2-RFP CJC Cleaning.docx

REQUEST FOR PROPOSAL

Professional Office Cleaning Services RFP Issued By: Juab County Facility: Juab County and Millard County Children’s Justice Center Facility Location: Nephi, Utah Facility Size: Approximately 4,000 square feet Service Frequency: Weekly RFP Issue Date: October 14, 2026 Proposal Due Date: October 25, 2026 Anticipated Start Date: November 1, 2026

1. PURPOSE

Juab County and the Millard County Children’s Justice Center are seeking proposals from qualified, reliable cleaning service providers to provide weekly janitorial and cleaning services for a professional office facility of approximately 4,000 square feet in Nephi, Utah.

The selected contractor will be responsible for maintaining the facility in a clean, sanitary, professional, and presentable condition.

2. FACILITY AND SERVICE REQUIREMENTS

The requested services encompass the full facility, including all regularly occupied and accessible areas.

The anticipated scope of work includes, but is not necessarily limited to, the following:

General Office Areas

· Vacuum all carpeted floors.

· Sweep and/or mop hard-surface flooring.

· Dust and wipe desks, tables, counters, and other accessible surfaces.

· Clean high-touch surfaces such as door handles, light switches, and other commonly touched areas.

· Empty waste and recycling containers and replace liners as needed.

· Dust accessible ledges, trim, blinds, and other horizontal surfaces.

· Remove cobwebs as needed.

· Spot-clean walls, doors, glass, and other surfaces as needed.

· Maintain a clean and professional overall appearance.

Restrooms

· Clean and disinfect toilets, sinks, counters, and fixtures.

· Clean mirrors.

· Sweep and mop floors.

· Empty waste receptacles.

· Clean and disinfect high-touch surfaces.

· Replenish restroom supplies provided by the owner or include supplies in the proposal, as specified below.

· Address odors and maintain sanitary conditions.

Kitchen/Break Areas

· Clean and disinfect countertops and other work surfaces.

· Clean sinks and faucets.

· Sweep and mop floors.

· Empty trash and recycling.

· Wipe exterior surfaces of commonly used appliances.

· Clean tables and other accessible surfaces.

Entryways and Common Areas

· Vacuum, sweep, and/or mop flooring as appropriate.

· Clean entry doors and glass as needed.

· Dust and clean accessible surfaces.

· Remove visible dirt, debris, and cobwebs.

The County may request reasonable adjustments to the cleaning schedule or scope during the contract term. Any material changes to the contracted scope or price shall be mutually agreed upon in writing.

3. CLEANING SUPPLIES AND EQUIPMENT

Vendors shall clearly state whether their proposal includes:

· Cleaning chemicals and disinfectants.

· Paper towels.

· Toilet paper.

· Hand soap.

· Trash liners.

· Other consumable restroom or cleaning supplies.

· Vacuum cleaners, mops, buckets, and other equipment.

Unless otherwise specified in the final agreement, the contractor is expected to provide all equipment and cleaning products necessary to perform the contracted services.

Vendors shall clearly identify any supplies or equipment that are expected to be provided by Juab County or the facility.

4. SERVICE SCHEDULE

Cleaning services are to be performed once per week.

The contractor and Juab County will mutually establish the regular service day and approximate service window.

Vendors should identify their preferred service days/times and any scheduling limitations in their proposal.

The contractor shall notify the designated County contact as soon as reasonably possible if the contractor is unable to perform services on the scheduled day.

Any missed service shall be rescheduled as mutually agreed upon by the contractor and the County.

5. QUALITY AND PERFORMANCE EXPECTATIONS

The selected contractor is expected to:

· Arrive as scheduled and complete the agreed scope of work.

· Maintain consistent cleaning quality from week to week.

· Use appropriate cleaning products and methods for each surface.

· Follow applicable safety requirements.

· Notify the designated contact of any maintenance issues, damage, leaks, security concerns, or other unusual conditions discovered while cleaning.

· Secure the facility appropriately after completing services.

· Maintain appropriate confidentiality and professionalism while working in the office.

· Promptly correct deficiencies in the contracted cleaning services identified by Juab County.

Juab County reserves the right to inspect the facility and evaluate the quality of services provided.

6. SECURITY, BACKGROUND CHECKS, AND CONFIDENTIALITY

Because the facility serves children, families, and other individuals who may be involved in confidential matters, the contractor and all personnel assigned to the facility shall maintain a high level of professionalism, confidentiality, and security.

Before performing services at the facility, the contractor shall provide any background-check documentation required by Juab County and/or the Children's Justice Center.

Juab County reserves the right to prohibit any individual from performing services at the facility when deemed necessary for the safety, security, or confidentiality of the facility and its occupants.

Contractor personnel shall not access, review, photograph, copy, remove, or disclose confidential records, documents, computer screens, conversations, or other information encountered while performing cleaning services.

The contractor shall not bring unauthorized individuals onto the premises and shall obtain prior approval before assigning subcontractors or replacement personnel to the facility.

