and/or minor irregularities, or to re-advertise with either the identical or revised scope of

work, if it is judged to be in the Service Authority’s best interests to do so.

5.11 Contractor Key Personnel

A. The Service Authority will be making its decisions on selecting the best qualified

Offeror(s) based upon the information submitted in the Offeror’s Proposal Package. This

includes the resume and experience of the Offeror’s Key Personnel. By submitting a

Proposal Package, You are representing that each person listed or referenced in Your

Proposal Package will be available to perform the services described by the Service


Authority, barring illness, accident, or other unforeseeable events of a similar nature in

which case You must promptly provide a qualified replacement.

B. The Procurement Officer and the Project Manager have the right to review and approve

or disapprove the Proposal of any Key Person or persons assigned to a requirement prior

to the person beginning the performance of the Work. If the Procurement Officer

considers the Proposal of the assigned person to be inadequate, the Procurement Officer

may request further documentation of the person’s qualifications, or may request that

another qualified person be assigned, also pending the Procurement Officer’s approval.

C. The Contractor shall notify the Procurement Officer in writing of any proposed changes

in Key Personnel assigned to a requirement at least ten (10) business days prior to the

change. The Contractor shall include with the notification:

The reason for the change, and; 1.

The qualifications of the proposed replacement person(s), and; 2.

All steps the Contractor is taking to minimize the impacts that the personnel change 3.

will have on the success of the project/contract.

D. In the event the requested substitute person is not satisfactory to the Service Authority

and the matter cannot be promptly resolved to the satisfaction of the Service Authority,

the Service Authority reserves the right to terminate the Contract for cause.

5.12 Anticipated Selection Process

A. Responsiveness: Upon receipt of each Proposal, the Procurement Officer will review

each Proposal to determine its responsiveness, i.e., has the Offeror provided all of the

materials required in Section 6 –Submittal Requirements. If the Procurement Officer

determines a Proposal to be nonresponsive, that Proposal will not be evaluated or

considered for award.

B. Initial Technical Evaluation Process:

The Procurement Officer will provide a copy of each responsive technical Proposal to 1.

the Selection Committee members for their evaluations.

The Selection Committee members will evaluate each responsive Proposal in 2.

accordance with the Evaluation Criteria.

In addition to the materials provided by the Offeror, the Selection Committee may 3.

utilize site visits and/or may request and evaluate additional material, information,

and/or references from other sources.

The Procurement Officer may invite any Offeror(s) to make an in-person (oral) 4.

presentation and/or demonstration to the Selection Committee. The Procurement

Officer may require that specific individuals identified in the Proposal Package

participate in the oral presentation and/or demonstration.


The Procurement Officer may request written clarifications from any Offeror to 5.

clarify any ambiguity and/or minor irregularity.

The Selection Committee members will evaluate and rank all responsive Proposals. 6.

The ranking will be provided to the Procurement Officer. 7.

C. Price Proposal Evaluation:

Sometime after the closing date and time the Procurement Officer will open the price 1.

Proposals for all responsive Offerors. Only the Procurement Officer and the

authorized Service Authority personnel will see the price Proposals at that time.

Price Reasonableness and Price Realism Reviews: 2.

a) The Procurement Officer will have all price Proposals analyzed against the

Service Authority’s initial price estimate for price reasonableness (price too

high) and price realism (price too low);

b) The Procurement Officer may have additional confidential price analysis(s)

conducted on any price Proposal;

c) If based upon the price analysis, the Procurement Officer determines that the

price proposed appears unreasonable or unrealistic the Procurement Officer

will request that the Offeror submit documentation justifying the price. If the

Procurement Officer continues to question the reasonableness or realism of

the price proposed, the Procurement Officer may only award a percentage of

the calculated price points to the Proposal.

The Procurement Officer will apply a scoring formula to determine the price points 3.

for each Proposal.

The Procurement Officer will sum the initial technical evaluation score and computed 4.

price points for each responsive Proposal to determine the total initial evaluated score

of each Proposal.

Based upon the total initial evaluated scores, the Procurement Officer will determine 5.

which Proposals will be considered in the competitive range. The competitive range

shall include all Proposals that have a reasonable chance of being selected for award.

After the Procurement Officer establishes the competitive range, the Procurement 6.

Officer may provide the Selection Committee members with information on the price

Proposals.

The Procurement Officer will notify, in writing, an Offeror(s) at the earliest 7.

practicable time when its Proposal is no longer being considered for award.

D. Evaluation of Competitive Range Proposals:

The Procurement Officer may invite any Offeror(s) in the competitive range to make 1.

an in-person (oral) presentation and/or demonstration to the Selection Committee.

The Procurement Officer may require that specific individuals identified in the

Proposal participate in the oral presentation and/or demonstration.

The Procurement Officer may provide a list of individual, Proposal-specific questions 2.

to be discussed at the oral presentation and/or demonstration to the invited Offeror(s).


During and after the in-person presentation and/or demonstration, the Selection 3.

Committee may ask questions and the Offeror’s team shall provide answers.

The Selection Committee will evaluate and weigh the oral presentation and/or 4.

demonstration and responses in accordance with the criteria for each Offeror that

makes an oral presentation and/or demonstration to the Selection Committee.

After the oral presentation and/or demonstration, the Selection Committee may 5.

request that the Procurement Officer require an Offeror to cure any noted technical

deficiencies/discrepancies, provide additional information, and/or perform another

oral presentation and/or demonstration to the Selection Committee. If the Offeror

does not promptly comply with the Procurement Officer’s requirements, the

Procurement Officer will remove the Proposal from the competitive range and it will

not be considered for award.

Based upon the total evaluated scores after the in-person presentation and/or 6.

demonstration, the Procurement Officer will determine the final ranking of the

Offerors.

E. Negotiations:

The Procurement Officer will invite the top ranked Offerors for negotiations. The 1.

Service Authority reserves the right to negotiate any and all elements, except legal

requirements, of any Proposal received.

F. Best and Final Offers:

At any time prior to requesting for Best and Final Offers, the Procurement Officer 1.

may request additional information, samples, or other evidence of the Offeror’s

performance capabilities from any Offeror in the competitive range in order to better

understand and evaluate the Offeror’s Proposal.

At any point during the evaluation process, the Procurement Officer may request a 2.

written Best and Final Offer from all Offerors that have a reasonable chance to be

selected for award. This is the only time an Offeror will be provided with the

opportunity to make revisions to its Proposal, including its price Proposal, to improve

its offer to the Service Authority.

To be considered for award, a complete written and signed final offer must be 3.

received in the Procurement Department’s office by the time specified in the request

for Best and Final Offers.

G. Award:

If the Service Authority makes an award(s), the award(s) will be made to the 1.

responsible Offeror(s) whose offer is most advantageous to the Service Authority,

based upon the evaluation process specified in the selection process, results of the

negotiations, and the final offer by the Offeror. Thus, while the points in the

evaluation criteria indicate their relative importance, the total scores will not

necessarily be determinative of the award. Rather, the total scores will guide the


Service Authority in making an intelligent award decision based upon the Service

Authority’s requirements and the best value Proposal(s)/offer(s) received.

Award Notices will be posted online at the following address: 2.


5.13 Evaluation Criteria

A. The committee will base the initial and final evaluation on the following criteria:

Evaluation Criteria Maximum Points per

Evaluation Criteria

Staffing Plan and Experience of Key Personnel 30

Qualifications and experience of Offeror in providing

services in commercial sector 15

Approach to Coordination of Service 15

Cost Proposal 25

Examination of References/Past Performance with

similar work 15

Maximum Evaluation Points 100

5.14 Minor Irregularities

The Service Authority reserves the right to waive minor irregularities in submitted Proposal

Packages if such action is in the best interest of the Service Authority. A minor irregularity is

defined as an issue that does not have an adverse effect on the Service Authority’s best interests,

and will not affect the outcome of the selection process by giving any Offeror an advantage or

benefit not enjoyed by other Offerors.

5.15 Incurred Expenses

This RFP does not commit the Service Authority to select an Offeror nor will the Service

Authority be responsible for any cost or expense which may be incurred by any Offeror in

preparing and submitting a Proposal Package. By submitting a Proposal Package, You, the

Offeror, agree that the Service Authority bears no responsibility or obligation for any of Your

costs associated with the preparation of Your Proposal Package, preparing and delivering

presentations, and/or any administrative or judicial proceedings resulting from this RFP process.



5.16 Exceptions

If You take exception to any requirements in this RFP, including any contract terms in Section 9

Sample Contract Terms & Conditions You shall clearly identify the item(s) that exception is

taken to, succinctly state the reason for the exception, and include these item(s) in Your Proposal

Package in Tab 8. Exceptions and Other Information.

5.17 Pre-Award Submittals

A. Within ten (10) calendar days after the Service Authority provides written notification of

selection, the Offeror shall furnish the below deliverables to the Procurement Officer.

Required Pre-Award Submittals: 1.

a) Insurance Certificate(s);

b) Copies of Commonwealth required licenses.

B. If a selected Offeror fails to furnish the required submittals within the required time

frame, the Service Authority may withdraw the selection from the Offeror and begin

negotiations with the next ranked Offeror.

5.18 Conflict of Interest Disclosure

A. This RFP is subject to the provisions of § 2.2-4311 of the Virginia Public Procurement

Act (VPPA). No member of the Board of Directors, or any employee of the Prince

William County Service Authority, or the spouse or any other relative who reside in the

same household as any of the foregoing, may be a Contractor or Subcontractor in

connection with any bid, or have a personal interest therein.

B. Each Offeror shall complete and sign specified section of the RFP Cover Page.

C. Each proposed Subcontractor shall also complete the attached Form C – Subcontractor

No-Conflict of Interest Form.

5.19 Contract Type

A. The Service Authority will be issuing a Firm Fixed Price Contract to establish terms and

conditions, and pricing for work to be performed.

5.20 Term of Contract


A. The term of any Contract issued from this RFP shall be for one (1) year subject to the

Service Authority’s option to extend the term of the Contract in accordance with B and C

below.

B. Option Period: If the Service Authority determines it to be advantageous, it may extend

the term of the Contract for a period of four (4) additional one year periods.

C. Extension of the Term of the Contract:

The Service Authority may extend the term of the Contract by written notice to the 1.

Contractor before the expiration of the Contract, provided that the Service Authority

shall give the Contractor a preliminary written notice of its intent to extend at least

sixty (60) Days before the Contract expires. The preliminary notice does not commit

the Service Authority to an extension.

The price(s) for the optional period shall be as specified in the Contract. 2.

5.21 Price Adjustment

Prices shall remain firm for the initial contract period. Should the Service Authority exercise

the option to renew the contract for additional one year periods, the Contractor may request a

price increase prior to the end of the current period. The price increase for each renewal

period shall not exceed the change of the Consumer Price Index (CPI) for U.S. City Average

Series: CWURA311SA0, (Washington-Baltimore, DC-MD-VA-WV) for services not

seasonally adjusted as published by the United States Bureau of Labor Statistics for the latest

twelve months for which statistics are available.

The new contract price(s) shall be calculated by applying the published index percentage

change to the then current unit price(s). The newly adjusted price(s) will become effective as

soon as possible, but not prior the date of the renewal period, and will apply to services

requested on or after the effective date of the new price. The Contractor shall submit a

written request for a price increase (email, or US Mail) to the Office of Procurement.

When applicable, evidence/proof of price change from the manufacturer or other relevant

source shall accompany the price increase request. Price increases will not be automatic and

are subject to approval by the Prince William County Service Authority.

The Service Authority reserves the right to request a reduction in price based on economic

factors or market conditions during the contract term according to changes in the specified

index or other factors. Consumer Price Index information and detailed statistics including

current percentage changes can be accessed at http://www.bls.gov/cpi.

5.22 Limited Confidentiality of Information

A. The Prince William County Service Authority is governed by the Virginia Freedom of

Information Act. If You submit information that You consider exempt from public


disclosure, You must identify with specificity which page(s)/paragraph(s) of Your

Proposal Package is (are) exempt from the Virginia Freedom of Information Act and

identify the specific statutory exemption section that applies to each.

B. The Service Authority will maintain the confidentiality of such trade secrets to the extent

provided by law. If the Offeror labels all or most pages of the Proposal as “trade secret,”

the Service Authority may judge the Proposal as non-responsive and therefore it shall not

be considered for award.

C. All material submitted becomes the property of the Service Authority and may be

returned only at the Service Authority’s option.

5.23 Competency of Offeror

A. As part of its evaluation process, the Service Authority may make investigations to

determine Your abilities to perform under this RFP. Such investigations may include

requests for information such as Dun & Bradstreet reports, financial statements, bank,

project or other references, information regarding other work under contract and the

bonding of Subcontractors where applicable. The Service Authority reserves the right to

REJECT Your Proposal Package if You fail to satisfy the Service Authority that You are

properly qualified to carry out the obligations under this RFP.

B. The Service Authority will not consider a Proposal Package or select a contract to any

person, company or corporation that is in arrears, or is in default to the Service Authority

upon any debt or contract, or that has defaulted as surety or otherwise upon any

obligation to the Service Authority. The Offeror, if requested, must present within forty

eight (48) hours evidence satisfactory to the Procurement Officer of performance ability,

and possession of necessary facilities, pecuniary resources, and adequate insurance to

comply with the terms of these Specifications and Contract Documents.

5.24 Protesting the Requirements or Selection Recommendation

A. Any potential Offeror may protest the requirements of this RFP by submitting a written

protest not less than three (3) business days prior the closing date.

B. Any protest shall be in writing and submitted to the Purchasing Manager at the address

listed in Section 5.5D.

C. The Service Authority will not consider a protest for any claim for reason that the

selected Offeror is not a responsible party, nor shall any protest be considered for any

matter which the Purchasing Manager determines could reasonably have been ascertained

prior to the closing date of this RFP, unless such protest shall have been filed in writing

not less than three (3) business days prior to such time.

D. Written Submission:


The protester shall present its protest in a concise and logical written format to 1.

facilitate review. Failure to substantially comply with any of the requirements of this

subsection may be grounds for dismissal of the protest.

The protest shall include at least the following information: 2.

a) Name, address, email address, and fax and telephone numbers of the protester;

b) Solicitation number;

c) Detailed statement of the legal and factual grounds for the protest, including a

description of resulting harm to the protester;

d) Copies of supporting documents, if any;

e) Statement of relief requested;

f) All information establishing that the protester is an interested party for the

purpose of filing a protest on an award decision; and,

g) All information establishing the timeliness of the protest.

E. The Director of Management and Budget shall decide all protests within ten (10) Days of

receipt and shall issue a written finding. This decision shall be final unless the protester

institutes legal action in accordance with §2.2-4364 of the Code of Virginia.

SECTION 6 SUBMITTAL REQUIREMENTS

6.1 Submittal Requirements

Firms, organizations, or individuals (hereafter “Offerors”) interested in submitting a Proposal

Package (offer) in response to this RFP should submit 1 original, marked “ORIGINAL,” and 4

copies, each marked "COPY” and 1 CD or USB Flash Drive of their Proposal Package for

review and evaluation by the Service Authority. Failure to provide the required copies and

information will be considered during the evaluation process.

6.2 Economy of Presentation

A. You, the Offeror, should prepare Your Proposal Package simply and economically,

providing a straightforward, concise description of Your solution and capabilities to

satisfy the conditions and requirements of this RFP. The Service Authority does not

desire fancy bindings, colored displays, or promotional material unless it specifically

enhances the Service Authority’s understanding of Your offer. Your emphasis should be

on completeness and clarity of content.

B. The Service Authority is not liable or responsible for any costs incurred by any Offeror in

responding to this RFP including, without limitation, costs for presentations,

demonstrations, or interviews, if requested or required.

6.3 Proposal Package Guidelines


A. To facilitate analysis of its Proposal Package, You should prepare Your Proposal Package

in accordance with the instructions outlined in this section. The Service Authority will

consider Your failure to follow these instructions during the evaluation process.

B. The Service Authority emphasizes that You should concentrate on accuracy,

completeness, and clarity of content. Do not assume that You will have any

opportunity to make a presentation or explain any item or detail.

C. Cross Referencing: To the greatest extent possible, You should compose each section on

a stand-alone basis so that its contents may be evaluated with a minimum of cross-

referencing to other sections of the Proposal Package. Unless otherwise clearly noted in

a section, the Selection Committee will assume that information requested for Proposal

Package evaluation which is not found in its designated section has not been included in

the Proposal Package.

D. Indexing: You should include a table of contents to delineate the topics and subsections

for each Tab with more than five (5) pages.

E. Glossary of Definitions, Abbreviations and Acronyms:

You should include a glossary of all key words or phrases that if misinterpreted by 1.

the Service Authority would impact the success of this project.

You should identify and spell out any abbreviation or acronym used, with an 2.

explanation for each.

Glossaries do not count against the page limitations for their respective sections. 3.

F. Page Size and Format:

A “page” is defined as all information that can be legibly printed within one piece of 1.

