Issue Date: JULY 31, 2019
REQUEST FOR PROPOSAL
Title: CHARLOTTESVILLE AREA TRANSIT JANITORIAL SERVICES
City of Charlottesville
Procurement & Risk Management Services Division
325 4th Street, NW
Charlottesville, VA 22903
Department and/or Location
Where Work Will Be Performed:
City of Charlottesville
Charlottesville Area Transit
1545 Avon Street Extended
Charlottesville, VA 22902
Period Of Contract: From December 6, 2019 – December 5, 2020, with the option to renew for up to five (5) additional one
year terms if agreed upon in writing by both parties.
Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on AUGUST 28, 2019. Proposals received after
the announced time and date for receipt, will not be considered. The time of offer receipt shall be determined by the time
received in the Procurement and Risk Management Office. Offerors have the sole responsibility for assuring that offers are
received by the designated date and time. No telephoned, faxed, or emailed proposals will be considered.
The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:
CHARLOTTESVILLE AREA TRANSIT JANITORIAL SERVICES
AUGUST 28, 2019
All Inquiries For Information Should Submitted in Writing and Be Directed To: Crystal L. Weller, CPPB, VCO, Procurement
Supervisor at email@example.com.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE
HAND DELIVERED, THEN DELIVER TO:
City of Charlottesville
Procurement & Risk Management Services Division
325 4th Street NW, Charlottesville, VA, 29903
OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING
LOCATION, ON THE CITY’S WEBSITE AT WWW.CHARLOTTESVILLE.ORG/PURCHASING, (CLICK ON BIDS
AND PROPOSALS TO OBTAIN A MAP).
TO RECEIVE A COMPLETE RFP, PLEASE VISIT OUR WEBPAGE AT
AND CLICK ON BIDS AND PROPOSALS.
PREPROPOSAL CONFERENCE: An optional preproposal conference will be held on AUGUST 8, 2019 at 9:00 am at
CAT’s Avon Street Facility located at 1545 Avon Street, Ext., Charlottesville, VA 22902. Attendance is not mandatory but
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, or any other basis
prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR RFP#TRANSIT JANITORIAL/20-10
MINORITY BUSINESS PROGRAM
STATEMENT OF NEEDS
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
EVALUATION AND AWARD CRITERIA
VII. REPORTING AND DELIVERY INSTRUCTIONS
VIII. PREPROPOSAL CONFERENCE
GENERAL TERMS AND CONDITIONS
SPECIAL TERMS AND CONDITIONS
ATTACHMENTS TO THE SOLICITATION
City Question Form
Sample C.O.I. and Guide to the Acord Form
PURPOSE: The City of Charlottesville and Charlottesville Area Transit (CAT) is soliciting sealed proposals from
qualified firms to establish a contract through competitive negotiation for comprehensive janitorial services for the
City’s transit and pupil transportation facilities. Services shall include all operations in connection with janitorial
services in the facilities as described in this Request for Proposal (RFP).
III. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at http://www.charlottesville.org/business/minority-
IV. STATEMENTS OF NEEDS: The City of Charlottesville requires an experienced and reputable janitorial firm to
provide comprehensive janitorial services to all managed transit facilities.
The required janitorial services will include, but are not limited to, all necessary labor, supervision, materials,
equipment and supplies to successfully perform Janitorial Services. In addition to janitorial services, the awarded
Contractor will obtain and manage the consumable products supply needed by each facility listed above, and deliver
the required supplies to each facility on a just-in-time basis. Such products include, but are not limited to, toilet
paper, paper towels, trash bags, hand soap, and hygiene products.
THE AWARDED OFFEROR WILL PROVIDE JANITORIAL SERVICES AND SUPPLIES IN
ACCORDANCE WITH DETAILED INFORMATION PROVIDED IN THE FOLLOWING SCHEDULES:
Downtown Transit Station/Visitor’s Center
Avon Street Facility
Pupil Transportation Facility
Summary by Facility
Scope of Work/Specifications
Waterless Urinal Instructions
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
A. GENERAL INSTRUCTIONS:
1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this
a. One (1) printed version original marked “Original” and (6) copies of each Proposal shall be
transmitted to the City, along with an electronic copy of the proposal on CD either in Microsoft
Word or PDF format of same.
b. In addition, should the proposal contain proprietary information, submit one (1) redacted printed
version with proprietary portions removed or blacked out marked “Redacted Copy” along with an
electronic copy on CD either in Microsoft Word or PDF format of same.
