1-28-002 Janitorial Services - POSTED.pdf

SOLICITATION NUMBER:

SOLICITATION TITLE:

PROCUREMENT AGENT:

PRE-PROPOSAL MEETING:

QUESTIONS DUE DATE AND TIME:

SOLICITATION DUE DATE AND

TIME:

INSURANCE

TIMELY DELIVERY OF

SOLICITATION DOCUMENTS:

DELIVERY METHODS:

28-002

Janitorial Services

Karen Post 410-638-3550 kmpost@harfordcountymd.gov

November 19,2026 1:00 PM EST Facilities & Operations Building 611 N Fountain Green Road Bel Air, MD 21014

December 11,2026 by 1:00 PM EST Questions must be entered into the Euna Portal

January 18, 2027 by 5:00 PM EST

Service Provider

Submittals must be received prior to the solicitation due date and time. Accepted Request for Proposals submittals will not be publicly opened. All submittals should be sealed, labeled with the solicitation number, title, and vendor’s name and directed to the Department of Procurement.

Must be entered into Euna by 5:00 PM of the date due.

PROPOSALS RECEIVED AFTER THE DUE DATE AND TIME

WILL BE REJECTED AND RETURNED UNOPENED

Minority, Disadvantaged, Women, Small and Veteran Owned Business Enterprises are encouraged to respond to solicitations. The Maryland Department of Transportation website, www.mdot.maryland.gov/newMDOT/MBE/Index.html, provides important information, including certification, workshops, and other valuable resources to suppliers.

HARFORD COUNTY MARYLAND

DEPARTMENT OF PROCUREMENT

REQUEST FOR PROPOSALS

Robert G. Cassilly County Executive

HARFORD COUNTY PROCUREMENT

Director of Procurement Spencer Ebann

220 S. MAIN STREET, BEL AIR, MD 21014

www.harfordcountymd.gov 410.638.3550 mailto:sbarnard@harfordcountymd.gov http://www.mdot.maryland.gov/newMDOT/MBE/Index.html http://www.harfordcountymd.gov/

Notice to Potential Bidders Harford County has partnered with Euna Interactive, which creates a new procurement portal that allows you to receive notifications of business opportunities and to submit bids and proposals to Harford County Government digitally.

Harford County will continue to use the State platform of eMaryland Marketplace Advantage (eMMA) as required by state law. Registration through the Euna portal does not replace the need to be registered through eMMA.

Please visit the link below if you have not already registered through the Euna portal.

Registration is easy and free.

https://www.harfordcountymd.gov/VendorRegistration

This Invitation for Bids uses Euna, a digital submission platform. Please submit all bid form pages (labeled BF) in Bonfire as an attachment in lieu of delivering or mailing in a hard copy. Please use the bid table pages (labeled BT) and marked with “SAMPLE” as a reference when entering prices into the Euna portal.

Please note that your bid submission has not been completed until you have submitted, finalized and received a confirmation code.

Should you have any questions please contact us at 410-638-3550.

https://www.harfordcountymd.gov/VendorRegistration

RFP 28-002

JANITORIAL SERVICES

TABLE OF CONTENTS

1. INTRODUCTION Page 1

2. GENERAL INFORMATION Page 2

3. EVALUATION AND SELECTION CRITERIA Page 7

GR-1 thru. GR-7 SS-1 thru. SS-11 C-1 thru. C-4

CP-1 thru. CP-5 SC-1 thru. SC-8 IR-1 thru IR-5

ATTACHMENTS:

ATTACHMENT A – GENERAL REQUIREMENTS

ATTACHMENT B – SCOPE OF SERVICES SPECIFICATION

ATTACHMENT C – PROPOSAL AFFIDAVIT

ATTACHMENT D – COST PROPOSAL

ATTACHMENT E – SAMPLE CONTRACT

ATTACHMENT F – INSURANCE REQUIREMENTS

EXHIBITS

EXHIBIT A – LOCATIONS, DAYS AND TIMES OF SERVICE

EXHIBIT B – CLEANING CRITERIA

EXHIBIT C – CONTRACTOR PROVIDED EQUIPMENT/CLEANER LIST

EXHIBIT D – COUNTY SUPPLY LIST

EXHIBIT E – PARKS AND RECREATION EXPANDED SERVICES

EXHIBIT F – INSPECTION CHECKLIST

EXHIBIT G – POINTS OF CONTACT

EXHIBIT H – REFERENCES

TOC-1

8/26/2025

RFP NO. 28-002

JANITORIAL SERVICES

1. INTRODUCTION:

1.1 Request for Proposals Objective

This Request for Proposals is to solicit technical and cost proposals from qualified firms to provide Janitorial Services in Harford County.

1.2 Information for Proposers

1.2.1 Each proposal submission shall consist of two separate

submission requirements – Submission One – Technical proposal and Submission Two – Cost Proposal.

1.2.1.1 Submission One – Technical Proposal:

1.2.1.1.1 “Submission One – Technical Proposal”, proposer must include the following items which make up the Technical Proposal:

1.2.1.1.1.1 A brief transmittal letter which includes

your firm’s legal name and address, name, phone number, and email address of the primary point of contact for this RFP and signed by an officer authorized to bind the firm to its proposal.