8.5 x 11 inch piece of paper in accordance with the requirements 2-6 below:

Text should be single-spaced; 2.

Text should be left justified; 3.

Text should be printed in a “portrait” layout; 4.

The text size should be not less than 11 point or more than 14 point; 5.

Margins should be one (1) inch on all four (4) sides; 6.

Pages should be numbered sequentially by Tab and Section; and, 7.

Printed materials should be duplexed / double-sided printing on sustainable materials 8.

as long as it does not prevent a reader from clearly understanding the Proposal

Package.

G. You should submit legible tables, charts, graphs, figures, and pictures wherever practical

to depict organizations, systems and layouts, implementation schedules, plans, etc. These

displays should be uncomplicated, legible and should be printed on 8.5 x 11 inch paper.

H. Binding and Labeling:


You should submit the original paper Proposal Package in a three-ring loose leaf 1.

binder(s), with section tabs, which should permit the Proposal Package to lie flat

when opened.

You should not staple pages together. 2.

You should include a cover sheet in each binder, clearly marked with RFP SA-1709 – 3.

Custodial and Janitorial Services and the Offeror's name. You should place the same

identifying on the spine of each binder.

I. Proposal Package:

You shall provide 1 original and 4 copies of the Proposal Package for this RFP in 1.

the required paper format described above with all the original signatures in a pen ink

color other than black. Digital or electronic signatures are not acceptable.

You should submit1 complete copy of the entire Proposal Package on CD or USB 2.

Flash Drive.

You should include on the CD or USB Flash Drive in addition to all of the required 3.

Proposal Package submittal information, a text “INDEX” file that lists all files on the

CD or USB Flash Drive with the complete file name (filename plus extension) and a

concise written description of what is included in the file.

a) You should submit all text files in the PDF format.

b) You should submit spreadsheets in a Microsoft Excel 2007 or Excel 2010

format.

c) You should scan and submit manufacturers’ specifications pages in the PDF

format, or, in an HTML format.

d) You should submit pictures, photos, and/or drawings in JPG, BMP or GIF

formats.

e) You should submit video clips in a .WMV format.

f) You should clearly print: “RFP SA-1709 – Custodial and Janitorial Services ”

and the Offeror’s name directly on the top surface of each disc with an

indelible marker. Enclose each disc in a rigid plastic protective case. Cases

do not need labels.

g) Electronic or facsimile (FAX) submission of Proposal Packages is not

permitted for this RFP.

6.4 Proposal Package Sections

You should organize Your Proposal Package into the following major sections:

Tab 1 – Introduction, Profile & Required Information

A. RFP Cover Page and RFP Submission Form. The RFP cover page and RFP Submission

Form, completed and signed.

B. Statement of Interest (not more than one page). To be submitted on letterhead expressing

why You are interested in this project.


C. Understanding of Services to be Provided (not more than 3 pages). State in Your own

terms what You think this solicitation is about. Succinctly, describe Your understanding

of the Service Authority’s challenge. Succinctly, describe in Your own terms what You

think are the Service Authority’s anticipated outcomes.

D. Service Delivery Plan. Describe succinctly how You plan to accomplish each of the

objectives of these services.

E. Firm Profile / Firm History (not more than 3 pages). Submit a brief profile of the firm

describing its history, capabilities and recent successes.

F. Negotiation Team. List the full names and functional titles of each person that will be

part of Your negotiation team.

G. Acknowledgement of Addenda, (if any).

H. Licenses. Documentation showing any licenses required and applicable to this

requirement. Virginia licenses are required for prime and Subcontractor.

Tab 2 – Evaluation Criteria

A. Staffing Plan and Experience of Key Personnel:

Provide a staffing plan and list the full names and functional titles of all Key 1.

Personnel that will be part of the project. (Key Personnel - any person whose actions

or inactions can impact the successful outcome of the project.) Describe the role each

will perform in successfully accomplishing this project.

Program / Project Manager. List the full name, business address, telephone, cell 2.

phone, and pager numbers and e-mail address of the individual that will act as the

program / project manager for the project. Provide a resume of the individual’s

background and skills in managing similar projects. List the following information:

a) Years of experience within the area of specialty;

b) Length of and type of service with firm; and,

c) Education and formal training, including copies of any pertinent and required

licenses / certifications.

Provide resumes of all other Key Personnel on the project team. 3.

B. Qualifications and Experience of the Firm in the Commercial Sector: Include example

projects which best illustrate the team’s qualifications for this requirement.

Example Projects: Select projects where multiple team members worked together, if 1.

possible, that demonstrate the team’s capability to perform work similar to that

required for this solicitation. Submit the following minimum information for each

project. Present at least 5 projects.

a) Title and location of project.


b) Year Completed. Enter the year completed of the professional services. If any

of the services are not complete, leave blank and indicate the status in Brief

Description of Project and Relevance to this Project below.

c) Project owner or user, such as a government agency or installation, an

institution, a corporation or private individual.

d) Point of Contact: Provide name of a person associated with the project owner

or the organization which contracted for the professional services, who is very

familiar with the project and the firm’s (or firms’) performance. List

telephone number and e-mail.

e) Brief Description of Project and Relevance to this Project. Indicate scope,

size, cost, principal elements and special features of the project. Discuss the

relevance of the example project to this project.

f) List which firms (or branch offices, if appropriate) on the project team were

involved in the example project, and their roles.

Outside Professionals. List the name, full mailing address, telephone numbers, e-mail, 2.

web address, and contractual relationship with the Offeror of all outside professionals

(not directly employed by the proposing firm), Contractors, or Subcontractors that

will be part of the project. Describe the role each will perform in successfully

accomplishing this project.

Include a proposed Project Organization Chart for all personnel, Subcontractors, and 3.

outside personnel to be used on this project.

The Service Authority reserves the right to conduct or have conducted background 4.

checks (professional, criminal, financial) on any person or organization proposed for

this project).

C. Approach to Coordination of Service: Provide an in-depth summary to emphasize your

approach scheduling and executing work in an effective manner.

D. Price Proposal: The Offeror shall provide pricing on Attachment B for cleaning services

identified in the Scope of Work. Pricing shall be submitted in a separate sealed envelope

marked “Price Proposal”. The outside of this envelope should also include the offeror’s

name, company name, company address and the RFP number.

E. Examination of References/Past Performance: Provide at least five (5) recent references

where the proposed custodial and janitorial services have been successfully used within

the past 5 years. Relevant contracts are defined as contracts for janitorial services of the

same size and scope contemplated herein. The Service Authority will focus on

information that demonstrates quality of performance relative to the size and complexity

of the contract. For each reference provide a brief description of the scope of the contract

and state why the contract is relevant. Offerors should identify problems, weaknesses and

/or deficiencies in the performance of the contracts given as references and their

processes, corrective actions or method of problem resolution used to correct the

weaknesses of deficiencies.


Tab 3 – Proof of Insurability

Provide either a completed Accord form or a signed letter from Your insurance agency on its

letterhead stating that You have or can get the required insurance coverage. See Attachment C –

Required Insurance Limits for minimum requirements.

Tab 4 – References

A. Provide at least five (5) recent references where the proposed product /service has been

successfully used within the past five (5) years. Please use the attached Form A –

Offeror Reference Form.

B. The Service Authority cannot be used as a reference, however all past performance with

the Service Authority will be considered during the evaluation process.

Tab 5 – Litigation

Provide information on the nature, magnitude, and outcome of all litigation and proceedings for

the previous five (5) years where a court or administrative agency has ruled for or against You or

Your organization in any matter related to You or Your organization’s professional activities.

Tab 6 – Subcontractors

A. Provide a list of any proposed Subcontractors that You may use on this project. Provide

the same information required in Tab 1 Sections E and F, Tab 2 Section A, and complete

Tabs 3, 4, 5, and 6 for each Subcontractor.

B. Include a completed Subcontractor Reference Form for each Subcontractor proposed.

Please use the attached Form B – Subcontractor Reference Form.

C. Include a completed Subcontractor No Conflict of Interest Form for each proposed

Subcontractor. Please use the attached Form C – Subcontractor No-Conflict of

Interest Form.

Tab 7 – Exceptions and Other Information

A. Describe any exceptions You take with the requirements of this RFP.

B. Provide any information that will provide insight to the Service Authority about Your

qualifications, fitness and abilities. This information should be succinct.

Tab 8 – Financial Stability

Please note that the information requested under this Tab is not a requirement at the time

of Proposal submission. You may note under this Tab that the information will be

provided upon request.


You shall certify and provide a statement that You are financially stable and have the necessary

resources, human and financial, to provide the services at the level required by the Service

Authority. You should attach a copy of Your latest audited financial statement and Your latest

Dun & Bradstreet (D & B) report. If You do not have an audited financial statement, provide

Your latest financial statements and Your latest Dun & Bradstreet (D & B) report. The Service

Authority reserves the right to use a third-party to verify financial information provided in any

Proposal Package.

You shall be prepared to supply Your latest financial statement upon request, preferably a

certified audit; however, the Service Authority will accept a third party prepared financial

statement and the latest Dun & Bradstreet (D & B) report.

SECTION 7 INSURANCE REQUIREMENTS

A. Each Offeror shall include in its Proposal Package proof of insurance capabilities,

including but not limited to, the following requirements: (Coverage must be purchased

and in place prior to a purchase order or contract being executed by the Service

Authority.)

B. The Contractor shall maintain insurance in the amounts and forms set forth below and

shall provide a Certificate of Insurance to the Service Authority.

C. The Contractor shall comply with the insurance requirements set forth in the following

numbered paragraphs, plus the coverages and limits indicated in the solicitation.

Technical Proposal Packages must note any desired exceptions to the insurance coverage

which may include the submission of proposed alternatives.

D. The Contractor shall be responsible for its Work and every part thereof, and for all

Materials, equipment, and property of any and all description used in connection

therewith. The Contractor assumes all risks of direct and indirect damage or injury to any

person or property wherever located, resulting from any action, omission, commission, or

operation under the Contract, or in connection in any way whatsoever with the contracted

Work.

E. The Contractor shall, during the continuance of all Work under the Contract provide and

agree to maintain the following:

Worker’s Compensation and employer’s liability insurance under the Commonwealth 1.

of Virginia statutory requirements, to protect the Contractor from any liability or

damages for any injuries (including death and disability) to any and all of its

employees, volunteers, or Subcontractors, including any and all liability or damage

which may arise by virtue of any statute or law in force within the Commonwealth of

Virginia, or which may be hereinafter enacted.


General liability insurance in the amount prescribed by the Service Authority, to 2.

protect the Contractor, its Subcontractors, and the interest of the Service Authority,

against any and all injuries to third parties, including bodily injury and personal

injury, wherever located, resulting from any action or operation under the Contract or

in connection with the contracted Work. The general liability insurance shall also

include the “Broad Form General Liability Endorsement”, in addition to coverages

for explosion, collapse, and underground hazards, where required. Completed

operations liability coverage shall continue in force for one (1) year after completion

of Work.

Automobile liability insurance, including property damage, covering all owned, non-3.

owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition,

all mobile equipment used by the Contractor in connection with the contracted Work,

will be insured under either a standard automobile liability policy, or a commercial

general liability policy.

F. Liability insurance may be arranged by general liability and automobile liability policies

for the full limits required, or by a combination of underlying liability policies for lesser

limits with the remaining limits provided by an excess or umbrella liability policy.

G. The Contractor shall provide insurance issued by companies admitted within the

Commonwealth of Virginia, with the Best’s Key Rating of at least A-:VI.

H. The Contractor shall provide an original, signed certificate of insurance, evidencing such

insurance and such endorsements as prescribed herein, and shall have it filed with the

Purchasing Manager before any work is started.

I. The Contractor will secure and maintain all insurance policies of its Subcontractors

which shall be made available to the Service Authority on demand.

J. The Contractor will provide on demand, certified copies of all insurance coverage on

behalf of the Contract within ten (10) Days of demand by the Service Authority. These

certified copies will be sent to the Service Authority from the Contractor’s insurance

agent or representative.

K. No change, cancellation, or non-renewal shall be made in any insurance coverage without

a thirty (30) Day written notice to the Purchasing Manager. The Contractor shall furnish

a new certificate prior to any change or cancellation date. The failure of the Contractor to

deliver a new and valid certificate will result in suspension of all payments until the new

certificate is furnished to the Purchasing Manager.

L. Insurance coverage required in these specifications shall be in force throughout the

Contract term. Should the Contractor fail to provide acceptable evidence of current

insurance within five (5) Days of written notice at time during the Contract term, the

Service Authority shall have the absolute right to terminate the Contract without any

further obligation to the Contractor, and the Contractor shall be liable to the Service


Authority for the entire additional cost of procuring the incomplete portion of the

Contract at time of termination.

M. Compliance by the Contractor and all Subcontractors with the foregoing requirements as

to carrying insurance shall not relieve the Contractor and all Subcontractors of their

liabilities and obligations under this section or under any other section or provisions of

the Contract.

N. Contractual and other liability insurance provided under the Contract shall not contain a

supervision, inspection, or services exclusion that would preclude the Service Authority

from supervising and/or inspecting the project as to the end result. The Contractor shall

assume all on-the-job responsibilities as to the control of persons directly employed by it

and of the Subcontractors and any person employed by the Subcontractors.

O. Nothing contained herein shall be construed as creating any contractual relationship

between any Subcontractor and the Service Authority. The Contractor shall be as fully

responsible to the Service Authority for the acts and omissions of the Subcontractors and

of persons employed by them as it is for acts and omissions of persons directly employed

by it.

P. Precaution shall be exercised at all times for the protection of persons (including

employees) and property.

Q. The Contractor and all Subcontractors shall comply with the Occupational Safety and

Health Act of 1970, Public Law 91-956, as it may apply to the Contract.

R. If the Contractor does not meet the specifications of these insurance requirements,

alternate insurance coverage, satisfactory to the Purchasing Manager, may be considered.

S. The Service Authority shall be named additional insured in the general liability policies

and stated so on the certificate of insurance.

T. Coverages and Limits – For specific Coverages and Limits required for this project, see

Attachment C Required Insurance Limits.

SECTION 8 FORMS

Included on the subsequent pages are the following forms:

Form A – Offeror Reference Form

Form B – Subcontractor Reference Form

Form C – Subcontractor No Conflict of Interest Form


Form D – Proposal Package Checklist


Form A – Offeror Reference Form

(The Service Authority cannot be used as a reference.)

The Offeror shall be a competent and experienced organization with an established reputation within the community

performing the type of work required for this contract. The Offeror shall have performed similar work for a

minimum period of five (5) years. Indicate below a listing of at least five (5) recent projects completed by Your

firm that can substantiate past work performance and experience in the type of work required for this contract. The

Service Authority may make such investigations as it deems necessary to determine the ability of the Offeror to

perform the work, and the Offeror shall furnish to the Service Authority all such information and data for this

purpose as the Service Authority may request.

1. Firm Name

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Percent of work by own forces: Actual completion date:

Description of Work Performed:

2. Firm Name

Address:


Email Address:





3. Firm Name

Address:


Email Address:






4. Firm Name

Address:


Email Address:





5. Firm Name

Address:


Email Address:






Form B – Subcontractor Reference Form

(Submit a separate reference form for each proposed Subcontractor)

The Service Authority reserves the right to reject offers from any firm not meeting the minimum qualifications. If

any proposed Subcontractor’s experience is not deemed acceptable to the Service Authority, the Service Authority

shall inform the Contractor and the Contractor must identify an acceptable substitute prior to award without

effecting the prices bid. Subcontractor shall be a competent and experienced firm with an established reputation

within the community. Each Subcontractor shall have performed similar work for a minimum period of five (5)

years. Furnish a representative list of at least three (3) projects.

SUBCONSULTANT’S NAME:

ADDRESS:

TELEPHONE:

CONTACT NAME:

DESCRIPTION OF ITEM(S) TO BE SUBCONTRACTED:

1. Firm Name:

Address:


Email Address:



Description:

2. Firm Name:

Address:


Email Address:



Description:

3. Firm Name:

Address:


Email Address:



Description:


Form C – Subcontractor No-Conflict of Interest Form

I HEREBY CERTIFY that

1. I (printed name) ____________________________________________________________am the

(title) _______________________________ and the duly authorized representative of the firm of

(Firm Name) ________________________________________________ whose address is

_____________________________________________________________________, and that I

possess the legal authority to make this affidavit on behalf of myself and the firm for which I am

acting; and,

2. Except as listed below, no employee, officer, or agent of the firm have any conflicts of interest,

real or apparent, due to ownership, other clients, contracts, or interests associated with this

project; and,

3. This Proposal Package is made without prior understanding, agreement, or connection with any

corporation, firm, or person submitting a Proposal Package for the same services, and is in all

respects fair and without collusion or fraud.

