Cleaning Supplies

In compliance with this invitation for bids, and subject to all the conditions thereof, the signatory
offers, if this bid is accepted within ninety (90) calendar days from the date of the opening, to
furnish any or all of the items and/or services upon which prices are quoted, at the price set
opposite each item, to be delivered at the time and place specified herein. The previous page
signature certifies he has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named above.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
BID OPENING
Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public
opening will be held May 6, 2026, at 3:00 PM (local prevailing time), in the City of Suffolk City
Hall, Purchasing Conference Room, located at 442 W. Washington Street, Suffolk, VA 23434-
5237.
ALL BIDS MUST BE SUBMITTED TO PURCHASING PRIOR TO 3:00 P.M.
SUBMITTALS
Bidder should submit the entire IFB as their bid package.
Bids will be accepted through EVA.
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INVITATION FOR BID
Cleaning Supplies
Table of Contents
SECTION/TITLE
PURPOSE .......................................................................................................................... - 4 -
COMPETITION INTENDED ................................................................................................ - 4 -
CONTRACT PERIOD ......................................................................................................... - 4 -
GENERAL SPECIFICATIONS ............................................................................................ - 4 -
ADDITIONAL INSTRUCTIONS ........................................................................................... - 7 -
CONTRACT TERMS AND CONDITIONS ......................................................................... - 12 -
BID FORM ........................................................................................................................ - 19 -
REFERENCES ................................................................................................................. - 21 -
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 23 -
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................ - 24 -
EXCEPTION PAGE .......................................................................................................... - 25 -
INSURANCE REQUIREMENTS ....................................................................................... - 26 -
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PURPOSE
The intent of this Invitation for Bid (IFB) is to select one (1) vendor for cleaning supplies to
be utilized by the City of Suffolk on an "as needed basis" during the contract period.
COMPETITION INTENDED
It is the City's intent that this Invitation for Bid (IFB) permits competition. It shall be the
bidder's responsibility to advise the Purchasing Agent in writing if any language
requirement, specification, etc., or any combination thereof, inadvertently restricts or limits
the requirements stated in this IFB to a single source. Such notification must be received
by the Purchasing Agent not later than five (5) business days prior to the date set for bids
to close.
CONTRACT PERIOD
The contract shall cover the period from June 1, 2026, through May 31, 2027.
The City reserves the option to renew this agreement for four (4) additional one-year
periods ending May 31, 2031. Unless notified in writing thirty (30) days prior to the
expiration date, the contract will automatically renew during these periods.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of one
hundred and eight (180) days. Any increase in rates shall be limited to the lesser of the
Consumer Price Index for all Urban Consumers (CPI-U) - Other Goods and Services
(unadjusted for the current 12-month period) or 3%. The City does not guarantee any rate
increase. The City must be notified of any rate increases during the contract period.
GENERAL SPECIFICATIONS
The purpose of this Invitation for Bid (IFB) is to establish an agreement whereby the City
of Suffolk may obtain various cleaning supplies with prompt and reliable service at fair and
reasonable prices. All items are intended for the sole use of the City and will not be
available for resale.
Any quantities shown are approximate and are for the purpose of bid evaluation. The City
of Suffolk reserves the right to order items as may be required during the said period, and
it also reserves the right not to order any items bid upon by the vendor, if it is found that
such services are not required by the City during the period covered by this contract.
Products
Product requirements are listed on the BID FORM. Approved equals will be accepted.
The City, in its sole opinion, will determine whether the product offered is equal to
that specified.
Samples
Contractor is required to submit samples of any substitutions offered as part of their bid
package. Only one sample shall be provided for each substitution offered. (For example
one can liner, one towel wipe, one toilet paper roll, etc.) Each sample shall be
appropriately labeled with the item number, manufacturer, product, and vendor name.
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Non-submittal of samples may be reason to declare the bidder non-responsive.
For samples of cleaning solutions, only send a small amount. DO NOT send a full
container of solution.
Quality
During the term of the agreement, substitutions will not be permitted without prior written
approval by the Purchasing Division. Substitutions shall be at the discretion of the City.
Pricing
Should the City desire to obtain cleaning supplies other than those specified in this
Invitation to Bid, the Bidder shall provide the City with a percentage discount from
suggested retail price. Said items shall be selected from the manufacturer's catalogue
and shall be discounted from the current list price. The percentage discount shall be firm
throughout the entire contract period. The City reserves the right to evaluate the
percentage discount submitted. Should the City deem said discount to not be in the City's
best interest the City shall exercise the right to obtain additional cleaning supplies
elsewhere. Cost plus a percentage of cost will not be accepted.
