Janitorial Disinfectant Supplies and Equipment DOC-24-087 Quick Quote 05022024
Janitorial Disinfectant Supplies and Equipment DOC-24-087 Quick Quote 05022024
Janitorial Disinfectant Supplies and Equipment DOC-24-087 Quick Quote 05022024
DEPARTMENT OF CORRECTIONS
PROCUREMENT AND RISK MANAGEMENT
6900 ATMORE DRIVE
RICHMOND, VIRGINIA 23225
Please note: Requested supporting documentation that is not submitted electronically, or not attached to your
Quick Quote response in eVA, must be received by the Procurement Unit no later than May 2, 2024 at 2:00 p.m. in
order for your bid to be responsive. Fax to the attention of Keira Williams and 804-887-8461, e-mail:
[email protected], or mail to: Keira Williams, Procurement Specialist, Virginia Department of
Corrections 6900 Atmore Drive Richmond ,VA 23225.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of
Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age,
disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by
state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency
not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain
why an exception should be made in that invitation to bid or request for proposal.
If bidding an equivalent brand, bidders must provide detailed literature showing that the equivalent brand
meets or exceeds the specifications of the above products.
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia
Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in
their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors
Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure
for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally
available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell
To Virginia”.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in
all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and
any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency
and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract
or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-
4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with
all applicable federal, state and local laws, rules and regulations.
a. The contractor will not discriminate against any employee or applicant for employment because
of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or
any other basis prohibited by state law relating to discrimination in employment, except where
there is a bona fide occupational qualification reasonably necessary to the normal operation of the
contractor. The contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation
shall be deemed sufficient for the purpose of meeting the requirements of this section.
d. If the contractor employs more than five employees, the contractor shall (i) provide annual
training on the contractor's sexual harassment policy to all supervisors and employees providing
services in the Commonwealth, except such supervisors or employees that are required to
complete sexual harassment training provided by the Department of Human Resource
Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public
place in each building located in the Commonwealth that the contractor owns or leases for
business purposes and (b) the contractor's employee handbook.
e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor
violates one of these provisions, the Commonwealth may terminate the affected part of this
contract for breach, or at its option, the whole contract. Violation of one of these provisions may
also result in debarment from State contracting regardless of whether the specific contract is
terminated.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:
By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the
Contractor does not, and shall not during the performance of the contract for goods and services in the
Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and
Control Act of 1986.
F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not
currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods
and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling
any order or accepting any resulting order, or that they are an agent of any person or entity that is currently
debarred by the Commonwealth of Virginia.
If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor,
the non-debarred vendor will be debarred for the same time period as the debarred vendor.
G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the
Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or
hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to
the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.
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H. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications
or other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name
appears on the face of the solicitation no later than five working days before the due date. Any revisions to
the solicitation will be made only by addendum issued by the buyer.
I. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly
to the payment address shown on the purchase order/contract. All invoices shall show the state
contract number and/or purchase order number; social security number (for individual
contractors) or the federal employer identification number (for proprietorships, partnerships,
and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring
payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of
discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with
public funds, shall be billed by the contractor at the contract price, regardless of which public
agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases
where payment is made by mail, or when offset proceedings have been instituted as authorized
under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and
material purchases, final job costs cannot be accurately determined at the time orders are placed.
In such cases, contractors should be put on notice that final payment in full is contingent on a
determination of reasonableness with respect to all invoiced charges. Charges which appear to
be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364.
Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the
contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of
Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt
payment obligations with respect to those charges which are not in dispute (Code of Virginia, §
2.2-4363).
2. To Subcontractors:
a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a
contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) for the proportionate share of the payment received for work
performed by the subcontractor(s) under the contract; or
(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to
withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per
month (unless otherwise provided under the terms of the contract) on all amounts owed by the
contractor that remain unpaid seven (7) days following receipt of payment from the
Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any
payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each
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sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an
interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.
3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a
condition to the award, shall deliver to the contracting agency or institution, on or before request for
final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to
shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under
the contract in question may be withheld until such certification is delivered and, if necessary,
confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of
withholding such payment.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and
credit card payments.
J. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL,
APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC
CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS,
ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS,
CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict
between any of the other General Terms and Conditions and any Special Terms and Conditions in this
solicitation, the Special Terms and Conditions shall apply.
L. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it
may deem advisable to assure goods and services conform to the specifications.
M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part
without the written consent of the Commonwealth.