EXCEPTIONS (List)

Signature: _______________________________________________________________

Printed Name: ___________________________________________________________

Firm Name: _____________________________________________________________

Date: ___________________

Sworn to and subscribed before me this ___________ day of ___________________201_

Personally Known ______________

or Produced Identification ________, Type of Identification ______________________

My Commission Expires _________________

______________________________________________

(Printed, typed or stamped commissioned name of notary)

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL

PACKAGE FOR EACH PROPOSED Subcontractor


Form D – Proposal Package Checklist

Before submitting Your Proposal Package, review the submittal requirements and ensure each

section is included. Failure to include the required materials may preclude the Selection

Committee from considering Your Proposal Package.

RFP Reference Description N/A

(x)

By

(initial)

PWCSA

Use

Sect. 5.2 Delivery of Proposal Package

Sect. 6.3 E Glossary of Definitions, Abbreviations and Acronyms

Sect. 6.3 H Cover Sheet

Sect. 6.4 Tab 1 Sec A Signed RFP Cover Page / Submission Form

Sect. 6.4 Tab 1 Sec B Statement of Interest

Sect. 6.4 Tab 1 Sec C Understanding of Services to be Provided

Sect. 6.4 Tab 1 Sec D Service Delivery Plan

Sect. 6.4 Tab 1 Sec E Firm Profile/Firm History

Sect. 6.4 Tab 1 Sec F Negotiation Team

Sect. 6.4 Tab 1 Sec G Acknowledgement of Addenda

Sect. 6.4 Tab 1 Sec H Licenses

Sect. 6.4 Tab 2 Sec A Staffing Plan and Experience of Key Personnel

Sect. 6.4 Tab 2 Sec B Qualifications and Experience of the Firm in the Commercial

Sect. 6.4 Tab 2 Sec C Approach to the Coordination of Service

Sect. 6.4 Tab 2 Sec D Price Proposal (Submit in separate envelope)

Sect. 6.4 Tab 2 Sec E Examination of References/Past Performance

Sect. 6.4 Tab 3 &

Attachment C Proof of Insurability

Sect. 6.4 Tab 4 References

Sect. 6.4 Tab 5 Litigation

Sect. 6.4 Tab 6 Subcontractors

Sect. 6.4 Tab 7 Exceptions and Other Information

Sect. 6.4 Tab 8 Financial Stability

Form A Offeror Reference Form

Form B Subcontractor Reference Form

Form C Subcontractor No-Conflict of Interest Form

Form D Proposal Package Checklist


SECTION 9 SAMPLE CONTRACT TERMS & CONDITIONS

1. General Terms & Conditions

1.1 Independent Contractor

A. You, as the Contractor, agree that You shall be acting as an independent Contractor and

will not be considered or deemed to be an agent, employee, joint venture, or partner of

the Service Authority. You will have no authority to contract for or bind the Service

Authority in any manner and shall not represent Yourself as an agent of the Service

Authority or as otherwise authorized to act for or on behalf of the Service Authority.

B. You warrant that You have not employed or retained any company or person, other than a

bona fide employee working solely for You to solicit or secure a contract / agreement

with the Service Authority and that You have not paid or agreed to pay any person,

company, corporation, individual, or firm other than a bona fide employee working solely

for You any fee, commission, percentage, gift, or other consideration contingent upon on

resulting from the award or making of Your Proposal Package /offer.

C. The Service Authority may require, in writing, that You remove from the work site any

employee the Service Authority deems incompetent, careless, or otherwise objectionable.

D. You agree that You will not require any laborer or mechanic to work in unsanitary,

hazardous, or dangerous surroundings or working conditions. You shall supervise the

work force to ensure that all workers conduct themselves and perform their work in a safe

and professional manner.

1.2 Immigration Reform and Control Act of 1986

By submitting a Proposal Package You, the Offeror, certify to the Prince William County

Service Authority that You do not and will not during the performance of the Contract employ

illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and

Control Act of 1986.

1.3 Employment Discrimination

During the performance of the Contract, You agree to the following:

The Contractor shall not discriminate against any employee or applicant for 1.

employment because of race, religion, color, sex, age, handicap, or national origin

except when such condition is a bona fide occupational qualification reasonably

necessary for the normal operations of the Contractor. The Contractor agrees to post

in conspicuous places, visible to employees and applicants for employment, notices

setting forth the provisions of this nondiscrimination clause.


The Contractor, in all solicitations or advertisements for employees placed by or on 2.

behalf of the Contractor, shall state that such Contractor is an Equal Opportunity

Employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rule, 3.

or regulation shall be deemed sufficient for the purpose of meeting the requirements

of this section.

The Contractor shall include the provisions of the foregoing subsections F.1, F.2, and 4.

F.3 above in every subcontract or purchase order so that the provisions will be

binding upon each Subcontractor and vendor.

1.4 No Assignment of Contract

A. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of any

award or of any of its rights, title, or interests therein, without the prior written consent of

Service Authority's Purchasing Manager. All assignments of rights are prohibited

whether they are voluntary or involuntary, by merger, consolidation, dissolution,

operation of law, or any other manner. For purposes of this Section:

a “change of control” is deemed an assignment of rights; and, 1.

“merger” refers to any merger in which a party participates, regardless of whether 2.

it is the surviving or disappearing corporation.

B. No Delegations. No party may delegate any performance under the contract agreement.

C. Consequences of Purported Assignment or Delegation. Any purported assignment of

rights or delegation of performance in violation of this section will be void.

1.5 Governing Law and Choice of Forum

This Contract is binding upon the assigns and successors of each party. Except to the extent

Federal law is applicable, the interpretation, effect, and validity of this Contract shall be

governed by the laws of the Commonwealth of Virginia.

1.6 Licenses and Certificates

A. The Service Authority reserves the right to require documentation that each Offeror is an

established business and is abiding by the Ordinances, Regulation, and Laws of their

community and the Commonwealth of Virginia.

B. If You are required by any regulatory agency to maintain professional license or

certification to provide any product and/or service solicited under this RFP, the Service

Authority reserves the right to require You to provide documentation of Your current

license and/or certification before considering Your Proposal Package and/or before

awarding a contract.


C. If You fail to keep Your required licenses and/or certifications current and in force for the

term of the Contract and any extension, the Service Authority will deem You to be in

breach of contract and will take all appropriate actions.

1.7 Contractor Must Be Authorized To Transact Business In The Commonwealth

A. In accordance with the Virginia Public Procurement Act § 2.2-4311.2 a Contractor

organized as a stock or non-stock 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 or as otherwise required by law.

B. An Offeror organized or authorized to transact business in the Commonwealth pursuant

to Title 13.1 or Title 50 shall include in its Proposal Package the identification number

issued to it by the State Corporation Commission. 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 shall include in its Proposal

Package a statement describing why the Offeror is not required to be so authorized.

C. Any Offeror described in subsection B that fails to provide the required information shall

not be selected unless a waiver of this requirement and the administrative policies and

procedures established to implement this section is granted by the Service Authority.

D. Any business entity described in subsection A that enters into an agreement or contract

with the Prince William County Service Authority pursuant to the chapter 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, or to be revoked or

cancelled at any time during the term of the Contract.

E. The Service Authority may void any contract with a business entity if the business entity

fails to remain in compliance with the provisions of this section.

1.8 Indemnification and Hold Harmless

If selected as a result of this RFP, You, the Contractor, agree to protect, defend, indemnify and

hold the Service Authority, its officers, employees and agents free and harmless from and against

any and all losses, penalties, damages, settlements, costs, charges, professional fees or other

expenses or liabilities of every kind and character arising out of or relating to any and all claims,

liens, demands, obligations, actions, proceedings or causes of action of every kind and character

in connection with or arising directly or indirectly out of the error, omission or negligent act of

the Contractor. Without limiting the generality of the foregoing, any and all such claims, etc.,

relating to personal injury, infringement of any patent, trademark, copyright (or application for

any thereof) or of any other tangible or intangible personal or property right, or actual or alleged

violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree

of any court, shall be included in the indemnity hereunder. You further agree to investigate,

handle, respond to, provide defense for and defend any such claims, etc., at Your sole expense


and agree to bear all other costs and expenses related thereto, even if such claim is groundless,

false or fraudulent.

1.9 Disclaimer of Liability

As a political subdivision of the Commonwealth of Virginia, the Service Authority cannot hold

harmless or indemnify any Offeror, or Contractor for any liability whatsoever.

1.10 Nondiscrimination of Contractors

The Service Authority will not discriminate against any Offeror or Contractor in the solicitation

or award of the Contract because of race, religion, color, sex, national origin, age, disability,

faith-based organizational status, or any other basis prohibited by state law relating to

discrimination in employment or because the Offeror employs ex-offenders, unless the Service

Authority has made a written determination that employing ex-offenders on the specific contract

is not in its best interest. If the award of the Contract is made to a faith-based organization and

an individual who applies for or receives goods, services, or disbursements provided pursuant to

the 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/her objection, access

to equivalent goods, services, or disbursements from an alternative provider.

1.11 Anti-Discrimination

A. By submitting a Proposal Package, the Offeror certifies to the Prince William County

Service Authority that if it is awarded a contract from this solicitation, it 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).

B. In every contract over $10,000 the provisions in subsections C and D below apply.

C. During the performance of the Contract, the Contractor agrees as follows:

The Contractor will not discriminate against any employee or applicant for 1.

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.

The Contractor, in all solicitations or advertisements for employees placed by or on 2.

behalf of the Contractor, will state that such Contractor is an equal opportunity

employer.

D. Notices, advertisements and solicitations placed in accordance with federal law, rule or

regulation shall be deemed sufficient for the purpose of meeting these requirements.

E. The Contractor will include the provisions of subsection C above in every subcontract or

purchase order over $10,000, so that the provisions will be binding upon each

Subcontractor or vendor.

1.12 Ethics in Public Contracting

A. By submitting a Proposal Package, the Offeror certifies to the Prince William County

Service Authority that it has familiarized itself with Article 6 of Title 2.2 of the Virginia

Public Procurement Act, Sections 2.2-4367 through 2.2-4377, VA Code Ann., and that all

amounts received by it, pursuant to this Procurement, are proper and in accordance

therewith.

B. By submitting a Proposal Package, the Offeror certifies to the Prince William County

Service Authority that its Proposal Package is made without collusion or fraud and that it

has not offered or received any kickbacks or inducements from any other Offeror,

supplier, manufacturer or Subcontractor in connection with its Proposal Package, and that

it has 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.

1.13 Non-Discrimination Against “Faith Based” Organizations

A. The Prince William County Service Authority does not discriminate against faith-based

organizations.

B. It is the intent of the Virginia General Assembly, in accordance with the Personal

Responsibility and Work Opportunity Reconciliation Act of 1996, P. L. 104-193, to

authorize public bodies to enter into contracts with faith-based organizations for the

purposes described in this section on the same basis as any other non-governmental

source without impairing the religious character of such organization, and without

diminishing the religious freedom of the beneficiaries of assistance provided under this

section.


C. For the purposes of this section, “faith-based organization” means a religious

organization that is or applies to be a Contractor to provide goods or services for the

programs funded by the block grant provided pursuant to the Personal Responsibility and

Work Opportunity Reconciliation Act of 1996, P. L. 104-193.

1.14 Drug-Free Workplace To Be Maintained By Contractor For Contracts Over $10,000.00

If awarded a contract from this RFP, the Contractor, during the performance of the Contract

agrees to:

A. Provide a drug-free workplace for its employees.

B. 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.

C. State in all solicitations or advertisements for employees placed by or on behalf of the

Contractor that the Contractor maintains a drug-free workplace.

D. Include the provisions of the foregoing clauses in every subcontract or purchase order

over $10,000.00, so that the provisions will be binding upon each Subcontractor or

Contractor.

E. For the purpose 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 in

accordance with this chapter, 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.

1.15 Termination for Default

Each term and condition is material and any breach or default by the awarded Offeror

(Contractor) in the performance of each such term and condition shall be considered a material

breach or default of the entire contract for which the Service Authority shall have the right to

terminate the Contract immediately, without penalty or liability.

A. The Service Authority's Contract Administrator shall notify, in writing, the Contractor of

deficiencies or default in the performance of its duties under the Contract and the

Contractor shall have fifteen (15) Days to correct same or to request, in writing, a

hearing. The Purchasing Manager shall hear and act upon same within thirty (30) Days

from receipt of said request and shall notify the Contractor of said action. The action by

the Purchasing Manager shall be either to confirm, in whole or in part, the specified

deficiencies or default, or to relieve the Contractor of responsibilities for said deficiencies

or default, or find that there are no deficiencies or default, or such action as deemed


necessary in the judgment of the Purchasing Manager. Failure of the Contractor to

remedy said specified items of deficiency or default in the notice by either the Service

Authority’s Contract Administrator or by the decision of the Purchasing Manager,

whichever is applicable, within fifteen (15) Days of receipt of such notice of such

decisions, shall result in the termination of the Contract, and the Service Authority shall

be relieved of any and all responsibilities and liabilities under the terms and provisions of

the Contract. In such event, the Contractor shall have the right to seek a judicial review

of such action within thirty (30) Days of same. The Contractor shall not be found in

default for events arising due to Force Majeure (see Section 6.17).

B. In addition, any of the following shall constitute a default for which the Service Authority

shall have the right to terminate the Contract immediately, without penalty or liability:

Contractor failure to make prompt payment to Subcontractor or Suppliers pursuant to 1.

the Contract requirements, including but not limited to any applicable provisions of

the Virginia Public Procurement Act, Va. Code Ann. Section 2.2-4300 et seq.

The Contractor is dissolved, becomes insolvent, generally fails to pay or admits in 2.

writing its inability generally to pay its debts as they become due.

The Contractor makes a general assignment, arrangement or composition agreement 3.

with or for the benefit of its creditors or makes, or sends notice of any intended, bulk

sale; the sale, assignment, transfer or delivery of all or substantially all of the assets of

Contractor to a third party; or the cessation by Borrower as a going business concern;.

The Contractor files a petition in bankruptcy or institutes any action under federal or 4.

state law for the relief of debtors or seeks or consents to the appointment of an

administrator, receiver, custodian or similar official for the wind up of its business (or

has such a petition or action filed against it and such petition action or appointment is

not dismissed or stayed within 45 Days).

The reorganization, merger, consolidation, liquidation, suspension of business 5.

operations or dissolution of the Contractor (or the making of any agreement therefor).

1.16 Termination for Non-Appropriation of Funds

If the Service Authority Board of Directors does not appropriate funds for any succeeding fiscal

year subsequent to the one in which a contract is entered into, then the Service Authority may

terminate the Contract upon thirty (30) Days prior written notice to the Contractor. The Service

Authority shall be responsible only for payments due through the date of termination.

1.17 Termination for Convenience of the Service Authority

A. The Contractor and the Service Authority agree that the Service Authority has the sole

right to terminate any contract, or any Work or delivery required thereunder, from time to

time either in whole or in part, whenever the General Manager of the Service Authority

shall determine that such termination is in the best interests of the Service Authority.


B. Termination, in whole or in part, shall be effected by delivery of a Notice of Termination

signed by the Service Authority General Manager or designee, mailed or delivered to the

Contractor, and specifically setting forth the effective date and conditions of the

termination.

C. Upon receipt of such notice, the Contractor shall:

Cease any further deliveries or Work due under the Contract, on the date, and to the 1.

extent, which shall be specified in the notice; and

Place no further orders with any Subcontractor except as may be necessary to perform 2.

that portion of the Contract not subject to the Notice of Termination; and

Terminate all subcontracts except those made with respect to contract performance 3.

not subject to the notice; and

Settle all outstanding liabilities and claims which may arise out of such termination, 4.

with the ratification of the Service Authority’s Purchasing Manager; and

Use all reasonable efforts to mitigate any damages which may be sustained by it as a 5.

consequence of termination under this clause.

D. After complying with the foregoing provisions, the Contractor shall submit a termination

claim within six (6) months after the effective date of its termination, unless an extension

is granted by the Service Authority’s Purchasing Manager.

E. The Service Authority’s Purchasing Manager, with the approval of the Service

Authority’s signatory to the Contract, shall pay all reasonable costs of termination,

including a reasonable amount for profit on supplies or services delivered or completed.

In no event shall this amount be greater than the original contract price, reduced by any

payments made prior to Notice of Termination and further reduced by the price of the

supplies not delivered, or the services not provided. The Contract shall be amended

accordingly, and the Contractor shall be paid the agreed amount.

F. In the event that the parties cannot agree on the whole amount to be paid to the

Contractor by reason of termination under this clause, the Service Authority’s Purchasing

Manager shall pay to the Contractor the amounts determined as follows, without

duplicating any amounts which may have already been paid under the preceding

paragraph of this clause.

G. For all contract performance prior to the effective date of Notice of Termination, the total

of:

Cost of work performed or goods delivered and accepted by the Service Authority. 1.

The cost of settling and paying any reasonable claims as provided in subparagraph 2.

(E) above.

A sum as profit on the cost of work performed or goods delivered determined by the 3.

Service Authority’s Purchasing Manager to be fair and reasonable.


