Project Information

Bid Title

Janitorial Paper Products

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Apr 1, 2026

Closing Date

May 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26110-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26110-KR
Bid Title:	Janitorial Paper Products
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to select one (1) vendor to purchase our annual requirements for janitorial paper products to be utilized by the City of Suffolk on an “as needed basis” during the contract period. Publication Date/Time: 4/1/2026 12:00 AM Closing Date/Time: 5/7/2026 3:00 PM Contact Person: Kimberly Rogerson, VCA Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 Related Documents: IFB 26110-KR Janitorial Paper Products

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB 26110-KR

April 1, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

Janitorial Paper Products

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to select one (1) vendor to

purchase our annual requirements for janitorial paper products to be utilized by the City of

Suffolk on an “as needed basis” during the contract period.

Bid Due: 3:00 p.m., May 7, 2026

Contract Officer: ______Kimberly Rogerson______

Kimberly Rogerson, Buyer, krogerson@suffolkva.us

The Buyer, Kimberly Rogerson, is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: krogerson@suffolkva.us. 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 Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning

bid must be in writing and received five (5) business days prior to the bid opening.

**SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

FAX No.:

Title:

Date:

-1-

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 7, 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.

-2-

INVITATION FOR BID

Janitorial Paper Products

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 ................................................................................................................. - 22 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 24 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 25 -

EXCEPTION PAGE .......................................................................................................... - 26 -

INSURANCE REQUIREMENTS ....................................................................................... - 27 -

-3-

PURPOSE

The intent of this Invitation for Bid (IFB) is to select one (1) vendor to purchase our annual

requirements for janitorial paper products 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 janitorial paper products 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 towel wipe, one toilet paper roll, etc.) Each sample shall be appropriately labeled with

the item number, manufacturer, product, and vendor name.

-4-

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 janitorial paper products 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 janitorial paper products

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.

-5-

Commodity Codes

• NAICS 561720Janitorial Services

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