1.2.1.1.1.2 The proposal affidavit. See

ATTACHMENT D.

1.2.1.1.1.3 The written technical proposal, formatted

in the order of and addressing the criteria described in Section 3.3 Technical Proposal, labeled “Technical Proposal”.

1.2.1.2 Submission Two – Cost Proposal:

1.2.1.2.1 “Submission Two – Cost Proposal”, proposer must include the following items which make up the Cost Proposal:

1.2.1.2.1.1 The Cost Proposal. See ATTACHMENT

D (pricing sheet in Bonfire).

1.2.2 The evaluation procedure for this RFP requires that technical evaluations be completed before cost proposals are opened. If technical and cost proposals are not separately sealed, your submission will be considered non-responsive.

1.2.3 There will be no public opening of the proposal submissions.

1.2.4 Proposals submitted in response to this RFP are irrevocable for 120 days after the proposal due date.

1.2.5 Award of the contract is anticipated in March 2027.

1.3 Term

1.3.1 The first term of the contract shall commence July 1, 2027 and terminate June 30, 2028. The County shall have the exclusive option to extend the contract for up to four (4) additional one (1) year terms thereafter.

2. GENERAL INFORMATION FOR PROPOSERS:

2.1 Reservations

The County reserves the right to cancel this RFP at any time after issuance, to reject, in whole or in part, any and all proposals received, to waive minor technicalities in proposals, and to negotiate with responsible proposers in any manner necessary to serve its best interests.

2.2 Addenda

Any necessary additions or corrections to this RFP will be made by addenda, and available to all proposers of record. Addenda becomes part of the RFP, and must be acknowledged by each proposer; failure to acknowledge any addenda shall not relieve proposers of compliance with the terms thereof. The County assumes no responsibility for oral instructions.

2.3 Site Visits

Due to the number of locations included in this solicitation, pre-proposal site visits will not be conducted.

2.4 Economy of Preparation

Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer’s ability to satisfy the requirements of this RFP.

2.5 Incurred Expenses

Proposers are responsible for proposal preparation and submission costs, as well as travel costs incurred in connection with oral presentations or other pre-award discussions or activity.

2.6 Acceptance of Terms and Conditions

By submitting a proposal in response to this RFP, the proposer accepts the terms and conditions set forth herein.

2.7 Public Information Act Notice

Proposers shall identify any portions of their proposals deemed to contain confidential or proprietary information or trade secrets, and provide justification why such material, upon request, should not be disclosed in accordance with §806 of the Harford County Charter.

2.8 Evidence of Proposer Responsibility

The County may require proposers to submit additional information regarding financial responsibility, technical expertise, and other qualifications, and may consider any information otherwise available concerning those qualifications. The County may make such investigation as it deems necessary to determine proposer responsibility.

2.9 Award Without Discussions

The County reserves the right to accept the best written proposal without further discussions. The proposer should ensure that the initial proposal is both complete and competitively priced.

2.10 Contractor Responsibilities; Subcontractors

The County will enter into a contract with the selected proposer only, and that proposer shall be responsible for all products and services required by the RFP. Subcontractors, if any, must be identified in the proposal, with a complete description of their role relative to the proposer.

2.11 Conflicts of Interest

The proposer shall identify any actual or potential conflicts of interest that exist, or which may arise if the proposer is recommended for award and propose how such conflicts might be resolved.

2.12 Financial Disclosure

The successful proposer shall comply with the provisions of Section 14-

103.1 of the Election Law Article of the Annotated Code of Maryland, which requires that every business that makes or has a single contract with a single governmental entity involving cumulative consideration of at least $200,000 shall, within 15 days after award of the contract, file with the State Board of Elections certain specified information to include disclosure of beneficial ownership of the business.

2.13 Political Contribution Disclosure

The successful proposer shall comply with the provisions of Title 14, of the Election Law Article of the Annotated Code of Maryland, which requires that every person who enters into a single contract with the State of Maryland, including its agencies or a political subdivision of the State, shall file with the State Board of Elections a statement complying with the requirements of §14-104(b) of the Election Law Article of the Annotated Code of Maryland.

2.14 Anti-Bribery Affidavit

Section 16-202, State Finance and Procurement Article requires that each proposer seeking a contract submit an affidavit stating whether the entity or any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State, have been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the federal government. The affidavit form that must be returned with each proposal is included with this RFP and should be submitted with the technical proposal.

2.15 Non-Collusion

By its signature on the proposal documents submitted, the successful proposer attests that its agents, servants and/or employees, to the best of its knowledge and belief, have not in any way colluded with anyone for and on behalf of the proposer, or themselves, to obtain information that would give the proposer an unfair advantage over others, nor has it colluded with anyone for and on behalf of the proposer, or itself, to gain any favoritism in the award of this RFP.

2.16 Compliance with Laws

By submitting a response to this solicitation, proposer represents that it is not in arrears in the payment of any obligation due and owing Harford County or the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of any contract arising from award of this RFP.

2.17 Governing Law

The laws of Harford County and the State of Maryland, and where applicable, federal law and regulation, will govern the contract awarded pursuant to this RFP.

