2-Municipality of Norristown Janitorial Cleaning Services RFP 2026.pdf

THE MUNICIPALITY OF NORRISTOWN

REQUEST FOR PROPOSALS

Janitorial Cleaning Services Service Start Date January 4, 2027 Proposals due November 20, 2026

Municipality of Norristown 235 East Airy Street, Norristown, PA 19401

October 15, 2026

MUNICIPALITY OF NORRISTOWN

235 EAST AIRY STREET

NORRISTOWN, PA

REQUEST FOR PROPOSALS FOR JANITORIAL CLEANING SERVICES AT MUNICIPAL HALL AND THE

NORRISTOWN RECREATION CENTER

INSTRUCTIONS TO PROPOSERS

The Municipality of Norristown is seeking proposals for janitorial services at the following locations:

• Municipal Hall (including the Police Department)

• Norristown Recreation Center

Council reserves the right to reject any and all proposals and to waive informalities. Services are to begin January 4, 2027. The initial contract term is for 3 years and renewable for 2 optional one-year extensions based on mutual agreement.

KEY DATES

The following schedule has been established for this RFP:

Open Date: October 15, 2026, 8:00 a.m. EDT Pre-Bid Site Visit: November 3, 2026, 11:00 a.m. EDT (Meet at Municipal Hall, 235

East Airy Street, Norristown, PA 19401) Questions Due Date: November 13, 2026, 4:00 p.m. EDT Proposal Due Date (Close Date): November 20, 2026, 4:00 p.m. EDT

The Municipality reserves the right to modify these dates with notice provided through the PennBid system.

SCOPE OF WORK

The Contractor shall perform janitorial services as outlined in the Bill of Quantities (BOQ) in Appendices B1 and B2. Tasks include, but are not limited to:

• Daily cleaning of offices, common areas, and meeting rooms

• Floor sweeping, mopping, vacuuming, and polishing

• Trash removal and recycling handling

• Window, wall, and surface cleaning

• Restocking of supplies (soap, paper towels, etc.) at designated areas

Routine janitorial services shall be performed Monday through Friday, excluding Municipality-observed holidays identified in Appendix D, unless otherwise authorized in writing by the Municipality. Services shall generally be performed after 4:30 p.m. at Municipal Hall and after 8:30 p.m. at the Norristown Recreation Center. For purposes of Appendices B1 and B2, "Daily" refers to each scheduled service day. Contractor shall perform all work in a manner that minimizes disruption to municipal operations and public activities. Contractor shall coordinate access to occupied areas with the Municipality and shall comply with all facility-specific operating hours, security procedures, and access restrictions. Invoices for services performed during the preceding month shall be submitted to the Public Works Director or their designee on or before the 15th day of each month, accompanied by the required Monthly Performance Report.

Because services will be performed within the Municipality's Police Department and other secure municipal facilities, the Contractor and all assigned personnel shall comply with the following requirements:

• All employees assigned to the Police Department shall successfully complete criminal background investigations acceptable to the Municipality and the Norristown Police Department prior to being granted access to secure areas.

• The Contractor and all assigned personnel shall comply with all applicable requirements of the FBI Criminal Justice Information Services (CJIS) Security Policy, the Pennsylvania State Police Commonwealth Law Enforcement Assistance Network (CLEAN) regulations, and any other applicable federal, state, or local laws governing access to criminal justice information or secure law enforcement facilities.

• Contractor personnel shall not access, view, photograph, copy, remove, disclose, or otherwise use any criminal justice information, police records, evidence, computer systems, or other confidential materials encountered while performing services.

• Contractor personnel may be required to complete security awareness training and execute confidentiality agreements in forms acceptable to the Municipality.

• Contractor personnel shall wear visible company identification at all times while on Municipal property and shall comply with all Police Department access restrictions, escort requirements, and security procedures.

• The Municipality reserves the right to deny, suspend, or revoke access to any Contractor employee whose conduct, background, or performance is deemed unacceptable.

The Municipality reserves the right to amend the Bill of Quantities (BOQ) during the term of the Agreement to reflect changes in facility usage, cleaning requirements, or operational needs. Any such amendment shall be issued in writing by the Municipality and shall be binding upon the Contractor. Adjustments to compensation, if applicable, shall be mutually agreed upon in writing at the time of amendment.

GENERAL INFORMATION AND BOQ REQUIREMENTS

The square footage identified in Appendices A1 and A2, together with the required services and frequencies identified in Appendices B1 and B2, shall constitute the basis upon which proposers calculate their proposed pricing.

All listed frequencies represent the minimum required service level. The Contractor shall address spills, safety hazards, overflowing receptacles, visibly unsanitary conditions, and other conditions requiring immediate attention when observed, regardless of the regularly scheduled frequency.

The Contractor shall furnish all labor, supervision, equipment, cleaning materials, and consumable supplies necessary to perform the required services unless otherwise expressly stated in the RFP.

Tasks shall apply only where the applicable surface, fixture, room type, or feature exists within the designated in-scope areas.

All cleaning products, equipment, and methods shall be appropriate for the surface or material being cleaned and shall be used in accordance with manufacturer recommendations.

