2026-09 Janitorial Services for the City of Midlothian Page 1 of 25

City of Midlothian

Janitorial Services for Various Locations

RFP # 2026-09

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

October 29, 2026, 3:00 pm

NO LATE SUBMISSIONS WILL BE ACCEPTED

NO EMAIL SUBMISSIONS WILL BE ACCEPTED

FOR QUESTIONS CONCERNING THIS RFQ PLEASE CONTACT:

Nery Pena, Purchasing Agent

Phone: (972) 775-7106 Email: nery.pena@midlothian.tx.us mailto:nery.pena@midlothian.tx.us

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Table of Contents

I. Introduction II. Project Details

III. Evaluation Criteria IV. Vendor Submissions V. Pricing Table

Attachments:

Map of Midlothian Facilities to Receive Janitorial Services

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1. Introduction

1.1. Summary

In accordance with Texas Local Government Code 252, the City of Midlothian (the City) is seeking sealed proposals from qualified Contractors for the purpose of securing janitorial services through an annual contract for various city locations. The professional janitorial services contract will be for certain designated facilities and offices owned and operated by the City.

The City shall award the Contractor deemed as the best value in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP) document. This RFP provides interested firms with the information necessary to prepare and submit their proposal for consideration. The City may request additional information from the Contractors as part of the final selection process.

The City intends to award this RFP to a responsive and responsible contractor that proposes the most advantageous proposal for this service considering the evaluation criteria provided. The City intends to enter into a contract with the awarded Contractor for a period of two years beginning on November 16, 2026, and ending November 15, 2028. The contract shall include the option to renew for three additional one-year renewal terms if both parties agree in writing at least ninety (90) days before the end of the initial term. Any price increases, when renewing the agreement, must be submitted to the City at least one hundred and twenty (120) days prior to potential renewal.

1.2. Contact Information

Nery Pena Purchasing Agent 215 N. 8th St Midlothian, TX 76065 Email: nery.pena@midlothian.tx.us Phone: (972) 775-7106

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1.3. Timeline

Release of Request for Proposal October 5, 2026

Mandatory Pre-Proposal Meeting- Option 1 (Mandatory)

October 13, 2026, at 11:00 am City of Midlothian City Hall Midlothian, Texas 76065 At least one staff member will need to be present for the mandatory in-person pre-proposal meeting and must visit each site location if the Contractor plans to submit a proposal for during one of the designated meeting times.

Question Submission Deadline October 23, 2026, 1:00pm

RFP Submission Deadline October 29, 2026, 3:00pm The Proposal opening will be at City of Midlothian Council Chambers, 215 N. 8th St, Midlothian, TX 76065. The selected contractor will be announced at a later date.

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2. Project Details

2.1. Instructions to Respondents

This Request for Proposal (“RFP”) will be available online through https://www.midlothian.tx.us/bids.aspx from the date issued until the RFP due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

All submittals must be received no later than 3:00 PM C.S.T. on October 29, 2026. Late submissions will not be accepted.

All paper-sealed submittals must be received by the City of Midlothian Purchasing Agent located at 215 N. 8th St, Midlothian, TX 76065 by the due date and time provided. All paper submittals must include one (1) original, and one (1) USB/flash drive with an electronic copy of the submittals and any attachments.

The City is not responsible for lateness or non-delivery of mail, carriers, etc. to the City, and the time and date recorded by the City shall be the official time of receipt.

Sealed paper submittals must be in one sealed envelope clearly marked with the information below completed and affixed on the outside of the sealed envelope containing the submittal:

Sealed RFP – Do Not Open City of Midlothian Attn: Purchasing Agent 215 N. 8th St, Midlothian, TX 76065 Project: Request for Proposal #2026-09, Janitorial Services for Various Locations RFP Deadline: October 29, 2026, at 3:00 PM C.S.T.

Contact the Purchasing Department with any Questions: nery.pena@midlothian.tx.us Company Name:

Contact Name:

Phone Number:

Mandatory Pre-Proposal Meeting

One in-person mandatory pre-proposal and site visit meeting will be held for this RFP. The contractor is required to attend the mandatory meeting and site visit options offered. The meetings will begin at City Hall located at 215 N. 8th St, Midlothian, Texas 76065 in the City Hall Finance Conference Room at the times specified in this RFP. Please contact Nery Pena at nery.pena@midlothian.tx.us to advise which meeting you will be attending. Upon completion of the pre-proposal meeting, the site visit tour will begin. Contractors are required to visit all sites they will be submitting a proposal for during the site visit times offered.

https://www.midlothian.tx.us/bids.aspx

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RFP Questions Questions regarding this RFP shall be submitted by email to the City’s Purchasing Agent, Nery.Pena@midlothian.tx.us with the RFP number in the subject line no later than 1:00 PM CST October 23, 2026 .