All prices offered herein shall be firm against any increase for 180 days from the date that
bids are accepted. After this date, it shall be Contractor's responsibility to notify the Buyer
in advance of any anticipated changes in prices and submit a request for a price increase
by furnishing bona-fide manufacturer's documentation of price lists reflecting the changes.
The City of Suffolk reserves the right to accept or reject the request for a price increase
within 30 days of such notice. If the price increase is rejected, the specific item in question
may be canceled.
Prices quoted shall include inside delivery costs. Prices quoted shall be exclusive of all
applicable Federal and Virginia State taxes. Tax exemption certificate will be furnished if
required.
Contractor's Inventory
The Contractor shall notify the City of Suffolk when out of stock on any item due to
circumstances beyond his control. The City reserves the right to procure out-of-stock
items from other sources in these situations.
Ordering and Invoicing
Orders will be placed with the vendor as needed by the various City of Suffolk
departments.
Contractor shall submit all invoices and credit memos to the using department; each shall
reference the appropriate Purchase Order. Items shall be billed to using department for
processing of payments in accordance with the City's normal bimonthly payment cycle. All
credit memos must indicate original invoice number.
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Returns
For items delivered incorrectly, the Contractor shall pick up items to be returned on his
next regular delivery or within seven (7) days of notification, whichever comes first, and
allow full credit for items returned in original condition.
Should the using agency desire to return items which were delivered in accordance with
their order (not the error of the Contractor), Contractor shall accept said returns but may
assess a restocking fee not to exceed 10% of the City's cost for that item.
Delivery Requirements
All deliveries shall be inside delivery unless otherwise instructed and shall be made
directly to the using department.
Contractor shall furnish an itemized delivery ticket complete with unit pricing with each
order. All delivery tickets shall include the Purchase Order number and must be signed
by City of Suffolk personnel and a copy left at the delivery location.
Deliveries shall be made at the following locations:
Parks & Recreation 866 Carolina Road
Public Works 800 Carolina Road
Public Utilities 348 Benton Road
Capital Programs & Buildings 442 W. Washington Street
Fire Station #6 300 Kings Fork Road
Health & Human Services 135 Hall Ave.
The City reserves the right to add or delete locations.
Management Reports
The Purchasing Department would like for the Contractor to provide a quarterly year-to-
date summary report of items purchased by the City.
Bidder should furnish sample report format if available; bidder will not be penalized for
inability to provide this service.
Bid Evaluation and Award
If awarded, the bid shall be awarded to the lowest responsive and responsible bidder. In
determining the responsible bidder, the following factors shall be considered:
* Ability, capability, and skill of the bidder to perform the contract within the time
frame(s) specified.
* The character, integrity, reputation, judgment, experience and efficiency of the
bidder.
* The quality of performance of previous contracts.
* The financial resources and ability of the bidder to perform the contract.
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ADDITIONAL INSTRUCTIONS
1. Use of Form: All bids shall be submitted on and in accordance with this form. If more
space is required to furnish a description of the goods and/or services bid, or delivery
terms, the bidder may attach a letter hereto that will be made a part of the bid. In case of
conflict, the bid may be considered non-responsive. The City's published specifications
for this IFB shall supersede any additional writings submitted with the bid. Such writings
shall be clearly marked and noted as an exception.
2. Submittals: All bids shall be submitted sealed, plainly marked showing the bid number,
date and time. The entire solicitation document is to be returned when submitting a bid
unless otherwise directed by the bid document. Failure to return all pages may result in a
determination that the submittal is non-responsive.
3. Late Bids: Bids and amendments thereto, if received by the City's Purchasing Division
("Purchasing") after the date and time specified for bid opening, will not be considered. It
will be the responsibility of the bidder to see that their bid is received by Purchasing as
specified. There will be no exceptions. Date of postmark will not be considered.
Telephone, facsimile, electronic and verbal bids will not be accepted. Prices or changes
shown on the outside of an envelope will not be considered in determination of low bid.
4. City Hall Closure: If City Hall is closed for business at the time scheduled for the bid
opening, for whatever reasons, sealed bids will be accepted and opened on the next
business day of the City, at the original scheduled hour.
5. Competition Intended: It is the City's intent that the Invitation for Bid (IFB) permits
competition. It shall be the bidder's responsibility to advise the Contract Officer in writing
if any language requirement, specification, etc., or any combination thereof, inadvertently
restricts or limits the requirements stated in the IFB to a single source. Such notifications
must be received by the Contract Officer five (5) days prior to the date set for the bids to
close.
