VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
1.0 PURPOSE OF PROJECT:
To obtain a vendor(s) to provide one time cleaning services of tile and carpet squares at various Virginia Industries For The Blind (VIB) Base Supply Centers (BSC), located at:
A). Ft. Lee – 7121A Warehouse Road Fort Lee, VA 23801 B). Ft. Eustis – 1607 Patch Road, BLDG 1607 Fort Eustis, VA 23604 C). Oceana – 6th Street, BLDG 722 Door #8 Nas Oceana, VA 23460 D). Langley – 23 Sweeney Blvd, BLDG 330 Langley AFB, VA 23665
The Ft. Lee Tile area is 624 square foot and 2100 square foot of carpet square area. The Ft. Eustis tile area is 600 square foot and 660 square foot of carpet square area. Oceana has 4,240 square foot of tile area with no carpet square area. Langley’s tile area is 1,800 square foot and 4,900 square foot of carpet square area.
The process normally takes (2) days for the carpet squares to completely dry, so the service is typically performed during scheduled hours. The area breakdown is mentioned above.
2.0 SERVICE REQUIRED
2.1 The Contractor must coordinate and pre-schedule the cleaning of all areas specified above with the Contract Administrator.
A. The Contractor shall clean all carpet and tile in the area specified in each location during the contract period, and the Contractor shall clean carpet using the Hot Water Extraction method. Any other method requires prior approval by the Agency Contract Administrator.
B. The Contractor shall, before cleaning carpet, (re)move/shift to the side all small furnishings that are easily moved. The Contractor need not move desks, but shall clean the carpet beneath where visible (by hand if necessary). The Contractor need not move files, credenzas, bookcases, and other large items, but the Contractor shall thoroughly clean (by hand if necessary) carpet up to these items. If necessary, furniture that is replaced on damp/fresh cleaned carpet shall have foil tabs beneath each leg to prevent rust. The Contractor needs not replace any small furnishing until the carpet is thoroughly dry. Wipe baseboards, walls, furniture clean of any residue.
C. The Contracted shall assume responsibility for any damage or theft that occurs during the process and shall have bonding capability. The Base Supply Centers are under close circuit television surveillance, both inside and outside of the building.
Page 1 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
2.2 CARPET CLEANING:
a) The Contractor shall schedule carpet cleaning within a time frame that will not interfere with the normal business of the occupant. Schedule the cleaning of each area to the mutual satisfaction of the occupant, area supervisor and the Contractor. The Contractor, by submitting a proposal, certifies that they have performed the requested service as a primary part of their business. The Contractor will vacuum and deep extraction clean all carpeted floors
b) The Contractor shall conduct complete, efficient and thorough carpet cleaning services with a high-temperature portable hot-water extraction cleaning machinery, only. The machine shall have the capacity of producing a suction lift to remove as much dirty water as possible. Dry extraction is not an acceptable alternative. The use of a non-toxic, non-allergenic cleaning agent is required.
c) The Contractor shall conduct carpet spot cleaning/stain removal services where needed. The Contractor shall guarantee against “bleeding” or reappearance of spots or stains for at least sixty (60) days. Water-based spot-cleaning /stain remover solutions are preferred. The Contractor shall provide documentation, if requested, that shows such solutions used to spot-clean/stain remove are safe for use on all colorfast carpet. The spot-cleaning /stain remover solution shall not leave a ring. If required, the Contractor shall pre-treat areas requiring spot-cleaning /stain removal. The Contractor shall clean by hand all areas of carpet that the machine cannot clean.
d) The Contractor shall ensure that his/her cleaning method is suitable for cleaning on all brands of carpet and will not cause damage or “carpet curling” problems. The Contractor shall not leave streaking residue that is sticky or soil-catching, or cause discoloration to the carpet as a result of the cleaning process.
e) The Contractor shall leave the work area in clean condition and shall pick up, remove and lawfully dispose of any debris associated with the cleaning project at the conclusion of each work day.
f) The Contractor shall have the work performed by competent persons, employed by the Contractor, and familiar with the specific equipment required for their specific duties. The Contractor is responsible for initiating, maintaining, and supervising all safety precautions in connection with the work.
g) The Contractor shall not allow employees to smoke inside of the building, and employees are only allowed to eat meals, have coffee breaks, etc. outside of the building. Contractor’s employees shall not use telephones, stoves, refrigerators, or microwaves located in the building. Contractor’s employees shall wear uniforms or
Page 2 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
some form of identification, that bears company name/logo, at all times. The Contractor shall ensure that only authorized Company employees are allowed inside the building.
h) The Contractor is responsible for controlling the conduct of its employees assuring that its employees are not boisterous or rude; use obscene or profane language, and assuring that they are not engaging in any destructive or criminal activity. The Contractor is also responsible for ensuring that its employees do not attempt to read or disturb papers and the like, except as authorized.
i) The Contractor and Contractor’s employees are required to pass the VA Department of State Police security check/assessment. The successful bidder shall provide the Purchasing Agency with a Certificate of Insurance naming the Commonwealth of Virginia as an additional insured before work begins.
2.3 FLOOR CLEANING
a) Floor Maintenance – The Contractor shall sweep, clean, strip, and a minimum of 2 coats of high quality wax and buff all floors to include cleaning of specified floor as determined and performed so that the appearance is satisfactory. The Contractor is not authorized to store equipment on site, without prior approval from the Contract Administrator. The Contractor shall cooperate with the Contract Administrator concerning the scheduling of work and the performance of additional work.
b) The Contractor shall strip, wax with a minimum of 2 coats of high quality wax, and polish all areas of floors. The polishing process shall utilizing industrial grade equipment specifically designed for polishing.
c) The Contractor shall provide all labor, material, and equipment for the project specified herein.
d) The Contractor shall thoroughly clean all baseboards to remove grease, oils, dirt, waxes, and other contaminants.
e) The Contractor shall exercise special care around all existing utilities including, but not limited to electrical floor, base and wall outlets, floor diffusers, lighting and telephones. All electrical machinery must have ground fault protection devices at all times.
f) The Contractor shall provide laborers and supervisors who are thoroughly familiar with stripping, polishing, and resealing of floors.