2.18 Ownership and Retention of Records

All reports, drawings, and other data prepared under the contract issued pursuant to this RFP shall become the property of Harford County. Unless otherwise required by applicable statute of limitations, the successful proposer shall retain all records and documents related to any contract awarded pursuant to this RFP for 3 years after final contract payment by the County, and shall make them available for inspection and audit by authorized representatives of the County at all reasonable times.

2.19 Piggyback Procurement

Harford County reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and it’s territories. This shall include but not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this proposal and will also provide usage information, which may be requested. A copy of the contract pricing and the proposal requirements incorporated in this contract will be supplied to requesting agencies.

Each participating jurisdiction or agency shall enter into its own contract with the Award Proposer(s) and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate “directly” to the ordering jurisdiction for each unit purchased.

Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Award Proposer. Harford County does not assume any responsibility other than to obtain pricing for the specifications provided.

2.20 Acceptance Time

By submitting a proposal under this solicitation, the proposer agrees that Harford County has within 120 days after the due date in order to accept the proposal. Harford County reserves the right to reject, as unacceptable, any proposal that specifies less than 120 days of acceptance time. Upon mutual agreement between the County and the proposer, the acceptance time for the proposal may be extended.

2.21 Billing and Payment

The successful proposer shall keep accurate, document records of time, material, and transportation applicable to this contract. Payment will be made on a monthly basis, and related records will be available for audit purposes during normal business hours, as often as deemed necessary.

Payment will only be made for work that has first been previously authorized with County approval.

Quotes for projects or task orders resulting from the subsequent contract must contain the following statement if the Contractor is providing a quote using the Contractor’s quote form:

This quote is subject to the terms and conditions of Harford County Contract No. 28-002, which cannot be changed or supplemented by anything contained herein unless expressly agreed to by the County via written Addendum.

2.22 Annual Escalation

All prices offered herein shall be firm against any increase for one (1) year from the effective date of this proposed contract. Prior to commencement of subsequent renewal terms, the County will entertain a request for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 3% increase on current pricing, whichever is lower. For purposes of this section, “Consumer Price Index” shall mean the Consumer Price Index-All Urban Consumers-United States Average – All items (CPI-U), as published by the United States

Department of Labor, Bureau of Labor Statistics. Harford County reserves the right to accept or reject the request for a price increase within thirty

(30) days. If the price increase is approved, the price will remain firm of the renewal term requested.

2.23 Reciprocal Preference for Local Proposers

2.23.1 When contractual services are purchased through the proposal process established by Chapter 41 of the County Code, the County may give a preference to the local proposer who is the lowest responsible local proposer if:

1. A proposer whose principal place of business is in another county or state is the lowest responsible proposer.

2. The other county or state gives a preference to its local proposers; and

3. A preference does not conflict with a federal law or grant affecting the purchase of the supplies or contractual services.

2.23.2 A preference given under this section shall be identical to the preference that the other county or state gives to its local proposers.

3. EVALUATION AND SELECTION CRITERIA:

3.1 Evaluation Committee

The County has established an evaluation committee who will first review each technical proposal for compliance with requirements, and then score each technical proposal in accordance with the criteria that follows:

3.2 Evaluation Criteria

The technical proposal is worth 80% and the cost proposal is worth 20% of the total evaluation criteria. The technical proposal is comprised of 5 categories to evaluate the overall technical qualifications of the proposer.

Harford County reserves the right to award all or part of the project based solely on the best interest of the County as determined by the Director of Procurement.

3.3 Technical Proposal (80 Points)

The technical proposal must be submitted in the format as outlined below.

Next to the title is the weight factor assigned to each category.

Proposals should be prepared simply and economically, with no more than twenty-five pages, providing a straightforward, concise description of the proposer’s ability to satisfy the requirements of this RFP.

1. Current and/or Past Performance (16 Points) Current and/or Past Performance shall be evaluated based on references and/or past performance of contractors previously engaged to provide similar services.

2. Years in Business (8 Points)

Evaluation of the Contractor's length of time operating in the janitorial industry.

3. Equipment Owned by Contractor (16 Points) Evaluation of the Contractor's ownership of equipment necessary to fulfill the requested services efficiently.

4. Number of Staff Members (20 Points) Evaluation of the Contractor's available workforce and ability to provide adequate staffing to fulfill the requested services

5. Summary to Execute Plan (20 Points)

A written summary describing the Contractor’s proposed approach to servicing the locations in accordance with the requirements of this RFP.

A written explanation of the procedures for assigning replacement staff in the event of absences.

A detailed organizational chart outlining supervisory personnel numbers, years of experience and years with Contractor.

Staffing numbers for frontline employees.

3.4 Cost Proposal (20 Points)

3.4.1 The Committee will open and score only the cost proposals submitted by firms achieving a minimum of 70% (56 Points) of available technical proposal points.

3.4.2 The Committee will award the full 20 points available to the lowest cost proposal. Higher-priced proposals will receive a lower score, prorated from the lowest proposal’s 20-point basis.

3.4.3 The Committee may enter into cost and scope negotiations.

3.5 Basis of Award

3.5.1 The Committee will recommend to the Director of Procurement an award to the responsive, responsible proposer whose proposal is determined to be the most advantageous to the County, considering both the technical and cost scores, in accordance with Section 41- 26 of the Harford County Procurement Code.

