RFP-26-27-021-Janitorial Services- 527 Bridge Street

1.0 Intent
The Industrial Development Authority of the City of Danville (IDA) is soliciting proposals from
qualified firms to provide janitorial and custodial services for the facility located at 527 Bridge
Street, Danville, Virginia. The selected contractor shall furnish all labor, supervision, materials,
equipment, and supplies necessary to maintain the building in a clean, sanitary, safe, and
professional condition.
Services are expected to include routine cleaning of common areas, restrooms, building
entrances, hallways, elevator, and other occupied areas, as well as periodic deep-cleaning
services as specified in this solicitation. The IDA seeks a contractor that can demonstrate
experience, reliability, quality control procedures, and accountability measures to ensure services
are performed consistently and to established performance standards.
The IDA's objective is to establish a performance-based cleaning program that promotes a
professional appearance for tenants, visitors, and staff while providing measurable quality
assurance, documented service verification, and responsive customer service throughout the
term of the contract.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention: Kim Custer - kim.custer@discoverdanville.com
1.2 Deadline
Sealed Proposals shall be submitted no later than October 27, 2026, at 4:00 PM to:
City of Danville
Purchasing Department
Attn.: Carol Henley
427 Patton Street, Room 304
Danville, VA 24541
Proposals will not be accepted both electronically and on paper. The proposal with the
latest time stamp received prior to the due date and time will be evaluated for each
Offeror.

1.3 Pre-Proposal Conference: A pre-proposal conference will be held on
Monday October 5,2026 at 10:00AM at 527 Bridge Street Room 201 Danville VA, 24541
OR Microsoft Teams meeting Join: Meeting ID: 261 749 658 911 Passcode: BB2f26XL
1.4 Proposal Inquiries: The last day for questions will be Date at Time
Email Carol Henley at purchasing@danvillevagov
1.5 Time of Completion: (1) One Year with Option to. renew (4) Four additional (1) One-Year Terms
Agreed by each party
1.6 Owner's Representative: Kim Custer - kim.custer@discoverdanville.com
1.7 Code: All work performed shall conform to the Virginia Uniform Building Code
1.8 Code: All work performed shall conform to the Contract Documents. Reference is made to the
VDOT Specifications; the VDOT Standard Drawings; this Request for Proposal the Project
Manual; and the Plans.
1.9 Information Technology: If a contract is awarded, the VENDOR agrees that all information
technology (IT), including web-based applications, software, and digital content, provided under
this contract must conform to the Revised Section 508 Standards (29 U.S.C. 794d) and,
specifically, must meet WCAG 2.1 Level AA success criteria. The VENDOR shall provide a
completed Voluntary Product Accessibility Template (VPAT/ACR) and a Vendor Accessibility
Roadmap, demonstrating compliance prior to final acceptance.
1.10 Force Majeure: In no event will VENDOR or City be liable for any delay in the performance of, or
failure to perform, any action required under the Agreement, whether in whole or in part, and the
time for performance (including, without limitation and for avoidance of doubt, the investment and
job maintenance obligations set forth herein) shall be extended for the duration of any such delay,
to the extent that such delay or failure is caused by any of the following causes: war; acts of
terrorism; strike; lockout or other labor disturbance; fire; severe weather; extraordinary natural
occurrence; epidemic; pandemic; plagues of locusts; swarms of bow weevils; earthquake;
shortage or interruption of supply or transportation facilities; extraordinary governmental action
1.11 (whether or not valid); or other causes, whether or not similar, beyond the reasonable
control of VENDOR, in each case whether foreseeable or unforeseeable.

2.0 SCOPE OF WORK
2.1. General Description: The Contractor shall provide all labor, supervision, equipment, transportation,
cleaning supplies, and materials necessary to perform janitorial and custodial services for the facility
located at 527 Bridge Street, Danville, Virginia.
Services shall be performed in a manner that maintains the facility in a clean, sanitary, safe, and
professional condition for tenants, staff, visitors, and guests. The Contractor shall be responsible for
furnishing adequate staffing levels to ensure all required services are completed in accordance with
the specifications contained herein.
The Contractor shall provide both routine cleaning services and periodic deep-cleaning services as
identified in this solicitation.
2.2. Routine Cleaning Services:
At a minimum, the Contractor shall perform the following services:
* Restrooms - Monday - Friday
Clean and sanitize toilets, urinals, sinks, countertops, partitions, and fixtures.
o
Clean mirrors and polish chrome fixtures.
o
Replenish restroom consumables
o
Empty trash receptacles and replace liners.
o
Sweep and wet mop floors and clean drains using disinfectant cleaners.
o
Disinfect high-touch surfaces including door handles, light switches, and dispensers.
o
* Common Areas, Hallways, Elevator, and Gathering Spaces - Tuesday and Thursday
Empty trash receptacles.
o
Dust furniture, ledges, and other accessible surfaces.
o
Vacuum carpeted areas.
o
Sweep and mop hard surfaces.
o
Spot-clean walls, doors, baseboards, and glass surfaces.
o
Maintain a professional appearance throughout all public areas.
o
* Building Entrances and Glass - Monday-Friday
Remove debris from entrance areas.
o
Clean entrance door glass and adjacent sidelights.
o
Maintain entryways in a clean and welcoming condition.
o