The Contractor shall include all costs necessary to perform the required services in its proposed monthly price. No separate or additional charges shall be permitted for routine services identified in these BOQs unless expressly authorized in writing by the Municipality.

TAX EXEMPT STATUS

The Municipality of Norristown is exempt from Pennsylvania State Sales Tax and Federal Excise Tax.

Proposers should not include tax in their proposals. Upon request, the Municipality will provide an official Tax Exemption Certificate to the selected Contractor.

INSURANCE REQUIREMENTS

The Contractor must maintain the following insurance coverage:

- Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate

- Workers’ Compensation Insurance: $1,000,000

- Janitorial Bond: $50,000 minimum

Insurance certificates must name the Municipality as an additional insured and remain valid throughout the contract term.

WORKFORCE REQUIREMENTS

All employees must pass a criminal background check Employees assigned to the Police Department or other secure areas must successfully complete any additional background investigations or security screenings required by the Municipality and the Norristown Police Department.

Contractor shall comply with all applicable FBI CJIS Security Policy requirements and Pennsylvania State Police CLEAN regulations.

Employees must wear uniforms with company identification ID badges and a company contact number must be provided Contractor must comply with all applicable State and Federal labor laws

QUALITY ASSURANCE & MONITORING

The Contractor shall promptly address all cleaning deficiencies identified by the Municipality.

Routine deficiencies shall be corrected no later than the next scheduled service day, while conditions presenting immediate health, sanitation, or safety concerns shall be addressed as soon as reasonably practicable upon notification. All reported deficiencies and corrective actions shall be documented in the Contractor's Monthly Performance Report.

The Municipality reserves the right to inspect work at any time. Failure to meet minimum service levels as outlined in the BOQ may result in nonpayment, contract suspension, or termination.

PRE-BID SITE VISITS

It is recommended that proposers visit and inspect the locations to familiarize themselves with the locations before submitting proposals. A pre-bid meeting will be held on Tuesday, November 3rd at 11:00 AM EDT in Council Chambers, located at Municipal Hall (235 East Airy Street, Norristown, PA 19401).

PROPOSAL SUBMISSION

All proposals must be submitted no later than 4:00 p.m. EDT on Friday, November 20, 2026.

Submission Method:

Proposals shall be submitted electronically through the PennBid system.

Required Contents:

Insurance Certificates – demonstrating compliance with the requirements listed under 'Insurance

Requirements.' Company Background and Relevant Experience – with emphasis on municipal/commercial janitorial services.

Staffing Plan and Workforce Qualifications – including supervisory structure, training, and employee background requirements.

Quality Assurance and Monitoring Plan – outlining how performance will be measured, reported, and improved.

Three Professional References – preferably for similar contracts with municipalities or large facilities.

Police/Government Facility Experience & Security Compliance Statement – Describe experience servicing police departments, government buildings, courthouses, or other secure facilities. Include policies regarding background investigations, CJIS/CLEAN compliance, confidentiality, and access control procedures.

Completed Price Proposal Form – detailed pricing consistent with Appendices B1 and B2, using the Price Proposal Form in Appendix C. Proposals shall remain valid for 45 days after the proposal submission deadline.

Invoice Package Example – a draft of the invoice package that will be submitted monthly, which should contain an example of the monthly invoice as well as example of the supporting monthly report that your company will provide.

EVALUATION CRITERIA

Proposals will be evaluated using the following weighted criteria:

Price Proposal – 35% Proposals will be reviewed for competitiveness, completeness, and clarity of pricing. The lowest price will not necessarily be selected; pricing will be considered in balance with quality and service delivery. For evaluation purposes, pricing shall be based on the total proposed cost for the three-year initial contract term (2027–2029), as identified in Appendix C. Pricing submitted for the two optional extension years (2030–2031) may also be considered in evaluating the overall financial value of the proposal.

Relevant Experience (especially municipal/commercial janitorial services) – 30% Points will be awarded based on the Contractor's prior experience with similar contracts, particularly for municipalities, government buildings, police departments, courthouses, or other secure facilities. Consideration will be given to the number, size, and complexity of past contracts, demonstrated compliance with security requirements, and success in delivering reliable, high-quality janitorial services.

References – 15% Contractors must provide at least three professional references. Evaluators may contact references to assess performance history, reliability, customer service, responsiveness, and ability to meet contract requirements. Strong references from municipal or comparable clients will be scored higher.

Staffing Plan and Workforce Qualifications – 10% The Contractor must provide a detailed staffing plan, including supervisory structure, employee training, background check procedures, and retention strategies. Evaluators will consider whether the staffing plan demonstrates sufficient personnel, qualifications, and oversight to meet the Municipality’s service needs. Evaluators will also consider the Contractor's experience complying with CJIS Security Policy, CLEAN requirements, employee background investigations, and procedures for maintaining security within law enforcement facilities.

Quality Assurance and Monitoring Plan – 10% The Contractor must describe its system for monitoring and ensuring service quality. This may include inspection procedures, reporting methods, complaint response protocols, and continuous improvement measures. Proposals that demonstrate clear, measurable, and proactive quality assurance processes will receive higher scores.

The Municipality will award the contract to the most responsible proposer, considering both cost and quality factors.