The total sum to be paid shall not exceed the total contract price, as reduced by the 4.

amount of payments otherwise made, and as further reduced by the Contract price of

work or supplies not provided.

H. In the event that the Contractor is not satisfied with any payments which the Service

Authority’s Purchasing Manager shall determine to be due under this clause, the

Contractor may appeal any claim to the Board of Directors of the Service Authority in

accordance with the Dispute / Claim clause of the Contract.

I. The Contractor shall include similar provisions in any subcontract, and shall specifically

include a requirement that Subcontractor (s) make all reasonable efforts to mitigate

damages which may be suffered. Failure to include such provisions shall bar the

Contractor from any recovery from the Service Authority whatsoever of loss or damage

sustained by a Subcontractor (s) as a consequence of termination for convenience.

1.18 Termination by Mutual Consent

During performance of the Contract, if the Service Authority and the Contractor mutually agree

that it would be in the best interests of both parties to agree to terminate the Contract, then fair

and reasonable considerations shall be negotiated and the Contract deemed completed.

1.19 Force Majeure

A. The Service Authority and the Contractor will exercise every reasonable effort to meet

their respective obligations of this agreement; however, neither party shall be considered

to be in default of this agreement if delays in or failure of performance shall be due to

uncontrollable forces, the effect of which, by the exercise of reasonable diligence, the

non-performing party could not avoid. The term “uncontrollable forces” shall mean any

event which results in the prevention or delay of performance by a party of its obligations

under this agreement and which is beyond the reasonable control of the non-performing

party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning,

epidemic, war, riot, civil disturbance, sabotage, terrorism and governmental actions.

B. Neither party shall, however, be excused from performance if non-performance is due to

forces that are preventable, removable, or remediable nor which the non-performing party

could have, with the exercise of reasonable diligence, prevented, removed, or remedied

with reasonable dispatch. The non-performing party shall, within a reasonable time of

being prevented or delayed from performance by an uncontrollable force, give written

notice to the other party describing the circumstances and uncontrollable forces

preventing continued performance of the obligations of this agreement.

1.20 Prime Contractor

A. If the Proposal Package includes product, equipment, services, software or supplies

marketed by other suppliers, the Contractor shall act as the prime Contractor for all such

items and services and shall assume full responsibility for the procurement and


maintenance of such items or services. The Contractor shall be considered the sole point

of contact with regard to all stipulations, including payment of all charges and meeting all

requirements of this RFP.

B. The Offeror shall include the full name, address, and telephone number of every

company bearing an interest in the proposed equipment or services. All Subcontractors

will be subject to review by the Service Authority in regards to competency and security

concerns. After the issuance of the Contract no change in Subcontractors will be made

without the prior written consent of the Purchasing Manager, or designee.

C. The Contractor shall be responsible for all insurance, permits, licenses, etc., for any and

all Subcontractors. Even if the Subcontractor is self-insured, the Service Authority will

require the Contractor to provide the insurance certificates.

1.21 Payments to Subcontractors

A. In the event that the Contractor utilizes a Subcontractor for any portion of the Work

under the Contract, the Contractor shall take one (1) of the two (2) following actions

within seven (7) Days after receipt of amounts paid to the Contractor by the Service

Authority for work performed by a Subcontractor under the Contractor:

Pay a Subcontractor for the proportionate share of the total payment received from 1.

the Service Authority attributable to the work performed by that Subcontractor under

the Contractor; or

Notify the Service Authority and any Subcontractors, in writing, of its intention to 2.

withhold all or a part of the Subcontractor’s payment with the reason for nonpayment.

B. The Contractor shall pay interest to a Subcontractor on all monies owed by the Contractor

that remain unpaid after seven (7) Days following receipt by the Contractor of payment

from the Service Authority for work performed by a Subcontractor under the Contract,

except for amounts withheld under subsection A.2 of this section. The Contractor’s

obligation to pay an interest charge to a Subcontractor pursuant to the provisions of this

section will not be construed to be an obligation by the Service Authority. A contract

modification will not be made for the purpose of providing reimbursement for any such

interest charge. A cost reimbursement claim will not include any amount for

reimbursement for such interest charge.

C. Unless otherwise provided under the terms of the Contract, interest shall accrue at the

rate of 1% per month. The Contractor shall include in each of its subcontracts a

provision requiring each Subcontractor to otherwise be subject to the same payment and

interest requirements set forth in this section with respect to each lower-tier

Subcontractor.

1.22 Acceptance of Service

The acceptance process will be clearly described in the negotiated Contract.


1.23 Payment Terms

A. The Service Authority will remit full payment on all undisputed invoices in accordance

with the terms of the Contract.

B. The Service Authority will pay interest, in accordance with Chapter 43 - Virginia Public

Procurement Act on all undisputed invoices not paid within thirty (30) Days after

acceptance of the service(s), AND a properly completed invoice, whichever is later.

1.24 Invoice Documentation Requirements and Status Report

A. Invoices (or Applications for Payment) must contain sufficient information for the

Service Authority to verify that the work was performed in accordance with the Contract.

The Service Authority requires that the following information be included in the invoice

(or must be in the form of a report which must accompany the invoice) and contain the

following information:

Contract Title and Contract Number, Purchase Order Number; 1.

Dates services were provided; 2.

Summary of deliverables or work achieved during the specified billing period 3.

including, for unit price work, details of quantities and prices, for lump sum work,

details of the work performed in accordance with the schedule of values; and,

Proper documentation to support payment of non-schedule work/items not included in 4.

the Contract to include payroll records, and invoices for all materials, supplies, and

services, purchased or leased, in performance of the work.

B. The Task Order and resulting invoice(s), or an accompanying report, shall clearly state

the line item number, description, quantity, and rate/unit price in accordance with the

Contract.

C. Prior to work performed under this Contract, Contractor shall submit for Service

Authority’s approval a sample invoice and/or Contract Status Report. The Service

Authority reserves the right to withhold invoice payment until sufficient documentation is

provided.

D. All invoices will be paid within the time specified by the Contract unless any items

thereon are questioned, in which event payment will be withheld for those items pending

verification of the amount and the validity of the claim.

E. Invoices shall be forwarded to:

By Mail


Attn: Accounts Payable


P O. Box 2266

Woodbridge, Virginia 22195

or (Physical Delivery)


Attn: Accounts Payable


Woodbridge, Virginia 22192

Or (Electronically, via email)

[email protected]

Monthly Status Reporting for Projects/Task Orders for Exceeding 90 Days Duration:

F. A monthly Contract Status Report is required for all Work or Task Orders exceeding 90

Days. In addition to the items required for invoice payment, the Contract Status Report

for projects exceeding 90 Days should include at a minimum the following:

Budget of hours and Dollars 1.

Notice of any issues that could affect project completion schedule, quality or price 2.

Cost and hours incurred to date 3.

Estimated cost and hours to complete 4.

Budget and schedule analysis 5.

Projected completion date 6.

G. The Status Report may accompany the Invoice or Application for Payment, as supporting

documentation.

1.25 Material and Workmanship

A. You, as the Contractor, are solely responsible for the professional quality, technical

accuracy, timely completion and coordination of all the products and/or services

furnished under any Task Order issued as a result of this RFP. You shall, without

additional considerations, correct or revise any errors, omissions or other deficiencies in

Your services and/or products.

B. All equipment, material, and articles that You may incorporate into the performance of

the contractual requirements shall be new and of the most suitable grade for the purpose

intended.

mailto:[email protected]


C. You shall be responsible for all Materials delivered and work performed until completion

and acceptance of the entire Work, except for any completed unit of work which may

have been accepted by the Service Authority.

1.26 Modifications or Changes to the Task Order

A. The Service Authority may at any time by written Change Order signed by the Service

Authority’s Purchasing Manager make changes within the general scope of any ensuing

Task Order(s) on any one or more of the following:

The description of services to be performed. 1.

Time of performance (i.e., hours of the day, days of the week, etc.). 2.

Place of performance of services. 3.

Specification of supplies to be furnished by the Contractor. 4.

B. If any such change causes an increase or decrease in the cost of performance of any part

of the Work under the Task Order, whether or not changed by the order, or otherwise

affects any other terms and conditions of the Contract, the Service Authority’s

Purchasing Manager shall make an equitable adjustment in the rates and charges of the

Contractor and other affected terms and shall modify the Task Order accordingly. The

Service Authority and Contractor agree to enter into good faith negotiations regarding

modifications to the Task Order. When such modifications or changes are made to the

Task Order, the Service Authority and the Contractor shall negotiate in good faith, a

reasonable and appropriate compensation for any additional services or other obligations

required of the Contractor directly and demonstrably due to any modification in the Task

Order under this Section. Failure to agree to any adjustment shall be a dispute under

Disputes/Claims. However, nothing in this clause shall excuse the Contractor from

proceeding with the Task Order as changed.

C. The Contractor must assert its right to an adjustment under this clause within thirty (30)

calendar days from the date of receipt of the written order.

D. If the Contractor considers that the conduct, statement or direction of any Authority

employee or agent constitutes a change hereunder or during the performance of the Task

Order, the Contractor shall promptly notify the Service Authority’s Purchasing Manager

and take no action on the perceived change pending written approval of the Service

Authority’s Purchasing Manager. Only the Service Authority’s Purchasing Manager has

authority to approve a change to the Task Order. Any change made by Contractor

without such written approval shall be deemed voluntary by Contractor and not

compensable in the cost of or time required for performance.

E. The Contractor, for each change or series of related changes, shall maintain separate

accounts, by job order or other suitable accounting procedure, of all incurred separable,

direct costs (less allocable credits) of work, both changed and not changed, allocable to

the change. The Contractor shall maintain such accounts until the parties agree to an


equitable adjustment for the changes ordered by the Service Authority’s Purchasing

Manager or the matter is conclusively disposed of in accordance with Disputes/Claims.

1.27 Modifications to the Contract Due to Public Welfare, Change in Law or Ordinances

A. The Service Authority shall have the power to make changes in to any ensuing contract(s)

as the result of changes in laws or Ordinances of the Commonwealth of Virginia and/or

Prince William County to impose new rules and regulations on the Contractor under the

Contract relative to the scope and methods of providing services as shall from time-to-

time be necessary and desirable for the public welfare.

B. The Service Authority shall give the Contractor notice of any proposed change and an

opportunity to be heard concerning those matters. The scope and method of providing

services as referenced herein shall also be liberally construed to include, but is not limited

to the manner, procedures, operations and obligations, financial or otherwise, of the

Contractor.

C. In the event any future change in Federal, Commonwealth of Virginia or Prince William

County law or the Ordinances that materially alters the obligations of the Contractor, or

the benefits to the Service Authority, then the Contract(s) shall be amended consistent

therewith.

D. Should those amendments materially alter the obligations of the Contractor, then the

Contractor or the Service Authority shall be entitled to an adjustment in the rates and

charges established under the Task Order(s). Nothing contained in the Contract shall

require any party to perform any act or function contrary to law. The Service Authority

and the Contractor agree to enter into good faith negotiations regarding modifications to

the Contract which may be required in order to implement changes in the interest of the

public welfare or due to change in law. When such modifications are made to the

Contract, the Service Authority and the Contractor shall negotiate in good faith, a

reasonable and appropriate compensation for any additional services or other obligations

required of the Contractor directly and demonstrably due to any modification in the

Contract under this section.

1.28 Intellectual Property Indemnity

A. The Contractor warrants that products and/or services sold to the Service Authority by

the Contractor and the use thereof do not infringe or violate any patent, copyright,

trademark, mask work, trade secret, or any intellectual property of a third party. The

Contractor shall indemnify, defend, settle on behalf of, and hold harmless Service

Authority from and against any and all demands, claims, proceedings, actions, losses,

damages, liabilities, costs, and expenses (including reasonable attorneys’ fees, other

expenses for investigation, handling, and litigation, and settlement or judgment amount)

asserted against or incurred by the Service Authority, by reason of, resulting from, or

arising in connection with any breach of this section.


B. The Service Authority shall promptly notify the Contractor of any claim regarding

indemnification and give information and assistance reasonably requested by the

Contractor and the Contractor is given sole authority to defend or settle such claim. If a

court or a settlement enjoins the use of such products and/or services, the Contractor

shall, at its own expense and at the Service Authority’s option, obtain for the Service

Authority either the right to continue using such products and/or services, replace same

with a non-infringing product and/or service, modify same so it becomes non-infringing,

or refund the value of such products and/or services and accept return for same.

C. The Contractor shall have no liability to the Service Authority with respect to any

infringement of patent, copyright, trademark, or other intellectual property rights,

resulting from the Contractor’s compliance with the Service Authority’s proprietary

design, specification, or instructions, from the Service Authority’s modification of such

product without disclosure to the Contractor, or the Service Authority’s use of such

product with any product and/or service not supplied by the Contractor (except as

specified by the Contractor).

1.29 Waiver of Claims

Once final payment has been requested and made, You, the Contractor, only have thirty (30)

calendar days to present or file any claims against the Service Authority concerning the Task

Order. After that period, the Service Authority will consider that You have waived any right to

claims against the Service Authority concerning the Task Order.

1.30 Disputes and Claims

A. If the Contractor wishes to make a contractual claim, whether for extra compensation,

damages or any other relief, he shall give the Service Authority Notice in strict

accordance with the contract documents. The Contractor’s failure to comply strictly with

the requirements of the contract shall result in waiver of the claim. In any event, all

contractual claims shall be submitted in writing no later than sixty (60) days after final

payment.

A. Resolution of any outstanding claims, counterclaims, disputes and other matters in

question arising out of or relating to the Contract Documents to the extent not resolved by

the parties hereto, shall be resolved exclusively by litigation in either the Circuit Court of

Prince William County, Virginia or the United States District Court for the Eastern

District of Virginia, Alexandria Division. These two courts shall have exclusive and

binding jurisdiction and venue over any and all disputes arising under this Agreement.

The parties voluntarily waive any and all rights to a trial by jury. The fact finder shall be

the court, sitting without a jury; provided, however, that nothing contained herein shall be

construed to invalidate the finality of the Service Authority’s decisions.

B. No Claims Against Individuals: No claim whatsoever shall be made by the Contractor

against any officer, Member, Authorized Representative or employee of Service


Authority or Owner for, or on account of, anything done or omitted to be done in

connection with this Contract, and the Contractor shall be strictly liable for all costs,

attorney’s fees and expenses incurred by any individual or entity who is sued in violation

of this section.

C. Disputes: In order to: (i) clearly identify the existence of a dispute between the parties

and (ii) promote the prompt, efficient and fair resolution of each such dispute, the parties

shall adhere strictly to the claims resolution procedure set forth below. Time is of the

essence in meeting these requirements.

1. Claims Resolution Procedures

i. In accordance with section 2.2-4363, VA Code Ann., this provision shall

be followed for consideration and handling of all claims by the Contractor

under this Contract. Section 2.2-4365, VA Code Ann., is not applicable to

this Contract, and under no circumstances is this paragraph to be construed

as an administrative appeals procedure governed by section 2.2-4365, VA

Code Ann.

ii. Notice of the intent to submit a claim setting forth the basis for any claim

shall be submitted in writing within ten (10) days after the occurrence of

the event giving rise to the claim, or within ten (10) days of discovering

the condition giving rise to the claim, whichever is later.

iii. In no event, shall any claim arising out of this Contract be filed after the

submission of the request for final payment by the Contractor.

iv. Claims by the Contractor with respect to this Contract shall be submitted

in writing in the first instance for consideration by the Contract

Administrator.

v. The decision of the Contract Administrator shall be rendered in writing

within ten (10) days from the receipt of the claim from the Contractor.

vi. If the Contractor is not satisfied with the decision or resolution of the

Contract Administrator, the Contractor may file a formal dispute with

regards to the claim with the Service Authority Purchasing Manager,

which claim shall be received within ten (10) days of the date of decision

of the Contract Administrator.

vii. The Purchasing Manager shall reduce his or her decision to writing and

shall mail or otherwise furnish a copy of this decision to the Contractor

within ten (10) days of the receipt of the claim from the Contractor.

viii. If the Contractor is not satisfied with the decision or resolution of the

Purchasing Manager, the Contractor may appeal the claim with the


Service Authority Director of Management and Budget within ten (10)

days of the Purchasing Manager’s decision.

ix. The Service Authority Director of Management and Budget’s decision on

the claim shall be rendered in writing to the Contractor within ten (10)

days of receipt of the claim from the Contractor.

x. If the Contractor is not satisfied with the decision or resolution of the

Director of Management and Budget, the Contractor may appeal the claim

to the Service Authority General Manager within thirty (30) days of the

Director of Management and Budget’s decision. The Contractor may

submit the appeal to the Service Authority General Manager by mailing or

otherwise furnishing the Director of Management and Budget a copy of

the claim and a request for the Service Authority General Manager’s

determination.

xi. The Service Authority General Manager’s decision on the claim shall be

rendered in writing to the Contractor within thirty (30) days of receipt of

the appeal from the Contractor, and shall be final and binding on behalf of

Service Authority, unless the Contractor files a lawsuit against the Service

Authority.

xii. Should any decision-maker designated under this procedure fail to make a

decision within the time period specified, then the claim is deemed to have

been denied by the decision-maker. Pending a final determination of a

claim, the Contractor shall proceed diligently with the performance of the

Work under the Contract.

xiii. In accordance with the provisions of section 2.2-4363, VA Code Ann., full

compliance with this procedure set forth in the provision shall be a

precondition to the filing of any lawsuit by the Contractor against the

Board of Directors of the Service Authority arising out of this Contract.