3.5.2 The Committee’s recommendation is subject to approval of the Harford County Board of Estimates.

3.6 Acknowledgement of Addenda and Insurance Requirements

Addenda Acknowledgement:

IT IS THE PROPOSER’S RESPONSIBILITY TO CHECK OUR WEBSITE FOR ANY

ADDENDA THAT MAY HAVE BEEN POSTED PRIOR TO THE DUE DATE OF THIS

SOLICITATION. BE SURE TO ACKNOWLEDGE THIS INFORMATION ON THE

TABLE BELOW. FAILURE TO DO SO MAY CAUSE YOUR SUBMITTAL TO BE NON-

RESPONSIVE.

Addendum

No.

Date of

Addendum

Check here if there are no Addenda.

Insurance Requirements:

I certify that the insurance requirements herein have been reviewed and will be complied with if awarded a contract as a result of this solicitation.

Initial here for acknowledgement of Insurance Requirements

ATTACHMENT A

BID NO. 28-002

ATTACHMENT A

RFP NO. 28-002

GENERAL REQUIREMENTS

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GENERAL REQUIREMENTS

1. Purpose

1.1. Intent

1.2. Scope

2. Quantities

2.1. Service Location Quantities

2.2. Service Hours Quantities

3. Proposal Submission and Instructions

3.1. Proposal Submission

3.2. Proposal Due Date and Time

3.3. Incurred Expenses

3.4. Pre-Proposal Meeting

3.5. Questions

4. Basis of Award

4.1. Evaluations

4.2. Technical Proposal Evaluation (80% of Total Evaluation)

4.3. Financial Proposal Evaluation (20% of Total Evaluation)

4.4. Award Determination

6.1. Amendments

7. Pricing and Payment Guidelines

7.1. Bid Table

8. Holidays

8.1. Closures

9. Invoicing and Payments

9.1. Invoicing

9.2. Payments

10. Requirements and Qualifications

10.1. Licenses

10.2. Compliance

10.3. Qualification

11. Escalation

11.1. Escalation Requests:

5. Term of Contract

6. Contract Alterations

TOC-4

EXHIBITS ............................................................................................................. i

LOCATIONS, DAYS AND TIMES OF SERVICE .................................................................... A

CLEANING CRITERIA ........................................................................................................ B

CONTRACTOR PROVIDED EQUIPMENT/CLEANER LIST ................................................. C

COUNTY SUPPLY LIST ..................................................................................................... D

PARKS AND RECREATION EXPANDED SERVICES ............................................................ E

INSPECTION CHECKLIST ................................................................................................. F

POINTS OF CONTACT ...................................................................................................... G

REFERENCES ................................................................................................................... H

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JANITORIAL SERVICES

GENERAL REQUIREMENTS

1. Purpose

1.1. Intent

a) It is the intent of Harford County that the following specifications are being offered to qualify and select the bidder(s) who shall furnish the services outlined within this bid at various locations throughout Harford County Maryland

1.2. Scope

a) The scope of work for this bid includes Janitorial services at various County owned and/or operated properties within the boundaries of Harford County, Maryland.

2. Quantities

2.1. Service Location Quantities

a) The quantity of locations, units and services stated herein are accurate to the best abilities of Harford County.

b) Harford County reserves the right to decrease or increase individual locations at its discretion based on need, best interest of Harford County, or other justifications.

c) Location quantities may change during the life of the contract. Adjustments, including additions or subtractions to any quantities or locations, will be updated through the issuance of amendment; to be approved by both parties.

2.2. Service Hours Quantities

a) Harford County reserves the right to increase or decrease, or modify individual locations scheduled workdays and/or hours at its discretion based on need, best interests of Harford County, or other justifications. Any adjustments will be updated through the issuance of amendment; to be approved by both parties.

3. Proposal Submission and Instructions

3.1. Proposal Submission

a) Each proposer must submit one (1) original and five (5) copies of its technical proposal, with the original clearly marked. A brief transmittal letter, signed by an officer authorized to bind the firm to its proposal, with required affidavits(s) attached must accompany the technical proposal.

b) The submission of a bid will be considered as a representation that the bidder has carefully investigated all conditions which affect or may at some future date

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affect the performance of the services covered by the bid, the entire area to be serviced as described in the attached specifications and other contract documents and that the bidder is fully informed concerning the conditions to be encountered, of work to be informed, equipment and materials to be furnished, also that the bidder is familiar with all federal, state and local laws, all codes and ordinances of the county which in any way affect the prosecution of the work or persons engaged or employed in the work or the materials and equipment used in the work.

3.2. Proposal Due Date and Time

a) Proposals must be received by the Procurement Officer no later than the Proposal due date and time indicated on the Proposal cover page. Proposals received after that date will not be considered.

3.3. Incurred Expenses

a) Bidders are responsible for any costs incurred in preparation; submission or any other activities related to submitting a Proposal in response to this solicitation.

3.4. Pre-Proposal Meeting

a) If a pre-proposal meeting will be held, the date, time and location shall be indicated on the front cover of this Request for Proposal.

b) Attendance at the meeting is not mandatory but is encouraged.