All keys, access cards, alarm codes, and other security information provided to the contractor shall remain the property of Juab County and shall be protected from unauthorized use or disclosure.

Lost or compromised keys, access cards, alarm codes, or other security information shall be reported to Juab County immediately.

These confidentiality and security obligations shall continue after completion or termination of the contract.

7. CONTRACTOR QUALIFICATIONS

Proposals should include:

· Company name and contact information.

· Length of time in business.

· Relevant experience with professional office facilities.

· Number of employees or cleaning personnel who would service the facility.

· References for similar commercial cleaning accounts, if available.

· Proof of general liability insurance.

· Applicable business licenses or registrations.

· Confirmation that personnel are appropriately trained and authorized to work.

· Any applicable background-check procedures.

· Identification of any subcontractors that may be used.

The selected contractor shall maintain all required licenses, registrations, insurance, and qualifications throughout the contract term.

8. INSURANCE REQUIREMENTS

The selected contractor shall maintain insurance coverage appropriate for the services provided and as required by Juab County.

At a minimum, the contractor shall provide proof of applicable:

· Commercial general liability insurance.

· Workers' compensation insurance as required by law.

The County may require a certificate of insurance prior to the commencement of services.

Any specific insurance limits, additional insured requirements, or other insurance requirements will be identified in the final contract or as otherwise required by Juab County.

9. SUBCONTRACTORS

The contractor shall identify any subcontractors proposed to perform services under this RFP.

No subcontractor may perform services at the facility without prior approval from Juab County.

Approved subcontractors shall be subject to the same applicable insurance, security, confidentiality, background-check, and performance requirements as the primary contractor.

The primary contractor shall remain responsible for the performance of all approved subcontractors.

10. PRICING PROPOSAL

Vendors should provide a monthly flat-rate price for the requested weekly cleaning services.

Please provide pricing in the following format:

The monthly price should clearly identify everything included in the regular service.

Vendors shall separately identify any services, supplies, or circumstances that would result in additional charges.

No additional services or charges outside the contracted scope shall be billed to Juab County without prior authorization from the County.

Vendors shall also identify whether the proposed monthly price is fixed for the initial contract term and shall identify any proposed price adjustments for renewal terms.

11. OPTIONAL SERVICES

If available, vendors may provide separate pricing for services such as:

· Carpet deep cleaning.

· Floor stripping/waxing or other floor treatments.

· Interior/exterior window cleaning.

· Periodic deep cleaning.

· Additional cleaning visits.

· Emergency or special-event cleaning.

Optional services will not necessarily be included in the awarded contract.

12. PROPOSAL REQUIREMENTS

To facilitate comparison of proposals, responses should include:

1. Company information and primary contact.

2. Description of proposed cleaning services.

3. Proposed weekly service schedule.

4. Monthly flat-rate price.

5. List of included cleaning supplies and equipment.

6. List of exclusions or additional charges.

7. Optional-service pricing.

8. Insurance information.

9. Relevant experience and references.

10. Proposed contract terms, including any required minimum term or cancellation provisions.

11. Information regarding background checks and personnel assigned to the facility.

12. Identification of any proposed subcontractors.

13. Any proposed price adjustments during renewal periods.

14. Any exceptions the vendor is requesting to the terms or requirements of this RFP.

15. Any other information the vendor believes is relevant.

Proposals should be clear, concise, and sufficiently detailed to allow Juab County to evaluate the vendor's qualifications, proposed services, and pricing.

13. PROPOSAL VALIDITY

Proposals shall remain valid for a minimum of 60 days following the proposal deadline, unless otherwise agreed upon by Juab County and the vendor.

14. PROPOSAL EVALUATION

Proposals may be evaluated based on factors including:

· Completeness of the proposed scope of work.

· Monthly cost and overall value.

· Relevant commercial cleaning experience.

· References and demonstrated reliability.

· Insurance and qualifications.

· Availability and scheduling.

· Quality-control practices.

· Security and confidentiality practices.

· Contract terms and flexibility.

· Ability to meet the needs of the facility.

Juab County is not obligated to award the contract to the lowest-priced proposal and may select the proposal determined to provide the best overall value to the County.

The organization reserves the right to request clarification or additional information from any responding vendor.

Juab County may conduct interviews, request demonstrations of qualifications, contact references, or otherwise investigate information submitted by vendors as part of the evaluation process.

15. SITE VISIT

Prospective vendors may request an on-site walkthrough before submitting a proposal. Vendors are encouraged to inspect the facility so that their pricing accurately reflects the size, layout, flooring, restroom facilities, and other site-specific requirements.

Vendors are responsible for becoming familiar with the facility and conditions that may affect the proposed cost of services.

Site Visit Contact Heather Williams-Young Phone: 435-623-3414 Email: heatherw@juabcounty.gov

16. QUESTIONS AND CLARIFICATIONS

Questions regarding this RFP should be submitted to the designated contact prior to the proposal deadline.