1.31 Compliance with Occupational Safety and Health (OSHA) Requirements

A. All services, practices and items furnished as a result of any contract shall comply with

the Federal Occupational Safety and Health Act of 1970, as amended, as well as any

pertinent Federal, Commonwealth of Virginia, and/or local safety or environmental

codes. Your lack of knowledge of these requirements will not relieve You of Your

responsibilities. Failure to comply with this requirement shall be considered a material

breach of contract.

B. Any awarded supplier/provider including dealers, distributors, and/or manufacturers shall

be responsible for having complied with all Federal, State, and local standards,

regulations, and laws concerning the product or service specified, and the use thereof,

applicable and effective on the date of manufacture or use or date in service including


safety and environmental standards as apply to both private industry and governmental

agencies.

C. By submitting a Proposal Package to Service Authority You, the Offeror, certify that all

Materials and equipment used in the performance of and/or delivered under any ensuing

contract shall meet all applicable OSHA or Commonwealth of Virginia requirements. If

any material or equipment is subsequently found to be non-compliant with any applicable

OSHA or Commonwealth of Virginia requirement, all costs necessary to comply with the

requirement shall be borne solely by You, the Offeror.

1.32 Records and Right to Audit

The Contractor shall maintain such financial records and other records as may be prescribed by

the Service Authority or by applicable federal and state laws, rules, and regulations. The

Contractor shall retain these records for a period of three (3) years after final payment, or until

they are audited by the Service Authority, whichever event occurs first. These records shall be

made available during the term of the Contract and the subsequent three-year period for

examination, transcription, and audit by the Service Authority, its designees, or other authorized

entities.

1.33 No Contingent Fee

The Contractor warrants that it has not employed or retained any company or person, other than

a bona fide employee working solely for the Contractor, to solicit or secure this contract and that

it has not paid or agreed to pay any person, company, corporation, individual or firm, other than

a bona fide employee working solely for the Contractor, any fee, commission, percentage, gift,

or other consideration contingent upon or resulting from the award or making of this contract. In

the event the Contractor violates this provision, the Service Authority shall have the right to

terminate this contract for default, without liability, and at its sole discretion, to deduct from the

Contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or

consideration.

1.34 Strikes or Lockouts

The Service Authority will not compensate the Contractor for any expense or delay caused to the

Contractor by a strike, slowdown, lockout, or other concerted employee work interrupting

activity by employees of the Contractor or Subcontractor except adjustment of the Contract time

where warranted, which shall be solely at the Service Authority’s discretion.

1.35 Ownership of Documents/Deliverables

A. All contracts and subcontracts for the preparation of reports, studies, plans, drawings,

Specifications, or other data entered into by the Contractor for a project shall provide that

all such documents, in electronic form, facsimile or hard-copy and the respective rights


obtained by virtue of such subcontracts shall be considered Work Product and become

the property of the Service Authority.

B. All finished or unfinished documents, including, but not limited to, detailed reports,

studies, calculations, plans, Drawings, surveys, maps, models, photographs,

Specifications, and all other data pertaining to or prepared for the Service Authority or

furnished by the Contractor pursuant to this Agreement or any Work shall be and shall

remain at all times, throughout the life of the Task Order and thereafter, the property of

the Service Authority, whether the project for which they are made is completed or not,

and shall be delivered by the Contractor to Service Authority within ten (10) calendar

days after receipt of written notice requesting delivery of said documents.

C. The Contractor shall have the right to keep one (1) record set of the documents upon

completion of the Work; however, in no event shall the Contractor use or permit to be

used, any of the documents without the Service Authority’s written authorization.

D. Any reuse of such documents by the Service Authority without the written verification or

adaptation by the Contractor for the specific purpose intended will be at the Service

Authority’s sole risk.

E. At the conclusion of its Work and before final payment, or from time to time as may be

required by the Service Authority, the Contractor shall release and deliver to the Service

Authority any and all such originals, provided, however, that the Contractor may, with

the Service Authority’s approval, reproduce such originals for the purpose of the

Contractor’s record file of the Work. The Contractor shall not sell, copy, or reuse any

Drawings in total or in part for any other project, except with the prior written permission

of the Service Authority.

F. Except as otherwise agreed and documented with respect to the Service Authority’s

Materials and Work Product or Works Made for Hire, Contractor shall retain all right,

title and interest, including all Contractor Intellectual Property Rights, in and to the

Contractor Material.

G. Any of the Contractor’s Intellectual Property incorporated into or delivered to the Service

Authority as Work Product or Works Made for Hire shall be licensed to the Service

Authority without additional cost for reasonable use in the course of its business.

1.36 Authorized Workforce Documentation (E-Verify)

Within five (5) Days from notice of award of a Task Order, You, the selected Offeror, may be

required to submit to the Procurement Officer documentation that each employee, worker, and

all Subcontractors or employees and workers are authorized to work within the United States.

This documentation must include appropriate eligibility information from the U. S. Citizenship

and Immigration Services E-Verify website.

Custodial and Janitorial Services RFP SA-1709 Page A-1

ATTACHMENT A SCOPE OF WORK

1. General Requirements:

A. The Contractor shall provide all supervision, labor, tools, travel, materials (i.e., cleaning

supplies/chemicals), equipment, delivery, resources and workmanship as may be required for

complete and satisfactory performance of commercial type custodial cleaning services to

maintain the quality standards as described herein.

B. Facilities/Site Locations: The Contractor shall perform the required custodial cleaning

services at the following Service Authority locations:

Item Facility Site Location

1 Spittle Administration Building 4 County Complex Court, Woodbridge, VA 22192

2 Spittle Auxiliary Building 12610 Greatbridge Road, Woodbridge , VA 22192

3 Wellington Operations Center 8410 Virginia Meadows Drive, Manassas, VA

22110

4 Neabsco Operations Center 15801 Neabsco Road, Woodbridge, VA 22191

H.L. Mooney Wastewater Treatment

Facility (see below Buildings)

5 Grubbs Administration Building 1851 Rippon Boulevard, Woodbridge, VA 22191

6 Engineering Building 1851 Rippon Boulevard, Woodbridge, VA 22191

7 Control & Process Building 1851 Rippon Boulevard, Woodbridge, VA 22191

C. Addition/Deletion: The Service Authority reserves the right to add similar items/services or

delete items/services specified in the Contract or to change the frequency of services to

accommodate future needs. The Service Authority and Contractor shall mutually agree upon

prices for items/services to be added to or deleted from the Contract. A Contract Amendment

will be issued for each addition/deletion.

2. Cleaning Quality Standards: It is the responsibility of the Contractor to provide services that

render the Facilities uniformly clean, hygienic, orderly and attractive. The cleaning tasks below are

given as a general guideline to establish a minimum quality of service that the Contractor is

expected to perform. The list is not all inclusive; it merely indicates the bare minimum that is

considered acceptable. Additional cleaning activities are further noted in the attached Exhibits 3-

10, Tasks & Frequencies Guides and may need to be adjusted during the performance of the

Contract to meet overall cleanliness goals.

A. Restrooms, Shower Rooms, Locker Rooms: The Contractor shall:


1. Sweep, wet mop, and scrub floors using a cleanser/disinfectant and ensure floors are free

of water streaks, mop marks, string, gum, grease, tar, etc. Floors shall maintain their

natural luster and not have a dull appearance.

2. Provide equipment and supplies to power scrub and disinfect all bathroom floors when

required as outlined herein.

3. Clean all fixtures including metal and chrome surfaces, toilets, urinals, sinks, shower

stalls, mirrors, waste receptacles, shelving, dispensers, and wall surfaces utilizing a

cleanser/ disinfectant, leaving no dust, spots, stains, rust, mold, encrustation, or excess

moisture. Raise toilet seats after each cleaning.

4. Empty all waste receptacles and replace receptacle liners, restock empty paper towel

dispensers, soap dispensers, toilet paper and seat cover dispensers; empty, clean and

disinfect sanitary napkin receptacles, and replace soiled receptacle liners.

5. Spot clean all other surfaces and mirrors.

6. Remove smudges, marks, or spots without causing any unsightly discoloration.

7. Dust all horizontal surfaces.

8. Ensure corners, crevices, moldings, and ledges are free of all dust and there are no spills,

spots, smudges, or any other disturbances caused by dusting tools.

9. Damp wipe the full surface area of all stall partitions, metals, doors, window frames, sills,

and waste receptacles using cleanser/disinfectant.

10. Remove all dirt, dust, water stains, spots, streaks, and smudges from all surfaces. All

metal and glaze surfaces shall have a uniform luster.

B. Exercise Room/Wellness Centers: The Contractor shall:

1. Disinfect all vinyl surface, handles and general exercise equipment.

2. Use only hot water on all exercise mats as per manufacturer requirements. All vinyl

surfaces on exercise equipment and exercise mats must be free of dust, dirt, spots,

streaks, and smudges.

3. Sweep and scrub all floors free of water streaks, mop marks, string, gum, grease, tar, etc.

Clean floors using an odorless disinfectant to maintain an overall appearance of

cleanliness.

C. Office Cubicles, Board Room/Conference Rooms: The Contractor shall:


1. Empty all waste receptacles and ensure receptacles are clean, odor-free, and free of dirt,

dust, debris, residue and spilled material. Plastic liners for receptacles shall not be torn,

worn, or contain residue and must be changed daily. On a daily basis, collect all solid

waste generated in the building and dispose of at an on-site disposal area designated by

the Service Authority Contract Administrator.

2. Clean and polish all surfaces (metal, brass, woodwork, glass) free of dust, streaks, spots,

hand marks, oil smudges, dirt, soil substances, encrustation, and streaks.

3. Clean all glass, clear partitions, mirror surfaces, bookcases, and other glass within 72” of

the floor free of dirt, dust, streaks, smudges, watermarks, spots, grime. Ensure glass

surfaces are not cloudy and there are no water spots on the glass or adjacent fixture or

furniture.

4. Clean wall surfaces free of smudges, marks, dirt, and spots. Cleaning shall not cause

discoloration.

5. Clean horizontal surfaces that are readily available and visible with a treated dust cloth

free of dust, dirt, oil spots, and smudges. Cabinets and desks with paper, computers, and

keyboards shall not be moved.

6. Vacuum carpet and sweep clean bare floor areas free of trash and foreign matter, leaving

no dirt in corners, behind radiators, under furniture, or behind doors.

7. Spot clean carpet to remove all stains, particularly around corners and edges of carpets.

Remove all excessive buildup of spillage or crusted material along with spots, smears,

and stains. Carpet cleaning areas must show no evidence of fuzzing caused by harsh

rubbing or brushing from the use of abrasive chemicals. Treated areas will blend with

adjacent areas of carpeting.

8. Damp mop, spray and buff all hard and resilient flooring. Sweep and wash floors using

an odorless disinfectant to ensure floors are free of water streaks, mop marks, string,

gum, grease, tar, etc. and present an overall appearance of cleanliness. The floors shall

maintain their natural luster and shall not have a dull appearance.

9. Scrub or strip and wax VCT floors to remove all old finishes.

10. Walls, baseboards, floors, and other surfaces are left free of finish residue and marks

from equipment.

D. Kitchen and Kitchenettes: The Contractor shall:

1. Mop floors and vacuum carpeted floor space. Scrub entrance, clean and polish metal

doorknobs, push bars, kick plates, railing, and other metal surfaces. Clean and polish

wood handrails, doors, and other wood surfaces. Clean spots and marks off walls; dust

all surfaces within approximately 72 inches from the door.


2. Clean floors, base molding and grout free of trash, foreign matter, debris, etc., and

ensure no dirt is left in corners, behind radiators, under furniture, or behind doors.

3. Sweep and wash floors using an odorless disinfectant to ensure floors are free of water

streaks, mop induced stains or marks, gum, grease, tar, etc. and present an overall

appearance of cleanliness. Floors shall maintain their natural luster and shall not have a

dull appearance.

4. Clean carpets free of dust balls, dirt, and other debris; naps on carpet shall lie in one

direction upon completion of the vacuuming.

5. Clean and polish metal surfaces to a uniform luster, free of smears, stains, and finger

marks.

6. Clean all wood surfaces free of smudges and residue. Remove all smudges, marks and

oil spots without causing discoloration from dusting chemicals and/or tools.

7. Wipe clean all tables and chairs free from smudges, food, spills, marks or spots.

8. Clean sinks free of dust, spots, stains, rust, mold, encrustation, or excess moisture.

9. Clean and wipe down inside and outside of all appliances.

E. Public Areas - Common Hallways/Corridors: The Contractor shall:

1. Mop floors and vacuum carpeted floor space. Scrub entrance, clean and polish metal

doorknobs, push bars, kick plates, railing, and other metal surfaces. Clean and polish

wood handrails, doors, and other wood surfaces. Clean spots and marks off walls; dust

all surfaces within approximately 72 inches from the door.

2. Clean floors, base molding and grout free of trash, foreign matter, debris, etc., and

ensure no dirt is left in corners, behind radiators, under furniture, or behind doors.

3. Damp mop, spray and buff all hard and resilient flooring. Sweep and wash floors using

an odorless disinfectant to ensure floors are free of water streaks, mop marks, string,

gum, grease, tar, etc. and present an overall appearance of cleanliness. Floors shall

maintain their natural luster and shall not have a dull appearance.

4. Clean carpets free of dust balls, dirt, and other debris; naps on carpet shall lie in one

direction upon completion of the vacuuming task.

5. Clean and polish metal surfaces to a uniform luster, free of smears, stains and finger

marks.


6. Clean all wood surfaces free of smudges and residue. Remove all smudges, marks and

oil spots without causing discoloration from dusting chemicals and/or tools.

7. Ensure corners, crevices, moldings, and ledges are free of all dust and there are no spills,

spots, smudges, or any other disturbances caused by dusting tools.

8. Clean all glass, clear partitions, mirror surfaces, bookcases, and other glass within 72” of

the floor free of dirt, dust, streaks, smudges, watermarks, spots, and grime. Ensure glass

surfaces are not cloudy and there are no water spots on the glass or adjacent fixture or

furniture.

9. Walls, baseboards, floors, and other surfaces are left free of finish residue and marks

from equipment.

10. Empty all waste receptacles. Discard cigarette butts, matches, and other materials from

receptacles. Receptacles are wiped clean free of dust, ashes, odor, tar streaks, and

nicotine stains.

11. Clean drinking fountains; porcelain or stainless steel surfaces bright and free of dust,

spots, stains, and streaks. Ensure drinking fountains are kept free of any waste material,

ink, coffee grounds, etc.

12. Clean and polish metal door thresholds free of oil, grease, dirt, and grime.

13. Clean wall surfaces free of smudges, marks, dirt, and spots. Cleaning shall not cause

discoloration.

14. Clean horizontal surfaces that are readily available and visible with a treated dust cloth

free of dust, dirt, oil spots, and smudges. Cabinets and desks with paper, computers, and

keyboards shall not be moved.

15. Scrub or strip and wax VCT floors to remove all old finishes. There will be no evidence

of gum, rust, burns, or scuff and dirt marks.

16. Power scrubbing may be required for cleaning grout areas on all tile flooring.

17. Spot clean carpet to remove all stains, particularly around corners and edges of carpets.

Remove all excessive buildup of spillage or crusted material along with spots, smears,

and stains. Carpet cleaning areas must show no evidence of fuzzing caused by harsh

rubbing or brushing from the use of abrasive chemicals. Treated areas will blend with

adjacent areas of carpeting.

F. Elevators and Stairways: The Contractor shall:


1. Clean elevator door tracks free of dirt, debris, built up grime, dust, smudges, and other

extraneous matter.

2. Clean exterior and interior car surfaces free of finger marks, smudges, and spills.

3. Clean carpets and floors free of spots, dirt, and debris. Ensure floors requiring a finish

are maintained at a high luster.

4. Clean exposed stairways, entrances, surfaces, railing, treads, ledges, grills, doors, risers,

radiators, and surrounding areas free of dirt, dust, litter and debris.

G. Entrances, Smoking Areas, Seating Areas & Loading Dock Areas: The Contractor shall:

1. Empty all trash and ash receptacles and keep odor-free, free of dirt, dust, ash, cigarette

butts, debris, residue, and spilled material. Ensure that plastic liners for all trash

receptacles are not torn, worn, or contain residue.