3.5. Questions

a) All questions shall be emailed to the Procurement Agent referenced on the cover page of this Proposal. All questions shall identify in the subject line, the solicitation number and title for this RFP, and be submitted no later than the date and time specified in the Proposal cover sheet. The Procurement Officer shall decide whether an answer can be given before the Proposal due date.

b) Answers to all questions shall be made available via the same mechanism as amendments and posted on Bonfire.

c) The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on Harford County unless it issues an amendment to the solicitation in writing.

4. Basis of Award

4.1. Evaluations

a) Proposals shall be evaluated by an evaluation committee, which shall first review each technical proposal for compliance with the requirements. Only

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those Proposals achieving at least seventy percent (70%), equivalent to 56 of the available technical points, shall advance to price evaluation, at which time the committee shall review and score the corresponding price proposals.

4.2. Technical Proposal Evaluation (80 Points of Total Evaluation)

a) Evaluation of Proposals shall be performed by an evaluation committee who will first review each technical proposal for compliance with requirements, and score each technical proposal in accordance with the criteria that follows:

• Current and/or Past Performance: 16 Points

• Years in Business: 8 Points

• Equipment Owned by Contractor: 16 Points

• Number of Staff Members: 20Points

• Summary to Execute Plan: 20 Points

Years in Business (8 Points) Evaluation of the Contractor’s length of time operating in the janitorial industry.

Equipment owned by Contractor (16 Points) Evaluation of the Contractor’s ownership of equipment necessary to fulfill the requested services efficiently. Contractor’s shall utilize the two page form found on Exhibit C – Contractor Provided Equipment/Cleaner List and submit with their proposal.

Current and/or Past Performance (16 Points) Current and/or Past Performance shall be evaluated based on references and/or past performance of Contractors previously engaged to provide similar services.

References shall be completed using Exhibit H and submitted with the contractors technical proposal package.

Number of Staff Members (20 Points) Evaluation of the Contractor’s available workforce and ability to provide adequate staffing to fulfill the requested services.

Summary to Execute Plan (20 Points) A written statement which shall include:

• A summary describing the Contractor’s proposed approach to servicing the locations in accordance with the requirements of this RFP.

• An explanation of the procedures for assigning replacement staff in the event of absences.

• A detailed organizational chart outlining supervisory personnel numbers, years of experience and years with Contractor.

• Staffing numbers for frontline employees.

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4.3. Cost Proposal Evaluation (20 Points of Total Evaluation)

a) Price proposals shall be ranked from lowest to highest. The lowest-priced proposal shall receive the maximum score. All other proposals shall receive proportionally distributed points between zero and twenty based on their rank, with points allocated in equal increments according to the total number of proposals.

b) Because the Bid Table is divided into districts, bidders shall be evaluated and scored separately for each district. Pricing for a given district shall be compared only against other bids submitted for that same district and combined with the bidders Technical Evaluation Score.

4.4. Award Determination

a) The Technical Proposal and Financial Proposal scores are a guideline for determining the most advantageous bidder on the Proposal.

b) The contract award may be made to the lowest responsive and responsible bidder(s) in accordance with Section 41-26 of the Harford County Code and awarded per district. In addition to price, consideration may be given to the following when determining award; what is in the best interest of Harford County, Maryland, the quality and performance of the goods and services to be supplied, conformity to specifications, delivery/response time, previous performance, Contractor(s) location, reference, as well as other unique requirements.

c) The County reserves the right to award the entire contract to a single responsive and responsible bidder or, if deemed in the County’s best interest, to make multiple awards among qualified bidders. The award(s) shall be based on the results of the bid and supplemental information, the availability of funds and what is most advantageous to Harford County. References to the “Contractor,” “Awarded Bidder,” or similar terminology, whether singular or plural, are for drafting convenience only and do not indicate Harford County’s intent to award to one or more contractors.

5. Term of Contract

a) The first term of the contract shall commence July 1, 2027 and terminate June 30, 2028. The County shall have the exclusive option to extend the contract for up to four (4) additional one (1) year terms thereafter.

6. Contract Alterations

6.1. Amendments

a) The documents contained within this RFP, constitute the only terms and

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JANITORIAL SERVICES

conditions agreed upon between Harford County and the awarded Contractor(s).

b) No changes to the contract are permitted unless processed through the Harford County Department of Procurement. Any request for a change in service, pricing or other, by either party must be submitted and approved via amendment.

7. Pricing and Payment Guidelines

7.1. Bid Table

a) All pricing shall be submitted on the Bid Table, and all required fields shall be fully completed. Pricing for Contingent Services shall be provided at the specified rates. Failure to complete all required pricing fields, including Contingent Services pricing, may render the Bid nonresponsive and subject to rejection.

b) For each district, the Bidder shall submit a firm, fixed price based on the requirements set forth in the Bid Table, this Bid and all Exhibits, expressed as an hourly charge for the requested services. The submitted price shall be all-inclusive and shall include:

• Locations, Days and Hours of Service (Exhibit A)

• Cleaning Criteria (Exhibit B)

• Contractor Provided Equipment/Cleaner List (Exhibit C)

• Parks and Recreation Expanded Services (Exhibit E)

c) Awarded bidders shall not assess, and Harford County shall not be liable for any additional charges, fees or costs beyond the price(s) submitted and accepted

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under this agreement. In the event that service requirements change during the term of the Contract, Harford County may request a revised proposal for the affected location(s) and/or services. Any such changes shall be subject to written amendment of this Contract and executed in accordance with the County’s contract amendment procedures.

