Janitorial Services 41 Spring Tree Lane, Brattleboro Addendum 1

Agency of Administration/ Buildings & General Services
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
SEALED BID
Request For Proposal
Janitorial Services for Agency of Human Services at
41 Spring Tree Lane, Brattleboro, Vermont
ISSUE DATE March 2, 2026
BIDDERS CONFERENCE March 6, 2026 - 11:00 AM
QUESTIONS DUE March 11, 2026 - 4:30 PM (EST)
RFP RESPONSES DUE BY March 17, 2026 - 4:30 PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
http://www.bgs.state.vt.us/pca/bids/bids.php
The state will make no attempt to contact interested parties with updated information. It is the
responsibility of each bidder to periodically check the above webpage for any and all
notifications, releases and addendums associated with this RFP.
STATE CONTACT: James Meyers, State Senior Purchasing Agent
E-MAIL: BGS.OPCVendorDocs@vermont.gov
Revised: February 13, 2026

OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Administration/ Buildings & General Services (hereinafter the "State") is seeking to establish
contracts with one or more companies that can provide janitorial services at 41 Spring Tree
Lane, Brattleboro, Vermont.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 36 months/3 years
with an option to renew for up to one additional twenty-four-month period. The State anticipates
the start date for such contract(s) will be April 1, 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed
in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact
with any other individual from the State concerning this RFP is strictly prohibited and may result
in disqualification.
1.4. BIDDERS' CONFERENCE: A non-mandatory bidders' conference will be held at the date and
time indicated on the front page of this RFP.
1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this
RFP or wishing to comment on any requirement of the RFP must submit specific questions in
writing no later than the deadline for question indicated on the first page of this RFP. Questions
may be e-mailed to the point of contact on the front page of this RFP. Questions or comments
not raised in writing on or before the last day of the question period are thereafter waived. At
the close of the question period a copy of all questions or comments and the State's responses
will be posted on the State's web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort
will be made to post this information as soon as possible after the question period ends,
contingent on the number and complexity of the questions. All information provided by vendors
during this process will be public and bidders shall not provide confidential information, except
as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State
through the issuance of an Addendum to this RFP and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1 This contract calls for Janitorial Services for the Agency of Human Services located at 41 Spring
Tree Lane in Brattleboro, Vermont to be cleaned 5 days a week. Monday -Friday.
2.1.1 This is an office space of 6,178 total square feet. Multiply flooring types.
2.2 Contractor's responsibility: The Janitorial Duties will be performed daily, weekly, quarterly, semi-
annually and as necessary as outlined in statement of work Attachment A. The contractor shall
perform all Janitorial Duties necessary to maintain a clean, neat, professional office space. All
janitorial supplies and consumables shall be provided by the successful bidder, and these costs
will be included as a part of the proposed monthly bid price.
2.3 JANITORIAL SERVICES AND SUPPLIES CONSISTENT WITH BGS POLICIES.
2.3.1 Janitorial Supplies
a) Administrative Policy #0032
https://bgs.vermont.gov/commissioner/adminpolicies/0032
b) Environmentally Preferred Purchasing (EPP) Attachment E:
https://bgs.vermont.gov/purchasing-contracting/forms/epp
Revised: February 13, 2026

2.4 CONTRACTOR'S ACKNOWLEDGEMENT: SECURITY BACKGROUND CHECKS may be
required to work under this contract.
2.5 JANITORIAL SERVICES: REQUIRED DAILY, Monday-Friday
a. Restroom sinks, shelving, chrome fixtures, and toilets shall be washed inside and
out with disinfectant detergent.
Performance Standard:
Ensure that all restroom floors are clean and free of trash, litter, dust,
spilled liquids then mopped with disinfectant detergent.
b. Stock restrooms, kitchen/break areas on 5 times per week basis with toilet paper,
paper towels and hand soap.
Performance Standard:
Ensure restrooms are re-supplied with toilet paper, paper towels and hand
soap so that after re-supplying the restroom stock and supplies do not run
out prior to the next re-supply period.
c. Wastebaskets are to be emptied cartons and boxes next to a wastebasket and any
other waste, compost, or recycling are to be removed to the dumpster area.
Plastic liner shall be replaced as needed but shall be done at least once per week.
Trash must be deposited in the designated dumpsters nightly and should never be
stored within the office area.
Performance Standard:
Ensure all wastebaskets, paper shredders, recycling, composting, and other
containers within the area are emptied and returned to their location.
Ensure boxes, cans and papers placed near a trash receptacle marked
"trash" are removed.
Ensure any obviously soiled or torn plastic trash receptacle liners in such
receptacles are replaced.
Ensure all trash is disposed of in plastic bags and securely tied.
Ensure any trash that spills from the dumper during the removal of collected
trash is picked up and collected.
Ensure all solid waste collected as a requirement of this contract is placed in
appropriate onsite dumpster containers marked trash or recycling.
Ensure plastic liners are replaced at least once a week.
Ensure compost is placed in the onsite compost container.
d. All reception areas, office, waiting rooms, and main corridors shall be vacuumed daily
and wet mopped daily.
Performance Standard:
Revised: February 13, 2026