2. Ensure outside entrances are keep clean of gum, litter, cigarette butts, debris, paper,

trash, and other discarded material.

H. Window Blind Cleaning: The Contractor shall determine the best method of cleaning

window blinds without removing them to ensure they are free of dust and grime build up.

After properly cleaning, the Contractor shall lower and close the blinds.

I. Window Washing Services: The Contractor shall clean and wash, clear water rinse and

squeegee all external and accessible internal windows at the Facilities. Contractor shall

provide and use an environmentally friendly cleaning solution, pre-approved by the Service

Authority Contract Administrator, and pay particular attention to avoid window streaking at

time of cleaning. Contractor shall apply additional effort to ensure removal of all hard water

spots found on windows from rain. After the windows are properly cleaned, the Contractor

shall lower and close all blinds. Note: Accessible internal windows are described as:

windows clear of items on the window sill (pictures, plants). The Service Authority is

responsible for removing all items from window sills. The Offeror shall provide in

Attachment B: Pricing Schedule, a lump sum amount for internal and external window

washing services twice a year.

3. Custodial Closets/Storage: The Service Authority shall provide designated custodial closets for

storage of supplies and equipment supplied by the Contractor, which will remain on the job site

throughout the duration of the Contract. The Contractor shall remove from the job site all unused

materials, supplies and equipment within one day after contract termination or expiration.

A. The Contractor shall keep custodial closet areas clean, in an orderly and safe manner at all

times, and shall not interfere with the Service Authority daily operations.

B. The Contractor shall clean utility sinks nightly and scrub custodial closets floors monthly or

more frequently as needed.


C. The Contractor is responsible for protecting and safeguarding their materials, tools and

equipment. The Service Authority will not be responsible for vandalism and/or theft of the

Contractor’s materials, tools and equipment being used during the performance of this Contract.

4. Equipment: The Contractor shall furnish all necessary equipment, including power driven floor

scrubbing machines, back pack vacuum, high dusting equipment, waxing and polishing machines,

industrial floor vacuum cleaners, etc. needed for performance of work under this resulting Contract.

Contractor shall make all equipment such as brooms, mops, vacuums, etc. available to the day

porters during the day.

A. Equipment must be of the size and type customarily used in work of this kind and the

Contractor shall not use any equipment which is harmful to the Facilities or its contents. All

equipment must be in good working condition at all times. The Contractor shall replace/repair

any non-working equipment within twenty-four (24) hours.

B. The Service Authority shall furnish electrical power (110 volts) at existing power outlets for the

Contractor’s use to operate cleaning equipment as is necessary in the performance of the work.

The Contractor is responsible for damage caused to the electrical outlets and their covers due to

improper connection or disconnection of equipment by the Contractor. Contractor shall use

commercial extension cords with all equipment requiring electricity and such extension cords

must be in safe operating condition.

C. The Service Authority shall furnish all utilities (i.e., hot and cold water) necessary for cleaning

purposes.

5. Performance Requirements: The Contractor shall complete all services as outlined below:

A. Routine Cleaning Services: The Service Authority requires services identified as routine

services in the attached Exhibits 3-10: Tasks & Frequencies Guides (daily, weekly and

monthly) to commence promptly, but no later than five (5) working days after receipt of a

Service Authority issued Purchase Order, which serves as the Contractor’s Notice to Proceed.

B. Emergency Cleaning Services: The Service Authority has the option of declaring any needed

work to be an emergency. In the event of an emergency, as deemed by the Service Authority,

the Contractor shall respond to the emergency within three (3) hours of verbal confirmation.

The Contractor shall be available to complete emergency services seven days per week, 24

hours per day. The Offeror shall provide in Attachment B: Pricing Schedule, an hourly

rate for custodial staff to perform requested emergency cleaning services.


C. Special Cleaning Request: Upon written notification by the Service Authority Service

Authority Contract Administrator, the Contractor may be required to provide additional

custodial services as needed for a special occasion, event, or as necessary due to an emergency

or other mishap. Upon request, the Contractor shall submit to the Service Authority Contract

Administrator a not-to-exceed work estimate to include the necessary labor and materials

required to fulfill the order. The Service Authority shall issue to the Contractor a separate

Purchase Order to cover the requested services.

D. Quality Control: The Contractor shall develop, implement and maintain a complete Quality

Control Program in coordination with the Service Authority Contract Administrator for

identifying and correcting deficiencies in the quality of services before the level of performance

becomes unacceptable and/or Service deficiencies are pointed out

E. The Contractor must submit a final Plan to the Service Authority for review and approval prior

to the start of the Contract.

i) The Service Authority Contract Administrator shall thoroughly inspect the cleanliness

of the Facility on a weekly basis using the attached Exhibit 1: Service Authority

Quality Control Checklist and notify the Contractor, in writing, of any items needing

corrective action.

ii) The Contractor shall take immediate corrective action prior to next work shift (within 4

hours) of any discrepancies noted and reported to the Contractor by the Service

Authority Contract Administrator, at no additional cost to the Service Authority. The

Contractor shall correct discrepancies impacting safety within one (1) hour of

notification by the Service Authority Contract Administrator or their designee.

iii) The Contractor, upon request, shall meet with the Service Authority Contract

Administrator to review any noted quality control issues. If in the Service Authority

Contract Administrator sole discretion, quality control or other issues are not being

adequately addressed, the Contractor shall meet weekly, on-site at the specific location

with the Service Authority Contract Administrator until quality control issue(s) have

been addressed to the Service Authority Contract Administrator’s satisfaction.

iv) The Contractor shall implement corrective action to prevent recurrence of any

discrepancies. The Contractor shall note in writing the action taken and convey to the

Service Authority Contract Administrator upon correction of the discrepancy. The

Contractor shall include such corrective action in a facility inspection report and submit

to the Service Authority Contract Administrator on a monthly basis.

v) The Contractor shall not tamper with private items or private areas such as desk

drawers, lockers, etc., nor should they use any copier, fax or telephones except as

needed to perform work.

vi) The Contractor is not expected to tidy up after staff – arrange papers, turn off

computers, or wash dishes.

vii) The Contractor shall not be held responsible for walls, carpet, and upholstery in poor


condition. These will be noted at the beginning of the contract period.

viii) The Contractor shall return any call within one (1) hour of notification by the Service

Authority Contract Administrator or their designee.

6. Inconvenience Fees: A clean and well-maintained building is the Service Authority’s goal and

while fee deduction provisions for work omitted or improperly performed is designed to protect the

interests of the Service Authority; it is not ordinarily a desirable substitute for getting the work

accomplished. It is the objective of the Service Authority to obtain the full cleaning performance in

accordance with the Specifications and quality of work requirements in this resulting Contract. To

this end, the Service Authority is contracting for the complete performance of each cleaning job as

identified in the Specifications, and deductions shall therefore, be made as stipulated in the below

example chart (Table 1). The Service Authority will maintain and provide copies of all valid written

complaints to the Contractor. The Contractor is expected to bring substandard cleaning detail up to

par as outlined under General Requirements: Performance Requirements, without

compromising the quality of routine cleaning details normally expected or scheduled. If this

provision of the resulting Contract is invoked frequently, it will be indicative of overall performance,

and grounds for cancellation of the Contract. Criteria for assessment of Inconvenience Fees are

listed below.

A. Criteria for Assessment of Inconvenience Fee

i. Bathroom/Toilet Cleaning: In instances where bathrooms are not satisfactorily cleaned or

policed and serviced as determined by the Service Authority Contract Administrator.

ii. Dusting: In instances where dusting has not been satisfactorily performed, or any portion or

portions of dusting omitted or improperly performed.

iii. Vacuuming: In instances where vacuuming has not been satisfactorily performed, or any

portion or portions of vacuuming omitted or improperly performed.

iv. Kitchenette Cleaning: In instances where kitchen areas have not been satisfactorily

cleaned, or any portion or portions of areas omitted or improperly cleaned.

v. Floor Cleaning: In instances where floors have not been satisfactorily performed, or any

portion or portions of floor areas omitted or improperly cleaned.

vi. Trash Removal: In instances where trash has not been satisfactorily removed and properly

disposed of, or any portion or portions of trash removal omitted or improperly performed.

vii. Work Schedule for Monthly or Less Frequency: In the case of failure by the Contractor to

comply with the frequency for those items scheduled for performance monthly or less

frequently, the Service Authority Contract Administrator shall notify the Contractor, in

writing, of this failure or omission, and request Successful Bidder perform the omitted

failure. If the Contractor does not comply with the request within such time as outlined

above in this Section, such work will be performed by other means and the cost thereof will

be deducted from any monies due or to become due to the Contractor.


viii. All Other Work (Miscellaneous): Any other omitted or unsatisfactory work not specifically

listed above or which does not clearly fall into one of the above categories, will be assessed

using the method as outlined in Table 1.

B. Summary of Inconvenience Fee: The Service Authority shall assess an Inconvenience Fee for

repeated failures or omissions of work based on a total number of ten (10) failures or omissions

within a monthly cleaning cycle. Fee Calculation: Total Monthly Cost Per Building divided by

twenty (20) working days per month equals total Fee Assessed for ten (10) failures or omissions

within a monthly cleaning cycle. The Authority will only deduct (Example1) a maximum of ten

omissions per month; any deficiencies greater than ten (Example 2) will be carried over to the

next month. If the contractor receives less than ten (Example 3) deficiencies, no deduction will

be subtracted from Contractor’s monthly cost. See examples of Inconvenience Fees, as per Table

1:

Table1:

Building Monthly Cost Days Fee Assessed Omissions Received

for Calendar Month

Example1

Spittle Administration

Building

$12,000.00 20 $600.00 10 - (Contractor will

be assessed maximum

fee for the month )

Example 2


Building

$12,000.00 20 $600.00 15 (Contractor will be

assessed 10 omissions

for the monthly

cleaning cycle, 5

omissions will be

carried over to the

next month)

Example 3


Building

$12,000.00 20 $0.00 5 (Contractor

received less than 10

omissions, no fee will

be assessed for the

month)

7. Recycling: The Contractor shall empty all recycling containers daily and dispose of recyclable

materials at on-site collection areas designated by the Service Authority Contract Administrator.

8. Safety Requirements: The Contractor shall abide by all local governing regulations and OSHA

safety requirements, including, but not limited to: personal protective equipment (PPE), fall

protection, walking and working surfaces, Accident Reporting, and First Aid. Additionally, the

Contractor shall adhere to workplace safety policies and procedures required by the Service

Authority.

A. Accident Reporting:

i) All accidents and safety violations occurring under this resulting Contract must be

reported immediately to the Service Authority Contract Administrator. All property

damage less than an estimated $100.00 must be reported within eight (8) hours.


Property damage over $100.00 must be reported within one (1) hour of the accident.

Injuries sustained by the Contractor personnel that do not meet OSHA’s definition of

recordable must be reported to the Service Authority Contract Administrator within

eight (8) hours of the injury. OSHA defined recordable injuries, illnesses or death

must be reported to the Service Authority Contract Administrator within one (1) hour

of the accident

ii) The Contractor shall document all accidents on a Contactor-supplied Accident Report

Form. The Form shall be preapproved by the Service Authority prior to performance

of the contract and shall include, at a minimum, Time and the date of accident;

Description of accident; Nature of damages/injuries; Names of personnel involved and

witnesses; Corrective Actions.

B. The Contractor shall use caution/safety signage (e.g. wet floor signage) as per OSHA

regulations, while janitorial work is in progress, especially at entrance areas during inclement

weather.

C. Selection and Use of Supplies, Chemical and Hazardous Materials: The Contractor shall

select Supplies, Chemicals and Hazardous Chemicals with the consideration to provide the

lowest potential risk. The Service Authority reserves the right to request this documentation

and removal of substances that are deemed too hazardous.

D. Labeling of Supplies/Chemicals/Hazardous Materials:

i) The Contactor shall purchase and issue all chemicals in their original containers.

Materials that require precautionary warnings shall have affixed to all containers

such labels or markings as are prescribed by law, regulatory agencies or this

Contract. Contractor shall ensure markings or labeling of materials containing

hazardous or toxic substances or wastes are in accordance with all federal, state and

county laws, ordinances, rules and regulations.

ii) The Contractor is expected to be able to read and interpret labels on cleaning

products and observe safe use and handling of cleaning products.

E. Storage of Supplies/Chemicals/Hazardous Materials: The Contractor shall store all materials

as required by the Safety Data Sheets (SDS). Contractor shall store items in designated

locations, and in a manner that does not create a hazard for Contractor or the Service Authority

personnel or property.

F. Slip Resistance: The Contractor shall verify that all floor finishes, seals, spray buff solutions

and other chemicals applied to non-carpeted floors provide adequate protection against

slippery floors. Any observed instances of slippery or slick floors shall be corrected

immediately upon discovery.

G. The Contractor shall furnish to the Service Authority Contract Administrator copies of all


Safety Data Sheets (SDS) for all products to be used prior to beginning service at any Facility

and must update copies of the SDS on an annual basis. Additionally, each time a new

chemical or cleaning product is introduced into the Facility, a copy of that product’s SDS must

be provided to the Service Authority Contract Administrator prior to the product being used in

any Facility.

H. The Contractor shall have a workplace drug and alcohol policy and furnish such policy and

evidence of implementation upon request of the Service Authority Contract Administrator.

9. Security Requirements: The Contractor personnel will be granted access to Service Authority

Facilities listed herein, as necessary and appropriate for Contractor to perform its obligations under

this Contract. The Contractor shall follow all security procedures per Service Authority Safety &

Security Policy.

A. The Service Authority shall issue pictured Security Identification Access Cards and keys to

Contractor’s personnel prior to commencement of services being provided. The Service

Authority Contract Administrator shall work with the Contractor to process all security access

badging and distributing of keys per Service Authority policy. Contractor custodial staff shall

sign in and out with the Facility Security Personnel. Contractor custodial staff is strictly

prohibited from sharing or giving their assigned security badges to anyone else for use. The

Service Authority shall issue any substitute custodial personnel a temporary security access

badge to perform their work assignment. The temporary security access badges must be

obtained from the Facility Security Personnel and returned when work is completed.

B. The Contractor is responsible for all keys issued to them in performance of this Contract. The

Contractor shall sign for all keys and return same to the Service Authority Security Personnel

at the end of the Contract. The Contractor shall be responsible for the cost of replacing lost

keys and/or re-keying locks.

C. The Contractor shall turn over all lost and found articles to the Service Authority Contract

Administrator.

D. The Contractor shall report any and all suspicious activities/persons to the Service Authority

Security Personnel and the Service Authority Contract Administrator.

E. Non-custodial staff, including but not limited to, family members and friends of the

Contractor’s custodial staff are not allowed in the Facility at any time unless they have been

approved in advance, in writing, by the Service Authority Contract Administrator.

F. Contractor is to secure the facilities upon leaving the premises.

10. Staffing Requirements: The Contractor is responsible for securing its staff, as the Service

Authority will not request that incumbent Contractor’s personnel be hired.

A. The Contractor shall furnish to the Service Authority Contract Administrator a list of names of

employees who will perform services under this Contract. The Contractor shall update this list


on a monthly basis and forward a revised list to the Service Authority Contract Administrator

by the 5th of each month.

B. Custodial Staff: The Contractor’s employees must be capable of communicating and

comprehending the English language (both verbally and in writing), the ability to use English

fluently and accurately at all levels pertinent to professional and Contract needs and the ability

to be completely, fully and easily understood by Service Authority personnel.

C. Supervisory Staff: The Contractor shall provide the necessary supervision with personnel who

are not a part of the regular, on-site cleaning staff.

1. The Supervisors shall be literate and fluent in the English language, due to the necessity

to read chemical labels, job instructions and signs, as well as the need for conversing with

Service Authority personnel. The Supervisors shall also be capable of communicating

fully with all Contractor employees. The Service Authority Contract Administrators shall

be the sole judge of the communication level.

2. The Service Authority requires that the regular Supervisor be on-site during the shift

cleaning. In the event of sickness or any absence of the regular Supervisor, the

Contractor shall provide a substitute of equal or greater skills. The Supervisor shall have

a cell phone in good working order provided at the expense of the Contractor, and such

cell phone number must be provided to the Service Authority Contract Administrator

prior to commencement of work.

D. Day Porter Staff: The Contractor shall provide the Service Authority with responsible,

courteous, English speaking Day Porters who will perform daily duties in the best interest of

the Service Authority and its facilities, to include, but not limited to, monitor and tidy the

restrooms and restock products; maintain the kitchenettes and restock products such as paper

towels, cups, utensils, etc.; clean glass doors and entrances; maintain the main lobbies to

ensure cleanliness; and respond to service calls by the Service Authority.

i) Day Porters may be required to periodically address complaints, important tasks or

concerns received from the Service Authority.

ii) Day porters are not expected to accomplish cleaning that is required in the course of

the normal evening contract cleaning requirements.

iii) The Contractor shall indicate in Attachment B: Pricing Schedule, an hourly rate

for day porter services for each Facility listed.