Page 3 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
g) The Contractor shall move any small furnishing and other items necessary to perform the floor work and return all items to their original space.
2.4 GENERAL PROVISIONS
Storage of Hazardous Materials: All cleaning fluids and other harmful and/or poisonous compounds and chemicals shall be secured by the contractor and kept out of reach of the general public.
Level of Service: The Contractor shall provide a level of cleaning for each area that is at least equal to standards defined by the Building Service Contractors Association (BSCA) for adequate cleaning. Adequate shall be defined as a cleaning standard that will provide neither serious nor repeated criticism. Public Areas (those used by outside visitors, Reception and Waiting areas, Conference Room(s), and restrooms used by the public).
Contractor’s Personnel: The Contractor shall be responsible for providing qualified and experienced personnel of the appropriate types, skill levels, and quantities required to accomplish the work and for adequately supervising them on the work site. No employee is allowed to use any agency telephone; use of any office equipment or supplies in the office areas; opening any drawers, cabinets, files, etc., or reading or removing any letters, documents, etc. which have been disposed of in trash containers. The Contractor shall consider grounds for dismissal for any employee engaging in any non-workmanlike conduct or behavior; employee loitering on premises or engaging in prolonged discussions with agency staff; employee sleeping on the job; employee conduct or acts in violation of Drug-Free Workplace. Employees will not allow friends or family members to visit the job site.
The Contractor shall furnish all signs, cones, barricades, tape or other barriers as necessary at the worksite to protect people from harm or injury.
The Contractor can suggest a schedule for the stripping and waxing of floors but the Office Manager shall have the final say to decide when this is required and scheduled.
The Contractor is responsible for ensuring that all materials furnished and used comply with all applicable laws, ordinances, rules, regulations, and codes and are compatible with preexisting materials and equipment of the building involved.
The Contractor(s) shall make available for inspection all equipment, tools, and supplies furnished by the Contractor(s) and approval by the agency manager for use. The Contractor shall maintain all equipment in good operating condition, and shall indicate that it is OSHA certified and/or meets all OSHA requirements. The Contractor shall have all equipment, cleaning supplies, and other supplies in sufficient quantities to adequately perform all services.
Page 4 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
Plan of Operation: Within seven (7) days after the award of the Contract, the Contractor shall submit to the Facility Manager a complete plan of operations to include the following:
Name and telephone number of the Contractor’s supervisor authorized to take immediate corrective action(s).
Perspective bidders may attend a site visit beginning upon request by calling and going to the Base Supply Center location at the following addresses:
Ft. Lee – 7121A Warehouse Road Fort Lee, VA 23801 Kent McCurley (804)972-1720 Ft. Eustis – 1607 Patch Road, BLDG 1607 Fort Eustis, VA 23604 Ty Martin (757)847-3110 Oceana – 6th Street, BLDG 722 Door #8 Nas Oceana, VA 23460 Diana Chappell (757)491-1847 Langley – 23 Sweeney Blvd, BLDG 330 Langley AFB, VA 23665 Marcus Townes (757)865-4815
3.0 METHOD OF PAYMENT
Contractor shall submit invoices with the required backup documentations.
• Contractor’s name and remittance address • Invoice number and date • Contract number • Purchase Order number • Work order number • Location of work performed • Total amount due
The contractor shall submit invoices electronically to: [email protected]
VIB may make payment by check or through Electronic Data Interchange (EDI).
***VIB will not compensate for travel***
4.0 QUICK QUOTE SUBMISSION REQUIREMENTS:
Quotes should be submitted in eVA using the Quick Quote application. Vendors are to submit quotes at a fixed price per square foot for location the vendor is requesting to partake. (Do not submit an estimated total). In addition to the price, the information below should be attached to the Quick Quote in eVA:
Page 5 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
• A description of your firm’s carpet cleaning and spot removal methodology (Reference Section 2.2 b) • State Corporation Number • References - Bidder shall provide at least 3 references from past customers.
5.0 PRICE
The successful Contractor shall furnish all labor, supervision, equipment, supplies, materials, and incidentals to properly and shall provide the following work: TOTAL FOR SERVICE
Ft. Lee Tile area is 624 square foot and 2100 square foot carpet area
Ft. Eustis tile area is 600 square foot and 660 square foot carpet area
Oceana have 4,240 square foot of tile area with no carpet area
Langley’s tile area is 1,800 square foot and 4,900 square foot carpet area
TOTAL
6.0 SPECIAL TERMS AND CONDITIONS
A. AWARD: The Commonwealth will make the award(s) on the total by line item to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD- certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt
Page 6 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award
B. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (30) days. The bidder may withdraw the bid in writing at the end of the days. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
C. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.
D. REFERENCES: Bidders shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.
ORGANIZATION ADDRESS CONTACT TELEPHONE
E. E-VERIFY PROGRAM: EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.24308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E- Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.
Page 7 of 8
VIB BASE SUPPLY CENTERS FT.LEE, FT.EUSTIS, OCEANA, AND LANGLEY CARPET AND FLOOR CARE
F. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.
G. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in a single purchase order with the applicable eVA transaction fee assessed for each order.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to [email protected].
H. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small businesses also include DSBSD-certified women-owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids.
Page 8 of 8