N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any
additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or
services, or within the same broad product or service categories as were included in the contract
award. Any increase or decrease in the price of the contract resulting from such modification shall be
agreed to by the parties as a part of their written agreement to modify the scope of the contract.
2. The Purchasing Agency may order changes within the general scope of the contract at any time by
written notice to the contractor. Changes within the scope of the contract include, but are not limited
to, things such as services to be performed, the method of packing or shipment, and the place of
delivery or installation. The contractor shall comply with the notice upon receipt, unless the
contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that
would be caused by complying with such notice, in which case the contractor shall, in writing,
promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to
comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or
revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an
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adjustment to compensation, the contractor shall be compensated for any additional costs incurred as
the result of such order and shall give the Purchasing Agency a credit for any savings. Said
compensation shall be determined by one of the following methods:
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be
done can be expressed in units, and the contractor accounts for the number of units of work
performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to
determine the correct number of units independently; or
c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and
savings realized. A markup for overhead and profit may be allowed if provided by the contract.
The same markup shall be used for determining a decrease in price as the result of savings
realized. The contractor shall present the Purchasing Agency with all vouchers and records of
expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the
records of the contractor as it deems necessary to determine costs or savings. Any claim for an
adjustment in price under this provision must be asserted by written notice to the Purchasing
Agency within thirty (30) days from the date of receipt of the written order from the Purchasing
Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or
decrease in the contract price or time for performance shall be resolved in accordance with the
procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is
none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors
Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other
provision of this contract shall excuse the contractor from promptly complying with the changes
ordered by the Purchasing Agency or with the performance of the contract generally.
O. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and
conditions, the Commonwealth may terminate this agreement after verbal or written notice without penalty.
Upon termination the Commonwealth may procure the goods or services contracted for from other sources
and hold the contractor responsible for any resulting additional purchase and administrative costs. This
remedy shall be in addition to any other remedies which the Commonwealth may have.
P. TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and
use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract
shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption
registration number is 54-73-0076K.
If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment
of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the
contractor from offering a tax-included price.
Q. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand,
make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named,
but conveys the general style, type, character, and quality of the article desired. Any article which the public
body, in its sole discretion, determines to be the equivalent of that specified, considering quality,
workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The
(bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide
sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if
the product offered meets the requirements of the solicitation. This is required even if offering the exact
brand, make or manufacturer specified. Normally in competitive sealed bidding only the information
furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation
purposes may result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its
R. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a
contract as a result of this solicitation, the purchasing agency will publicly post such notice in eVA
(eva.virginia.gov) for a minimum of 10 days.
During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the
contractor's employees; (ii) post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and
specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all
solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific contract awarded to a contractor, the employees of whom are prohibited from
engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the contract.
Vendor transaction fees are determined by the date the original purchase order is issued and the current fees
are as follows:
1. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:
2. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase
orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified
above assessed for each order.
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For orders issued prior to July 1, 2014, the vendor transaction fees can be found at eVA.virginia.gov.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of
General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases)
will be handled through purchase order changes.
V. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall
be bound hereunder only to the extent of the funds available or which may hereafter become available for the
purpose of this agreement.
X. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer
prices in US dollars.
Z. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that no
individual, while performing work on behalf of the contractor or any subcontractor in connection with this
agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment),
bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race,
sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age, political
affiliation, veteran status, or disability.
The contractor shall provide each Contract Worker with a copy of this Section and will require Contract
Workers to participate in agency training on civility in the State workplace if contractor’s (and any
subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater
expectations. Upon request, the contractor shall provide documentation that each Contract Worker has
received such training.
For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a
Commonwealth employee performs any work-related duty or is representing his or her agency, as well as
surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these
locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably
should know that the phone number, email, or other method of communication is associated with a State
workplace or is associated with a person who is a State employee.
Employees or other third parties may benefit incidentally from this Section and from training materials or
other communications distributed on this topic, but the Parties to this agreement intend this Section to be
enforceable solely by the Commonwealth and not by employees or other third parties.
A. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will be based
on net prices. 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 prompt payment will not be considered in making awards. The State reserves the
right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to
making an award.
B. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in (___one____) purchase
order(s) with the applicable eVA transaction fee assessed for each order.
C. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the
end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at
that time it remains in effect until an award is made or the solicitation is canceled.
D. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.