E. Removal/Replacement of Staff: The Service Authority, in its sole discretion, reserves the right

to require immediate removal of any Contractor staff from any Facility, at any time, it deems

unfit for service. The Contractor shall employ enough qualified/skilled employees so as to be

able to provide a replacement within twenty-four (24) hours of notification from the Service

Authority.


11. Supplies: The Service Authority shall provide products as outlined in Exhibit 2: Warehouse

Product Supplies Ordering List for servicing and replenishing items that are required for work

performance.

A. The Contractor shall restock supplies, e.g., soap, towels, toilet paper, etc., as necessary.

B. The Contractor shall refill and/or restock all wet and dry hand sanitizer dispensers.

C. The Contractor shall refill and/or restock all utensil dispensers (i.e. forks, knifes, spoons, cups

plates) at the Spittle Administration Building, Spittle Auxiliary Building, Wellington and

Neabsco Operations Centers.

D. The Contractor shall notify and coordinate with the appropriate Service Authority Contract

Administrator for replenishment/reordering of supplies.

12. Time of Performance/Work Hours: The Contractor shall perform routine cleaning services five

(5) days per week, Monday through Friday in accordance with the General Requirements No. 3:

Cleaning Quality Standards and the attached Exhibits: 3-10, Tasks & Frequencies Guides, except

for the following Service Authority observed holidays:

HOLIDAY DATE OBSERVED New Year’s Day January 1

st

Martin Luther King Day 3rd

Monday in January

Presidents’ Day 3rd

Monday in February

Memorial Day Last Monday in May

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd

Monday in October

Veterans Day November 11th

Thanksgiving Day 4th

Thursday in November

Thanksgiving Friday Friday following Thanksgiving Day

Christmas Day 25th

of December

Christmas Holiday Observed Day following Christmas Day

A. Night Cleaning Services: The Contractor shall perform routine night cleaning after normal

Service Authority business hours, starting at 5:00 p.m. and be completed no later than 6:00 a.m.

the following day.

B. Day Porter Cleaning Services: The Contractor shall provide a total of two (2) day porters,

Monday through Friday for ten (10) hours per day as follows:

i) One (1) day porter will be assigned four (4) hours per day to the Spittle Administration

and Auxiliary Buildings.

ii) One (1) day porter will be assigned six (6) hours per day to H.L. Mooney AWRF: Four

(4) hours at Grubbs Administration Building and two (2) hours at Engineering/C&P

Buildings.


iii) The day porter shall perform cleaning services between the hours of 10:00 am - 4:00

pm. each day or as agreed upon in advance by the Contractor and the Service

Authority.

C. Building Closings: Whenever the Service Authority has deemed a closing of normal business

due to, but not limited to, scheduled closings, holidays, emergencies, inclement weather, etc.,

the Contractor shall not service the facilities under this Contract for the duration of the closing

period, unless otherwise notified by the Service Authority Contract Administrator.

Contractor’s compensation will not be affected due to unforeseen circumstances rendering the

closure of such Service Authority facilities.

13. Workmanship/Experience:

A. The Contractor shall have a minimum of five (5) years of experience in commercial janitorial

cleaning services and be engaged in this type of cleaning services on a regular basis.

Additionally, the Contractor shall have been in business under the same business name for a

period of not less than five (5) years.

B. The Contractor shall fully staff each Facility on the first day of commencement of Contract.

Contactor shall provide close and continuing first-line supervision of their personnel at all times

during the performance of this Contract.

C. The Contractor shall provide an on-site supervisor experienced in management, supervision of

employees, knowledgeable in all aspects of the work for commercial buildings. Supervisors

must have the ability to troubleshoot problems and issues quickly, and be able to consult with

the Service Authority Contract Administrator regarding remedies.

D. The Contractor shall provide personnel who are fully trained and skilled in safe and proper

housekeeping techniques.

E. On-site custodial personnel should speak English at a level sufficient to be able to receive and

fully understand instructions from the Service Authority Contract Administrators.

F. All custodians under this Contract shall be employees of the Contractor. Day laborers are not

acceptable.

G. The Contractor is responsible for taking all necessary or appropriate steps to manage or control

employee behavior or conduct. Custodial personnel 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.

H. The Contractor shall provide initial training and instruction, and annually thereafter, or upon

request of the Service Authority, for all custodial personnel providing services under this

Contract, to ensure essential requirements of the Contract, and all appropriate standards that are

integral to the delivery of all services herein, are known and maintained at all times by the

Contractor.

I. The Contractor must provide their on-site employees with a working cellular phone or


comparable means for communication purposes during the work hours. This communication

equipment must be in place effective on the start date of the Contract.

J. The Service Authority requires that Contractor wear clean work clothes with either a

prominently displayed identification badge or company identification affixed to the clothing.

Contractor vehicles shall display their company identification.

K. The Contractor shall arrive at the work site prepared with the correct materials and equipment

and shall maintain an adequate supply of manpower to complete the work assignment in a safe

and timely manner.

L. The Contractor shall maintain access to all areas at all times. Any loss of access shall be

specifically coordinated and approved in advance by the Service Authority Contract

Administrator.

M. The Contractor shall not act on requests or take direction from anyone except the Service

Authority Contract Administrator or their designee.

N. The Contractor shall be capable of performing multiple assignments at one time for both

emergency and non-emergency calls if required.

Custodial and Janitorial Services RFP SA-1709 Page B-1

ATTACHMENT B PRICING – PART I

Contractor shall agree to provide Commercial Custodial and Janitorial Services at the following firm

fixed annual lump sum amounts and hourly rates in accordance with the specifications and terms and

conditions identified herein.

Labor rates shall include all the necessary Contractor-supplied cleaning products and equipment to

perform the work and all direct and indirect costs, such as transportation of workers, vehicle mileage,

fuel expense, profit and overhead, supervision, etc.

SPITTLE/AUXILIARY BUILDINGS, WELLINGTON & NEABSCO OPERATION CENTERS

ITEM 1: ROUTINE CLEANING SERVICES

No. Facility Unit of

Measure Quantity Monthly Cost Annual Cost

1 Spittle Administration Building Monthly 12 $ $

2 Spittle Auxiliary Building Monthly 12 $ $

3 Wellington Operations Center Monthly 12 $ $

4 Neabsco Operations Center Monthly 12 $ $

TOTAL ANNUAL AMOUNT

ITEM 1: ROUTINE CLEANING SERVICES (1-4 above)

$

ITEM 2: HARD FLOORING

No. Description Unit of

Measure

Estimated

Quantity Hourly Rate Extended Price

1 Spittle Administration Building,

(clean/power scrub bathroom tile

floors)

Quarterly 4 $ $

TOTAL EXTENDED AMOUNT


$


ITEM 3: WINDOW WASHING SERVICES (INTERIOR & EXTERIOR)


Measure Quantity Unit Rate Extended Price

1 Spittle Administration

Building

Semi-

Annually

2 $ $

2 Spittle Auxiliary Building Semi-

Annually

2 $ $

2 Wellington & Neabsco

Operation Centers

Semi-

Annually

2 $ $


ITEM 3: WINDOW WASHING SRVICES (INTERIOR & EXTERIOR)

$

ITEM 4: EMERGENCY SERVICES


Measure Estimated

Quantity

Hourly Rate Extended Price

1 Cleaner: Spittle Admin &

Auxiliary Buildings,

Wellington & Neabsco

Operation Centers

Hour 30 $ $



$

ITEM 5: OTHER AS-NEEDED CLEANING SERVICES (UP TO 250 HOURS ANNUALLY)


Measure Estimated

Quantity


1 Cleaner Hour 250 $ $


ITEM 5: OTHER SERVICES

$


GRAND TOTAL PART I

ITEM 1: TOTAL AMOUNT: ROUTINE CLEANING SERVICES $

ITEM 2: TOTAL AMOUNT: HARD FLOORING $

ITEM 3: TOTAL AMOUNT: WINDOW WASHING SERVICES $

ITEM 4: TOTAL AMOUNT: EMERGENCY SERVICES $

ITEM 5: TOTAL AMOUNT: OTHER AS-NEEDED SERVICES $

GRAND TOTAL AMOUNT (ITEMS 1 – 5)

$

END OF PART I


ATTACHMENT B PRICING - PART II

Contractor shall agree to provide Commercial Custodial and Janitorial Services at the following firm

fixed annual lump sum amounts and hourly rates in accordance with the specifications and terms and

conditions identified herein.

Labor rates shall include all the necessary Contractor-supplied cleaning products and equipment to

perform the work and all direct and indirect costs, such as transportation of workers, vehicle mileage,

fuel expense, profit and overhead, supervision, etc.

GRUBBS ADMINISTRATION, ENGINEERING, CONTROL & PROCESS BUILDINGS


No. Facility Unit of

Measure Quantity Monthly Cost Annual Cost

1 Grubbs Administration

Building

Monthly 12 $ $

2 Engineering Building Monthly 12 $ $

3 Control & Process Building Monthly 12 $ $

TOTAL ANNUAL AMOUNT


$





Building, (strip/wax VCT

floors)

Semi-

Annually

2 $ $


Building (strip/wax Terrazzo

Lobby floors)

Annually 1 $ $

3 Engineering Building (scrub

tile floors; strip/wax VCT

floors)

Semi-

Annually

2 $ $


4 Engineering Building (buff

floors)

Annually 1 $ $

5 Control & Process Building

(scrub tile floors; strip/wax

VCT floors)

Semi-

Annually

2 $ $

6 Control & Process Building

(buff floors)

Annually 1 $ $


ITEM 2: HARD FLOORING $




1 Grubbs Admin Building Semi-

Annually

2 $ $

2 Engineering Building Semi-

Annually 2

$ $

3 Control & Process Building Semi-

Annually 2

$ $



$



Measure Estimated

Quantity


1 Cleaner: Grubbs

Administration, Engineering,

Control & Process Buildings

Hour 30 $ $



$


ITEM 5: OTHER AS-NEEDED SERVICES (UP TO 250 HOURS ANNUALLY)


Measure Estimated

Quantity


1 Cleaner

Hour 250 $ $


ITEM 5: OTHER SERVICES

$

GRAND TOTAL PART II

ITEM 1: TOTAL AMOUNT: ROUTINE CLEANING SERVICES $

ITEM 2: TOTAL AMOUNT: HARD FLOORING $

ITEM 3: TOTAL AMOUNT: WINDOW WASHING SERVICES $

ITEM 4: TOTAL AMOUNT: EMERGENCY SERVICES $

ITEM 5: TOTAL AMOUNT: OTHER AS-NEEDED SERVICES $

GRAND TOTAL AMOUNT (ITEMS 1 – 5)

$

END OF PART II


GRAND TOTAL FOR PART I AND II

PRICING FOR OPTION ITEMS 1 AND 2

OPTION ITEM 1 : DAY PORTER SERVICES


Measure

Estimated

Quantity Hourly Rate Extended Price

1 Spittle Admin & Auxiliary

Buildings, Wellington & Neabsco

Operation Centers

Hour 1040 $ $


OPTIONAL ITEM 1: DAY PORTER SERVICES

$

OPTION ITEM 2 : DAY PORTER SERVICES


Measure Estimated

Quantity



Building

Hour 1040 $ $

2 Engineering Building Hour 260 $ $

3 Control & Process Building Hour 260 $ $


OPTIONAL ITEM 2: DAY PORTER SERVICES

$

GRAND TOTAL PART I:

SPITTLE/AUXILIARY BUILDINGS, WELLINGTON & NEABSCO OPERATION

CENTERS

$

GRAND TOTAL PART II:

GRUBBS ADMINISTRATION, ENGINEERING, CONTROL & PROCESS

BUILDINGS

$

GRAND TOTAL AMOUNT (PART I AND PART II)

$

Custodial and Janitorial Services RFP SA-1709 Page C-1

ATTACHMENT C REQUIRED INSURANCE LIMITS

Insurance Coverages and Limits:

Coverage Required Minimum Limits

1. Workers’ Compensation and Employers’

Liability:

Statutory Limits of the

Commonwealth of VA:

Admitted in Virginia Yes

Employers’ Liability $500,000

All State Endorsement Statutory

2. General Liability $1,000,000 Combined Single Limit

Bodily Injury and Property Damage

Each Occurrence Contractual Liability

Personal Injury

3. Automobile Liability $1,000,000 Combined Single Limit

Bodily Injury and Property Damage

Each Occurrence Owned, Hired & Non-Owned

Personal Injury

4. Service Authority named as additional insured on General Liability Policies

(This coverage is primary to all other coverage the Service Authority may

possess.)

5. 30 Day cancellation notice required.

6. Best’s Guide Rating A-:VI or Better, or Equiv.

7. The Certificate must state Contract No. RFP SA-1709

Custodial and Janitorial Services RFP SA-1709 Page D-1

ATTACHMENT D

EXHIBITS:

EXHIBIT

NO.

DESCRIPTION

1 Service Authority Quality Control Checklist

2 Warehouse Product Supplies Ordering List

3 Tasks & Frequencies List: Spittle Administration Building

4 Tasks & Frequencies List: Spittle Auxiliary Building

5 Tasks & Frequencies List: Wellington & Neabsco Buildings

6 Tasks & Frequencies List: Grubbs Administration Building

7 Tasks & Frequencies List: H.L. Mooney Engineering Building

8 Tasks & Frequencies List: H.L Mooney Control & Process Building

9 Tasks & Frequencies List: Day Porter Services: Mooney AWRF

10 Tasks & Frequencies List: Day Porter Services: Spittle Admin & Auxiliary

Buildings

Exhibit 1

BUILDING: Spittle/Mooney/Neabsco/Wellington FLOOR: DEPT:

DATE OF INSPECTION: INSPECTED BY:

OFFICE AREAS GOOD FAIR POOR LOCATION COMMENTS/CONCERNS/REQUESTS

CARPETS TILE FLOORS UNDER DESK

CORNERS PARTITIONS HIGH DUST LOW DUST

TRASH CANS WALLS DOORS

BLINDS / SILLS GLASSWORK

VENTS LIGHTS OTHER

STAIRWAYS GOOD FAIR POOR LOCATION COMMENTS/CONCERNS/REQUESTS

FLOORS WALLS

LANDINGS RAILS/HANDLES

DOORS OTHER

BATHROOMS GOOD FAIR POOR LOCATION COMMENTS/CONCERNS/REQUESTS

SHOWERS/SINKS FLOORS TOILETS STALLS

OPERATING

MAIN CORRIDORS GOOD FAIR POOR LOCATION COMMENTS/CONCERNS/REQUESTS

FLOORS WALLS DOORS

CARPETS SILLS/BLINDS

SIGNAGES OTHER

KITCHEN/LUNCH GOOD FAIR POOR LOCATION COMMENTS/CONCERNS/REQUESTS

SINKS COUNTERTOPS LUNCH ROOM

TABLES

FLOOR REFRIG./MICRO

Exhibit 2

WAREHOUSE PRODUCT SUPPLIES ORDERING LIST Vendor: Issue Request from PWCSA Central Warehouse Description Stock Number Quantity Requested Spoons …box of 100 each 640 60 46 8754 Forks…box of 100 each 640 60 46 3169 Knives…box of 100 each 640 60 46 5255 9” Plates…case. of 500 each 640 21 40 0458 7” Plates…case. of 500 each 640 21 40 0201 8 oz. Cups…case of 1M 640 21 15 1259 16 oz. Cups..case of 1M 640 21 15 1507 Napkins, Kitchen Case 640 50 60 2602 Can Liners, for Small Office cans… Case of 1M (24x24)

665 24 45 1458

Can Liners, for Large Cans Case (44x56)

665 24 57 2006

Soft Soap, Gallon 505 80 10 0084 Soft Towels 640 66 85 5608

(Issue 12 rls/cs)

Scott-Fold Towels Asdee CASE

640 75 71 0406 (Issue by CASE)

Toilet Paper 640 75 58 2508 (Issue by CASE)

Black Sand for outside ashtrays 100# BAG

750 17 64 1100

Corn Bowls 16oz. PKG 640 21 10 1007 (Issue by CASE)

Automatic Air freshener for dispenser, Can

485 32 11 5846

Toilet Seat Covers, PKG 640 75 31 2054 Deodorant Blocks, Urinal

485 30 10 5559 (Box of 12)

Deodorant Blocks WITH SCREEN, (MOONEY ONLY)

485 30 10 2358 (Urinal, box of 12)

Can Liner Clear Case (40X48) 665 24 52 5913 Disinfectant Wipes For Doors 475 99 00 (Issue by Case) Door Tissues 640 99 00 (Issue by Case) Alcohol Gel For Stations (32oz.) 485 13 52 0251 Print Requester’s Name :______________________________________ Date Required:_______________________________________ Please tape this request to the double doors leading to the Warehouse the night before items are needed. Please be sure to sign and date the issue ticket that will be left with your order and tape it to the double doors. Thank you, Warehouse Supervisor Any questions, call Warehouse Staff at 703-335-7962

1 of 5

EXHIBIT 3 SPITTLE ADMINISTRATION BUILDING

JANITORIAL SERVICES TASKS AND FREQUENCIES

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

General Offices (Reception Areas & Offices Empty & wipe trash cans; replace Liners • Remove recyclable trash from centralized location to

recyclable containers outside the facilities •

Hand dust and wipe clean all furniture, fixtures, cabinets and other dust gathering objects. Do not touch or dust desks unless cleared by tenants to be cleaned/dusted

•

Vacuum high traffic carpeted areas, Spot clean carpet stains •

Spot clean walls, doors, windowsills, ledges and wall areas •

Dust top of all open office partitions • Sweep and damp mop all VCT flooring • Clean interior glass panels • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light

switch plates, kick plates •

High dusting of surfaces within 72¨ from the floor to include picture frames, molding, door and window frames and return artwork to level position

•

Clean and disinfect all telephone receivers • Vacuum all upholstered furniture and place correctly • Dust all paneling, floor trim, and baseboards, doors,

air vents and ceiling ventilation grilles within 72¨ from the floor

•

Detail vacuum all edges, baseboards, corners and carpeted areas •

Dust all window blinds (where applicable) • Vacuum or dust air vents •

2 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms

Re-stock all restrooms with supplies from stock, including paper towels, toilet paper and hand soap

•

Re-stock all sanitary napkin and tampon dispensers as well as toilet seat cover dispensers

•

Clean and polish all mirrors, glass, dispensers, faucets, bright work

•

Clean, remove stains and sanitize all toilets, toilet seats, urinals and sinks with a disinfectant cleaner.