8. Holidays

8.1. Closures

a) Harford County observes the following recognized holidays, on which County offices are closed.

New Year’s Day Labor Day Martin Luther King Jr. Day Veterans Day Presidents Day Thanksgiving Day Memorial Day Friday after Thanksgiving Juneteenth Christmas Day July 4th

9. Invoicing and Payments

9.1. Invoicing

a) Invoices submitted for payment shall be mailed or emailed to the assigned County Point of Contact. Duplicate invoicing is prohibited.

b) Invoices without the following required details may be returned to the Contractor for correction and reissuance. All invoices shall include the following:

• Service date(s)

• Service location

• Check in sheets

c) All invoices must follow the agreed upon pricing as outlined in the Bid Table and reflect charges only for work which has been completed.

d) Invoices for Additional Services must be accompanied by the pre-authorized quote.

9.2. Payments

a) Contractor shall provide invoices for services to the County within thirty (30) days of job completion and allow up to thirty (30) days for payment processing.

The thirty (30) day payment timeline commences upon issuance of the final invoice. Should a Contractor need to reissue or correct an invoice, the payment timeline commences upon receipt of final corrected invoice.

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10. Requirements and Qualifications

10.1. Licenses

a) The awarded bidder shall, without additional cost to Harford County, be responsible for obtaining and maintaining all necessary licenses and permits throughout the term of the contract.

10.2. Compliance

a) The awarded bidder shall comply with all federal, state and local laws, codes and regulations in connection with the performance of work. Performance of services shall comply with industry standards.

10.3. Qualification

a) Bidders MUST have adequate personnel, transportation, materials, tools, equipment, etc. necessary to successfully complete the required work under this bid.

11. Escalation:

11.1. Escalation Requests:

a) All prices offered herein shall be fixed for the initial and first renewal contract term. After this date, it shall be the responsibility of the Contractor to request an escalation in pricing if desired. Escalations shall be limited to one (1) adjustment per contract year, with any updated pricing effective at the start of a new contract year only. The Consumer Price Index shall be used in escalation requests and shall follow the CPI-U, not seasonally adjusted, previous 12-month percentage change or 3%, whichever is lower. Escalation requests shall be submitted ninety

(90) calendar days before a contract renewal and be presented, with total updated service dollar amounts, on company letterhead.

b) Harford County reserves the right to accept or reject escalation requests within thirty (30) days after submission. If the escalation request is approved, the price shall remain firm for the renewal term requested.

ATTACHMENT B

JANITORIAL SERVICES

ATTACHMENT B

RFP NO. 28-002

SCOPE OF SERVICES REQUIREMENTS

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SCOPE OF SERVICES SPECIFICATION

1. Requested Services

1.1. General Scope

2. Points of Contact

2.1. County Points of Contact

2.2. Contractor Points of Contact

3. Safety and Work Site Regulations

3.1. General Safety Regulations

3.2. Janitorial Specific Safety Regulations

3.3. Safety Data Sheets

3.4. Work Site

3.5. Interruption of Service

4. Inspection, Reporting and Guarantee of Work

4.1. Inspection of Work:

4.2. Reporting of Work:

4.3. Guarantee of Work:

5. Personnel Details

5.1. Contractor Personnel Requirements

5.2. Personnel Identification and Building Access:

5.3. Personnel Use of County Property, Facilities, and Equipment

5.4. County Rights

6. Janitorial Service Details

6.1. Schedules

6.2. Hours and Days:

6.3. Consumable Supplies

6.4. Cleaning Equipment

6.5. General Services Requirements

6.6. Specific Service Requirements

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SCOPE OF SERVICES SPECIFICATION

1. Requested Services

1.1. General Scope

a) It is the intention of Harford County to obtain the services of qualified Contractor(s) readily available to provide Janitorial Services to various County locations as described in Exhibit A, Locations, Days and Times of Service.

b) The Contractor(s) shall furnish all labor, materials, supplies, tools, transportation, equipment and its associated costs (with the exception of County provided supplies as outlined in the County Supply List Exhibit D) necessary to perform the required services as outlined in this Bid. Work may be required outside or inside of buildings/facilities.

2. Points of Contact

2.1. County Points of Contact

a) Harford County has designated a number of County Points of Contact’s which provide oversight to the operations of the facilities. County Contacts will assist the Contractor(s) with facility-related information throughout the execution of the contract and will verify work performed.

b) A list of County Points of Contact can be found in Exhibit G

c) Changes to the County Points of Contact shall be made, when necessary, in writing.

2.2. Contractor Points of Contact:

a) The Contractor(s) shall provide a designated point of contact, as well as a backup contact, who shall represent them in matters concerning this contract. The Contractor(s) point of contact shall:

• Be able to clearly speak and write English

• Provide consultations and quotes when necessary

• Have the ability to resolve scheduling problems

• Have the ability to resolve quality problems

• Have sufficient knowledge and experience in janitorial services

• Respond to requests from Harford County within 24 hours

b) The Contractor shall designate an emergency point of contact who shall be available to respond to the County within one (1) hour in the event of an emergency.