2.3. Quarterly Cleaning Services
The Contractor shall provide the following services on a quarterly:
* High dusting of vents, ledges, and hard-to-reach surfaces.
* Interior window cleaning.
* Carpet extraction and deep carpet cleaning in elevator
* Floor stripping, waxing, and buffing where applicable.
* Deep cleaning of restrooms.
* Detailed cleaning of baseboards, corners, and high-touch surfaces.
The Contractor shall propose recommended frequencies for periodic services.
2.4 Performance Standards
The facility shall be maintained so that:
* Floors are free of visible dirt, debris, dust, spills, and stains.
* Restrooms are clean, sanitary, stocked, and odor-free.
* Trash receptacles do not overflow.
* Entryways present a professional appearance.
* Surfaces are free of excessive dust accumulation.
* Glass surfaces are free of noticeable fingerprints, smudges, and streaking.
* Building occupants and visitors experience a consistently clean environment.
The IDA reserves the right to determine whether performance standards have been achieved.
2.5 Contractor Accountability and Verification
The Contractor shall maintain documentation verifying that services have been completed.
Service Logs
The Contractor shall maintain a service log that includes:
* Date of service
* Employee name(s)
* Arrival and departure times
* Services performed
* Deficiencies identified
* Corrective actions taken
* Employee Verification

Documentation shall be made available to the IDA upon request.
Supervisory Inspections
The Contractor shall conduct monthly supervisory inspections and submit written inspection reports to the
IDA representative.
Reports shall identify:
* Inspection date
* Areas inspected
* Deficiencies noted
* Corrective actions taken
2.6 Response to Deficiencies
Any deficiencies identified by the IDA shall be corrected within forty-eight (48) hours unless otherwise
approved by the IDA.
Repeated deficiencies may result in corrective action requirements, payment withholding, or contract
termination in accordance with contract provisions.
2.7. Corrective Action Procedures
Should deficiencies be identified, the following process may be implemented:
* First Occurrence
Written notification of deficiency.
o
* Second Occurrence
Written corrective action plan required from Contractor.
o
* Third Occurrence
Mandatory meeting between Contractor management and the IDA.
o
* Continued non-performance
The IDA may pursue contract termination for cause in accordance with contract provisions.
o

2.8. Site Visit
Offerors are strongly encouraged to attend a pre-proposal site visit to familiarize themselves with the
layout, condition, and cleaning requirements of the facility.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The VENDOR shall comply with the provisions of the following:
The City of Danville's "Standard Requirements & Instructions for Bidding", Version
3.0, dated July 1, 2025. Copies may be obtained from the Purchasing Office or by
downloading from the City's website "Finance Department, Purchasing Division.
3.2 Award:
A. The award will be based on the highest ranked, best-value proposal.
B. If a scoring matrix will be used in the evaluation, it will be shared in this solicitation.
C. The City reserves the right to reject any or all offers and to waive informalities and
minor irregularities in offers received.
D. The award will be made to the proposal conforming to the RFP and will be most
advantageous to the City.
3.3 Authority:
A. The Director of Purchasing as the designee of the City Manager has the sole
responsibility and authority for negotiating, placing, and when necessary, modifying
each and every Request for Proposal, purchase order or other award issued by the
City of Danville. In the discharge of these responsibilities, the Director of Purchasing
may be assisted by assigned buyers. No other City officer or employee is authorized
to order supplies or services, enter into purchase negotiations, or in any way obligate
the government of the City of Danville for any indebtedness. Any purchases contrary
to these provisions and authorities shall be void and the City shall not be bound thereby.
B. This procurement process, including withdrawal of Proposals and appeal or protests, is
governed by the "PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA".
Copies of the Procurement Code may be obtained by writing the City of Danville