6. Contract Quantities: The quantities specified in the Invitation for Bid are estimates only
unless otherwise clearly noted and are given for the information of bidders and for the
purpose of bid evaluation. They do not indicate the actual quantity that will be required,
since such volume will depend upon requirements that may develop during the contract
period. Quantities shown shall not be construed to represent any amount which the City
shall be obligated to purchase under the contract or relieve the bidder of his obligation to
fill all orders placed by the City, except as clearly noted.
7. Delivery: The time of delivery must be stated in definite terms. If time of delivery for
different goods and/or services varies, the bidder shall so state.
8. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based
organizations.
9. Bidder Qualifications: Only bids from established Bidders for work similar in scope to
work herein shall be considered; the City reserves the right to request specific reference
information prior to award. Bidder shall demonstrate that he has adequate and appropriate
manpower, tools and equipment to respond and perform in accordance with the provisions
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herein. The City may, at its option, disqualify a bidder and reject his bid for cause. Reasons
deemed to be sufficient for this action shall include, but not be limited to, the following:
Evidence of collusion among bidders.
Receipt of more than one bid on any project from an individual, or from a
corporation. This restriction does not apply to subcontractors.
Default on any previous contract.
For unreasonable failure to complete a previous contract within the
specified time or for being in arrears on an existing contract without
reasonable cause for being in arrears.
Inability to perform as revealed by an investigation of the Bidder's
financial statement, experience and/or plant and equipment.
Bidder does not meet project-specific requirements, as identified in the Contract
Documents
10. Pricing to be F.O.B. Destination - Freight Allowed: Pricing shall be F.O.B. destination-
freight included for all competitive bids. F.O.B. Destination-Freight Included shall include
all shipping costs to the City location(s) at the unit cost. No additional shipping charges
shall be allowed.
11. Samples: Samples, when requested, must be furnished free of expense, and upon
request, if not destroyed, will be returned at the bidder's risk and expense.
12. Silence of Specifications: The apparent silence of these specifications and any
supplemental specifications as to any detail or the omission from the specifications of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail and correct type, size and design are to be used. All
interpretations of these specifications shall be made on the basis of this statement.
13. Capacity of Bidder: All bids must be signed by a responsible officer or employee having
the authority to bind the firm in contract. The bidder agrees that its contract performance
shall be in strict conformance with the contract documents.
14. Rights to Damages: By signing this bid, the bidder assigns to the City any and all rights
that it may have under the antitrust laws of the United States and the Commonwealth of
Virginia in any way arising from or pertaining to this bid. This provision is remedial in nature
and is to be liberally construed by any court in favor of the City.
15. Anti-collusion: The bidder certifies by signing this Invitation of Bid that this bid is made
without prior understanding, agreement, or accord with any other person or firm submitting
a bid for the same goods and/or services and that this bid is in all respects bona fide, fair,
and not the result of any act of fraud or collusion with another person or firm engaged in
the same line of business or commerce. Any false statement hereunder may constitute a
felony and can result in a fine and imprisonment, as well as civil damages.
16. Contact Prohibition: Direct contact with City departments other than Purchasing, on the
subject of this bid is expressly forbidden except with the foreknowledge and permission of
the Contract Officer. Violation may result in a determination that your firm is ineligible for
an award.
All questions shall be in writing to the Contract Officer shown on the title page of the bid.
The respondents to this IFB shall not contact, either directly or indirectly, any other
employee or agent of the City regarding this IFB. This prohibition shall also extend to the
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Suffolk City Council and locally elected officials. Any such unauthorized contact may
disqualify the bidder from this procurement.
17. Debarment Status: By submitting a bid, bidders certify that they are not currently
debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts
for the type of goods and/or services covered by this solicitation, nor are they an agent of
any person or entity that is currently so debarred.
18. Ethics in Procurement: Bidders, Offerors, Contractors or Consultants must provide
written disclosure with their bid or proposal if one of its officers, directors, trustees,
partners, employees or lenders is an employee or an immediate family member (as
defined by 2.2-4368 of the Virginia Public Procurement Act) of the City who is involved
personally or substantially participates in this procurement transaction or owns or controls
an interest of more than three percent (3%) of the company or received more than $5,000
annually from the Bidder, Offeror, Contractor, or Consultant.
19. Addenda: If issued, addenda to this solicitation will be posted on the Purchasing website
https://www.suffolkva.us/Bids.aspx?CatID=17 It is the bidder's responsibility to check the
website or contact Purchasing prior to the submittal deadline to ensure that the bidder has
a complete, up-to-date package. Acknowledgement of all issued addenda shall be
indicated on the bid form in the appropriate spaces. Failure to acknowledge all addenda
will result in bid being non-responsive.