•

Clean and sanitize all splash marks, marks from walls, light switches, bright work, vanities and mirrors

•

Mop all restroom floors with a disinfectant germicidal solution, after sweeping clean

•

Empty all waste and napkin receptacles, and sanitize receptacles as necessary

•

Remove trash and replace liners • Fill floor drains with water and/or detergent • Wipe clean and sanitize all metal doorknobs, light


High dust including moldings, door frames, ceiling ventilation grilles and vents

•

Clean, disinfect and Power Scrub all Tile floors •

Stairwells and Landings

Sweep and spot mop for spills/stains • Remove gum, tar and other foreign substances from

floor •

Spot clean wall surfaces within reach; dust horizontal surfaces within reach.

•

Clean and sanitize stairway hand rail • Wet mop stairs •

3 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Copy Rooms, Boardrooms & Conferences Rooms

Empty & wipe trashcans; liners replaced as needed • Remove recyclable trash from centralized locations to



•


Wipe clean and sanitize all metal doorknobs, light switch plates, kick plates and door saddles •


•

Vacuum and Wipe all upholstered furniture and place correctly •

Dust all paneling, floor trim, and baseboards, doors, air vents and ceiling ventilation grilles within 72¨ from the floor

•

Dust all window blinds (where applicable) • Main Lobby and Building Entrance Areas Thorough sweep and mop the hard flooring • Dust and vacuum all lobby mats if applicable • Empty waste baskets • Clean waste baskets • Spot clean glass panels along the staircase • Clean and maintain lobby exhibits • Wipe clean and polish all stainless steel, chrome,

brass or other metalwork •

Clean all entrance glass doors • Sweep exterior of entrance areas and empty outside

trash receptacles. •

Maintain lobby area at all times to reflect professionalism and superior appearance •

Clean and sanitize, polish water fountains and all door handles •

High dusting of surfaces within 72” from the floor to include picture frames, moldings, door and window frames and return artwork to level position

•

Wipe clean metal doorknobs, light switch plates, kick plates •

Dust all paneling, door trim, and baseboards, doors, air vents and ceiling ventilation grilles within 72” from the floor

•

4 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Common Areas, and Corridors

Dust and wipe clean all baseboards, wood panels and trim •

Empty/clean all trash containers • Dust/wipe clean all furniture, window sills, picture

frames and door frames removing smudges, fingerprints, stains, splash marks, dust and dirt

•

Spot clean all wall surfaces and sanitize door knobs • High dusting of surfaces within 72” from the floor to

include picture frames, moldings, door and window frames and return artwork to level position

•


•

Lunch Rooms, Kitchenettes’ & Pantries Empty all waste containers and replace with liner • Wet mop all hard flooring • Wipe clean all vending machines as needed including

spot cleaning glass displays •

Clean and sanitize cabinet fronts, tray slides, countertop, sinks, tables and spot clean seating to remove spills and stains

•

Wipe clean and sanitize all metal doorknobs, light switch plates, kick plates •

High dust including picture frames, moldings, door and window frames and return artwork to level position

•

Vacuum all upholstered furniture and wall surfaces; wipe clean all vinyl furniture •

Dust all window blinds (where applicable) • Dust all paneling, door trim, and baseboards, doors,

air vents and ceiling ventilation grilles within 72” from the floor

•


Clean, sanitize, and wipe all appliances inside and outside to remove debris, food, spillages. •

Re-stock all Kitchens and kitchenettes with supplies from stock, including paper towels, paper plates, paper cups, napkins including the dispenser of spoons, forks and knifes.

•

5 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Wellness Center/ Gyms Empty & wipe trashcans; Liners replaced as needed • Mop floors with Hot Water • Spot clean windowsills • Sanitize and wipe all equipment seats and handles •

Hard Flooring Strip & wax VCT floors • Clean and Power Scrub all Entrances, Common Areas

and Hallways Tile floors •

Exterior Grounds Remove trash from trash container and empty ash

urn •

Clean entrance glass doors and police around entrance area and remove any debris

•

Other Window Cleaning Inside/Outside •

1 of 5

EXHIBIT 4 SPITTLE AUXILIARY BUILDING


Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

General Offices (General Areas & Offices)

Empty & wipe trashcans; Liners replaced as needed • Remove recyclable trash from centralized location to



•

Vacuum high traffic carpeted areas, Spot clean carpet stains •


Dust top of all open office partitions • Sweep, clean and damp mop all VCT flooring • Clean interior glass panels • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light


High dusting of surfaces with 72¨ from the floor to include picture frames, molding, door and window frames and return artwork to level position

•


air vents and ceiling ventilation grilles with 72¨ from the floor

•


Dust all window blinds (where applicable) • Vacuum or dust air vents • Re-stock and/or replace all with supplies from stock,

including sanitizing wipes, and dispensers. •

2 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms

Re-stock and/or replace all restrooms with supplies from stock, including paper towels, toilet paper and hand soap

•


•


•


•


•


•


•

Remove trash and replace liners • Clean all locker rooms and shower areas at all

locations •

Fill floor drains with water and/or detergent • Wipe clean and sanitize all metal doorknobs, light



•




floor •


•


3 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Dispatch Office Empty & wipe trashcans; liners replaced as needed • Remove recyclable trash from centralized locations to



•




•

Dust all window blinds (where applicable) • Copy Areas & Meeting Rooms Empty & wipe trashcans; liners replaced as needed • Remove recyclable trash from centralized locations to



•




•

Vacuum all upholstered furniture and place correctly • Dust all paneling, floor trim, and baseboards, doors,


•

Dust all window blinds (where applicable) •

4 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Common Areas, Corridors Thorough sweep and mop the hard flooring • Dust and vacuum all lobby mats if applicable • Empty waste baskets and replace liners • Clean waste baskets • Clean all entrance glass doors • Sweep exterior of entrance areas and empty outside




•



•

Lunch Rooms & Multipurpose Room Empty all waste containers and replace with liner • Clean and wipe tables and chairs. Spot clean to

remove spillage and stains. •

Wet mop all hard flooring • Wipe clean all vending machines as needed including


Clean and sanitize cabinets fronts, tray slides, countertops, sinks, doorknobs, light switch plates, kick plates, tables and spot clean seating to remove spills and stains

•


•

Vacuum all upholstered furniture and wall surfaces; wipe clean all vinyl furniture •



•

Clean, sanitize, and wipe all appliances, water dispensers inside and outside to remove debris, food, spillages.

•


•

5 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Hard Flooring Strip & wax VCT floors ( This includes moving

Furniture as required) •

Exterior Grounds Remove trash from trash container and empty ash

urns •

Clean entrance glass doors and police around entrance area and remove any debris •


1 of 4

EXHIBIT 5 WELLINGTON AND NEABSCO BUILDING


Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

General Offices (Areas & Offices) Empty & wipe trashcans; Liners replaced as needed • Remove recyclable trash from centralized location to



•

Vacuum high traffic carpeted areas and floor mats, Spot clean carpet stains •


Dust top of all open office partitions • Sweep, clean and damp mop all VCT flooring • Clean interior glass at panels, cubicles • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light



•



•


Dust all window blinds (where applicable) • Vacuum or dust air vents • Re-stock and/or replace all with supplies from stock,

including sanitizing wipes, and dispensers. •

2 of 4

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms


•


•


•


•


•


•


•


locations •




•


3 of 4

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Common Areas and Corridors

Dust and wipe clean all baseboards, wood panels and trim

•



•



•


•


Lunch Room Empty all waste containers and replace with liner • Clean tables and chairs as needed. Spot clean to

remove spillage and stains •

Clean kitchen counters, coffee station, microwave • Dust and wet mop all hard flooring • Wipe clean all vending machines as needed including


Clean and sanitize tables and spot clean seating to remove spills and stains

•

Clean and sanitize cabinet fronts, tray slides, counter tops, sinks, counter tops

•

Wipe clean and sanitize all metal doorknobs, light switch plates, kick plates

•


•

Vacuum all upholstered furniture and wall surfaces; wipe clean all vinyl furniture

•



•


•

4 of 4

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Hard Flooring Sanitize, mop and power scrub tile floors • Strip and wax VCT floors (this includes moving

Furniture as required) •

Exterior Grounds Sweep exterior of entrance areas and empty outside

trash receptacle and cigarette butt holders. •


•


1 of 5

EXHIBIT 6 GRUBBS ADMINISTRATION BUILDING


Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

General Offices (Reception Areas & Offices




•

Vacuum high traffic carpeted areas, Spot clean carpet stains

•

Spot clean walls, doors, windowsills, ledges and wall areas

•

Dust top of all open office partitions • Sweep and damp mop all VCT flooring • Clean interior glass panels • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light



•



•

Detail vacuum all edges, baseboards, corners and carpeted areas

•


2 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms


•


•


•


•


•


•


•


locations •




•



floor •


•


3 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Copy Rooms & Conferences Rooms




•


•

Wipe clean and sanitize all metal doorknobs, light switch plates, kick plates and door saddles

•


•



•


Main Lobby and Building Entrance Areas Thorough sweep and mop the hard flooring • Dust and vacuum all lobby mats if applicable • Empty waste baskets • Clean waste baskets • Spot clean glass panels along the staircase • Clean and maintain lobby exhibits • Wipe clean and polish all stainless steel, chrome,


Clean all entrance glass doors • Sweep exterior of entrance areas and empty outside


Maintain lobby area at all times to reflect professionalism and superior appearance

•

Clean and sanitize, polish water fountains and all door handles

•


•

Wipe clean metal doorknobs, light switch plates, kick plates

•


•

4 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Common Areas, Corridors and Elevator Lobbies


•



•



•


•

Lunch Rooms & Pantries Empty all waste containers and replace with liner • Clean tables and chairs as needed. Spot clean to


Dust and wet mop all hard flooring • Clean and sanitize tables and spot clean seating to

remove spills and stains •


•


•


•


•



•

5 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Laboratory Empty & wipe trashcans; Liners replaced as needed • Vacuum floors • Mop floors (see Stonhard Maintenance Guide) • Spot clean windowsills •

Hard Flooring Strip & wax VCT floors • Strip & wax terrazzo lobby floors (see Maintenance

Guide for Terrazzo Floor Care) •

Exterior Grounds Wash topside of exterior glass canopy • Remove trash from trash container and empty ash

urn •


•

Other Window Cleaning Inside/Outside • Glass Panels Cleaning (inside building) •

1 of 5

EXHIBIT 7 ENGINEERING BUILDING


Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded





•

Vacuum high traffic carpeted areas and floor mats, Spot clean carpet stains

•


•

Dust top of all open office partitions • Clean reception area counter • Sweep and damp mop all VCT flooring • Clean interior glass doors • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light



•



•


•


2 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms


•


•


•


•


•


•


•


locations •




•



floor •


•


3 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded





•


•


•


•



•




Clean all entrance glass doors and windows • Maintain lobby area at all times to reflect

professionalism and superior appearance •


•


•


•


•

4 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded



•



•



•


•



Clean kitchen counters, coffee station, microwave • Dust and wet mop all hard flooring • Clean and sanitize tables and spot clean seating to



•


•


•


•



•

5 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Hard Flooring Scrub tile floors • Strip and wax VCT floors • Buff floors •




•


1 of 5

EXHIBIT 8 CONTROL & PROCESS BUILDING


Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded





•

Vacuum high traffic carpeted areas and floor mats, Spot clean carpet stains

•


•

Dust top of all open office partitions • Clean reception area counter • Sweep and damp mop all VCT flooring • Clean interior glass doors • Wash and sanitize water coolers and fountains • Wipe clean and sanitize all metal doorknobs, light



•



•


•


2 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Restrooms


•


•


•


•


•


•


•


locations •




•



floor •


•


3 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded





•


•


•


•



•




Clean all entrance glass doors and windows • Maintain lobby area at all times to reflect

professionalism and superior appearance •


•


•


•


•

4 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded



•



•



•


•



Clean kitchen counters, coffee station, microwave • Dust and wet mop all hard flooring • Clean and sanitize tables and spot clean seating to



•


•


•


•



•

5 of 5

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Wellness Center Wipe down all equipment • Clean all glass • Clean rubber floors (see Johnsonite Rubber Floor

Care Guide, Option 1) •

Strip rubber floors (see Johnsonite Rubber Floor Care Guide, Stripping Procedure)

•

Hard Flooring Scrub tile floors • Strip and wax VCT floors • Buff floors •




•


1 of 1

EXHIBIT 9 H.L. MOONEY AWRF

DAY PORTER SERVICES TASKS AND FREQUENCIES

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Grubbs Administration Building

Monday-Friday (11:00 a.m. – 3:00 p.m.) One (1) Day Porter to maintain common areas of the

building to include, but not limited to policing and tidying the restrooms and restock products; maintain kitchenettes and restock products such as paper, cups, utensils, etc.; clean glass doors and entrances; maintain main lobbies to ensure cleanliness; and respond to service calls as needed

•

Engineering and Control & Process Buildings

Monday-Friday (11:00 a.m. – 1:00 p.m.) One (1) Day Porter to maintain common areas of the

building to include, but not limited to policing and tidying the restrooms and restock products; maintain kitchenettes and restock products such as paper, cups, utensils, etc.; clean glass doors and entrances; maintain main lobbies to ensure cleanliness; and respond to service calls as needed

•

1 of 1

EXHIBIT 10

SPITTLE ADMINISTRATION & AUXILIARY BUILDINGS DAY PORTER SERVICES

TASKS AND FREQUENCIES

Daily

Wee

kly

Mon

thly

Qua

rter

ly

Sem

i-An

nual

ly

Annu

ally

As

Nee

ded

Spittle Administration Building

Monday-Friday (10:00 a.m. – 4:00 p.m.)

One (1) Day Porter to maintain common areas of the building to include, but not limited to policing and tidying the restrooms and restock products; maintain kitchenettes and restock products such as paper, cups, utensils, etc.; restock hand sanitizer, sanitizer wipes, clean glass doors and entrances; maintain main lobbies to ensure cleanliness; and respond to service calls as needed

•

Daytime staffing will be assigned to ensure responsiveness to any complaints related to cleaning. Assignments will be given by the Contract Administrator.

•

At the request of PWCSA, the Human Resources office at the Spittle building will be serviced by the day porter M-F between 3:00pm to 3:30pm. This shall include all Trash remove with new liners, wiping/dusting, vacuuming as needed (vacuum at least once a week)

•

At the request of PWCSA, the Accounting office at the Spittle building will be serviced by the day porter M-F between 2:30pm to 3:00pm. This shall include all Trash remove with new liners, wiping/dusting, shredder cleaning and emptying, vacuum of shredder area, file room cleaning during day.

•

Clean and sanitize Lobby Customer Service Counter to include counter at computer and phone station.

•

Contract Administrator shall assign any task for cleaning and/ or removal that may arise during working hours.

•

Auxiliary Building

Monday-Friday (10:00 a.m. – 4:00 p.m.)

One (1) Day Porter to maintain common areas of the building to include, but not limited to policing and tidying the restrooms and restock products; maintain kitchenettes and restock products such as paper, cups, utensils, etc.; restock hand sanitizer, sanitizer wipes, clean glass doors and entrances; maintain main lobbies to ensure cleanliness; and respond to service calls as needed

•

Daytime staffing will be assigned to ensure responsiveness to any complaints related to cleaning. Assignments will be given by the Contract Administrator.

•