These items must be submitted to the City as a complete sealed proposal. No other distribution of the
proposal shall be made by the Offeror.
Proposals must be submitted by the date and time stated in the solicitation. Proposals will be date and
time stamped upon receipt and retained unopened in a secure location until proposal opening. No
consideration will be given to date of postmark or error in delivery to incorrect address. It is the
responsibility of the Offeror to ensure timely and correct delivery of proposal.
2. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the offeror.
b. Each Proposal must be and remain valid for a period of at least sixty (60) days from the date set by
this RFP for receipt of proposals.
c. All information requested or required by this RFP must be submitted. Failure to submit all
information requested may result in an Offeror’s Proposal being rejected.
d. Proposals should be prepared simply, providing a clear, straightforward, concise description of the
Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s
capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity
and reliability that will assure good faith performance of the Project requirements.
e. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response
covers more than one page, the paragraph number and sub-paragraph number should be repeated at
the top of the next page. The proposal should contain a table of contents which cross-references the
RFP requirements. Information which the Offeror desires to present that does not fall within any of
the requirements of the RFP should be inserted at an appropriate place or be attached at the end of
the proposal and designated as additional material. Proposals that are not organized in this manner
risk elimination from consideration if the evaluators are unable to find where the RFP requirements
are specifically addressed.
f. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items
labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall
quality and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall"
requirement may not automatically remove that Offeror from consideration; however, it may affect
the overall rating of the Offerors’ proposal.
g. Each copy of the Proposal should be bound or contained in a single volume where practical. All
documentation submitted with the proposal should be contained in that single volume.
h. All proceedings, records, contracts and other records relating to this procurement transaction shall
be open to public inspection in accordance with the Virginia Freedom of Information Act. Trade
secrets or proprietary information submitted by an offeror shall not be subject to public disclosure
under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of
§ 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material
is submitted. The written notice must specifically identify the data or materials to be protected and
state the reasons why protection is necessary. The proprietary or trade secret material submitted
must be identified by some distinct method such as highlighting or underlining and must indicate
only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.
The classification of an entire proposal document, line item prices, and/or total proposal prices as
proprietary or trade secrets is not acceptable. Offerors, upon request, shall be afforded the
opportunity to inspect proposal records within a reasonable time after the evaluation and
negotiations of proposals are completed, but prior to award, except in the event that the City decides
not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be
open to public inspection only after award of a contract by the City.
i. All costs of proposal preparation and presentation shall be borne by each offeror. The City is not
liable for any cost incurred by the offeror prior to issuance of a contract.
3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral
presentation of their proposal to the City. This provides an opportunity for the offeror to clarify or
elaborate on the proposal. This is a fact finding and explanation session only and does not include
negotiation. The City will schedule the time and location of these presentations. Oral presentations are an
option of the City and may or may not be conducted.
B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the
City may properly evaluate your capabilities to provide the required goods/services.
Offerors should submit the following items as a complete proposal:
Lobbying Restrictions Certification
State Corporation Commission Form
Offeror Data Sheet
Certification of No Collusion
Disadvantaged Business Enterprise Objectives
Proprietary/Confidential Information Identification
Contractor’s Materials List
Living Wage Requirement
VI. EVALUATION AND AWARD CRITERIA: This section is in two parts. The first part, “Evaluation Criteria,”
explains how the proposals will be evaluated. The second part is the “Award of Contract” clause that states how the
award will be made.
A. EVALUATION CRITERIA: Proposals shall be evaluated by the City of Charlottesville using the following
1 Transition Plans and Offeror must demonstrate that they will be ready and able to
transition smoothly, with no lapse in service, to include a
prepared strategy for procedures, scheduling,
equipment/supplies, security clearances and training certs.
Bidder must demonstrate ability to meet day-to-day
requirements of SOW
2 Previous Experience & Offeror must demonstrate a proven track record of quality of
work and customer service. Client references featuring quality
of work performed, contractor’s credentials, experience of staff
assigned and examples of exceeding customer expectations
under municipal contracts will be considered.
Offeror must be able to meet a high standard of Quality Control
Assurance/Customer and Customer Service
5 Familiarity/Knowledge Please describe your firm’s recent efforts to familiarize itself
of CAT Facilities
with the facilities and respective Scope of Work for each. Any
past contract work is not relevant.