C. Purchasing Department, 427 Patton St. Room 304, Danville, Virginia 24541 and by
downloading from the City's website, Finance Department, Purchasing Division. The City
of Danville does not discriminate against faith-based organizations.
3.4 Method of Proposal Submission:
A. Proposals will not be accepted both electronically and on paper. Each must choose
only one method of submission to avoid any confusion or duplication of entries. The
latest dated and time stamped proposal will be the only proposal accepted and
evaluated. No proposal may be considered if received after the time shown on the title
page. The allowable methods for submitting are electronic and paper submission.
B. Paper Submission: Proposals must be written in ink or typewritten. Envelopes must
be sealed and marked in the lower left-hand corner RFP 26-27-021 "Janitorial
Services 527 Bridge Street" and submitted to the office indicated on the title page.
C. Electronic Submission: Vendors who choose to submit their Proposals electronically
must ensure that they are registered on eVA at.https://eva.virginia.gov Proposals
can be found under the Business Opportunities Tab > Virginia Business Opportunities
(VBO). Search RFP 26-27-021. When addenda are issued, suppliers that have
submitted an electronic response will have to RESUBMIT their response to the latest
version of the solicitation.
D. Ensure all electronic documents are uploaded vertically, single page. Ensure that the
documents are named, "RFP-26-27-021-Company Name."
E. Should the proposal contain proprietary information, provide one (1) redacted
hard copy of the proposal and all attachments with proprietary portions removed
or blacked out. This copy should be clearly marked "Redacted Copy" on the front
cover. The classification of an entire proposal document, line-item prices, and /or
total proposal prices as proprietary or trade secrets is not acceptable. The City of
Danville shall not be responsible for the Contractor's failure to exclude proprietary
information from this redacted copy. No other distribution of the proposal shall be
made by the Offeror
F. Vendors are expected to examine all instructions, specifications, drawings, sites,
installations, etc. Failure to do so will be at the Vendor's risk. Erasures or other
changes must be initialed by the person signing the proposal.

G. SCC Number
VENDORs organized as a stock or nonstock 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 Virginia Title 13.1 or Title 50 or
as otherwise required by law. A Contactor organized or authorized to transact
business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include
in its bid or proposal the identification number issued to it by the State Corporation
Commission. Any Vendor or 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 bid or proposal a statement
describing why the Vendor or offeror is not required to be so authorized.
3.5 Vendor Eligibility:
A. Vendors are required to submit evidence that they have practical knowledge of the
particular work proposals upon and that they have the financial resources to complete
the proposed work. Failure on the part of any Vendor to carry out previous contracts
satisfactorily, or lack of experience or equipment necessary for the satisfactory and
timely completion of this Project, may be deemed sufficient cause for disqualification of
said Vendor.
B. The Vendor must readily and independently document that the Vendor possesses the
experience, equipment and financial resources necessary for a timely and
professional completion of this project.
C. Irregular Proposals: Proposals shall be considered irregular for the following reasons:
1. If the proposal is on a form other than that furnished by the City, if the City's form
is altered, or if any part of the proposal form is detached.
2. If there are unauthorized additions, conditional or alternate pay items, or
irregularities of any kind which make the proposal incomplete, indefinite, or
otherwise ambiguous.
If the proposal is not accompanied by the proposal guaranty specified by the City.
3.

D. Withdrawal of Proposal Due to Error:
1. A Vendor for a City construction contract, other than a contract for construction or
maintenance of public highways, may withdraw his proposal from consideration, if
the price proposal was substantially lower than the other Proposals due solely to a
mistake therein, provided the was submitted in good faith and the 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,
2. labor, or material made directly in the compilation of the 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.
3. The Vendor shall give notice in writing of his claim of the right to withdraw his proposal
within two (2) business days after the conclusion of the proposal opening procedure.
E. Disqualification of Vendor: A Vendor shall be considered disqualified for any of the
following reasons:
1. Submitting more than one proposal from the same partnership, firm, or
corporation under the same or different name.
2. Evidence of collusion among Vendors. Vendors participating in such collusion
shall be disqualified as Vendors for any future work of the City until any such
participating Vendor has been reinstated by the City as a qualified Vendor.
3. If the Vendor is considered to be in "default" for any reason.
3.6 Proposals Binding 90 Days:
Unless otherwise specified, all formal Proposals submitted shall be binding for ninety (90)
calendar days following proposal-opening date.
3.7 Cleanup:
A. The VENDOR at all times shall keep the premises free from accumulation of waste
materials or rubbish caused by his operations. At the completion of the work, he shall
remove all his waste materials and rubbish from and about the project as well as all
his tools, construction equipment, machinery, and surplus materials.