1-RFP 2026 Cleaning Services Water Reclamation.pdf

Request for Proposal

(RFP26021)

Cleaning Services

Submittals Due:

Wednesday, November 26th 2025, at 11:00 am

Issued By:

City of Fargo Water Reclamation Facility 3400 North Broadway

Fargo, ND 58102

Quotes must be submitted to: www.fargond.bonfirehub.com Please contract Bonfire Support@GoBonfire.com for technical questions related to your submission.

City of Fargo Request for Proposal

Regional Water Reclamation Facility

The City of Fargo is requesting proposals from qualified vendors to perform Cleaning Services for the Water

Reclamation Facility listed herein the RFP.

Proposals will be uploaded to fargond.bonfirehub.com/ for the purpose of evaluating costs and operating parameters.

Submittals will be received via Bonfire no later than 11:00 A.M. Central Standard Time on Wednesday, November 26, 2025 under project named "Cleaning Services".

The City reserves the right to reject any or all submittals or accept what is, in its judgment, the submittal(s) which is/are in the City's best interest. The City further reserves the right, in the best interests of the City, to waive any technical defects or irregularities in any/all submittals.

Discussions may be conducted with responsible proposers whose submittals have an opportunity to be reasonably susceptible of being selected for award for purpose of classification to assure full understanding of, and responsiveness to, the solicitation requirements.

SITE VISIT

An onsite inspection of the buildings will be held November 18 – 20 for each vendor interested in submitting a proposal for services. Please call 701-241-1454 to make an appointment.

Contact Information

James Hausauer Utility Director Phone: 701.476.6692 JHausauer@FargoND.gov

TENTATIVE SCHEDULE

Schedule Item Date

RFP Posted November 12, 2025

On-site Inspections November 18-20, 2025

Proposals Due November 26, 2025 at 11:00 am

Commission Approval December 2025

Contract/Begin Contract Work January 1, 2026 https://fargond.bonfirehub.com/ mailto:JHausauer@FargoND.gov

QUALIFICATIONS AND REQUIREMENTS

Services shall be provided 2 days per week for items listed in Attachment “A”.

Must carry and maintain the following insurance: Worker’s Compensation, Comprehensive General

Liability, and/or Automobile at the expense of the vendor during the term of this contract. Sample

Contract included as Attachment “B”.

A minimum of five (5) years of successful professional cleaning service experience involving building facilities comparable in size and cleaning requirements to this facility.

Vendor must have familiarity with the use and application of third-party certified cleaning products and be able to provide Safety Data Sheets (SDSs) for all cleaning products used.

Use of computers, phones, and other City of Fargo office items prohibited. Do not scan items on desks/bulletin boards, etc. Files, drawers, overhead bins, etc. are not to be opened. No pictures or video shall be taken of any areas within city facilities, unless it is to report maintenance concerns or to document non-routine custodial work being performed.

PAYMENT

Invoices are to be submitted monthly on the last scheduled cleaning day of that month to Regional Water

Reclamation Facility (RWRF) POA at nballweg@FargoND.gov. City of Fargo - RWRF will remit payment within 30 days of receipt of invoice. Vendor must include reference number (RFP26021) on the monthly invoice.

CLEANING SUPPLIES

Supplies and refill of the following items will be taken care of by the City:

• Hand soap and sanitizers

• Garbage liners

• Urinal screens

• Urinal mats

• Paper towels

• Toilet paper

The Vendor shall provide all other necessary cleaning supplies and equipment to clean and keep clean all portions of the building.

The City of Fargo shall provide, without cost to the vendor, a janitorial closet for storage of equipment and supplies.

Vendor shall maintain janitorial closets in a neat and professional manner and keep well stocked.

PROPOSAL RESPONSE REQUIREMENTS

The proposal shall include the following information:

A. VENDOR’S INFORMATION FORM (page 6)

B. EXPERIENCE A statement of the Companies experience and qualifications to meet the requirements of the City as outlined herein. Include a general overview and history of the responder’s organization, number of years of experience, and examples describing services of similar scopes. Submit a plan for staffing schedule, schedule of hours and training required to perform the services required.

C. REFERENCES Provide three (3) professional references from past or current clients of similar facilities that the City of Fargo may contact.

D. PRICING SCHEDULE: Monthly price and a three (3) year contract total price

Year-1 January 1, 2026-December 31, 2026 Price per Month $ __________________

Year-2 January 1, 2027-December 31, 2027 Price per Month $ __________________

Year-3 January 1, 2028-December 31, 2028 Price per Month $ __________________

Three-Year Contract Total $ __________________

The vendor is permitted to supply additional information that will assist is the City of Fargo’s understanding of the contractor’s organization.

EVALUATION

The City will evaluate the Proposals in accordance with the criteria listed below.

Experience 40%

References 20%

Pricing Schedule 40%

Total 100%

In its evaluation, the City may investigate the qualifications of a Proposer under consideration, require confirmation of information furnished by the Proposer, and require the Proposer to provide additional information or evidence of qualifications for the Services.

Attachment A

Statement of Services, Building location and Schedule

This Statement of Services is a summary of all services the Vendor is able to provide under the contract.

This Statement of Services is not a commitment by the City to issue the vendor any work requests, bids or proposals.

Building information

✓ Located at 3400 North Broadway

✓ 6100 sq. ft.

✓ All flooring is tile

✓ Cleaning can be done starting at 4:30pm

✓ Water Reclamation staff will take out garbage

✓ Vendor to supply any necessary items not listed in Cleaning Supplies and Equipment within RFP

All Areas – clean once twice per week

✓ Sweep/Mop flooring

✓ Vacuum area rugs

✓ Wipe down/disinfect surfaces, including all countertops, desktops, chairs and table legs

(no electronic office equipment, printers, computer keyboards or screens)

✓ Dust window treatments and air vents

✓ Maintain hard surface flooring according to recommendations for floor type

✓ Wipe down light switch plates/door knobs

✓ Spot clean glass up to 6 feet high

Restrooms- twice per week

✓ Clean and disinfect toilets

✓ Clean mirrors, sinks, and counters

✓ Clean and disinfect floors

✓ Wipe down wall partitions

✓ Clean and disinfect shower areas

✓ Vacuum ceiling vents

All Areas - as needed

✓ Report any lights out, non-working electrical outlets, plumbing issues or heating/cooling concerns

✓ Full window cleaning inside and outside twice per year (Fall and Spring)

No Cleaning required on City Holidays: New Year's Day, M.L. King Jr. Day, Presidents Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veteran's Day Thanksgiving Day, and Christmas Day.

• Cleaning should be completed week days between 4:30 pm – 7:00 am, or weekends.

Vendor Information

City of Fargo Regional Water Reclamation Facility

Company Name: ___________________________________________

Company Address: _________________________________________

Primary Contact: ___________________________________________

Email: ____________________________________________________

Phone: ___________________________________________________

Days and Hours of Operation: _________________________________

Authorized Agent Signature: __________________________________

Printed Name: _____________________________________________

Title: _____________________________________________________

Date: _____________________________________________________