20. Withdrawal of Bids: Bidder has the right to request withdrawal of their bids from
consideration due to error by giving notice not later than two business days after the bids
are publicly opened. Work papers showing evidence of error(s) may be required.
Bids may be withdrawn any time prior to the bid opening. Withdrawal of bids may be
accomplished by submitting such request in writing on the issuing company's letterhead
either in person, electronically, or by certified mail.
21. Award: Award will be made to the lowest responsive and responsible bidder based on the
Total Bid price or by Bid Line. The quality of the goods and/or services to be supplied,
their conformity with the specifications, their suitability to the requirements, the delivery,
qualifications and references will be taken into consideration in making the award. The
City reserves the right to refuse all bids. Determination of low bid shall be determined by
the audited figure shown on the pricing page titled 'Total Bid Amount'. In case of error in
the extension of prices, the unit price shall govern.
22. Announcements: Upon the award or the announcement of the decision to award a
contract, the City will publicly post such notice on the bulletin board located outside of the
Purchasing Division and on the City's web site: https://www.suffolkva.us/Bids.aspx?CatID=17
23. Offer/Acceptance: Each bid is received with the understanding that the acceptance in
writing by the City of the bidder to furnish any or all of the goods and/or services described
therein, shall constitute a contract between the bidder and the City, which shall bind the
bidder to furnish and deliver the goods and/or services quoted at the prices stated and in
accordance with the conditions of the accepted bid; and the City on its part to order from
such bidder, except for causes beyond reasonable control; and pay for, at the agreed
prices, all goods and/or services specified and delivered.
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24. Acceptance of Bid: Receipt of the bid by the City is not to be construed as an award or
an order to ship.
25. City's Rights: The City reserves the right to reject any and all bids, and to waive any
informality if it is determined to be in the best interest of the City.
26. Appeals Procedure: Upon bidder's request, administrative appeals information will be
provided that shall be used for hearing protests of a decision to award, or an award,
appeals from refusal to allow withdrawal of bids, appeals from disqualification, appeals for
debarment or suspension, or determination of non-responsibility and appeals from
decision or disputes arising during the performance of a contract. To be timely all appeals
shall be made within the time periods set forth by the Virginia Public Procurement Act,
2.2-4357, et seq. Contact the Contract Officer at once for assistance.
27. Additional Conditions: The Conditions and Instructions in this solicitation are intended
to apply to the resulting contract and shall supersede any conflicting terms offered. Any
additional conditions a bidder intends be considered must be submitted with the bid and
noted as an exception. Such exceptions may result in a finding that the submittal is 'non-
responsive' to the bid, negating possibility of an award to that bidder. Contractual
documents submitted by the successful firm after an award will not be accepted.
28. Conflict: In the event of a conflict between the contract documents, including these
Conditions and Instructions, and the terms of a purchase order or related document issued
by Purchasing, the contract documents shall control.
29. Precedence of Documents: In interpreting this Invitation for Bid (IFB) and resolving any
ambiguities between the main body of the IFB (Sections A, B and C) and any supplemental
documents or appendixes, Sections A, B, and C shall take precedence over any
supplemental documents.
30. Governing Document: The solicitation document maintained by Purchasing, in the bid
file, shall be considered the official copy. In the case of any inconsistency between bid
documents submitted to the City, but not clearly listed as an exception, the language of
the official copy shall prevail. Furthermore, any exception or change to the specifications
made by the bidder may be cause to disqualify your bid.
31. Negotiation: Unless canceled or rejected, a responsive bid from the lowest responsible
bidder shall be accepted as submitted; except that if the bid from the lowest responsible
bidder exceeds available funds, the City may negotiate with the apparent low bidder to
obtain a contract price within the available funds.
32. Cooperative Agreements: If authorized by the bidder(s), the resultant contract(s) may be
extended to any jurisdiction within the Commonwealth of Virginia to purchase at the
contract prices in accordance with the contract terms. Any jurisdiction using such contracts
shall place its own order(s) directly with the successful bidder(s). The City of Suffolk acts
only as the contracting agent and is not responsible for placement of orders, payment, or
discrepancies of the participating jurisdictions. It is the bidder's responsibility to notify the
jurisdictions of the availability of contract(s).
33. Prices: Prices shall be stated in units of quantity specified. No additional charges shall be
passed on to the City, including any applicable taxes, delivery, or surcharges. Prices
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