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c) Services shall be coordinated between the County point of contact and the Contractor point of contact.

3. Safety and Work Site Regulations

3.1. General Safety Regulations

a) All safety regulations and compliance standards, including the Occupational Safety and Health Administration (OSHA) standards, Maryland Occupational Safety and Health (MOSH) standards and Harford County Safety policies shall be followed. Contractors are solely responsible for furnishing any and all required safety equipment, including personal protective equipment and supervision, for their employees.

b) Contractors shall assume full responsibility and liability for the protection of their workers.

c) Where conflicts among the requirements of the codes, regulation, standards and this document exist, the most stringent requirement shall be utilized by the Contractor.

d) All hazardous waste shall be identified as defined by current federal, state, and local laws, regulations and guidelines. Additionally, all hazardous waste resulting from work by the Contracts, must be removed and disposed of properly.

e) All work shall be completed at the convenience and safety of occupants.

3.2. Janitorial Specific Safety Regulations

a) Labeling of Supplies/Chemicals shall by the responsibility of the Contractor and shall comply with OSHA Regulation 29 CFR 1910.1200(f) and its subsections.

Contractors shall purchase and issue all chemicals in their original containers.

The County shall have the right to fine the Contractor up to $250.00 per occurrence for any violation of this section.

b) Caution Signs shall be utilized by the Contractor as required by OSHA Regulation 29 CFR 1910.144

c) Bloodborne Pathogen guidelines shall be followed by the Contractor per OSHA standard 29 CFR 1910.1030 as it pertains to the training, safety and equipment needed for all personnel engaged in custodial services.

d) Hazard Communication, as defined in OSHA CFR 1910.1200, shall be adhered to by the Contractor and proof of compliance shall be provided to the County’s Custodial Supervisor upon request.

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e) Failure of the Contractor to comply with all applicable laws, regulations, and rules shall permit the County to fine the Contractor up to $250.00 per safety violation, and/or terminate this contract.

3.3. Safety Data Sheets

a) All services provided and supplies used shall be in accordance with acceptable industry standards and current regulations. Products shall be environmentally safe, used in accordance with product directions and subject to approval of the County’s Custodial Supervisor.

b) The Contractor shall provide safety data sheets (SDS) for all products to the County’s Custodial Supervisor within ten (10) days of contract award, or prior to beginning service in any facility.

c) The Contractor must update copies of the SDS no less than annually. In addition, each time a new chemical or cleaning product is introduced into any Harford County facility, a copy of the products SDS must be provided to the County’s Custodial Supervisor prior to its use. The County’s Custodial Supervisor retains the right to refuse the usage of any specific product and any location.

d) All SDS must be in compliance with OSHA regulation 29 CFR 1910.1200(g) and all its subsections.

3.4. Work Site

a) Contractors shall be responsible for restoring any damages to the area or equipment caused by the Contractor, their employees, or designated subcontractors on behalf of the Contractor, during the performance of work under this contract. The site or equipment condition shall be equal to or better than the original conditions. The work area must be kept clean and safe at all times.

b) Contractors shall be held responsible for any and all damages to property done or caused by the Contractor or other personnel assigned by the Contractor engaged in the execution of this contract including but not limited to, furnishings, fixtures, equipment, computers, telephones, copy machines, flooring, windows, carpeting, fax machines, electrical equipment, cables, and all other physical objects at locations being cleaned. Upon verification by the County’s Custodial Supervisor of causes and costs of damages, Contractors shall reimburse the County for said damages.

c) Contractors are responsible for all injuries to any person which occur as a result of their actions or negligence and shall therefore take proper safety and health

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precautions to protect all property, materials, equipment, improvements, utilities, structures, and people at all times during the course of this contract.

3.5. Interruption of Service

a) The work described in this contract shall be done with the least possible inconvenience and disruption to Harford County operations, the public and County employees.

b) Other program activities, repairs and maintenance operations may be conducted at the facilities by County staff or other parties with the County. The Contractor may be required to modify or curtail certain tasks and operations when this occurs.

c) The County’s Custodial Supervisor shall have the authority to suspend work by the Contract, wholly or in part for such a period as necessary due to unsuitable work conditions, failure of the Contractor to carry out directions, unsafe or hazardous conditions, or failure to perform in accordance with these provisions.

d) Should work be temporarily suspended, the County's Custodial Supervisor will provide an inspection sheet detailing duties to be completed within 24 hours pursuant to the standards of this contract at such a time as work may resume at the location(s).

4. Inspection, Reporting and Guarantee of Work

4.1. Inspection of Work:

a) Harford County reserves the right to make unannounced periodic inspection of work in progress. The County point of contact, or designated representative will determine the acceptability of all work and/or services performed when necessary. If the work/services are not acceptable, the Contractor will be called in to review and correct all problem areas without additional cost to the County.

Upon notification by the county point of contact or designated representative, the Contractor shall affect repairs to the deficient work and/or services as quickly as possible, but in all cases, by the next date of scheduled janitorial services and to the satisfaction of the County’s Custodial Supervisor.