Sweep non-carpeted floor surface areas daily, including corners and
abutments; chairs, trash receptacles, and easily movable items shall be
moved to sweep underneath areas.
Ensure the floors are free of spill, trash, visible litter, dust and debris. No dirt
shall be left in corners and abutments; chairs, trash receptacles, and easily
movable items shall be moved to sweep underneath areas.
Ensure caution signs are displayed when cleaning floors in an area where
people other than contract personnel are, or will be present, before the floors
are dry.
e. High touch surface disinfecting. One time per day.
Performance Standard:
All high touch surfaces are to be disinfected once per day throughout this
office.
2.6 JANITORIAL SERVICES: REQUIRED WEEKLY
a. All restroom mirrors, dispensers, chromium fixtures, and piping shall be damp-wiped
and polished dry.
Performance Standard:
Ensure all glass in doors, display cases and any other glass within approximately 7'0"
of the floor are free of film, dirt, smudges, water or cloudy surfaces.
b. All partitions and doors in restrooms shall be washed.
Performance Standard:
De-scale and disinfect partitions, stalls, in restrooms, to include toilet bowls,
and urinals, lavatories, showers, dispensers, and other such surfaces using
germicidal detergent weekly.
Damaged fixtures during de-scaling and disinfecting shall be the responsibility
of the contractor to repair or replace to the satisfaction of the state
representative.
c. Glass in entry doors shall be washed on both sides.
Performance Standard:
Ensure that after the windows have been cleaned, all traces of film, dirt,
smudges, water and other foreign matter are removed from frames, casings,
sill and glass, as well as plexi-glass at all counters.
Ensure that all dust, lint, cobwebs, litter and dry soil is removed.
Revised: February 13, 2026

d. Dust and wash down all surfaces in the break room and holding cell area including
sink.
Performance Standard:
Make sure that all countertops, tables and sinks are cleaned and disinfected.
All food that is found left out should be disposed of outside the building.
2.7 JANITORIAL SERVICES: REQUIRED QUARTERLY
a. Buff and/or wax all tile flooring.
Performance Standard:
:
Strip was and apply new was to all hard surface floors. Apply a new base
coat of wax on floor if required. The products used for the procedure should
be those that are recommended by the material manufacturer and must
provide a non-slip surface.
Ensure a uniform coating of no-slip floor finish is applied bi-annually so that
the floor presents a uniform glossy appearance.
2.8 JANITORIAL SERVICES: REQUIRED Semi - Annual
a. Dust all file cabinets; dust furniture in waiting, lunch, and conference rooms and all
wall surfaces to full ceiling height shall be thoroughly dusted.
Performance Standard:
Ensure all horizontal surfaces and furniture up to 7'0" above the floor is free of
dust, lint, litter, cobwebs and that dry soil is removed from surfaces of cleared
disks, chairs, file cabinets and other types of office furniture and equipment,
ledges, window sills, and hand rails.
Ensure a streak free surface. Ensure corners, crevices, moldings and ledges
are free of all dust, oil, spots, or smudges caused by dusting tools.
The contractor SHALL NOT dust computers, and other computer equipment,
business machines, and equipment of a similar nature as well as personal
items located on desks.
b. Remove insect remains from light fixtures.
Performance Standard:
Ensure that after cleaning; both the interior and exterior of the light fixtures are
free of bugs, dirt, dust, grease or other foreign matter.
c. Wash all plastic and walk off floor mats.
Performance Standard:
Revised: February 13, 2026

Ensure all carpet-type entrance mats are removed of soil and grit and
restored resiliency of the carpet pile is maintained on a bi-weekly basis.
d. Wash all building glass, inside and outside, and as needed.
Performance Standard:
Ensure that after the windows have been cleaned, all traces of film, dirt,
smudges, water and other foreign matter are removed from frames, casings,
sill, and glass.
e. Wash all partitions - glass and metal surfaces.
Performance Standard:
Ensure all glass and plexi-glass counter windows are free of film, dirt,
smudges, water or cloudy surfaces.
f. Wash all plastic covers for fluorescent light fixtures and ceiling air exchanges.
Performance Standard:
Ensure covers for lighting fixtures and ceiling air exchanges are free of dust
and debris.
g. Steam clean all carpeted areas.
Performance Standard:
Vacuum and pore-treat high traffic and visibly stained areas and steam
shampoo entire carpet. Notice to tenant shall be given 1 week in advance of
cleaning. Vacuum any residue once dry.
2.9 JANITORIAL SERVICES: AS NEEDED:
a. Remove/Wash fingerprints and marks on walls.
Performance Standard:
Ensure bi-weekly cleaning, spot cleaning and polishing of walls, partitions,
windowsills, baseboards, doors, floors and fixtures ensuring surface has a
clean uniform appearance free from smudges, spots, fingerprints, marks,
streaks, and other evidence of soil
b. Wash/Polish tops of conference tables and common area surfaces.
Performance Standard:
Revised: February 13, 2026