F. EXTRA CHARGES NOT ALLOWED: The bid price shall include all applicable charges, including but
not limited to freight and delivery charges; extra charges will not be allowed.
G. LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation are
“Hazardous Substances” as defined by § 1261 of Title 15 of the United States Code (U.S.C.) or “Pesticides”
as defined in § 136 of Title 7 of the United States Code, then the bidder/offeror, by submitting his
bid/proposal, certifies and warrants that the items or products to be delivered under this contract shall be
properly labeled as required by the foregoing sections and that by delivering the items or products the
bidder/offeror does not violate any of the prohibitions of Title 15 U.S.C. § 1263 or Title 7 U.S.C. § 136.
H. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an operations
and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.
I. SAFETY DATA SHEETS: Safety Data Sheets and descriptive literature shall be provided with the
bid/proposal for each chemical and/or compound offered. Failure on the part of the bidder/offeror to submit
such data sheets may be cause for declaring the bid/proposal as nonresponsive/eliminated from further
consideration.
J. ORDERING OPTION: The (Virginia Department of Corrections), may during the first sixty (60) days after
this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at
L. PRODUCT INFORMATION: The bidder/offeror shall clearly and specifically identify the product being
offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the
bid/proposal to enable the Commonwealth to determine if the product offered meets the requirements of the
solicitation. Failure to do so may cause the bid/proposal to be considered nonresponsive.
M. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any
award resulting from this solicitation shall be covered by the most favorable commercial warranties the
contractor gives any customer for such goods or services and that the rights and remedies provided therein
are in addition to and do not limit those available to the Commonwealth by any other clause of this
solicitation and rights and remedies permitted under applicable law. A copy of this warranty should be
furnished with the bid/proposal.
P. DRUG FREE WORKPLACE: All employees of the Contractor, or its Subcontractors, assigned to this
contract and who interact with any DOC offender or work within any DOC location, including but not
limited to any correctional facility, detention center, diversion center, probation and parole office, central or
regional office, will be subject to pre-employment drug screening conducted by DOC personnel within the
respective facility or office.
All employees of the Contractor, or its Subcontractors, having direct contact with offenders, shall be free
from the influence or effects of illegal drugs and will be subject to the DOC’s drug procedures for reasonable
suspicion drug and alcohol testing, and post-accident drug and alcohol testing conducted by DOC personnel
within the respective facility or office. The Contractor shall be responsible for periodic random drug testing
their employees and shall notify the applicable Organization Unit Head of any positive tests.
The Contractor will be notified of any positive tests conducted by the DOC. Based on the positive alcohol or
drug test, the Organizational Unit Head may bar the employee entry into the DOC location or from providing
services to the DOC, regardless of disciplinary action taken by the employer. All costs associated with
required drug and/or alcohol testing conducted at a DOC facility or work location may be charged back to
the Contractor.
IV. ATTACHMENTS:
Failure to complete and provide this Bid Form may result in rejection of your bid.
Email: [email protected]
2. VENDOR INFORMATION:
Fax Number:
Years in Business: Indicate the length of time the Company has been in business providing this type of good or
1 Years
service: ______ 8 Months
A. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
Project:
B. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
Project:
C. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
PRICE SCHEDULE:
Note to Bidders: Please also list your pricing in eVA for each applicable line item.
4. DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated
below after receipt of order (ARO) by the bidder. The Agency requires the bidder to deliver within a reasonable
time after ARO. If the bidder does not insert a stated delivery time in the blank below, the bidder will be deemed to
offer delivery in accordance with the Agency’s desired delivery time as stated below:
DOC Contractor,
Effective July 1, 2020, Section § 2.2-4201 of the Code of Virginia was changed to require contractors with the
Commonwealth, who have workers who spend significant time working with or in close proximity to state
employees, to complete sexual harassment training developed by the Virginia Department of Human Resource
Management (DHRM).
Please use this checklist (also found on the next page) to determine if any of your employees are required to
complete the DHRM sexual harassment training. If required, contractors should provide the following training
video Preventing Sexual Harassment Training that focuses on understanding and preventing sexual
harassment in the workplace.
The below link within the DHRM webpage provides more information regarding the training and requirements:
https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training
If you have any question regarding this matter, please contact the DOC Procurement Office.
Sincerely,
If the answer is “yes” to any of the above questions, then the contractor’s employees must receive
Sexual Harassment training provided by the Department of Human Resource Management.
This training is available on the Department of Human Resource Management web page at
www.dhrm.virginia.gov.