4.2. Reporting of Work:

a) Contractors shall maintain electronic records of all work performed and shall provide Harford County with copies upon request.

4.3. Guarantee of Work:

a) Should a Contractor become unable to perform any assigned duties, whether temporarily or permanently, the County reserves the right to complete the work.

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The County may perform the work using its own personnel and invoice the Contractor at the County’s applicable labor rates, or may retain another awarded or third-party Contractor to complete the work and invoice the Contractor for all costs incurred, paid within thirty (30) days of invoice. For purposes of this section, inability to perform includes (1) express notice from the Contractor of its inability to perform, or (2) failure to timely and/or adequately carry out assigned tasks.

5. Personnel Details

5.1. Contractor Personnel Requirements:

a) Requirements:

• The Contractor shall obtain criminal background checks on all Janitorial personnel at the start of the contract or upon employment, and at least once per year thereafter. These results shall be provided to the County’s Custodial Supervisor each year at the renewal of the contract terms. Background checks must be completed before any personnel will be allowed on site.

• All personnel must be fingerprinted before working at any location identified in Exhibit A. For each such location, the Contractor shall provide a photograph of the assigned janitorial personnel and shall maintain a minimum of three (3) fingerprinted backup staff members to cover absences.

Fingerprinting shall be at the sole cost of the Contractor.

• Janitorial personnel must be a U.S. citizen or legal resident.

• Janitorial personnel must be able to clearly speak and understand

English.

b) Janitorial Personnel Dress Code: All employees must wear leather shoes with non-skid soles. No sandals, clogs, or canvas shoes are permitted due to federal regulations concerning safety. Contractor is to supply all uniforms for janitorial personnel. All employees shall wear uniforms that bear the company name or logo. Uniforms must be clean, neat, and in good repair. Absolutely no blue jeans, sweatpants, shorts, capris or leggings are to be worn. Contractor will provide all Personal Protective Equipment (PPE) for their employees.

c) Physical Requirements: Personnel must be able to lift up to 40lbs. Janitorial personnel must be able to bend, stretch, and reach in order to perform general custodial tasks. Janitorial personnel must be able to work with a variety of cleaning products and chemicals.

d) Task Comprehension: Janitorial personnel shall be fully trained and skilled in safe and proper commercial cleaning techniques. Janitorial personnel shall be

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fully versed in the contract and its cleaning and maintenance schedules. An outline of the task requirements (see Exhibit B: Cleaning Criteria) shall be kept with each crew. If any task cannot be thoroughly completed within the contract cleaning schedule timeline. The County's Custodial Supervisor shall be immediately notified.

5.2. Personnel Identification and Building Access:

Failure to comply with the following may be cause for termination of the contract.

a) Identification badges shall be furnished by the Contractor and worn by all janitorial personnel while on county premises. The badge shall have the employees’ picture and name.

b) Access to any building shall be as directed by the County’s Custodial Supervisor or their representative. Keys/badges will be provided to those employees when deemed necessary for their services to be completed.

c) Janitorial personnel may not leave the premises during work hours except in cases of emergency and by approval of the County's Custodial Supervisor or their authorized representative. Contractor shall notify the County’s Custodial Supervisor or site point of contact in the event of an emergency.

d) Should Contractors’ employees misplace keys/badge, they must notify the County's Custodial Supervisor immediately and replacement of lost keys/badges and/or replacement locks shall be at the sole cost and expense of the Contractor.

e) Contractor vehicles should prominently display company identification and shall follow all parking restrictions for each location.

f) Janitorial personnel must sign in and out of each location, verifying hours worked. Falsifying timesheets shall be grounds for immediate termination of said employee, and possible grounds for termination of contract.

5.3. Personnel Use of County Property, Facilities, and Equipment

a) The Contractor shall be responsible for any damage or cost incurred due to the Contractor’s improper use of property, facilities, and/or equipment. Contractor personnel shall not use County facilities, property, or equipment including copy machines, telephones, fax machines, computers, calculators, typewriters, and other items for personal or company business. County telephones shall be used only in the event of an emergency or to call the County Custodial Supervisor.

Personnel inappropriately utilizing County equipment shall be immediately removed from the contract, a replacement made available immediately and may be grounds for Contractor termination from contract.

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b) Contractors shall use County-provided equipment and supplies only for authorized purposes, safeguard them against loss, misuse, or theft, and shall be liable for any damage or loss, including replacement costs. The County may audit, inspect, and inventory all County-provided equipment and supplies at any reasonable time to verify compliance with this provision.

5.4. County Rights

a) The Contractor shall supply the County’s Custodial Supervisor with a current list of all personnel that will perform work for Harford County. If the Contractor uses employees not on the list, the County may order the personnel off the property and deduct the cost of labor which was to be supplied from the monthly invoice. Repeated use of employees not on the supplied list, may be grounds for termination of the contract.

b) The County reserves the right to require the immediate removal of any janitorial personnel from County service if deemed unfit for any reason and may prohibit such personnel from providing future services under this contract. This right is non-negotiable, and the Contractor, by accepting this Contract, agrees to this condition.