Ensure bi-weekly cleaning, spot cleaning and polishing of conference tables
reception end/coffee tables and breakroom tables ensuring surface has a
clean uniform appearance.
c. Vacuum/Spot clean upholstered seating, wash vinyl and plastic chairs.
Performance Standard:
Ensure bi-weekly cleaning, as needed, spot cleaning of seating furniture and
removal of visible staining, spills, lint and debris for a presentable and uniform
appearance.
d. Contractor shall notify state representative if work cannot be performed to standards
herein due to inaccessible, damaged or defective surfaces, or materials.
e. The contractor shall furnish paper products, hand soap, and associated dispensers,
janitorial equipment and cleaning supplies. One dry mop and one wet mop and
bucket will be available to the state for emergency cleaning.
2.10 JANITORIAL SERVICES: CALL-IN BASIS
a. Contractor shall perform additional janitorial services, upon request of the State,
on a call-in basis to address unplanned janitorial needs not described above.
2.11 SECURITY CONDITIONS
Access to the main building shall be gained by using a state badge.
Only those individuals in the employment of the janitorial company are allowed access to the
building. No other individuals, including, but not limited to, friends, spouses, or children etc., are
permitted in the building during performance of janitorial duties. Background checks and/or
fingerprinting may be required for cleaning staff and cost will be absorbed by the successful bidder.
Violation of any of these conditions is grounds for immediate termination of this contract.
2.12 CONTRACTOR RESPONSIBILITIES
The Contractor will furnish paper products, janitorial equipment, and cleaning supplies.
One vacuum cleaner, and a mop, will be available to the state for emergency cleaning,
and the contractor will identify the location and access of this equipment to be made
available to all departments.
All cleaning products shall be only those approved by the state VOSHA office
department regarding their use and safety of chemicals.
Safety data sheets (SDS) must be on file at the location of use for all cleaning products used in
support of this contract.
2.13 USE OF CLEANING PRODUCTS/ENVIRONMENTAL SAFETY AND HEALTH CRITERIA
In order to comply with Executive Orders 06-94 and 02-04, and Buildings and General Services
Policy 0032, the State of Vermont will specify, buy and use, where feasible, only Environmentally
Revised: February 13, 2026

Preferable Custodial Cleaning Products in state owned and leased facilities.
Environmentally Preferable Cleaning Products are defined as products that have a lesser or reduced
effect on human health and the environment when compared with competing products or services
that serve the same purposes.
Products used in support of this contract must meet or exceed the criteria established in the Vermont
Environmental, Safety and Occupational Health Criteria for Custodial Products.
2.14 VT ESOH CRITICAL PRODUCT EXCLUSION CRITERIA: The mandatory exclusions for all
cleaning products used by state employees or contractors within state facilities are as follows:
No Persistent, Bio-accumulative And Toxic Chemicals
No Carcinogens, Mutagens and Teratogens
No Ozone-Depleting Compounds
Low Volatile Organic Compounds (VOC's)
No Hazardous Waste Characteristics
No Phosphate or Phosphonates
No Combination Cleaner-Disinfectants
For a complete list of requirements visit: http://www.bgs.state.vt.us/pca/enviro.doc
Use of any custodial cleaning product not meeting the mandatory CRITICAL PRODUCT
EXCLUSION CRITERIA of the Vermont Environmental, Safety and Occupational Health Criteria for
Custodial Products must have a waiver signed and on-file with the Environmental Safety &
Occupational Health Coordinator for the work location where product is being used.
Safety data sheets (SDS) must be on file at the location of use for all cleaning products used in
support of this contract. These sheets are to be provided to the office manager prior to their use.
Before any change in the use of products office manager will be notified.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs
that Bidder wishes the State to consider must be submitted for consideration. If applicable, all
equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra
delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready
for immediate use, unless otherwise requested by the State.
3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy
submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover
the full spectrum of materials and/or services required.
3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a
competitive bidding process with another state and/or cooperative are welcome to submit
the pricing in response to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select
the Bidder(s) as may be determined to be in the best interest of the State and consistent with the
goals and performance requirements outlined in this RFP. The State of Vermont reserves the
right to obtain clarification or additional information necessary to properly evaluate a proposal.
Failure of bidder to respond to a request for additional information or clarification could result in
rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of
the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with
or without cause, and to waive technicalities in submissions. The State also reserves the right to
Revised: February 13, 2026

