Janitorial Services at Department of Motor Vehicles, White River Junction

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Jan 9, 2026
Due Date:	Feb 6, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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State of Vermont

Agency of Transportation

Department of Motor Vehicles

120 State Street, 3rd Floor | Montpelier VT 05633-0076

SEALED BID

REQUEST FOR PROPOSAL

JANITORIAL SERVICES AT THE DEPARTMENT OF

MOTOR VEHICLES, WHITE RIVER JUNCTION, VT

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

January 9, 2026

January 23, 2026 (4:30 PM EST)

February 6, 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 WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

Judy Bruneau, Contracts Administrator

judy.bruneau@vermont.gov

OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of

Transportation (AOT)/Department of Motor Vehicles (DMV) (hereinafter the “State”) is seeking

to establish a contract with one company that can provide janitorial services at the DMV/AOT

building located at 221 Beswick Drive, White River Junction, VT. Invoices for services are to be

billed monthly to the email address that will be identified in Attachment B of the contract.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of March 1, 2026, to

October 23, 2026.

Revised: March 18, 2025

Page 1 of 15

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. 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.

1.5. 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.

DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. The State of Vermont is interested in obtaining bids to meet the following business needs. This

contract calls for Janitorial Services for the DMV/AOT building located at 221 Beswick Drive,

White River Junction, VT to be cleaned every Wednesday and every other Monday. This would

require a time other than the district’s normal business hours, which are presently Monday

through Friday, 7:00 AM to 4:30 PM.

2.1.1. This is office space of 2,900 sf., (building size 60’ by 48.5’) with multiple flooring types. This

branch office consists of a counter area, lobby, exam room, break room, restroom, and main

entrance. Please see Exhibit A- Floor Plan.

2.2. Contractor’s responsibility: The janitorial duties will be performed daily, weekly, quarterly, and

semi-annually, and as necessary as outlined in the statement of work Attachment A. The

contractor shall perform all Janitorial Duties necessary to maintain a safe, sanitary, and

professional office space.

2.3. JANITORIAL SERVICES AND SUPPLIES CONSISTENT WITH BUILDINGS AND GENERAL

SERVICES (BGS) POLICIES.

2.3.1. a) Administrative Policy #0032

https://bgs.vermont.gov/commissioner/adminpolicies/0032

b) Environmentally Preferred Purchasing (EPP)

https://bgs.vermont.gov/purchasing-contracting/forms/epp

2.4. CONTRACTOR’S ACKNOWLEDGEMENT: SECURITY BACKGROUND CHECKS may be

required to work under this contract.

2.5. JANITORIAL SERVICES: REQUIRED WEEKLY, every Wednesday and every other Monday.

• Empty trash cans, replace plastic liners, and remove trash to the Agency of

Transportation's dumpster located on the premises.

• Empty recycling containers and remove to the recycling dumpster located on the premises.

Revised: March 18, 2025

Page 2 of 15

• Clean and disinfect the bathrooms to include cleaning and disinfecting all

sinks, toilets, fixtures and flooring.

• Wash or damp mop plastic mats under office chairs.

• Vacuum carpet mats.

• Clean and dust all desks and furniture surfaces, sides, bases, and legs.

• Wipe off/dust office equipment.

• Clean and disinfect phone sets.

• Dust pictures, plaques, fixtures, etc.

• Dust baseboards, heating fixtures, sills, blinds, etc.

2.6 JANITORIAL SERVICES: REQUIRED SEMI-ANNUALLY

• Clean exterior and interior windows seasonally. This service shall be performed once in the

spring and once in the fall.

• Waxing tile floors seasonally. This service shall be performed once in the spring and once in

the fall.

• Carpet cleaning seasonally. This service shall be performed once in the spring and once in

the fall.

2.7 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 the janitorial duties.

Violation of any of these conditions is grounds for immediate termination of this contract.

2.8 CONTRACTOR RESPONSIBILITIES

The Contractor shall furnish all cleaning supplies, cleaning equipment and plastic liners for

wastepaper baskets.

All cleaning products shall be only those approved by the state Vermont Occupational Safety

and Health Administration (VOSHA) office department regarding their use and safety of

chemicals.

Safety data sheets must be on file at the location of use for all cleaning products used in

support of this contract.

2.9 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 Preferable Custodial Cleaning Products in state owned and leased facilities.

Revised: March 18, 2025

Page 3 of 15

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 (VT ESOH) Criteria for Custodial

Products.

2.10 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, Bioaccumulative and Toxic Chemicals (Note: biocides in disinfectants are

exempt from this criterion.)

No Carcinogens, Mutagens and Teratogens

No Ozone-Depleting Compounds

Low Volatile Organic Compounds (VOCs)

No Hazardous Waste Characteristics

No Phosphate or Phosphonates

No Combination Cleaner-Disinfectants

For a complete list of requirements. https://bgs.vermont.gov/sites/bgs/files/documents/BGS-

Purchasing-enviro.pdf

Use of any custodial cleaning product not meeting the mandatory CRITICAL PRODUCT

EXCLUSION CRITERIA of the VT ESOH Criteria for custodial products must have a waiver

signed and on-file with the Environmental Safety and Occupational Health Coordinator for the

work location where the product is being used.

Safety data sheets 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 the office manager will be notified.

2.11 STATE RESPONSIBLITIES:

DMV shall furnish expendable supplies, including paper hand towels for the bathroom cabinets,

hand soap, and toilet tissue.

3.1.

3.1.1.

3.1.2.

3.2.

GENERAL REQUIREMENTS:

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.

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.

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.

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

Revised: March 18, 2025

Page 4 of 15

3.2.1.

3.2.2.

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 make purchases outside of the awarded contracts where it is deemed

in the best interest of the State.

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.

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.

Revised: March 18, 2025

Page 5 of 15

This page summarizes the opportunity, including an overview and a preview of the attached documents.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Janitorial Services at Department of Motor Vehicles, White River Junction	01/23/2026 04:30PM		02/06/2026 04:30PM

Janitorial Services at Department of Motor Vehicles, White River Junction

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