RFP Contact:

Heather Williams-Young 435-623-3414 heatherw@juabcounty.gov Juab County may provide written responses to questions or issue clarifications to the RFP.

If Juab County determines that a clarification or change materially affects the RFP, the County may issue a written addendum. Vendors are responsible for reviewing and acknowledging any applicable addenda prior to submitting a proposal.

17. SUBMISSION INSTRUCTIONS

Please submit proposals electronically to:

Submit To: Heather Williams-Young, Juab County Email: heatherw@juabcounty.gov Phone: 435-623-3414 Proposal Deadline: October 16, 2026 Proposals should be submitted in a professional format and should include all information requested in this RFP.

Juab County reserves the right to reject proposals that are incomplete or that fail to provide sufficient information for evaluation.

18. CONTRACT TERM

The anticipated initial contract term is 12 months, beginning approximately November 1, 2026, subject to final agreement between the parties.

The final contract should specify procedures for renewal, termination, service changes, and price adjustments.

Unless otherwise provided in the final agreement, any changes to the contracted scope of work or pricing must be approved in writing by both parties.

19. PAYMENT TERMS

The selected contractor shall submit invoices to Juab County in accordance with the payment procedures established in the final contract.

Unless otherwise agreed upon, invoices shall be submitted monthly following completion of the contracted services.

Additional services or charges outside the regular contracted scope must receive prior written authorization from Juab County before the work is performed.

The selected vendor may be required to provide a completed W-9 and any other documentation required for payment and vendor registration.

20. TERMINATION

The final contract shall establish procedures for termination by either party.

Juab County may include provisions allowing termination for convenience, failure to perform contracted services, failure to maintain required insurance or licensing, security or confidentiality concerns, or other material violations of the contract.

The final contract will establish any applicable notice and opportunity-to-cure requirements.

21. RESERVATION OF RIGHTS

Juab County reserves the right to:

· Accept or reject any proposal.

· Reject any or all proposals.

· Request additional information or clarification.

· Negotiate with one or more vendors.

· Modify the scope of work.

· Issue amendments or addenda.

· Cancel or withdraw this RFP.

· Conduct additional evaluation or reference checks.

· Award the contract to the vendor determined to provide the best overall value to Juab County.

Submission of a proposal does not guarantee an award of a contract.

Juab County is not responsible for costs incurred by vendors in preparing or submitting proposals, participating in site visits, or participating in any subsequent discussions or negotiations.

22. PUBLIC RECORDS

Proposals submitted to Juab County may be subject to disclosure under applicable Utah public-records laws.

Vendors are responsible for appropriately identifying information they believe is protected from disclosure under applicable law. Submission of a proposal does not guarantee that any information identified by a vendor as confidential will be exempt from disclosure.

23. CONFLICT OF INTEREST

By submitting a proposal, the vendor represents that, to the best of its knowledge, it does not have an actual or potential conflict of interest that would prevent it from performing the services described in this RFP.

The vendor shall disclose any actual or potential conflict of interest to Juab County.

24. MINIMUM CONTRACT REQUIREMENTS

As a condition of contract award, the selected contractor shall:

· Maintain all required business licenses, registrations, and insurance coverage throughout the contract term.

· Provide proof of insurance and any other documentation requested by Juab County prior to beginning services.

· Ensure that all personnel assigned to the facility meet applicable background-check, security, confidentiality, and access requirements.

· Provide only authorized personnel to perform services at the facility unless otherwise approved by Juab County.

· Provide all equipment, cleaning chemicals, and supplies identified in the contractor's proposal.

· Perform all services in accordance with the agreed scope of work and service schedule.

· Promptly correct deficiencies in cleaning services identified by Juab County at no additional cost when the deficiency relates to the contracted scope of work.

· Obtain prior written approval from Juab County before performing any additional service or incurring any additional charge outside the contracted scope.

· Notify Juab County promptly of any damage, security concern, safety hazard, maintenance issue, or other unusual condition discovered while performing services.

· Maintain confidentiality regarding all information, records, conversations, documents, clients, employees, and other information encountered while performing services.

· Not photograph, copy, remove, disclose, or otherwise access confidential information except as necessary to perform the contracted services.

· Comply with all applicable federal, state, and local laws, regulations, and County policies applicable to the services.

· Return all County keys, access cards, codes, equipment, and other property immediately upon request or termination of the contract.

25. VENDOR CERTIFICATION

By submitting a proposal, the vendor acknowledges that it has reviewed the requested scope of work and has provided pricing based on the information available.

The vendor certifies that the information provided in its proposal is accurate to the best of its knowledge and that the individual signing below is authorized to submit the proposal on behalf of the vendor.

Vendor:

Authorized Representative:

Title:

Signature:

Date:

Proposed Monthly Rate:

26. RFP ACKNOWLEDGMENT

The vendor acknowledges receipt and review of this RFP and any applicable addenda.

Vendor:

Authorized Representative:

Signature:

Date:

Addenda Received:

☐ None ☐ Addendum No. ______ ☐ Addendum No. ______ ☐ Addendum No. ______