make purchases outside of the awarded contracts where it is deemed in the best interest of the
State.
3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the
final selection of Bidder(s) for Contract negotiation or execution, the State may invite
Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only
those Bidders that meet the minimum qualification requirements and/or have not been
eliminated from consideration during the evaluation process.
3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the
State if it will help the State's evaluation process. The State will factor information
presented during presentations into the evaluation. Bidders will be responsible for all costs
associated with providing the presentation.
3.3. CONFLICTS OF INTEREST:
3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a
business entity has interests (for example, customers, partners, contracts) that could
undermine, or reasonably be perceived to undermine, its faithful and unbiased
performance of a contract with the State that may result from this solicitation.
3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an
individual, agent or employee of a bidder could undermine, or reasonably be perceived to
undermine, its faithful and unbiased performance of a contract with the State that may
result from this solicitation.
3.3.3. Requirements: The State does not seek to contract with any individual or business entity
having a conflict of interest which cannot be mitigated to the State's satisfaction. To
ensure the State's awareness of actual, potential, or reasonably perceived PCOIs and
OCOIs, bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations and
activities and identify actual, potential, or reasonably perceived PCOIs or OCOIs relative
to a contract with the State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any
facts that may cause a reasonably prudent person to perceive a PCOI or OCOI with
respect to a contract with the State that may result from this solicitation. Disclose, also,
any actions proposed to mitigate the PCOI or OCOI.
3.3.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be
mitigated to the State's satisfaction and may discuss the conflict with the bidder if and to
the extent the State deems discussion necessary to its determination. The State reserves
the right to (a) reject from further consideration any proposal having a PCOI or OCIO that
cannot be mitigated to the State's full satisfaction and (b) terminate a contract upon
discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its
proposal, or otherwise misrepresented relevant information to the State.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32
of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with
the following provisions and requirements.
3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the
appropriate section in the attached Certificate of Compliance for purposes of self-reporting
information relating to past violations, convictions, suspensions, and any other information
related to past performance relative to coding and classification of workers. The State is
requiring information on any violations that occurred in the previous 12 months.
Revised: February 13, 2026

3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby
notified that upon award of contract, and prior to contract execution, the State shall be
provided with a list of all proposed subcontractors and subcontractors' subcontractors,
together with the identity of those subcontractors' workers compensation insurance
providers, and additional required or requested information, as applicable, in accordance
with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This
requirement does not apply to subcontractors providing supplies only and no labor to the
overall contract or project. This list MUST be updated and provided to the State as
additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form
is not required to be submitted with the bid response.
3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE
PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of
Compliance for this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that
promote clean energy and address climate change as identified in the Certification, shall be
given favorable consideration in the competitive bidding process. Such favorable consideration
shall be consistent with and not supersede any preference given to resident bidders of the State
and/or products raised or manufactured in the State, as explained in the Method of Award
section. But, such favorable consideration shall not be employed if prohibited by law or other
relevant authority or agreement.
3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may
award one or more contracts and reserves the right to make additional awards to other compliant
bidders at any time if such award is deemed to be in the best interest of the State. All other
considerations being equal, preference will be given first to resident bidders of the state and/or to
products raised or manufactured in the state, and then to bidders who have practices that
promote clean energy and address climate change, as identified in the applicable Certificate of
Compliance.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder's project approach and
methodology, qualifications and experience, ability to provide the services within the
defined timeline, cost, and/or success in completing similar projects and as applicable
3.7. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select
one or more bidders with which to negotiate a contract, based on the evaluation findings and
other criteria deemed relevant for ensuring that the decision made is in the best interest of the
State. In the event State is not successful in negotiating a contract with a selected bidder, the
State reserves the option of negotiating with another bidder, or to end the proposal process
entirely.
3.8. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this RFP and shall be responsible for all expenses associated with
any presentations or demonstrations associated with this request and/or any proposals made.
3.9. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State,
including the Standard Contract Form and Attachment C as attached to this RFP for reference. If
IT Attachment D is included in this RFP, terms may be modified based upon the solution
proposed by the Bidder, subject to approval by the Agency of Digital Services.
3.9.1. Business Registration. To be awarded a contract by the State of Vermont a bidder
(except an individual doing business in his/her own name) must be registered with the
Vermont Secretary of State's office Vermont Secretary of State - Business Services
Revised: February 13, 2026