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this RFP or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://www.midlothian.tx.us/bids.aspx. The City of Midlothian shall NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

RFP Opening There will be a public opening of the submittals at City of Midlothian City Hall Finance Conference Room, 215 N. 8th St, Midlothian, TX October 29, 2026, at 3:00PM C.S.T. All submittals will be kept confidential during the evaluation process and prior to the contract award.

2.2. RFP Proposal Submittal Requirements

The RFP proposal submittal shall be a maximum of 20 pages. The cover page, vendor submission responses, and required forms do not count as pages.

To assist with a timely review and to provide guidance in the preparation of the RFP document, please organize the Proposal in the following manner:

Required RFP Proposal Sections:

A. Introductory Letter – a letter of interest, indicating why the respondent is interested in being awarded this contract.

B. Qualifications of the Company and Key Personnel

1. Please include the legal name of the firm and the office location that will serve Midlothian.

2. State how the company and its staff are qualified to perform the selected services.

3. Please identify policies, technical capabilities, or processes that might differentiate your company from others.

4. General background of the company’s focus and experience.

5. The average length of time and number of personnel working for your company.

6. Include resumes of key personnel who will be directly involved with the project.

mailto:Nery.Pena@midlothian.tx.us https://www.midlothian.tx.us/bids.aspx

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C. Relevant Experience

a. Please provide a minimum of two (2) example projects of similar scope with municipal or commercial facilities. Include a description to assist the City in understanding the basic scope of the contract and the contract dates for the service. Municipal experience examples are preferred.

b. If your firm has done business with the City of Midlothian before, list the contract(s) awarded and year(s) contracted with the City.

c. If your firm is a part of a cooperative or interlocal contract, please include this information.

d. Specific programs, policies, or procedures your company will use to provide high-value quality services.

e. Quality of services proposed, staffing approach, supplies list, service schedule, quality assurance program, as well as the response time and method used to address any reported issues.

2.3. Scope of Services

The awarded bidder, hereinafter called “Contractor,” shall provide all necessary labor, equipment, and supplies to provide superior janitorial services, such as but not limited to sweeping, mopping, vacuuming, dusting, disinfecting, scrubbing, emptying trash and recycling receptacles, and major floor maintenance as described in this document. Bidders are to refer to each location’s Janitorial Checklist specifications to confirm the service hours and cleaning requirements for each location.

It is the successful Contractor’s responsibility to instruct and inform contracted employees of the terms, conditions, and requirements of this contract. All equipment must be maintained in good working order. The City shall not be responsible for any contractor’s equipment or personal property for any reason. No bidder/contractor vehicles are to be left unattended in the City’s parking lot for any period of time.

The Contractor shall make reasonable and prompt restitution by check or cash payment, replacement, or repairs for any damages caused by the Contractor’s employees, subject to the approval of the City. The Contractor shall at all times pay or cause to be paid, without expense to the City, all social security, unemployment insurance expenses, and federal income withholding taxes of all their employees. All such employees shall be paid wages and benefits as required by Federal and/or State Law.

Contractor Personnel Requirements

The Contractor shall provide a supervisor or lead person at each of the City’s sites to oversee the daily services performed. This individual will be available for callbacks, when services have “not” been performed as required, without additional costs to the City. This is to include emergency situations where janitorial services might be needed. Supervisors/leads shall be able to speak fluent English for successful communication with the City personnel. Supervisors shall be competent in their knowledge of janitorial methods, aggressive in problem-solving, and responsible for quality control.

The Contractor shall have a comprehensive policy regarding the employment of individuals with criminal backgrounds, ensuring compliance with applicable laws and regulations. The

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Contractor’s personnel shall be carefully interviewed, and screened with previous employment reference checks, and criminal background checks. The Contractor shall provide the City of Midlothian’s Human Resource Department with a copy of the background check and a copy of the license or identification card for all employees assigned to provide services for this contract. The City’s Human Resources Department must approve the employee’s background check and issue the employee an ID badge before entering the City of Midlothian buildings. The Contractor’s staff shall wear attire with clear identifying marks so they may be quickly identified to be affiliated with the Contractor’s company.

Clothing must be clean, hygiene must be neat, all hair must be pulled up off the collar if long (male and female), clean shaven or trimmed, and clean in appearance while performing services for the City.

All employees assigned by the Contractor shall be capable, experienced, and trained to perform the requested services. The Contractor will be responsible for locking all outside doors and ensuring the building(s) are secure before leaving the premises. If the building has a security system, the Contractor is responsible for ensuring the system is disarmed upon entering the building and properly armed when leaving, in order to prevent false alarms. The Contractor shall not for any circumstances leave entryway doors propped open for any reason or period. If the Contractor fails to properly secure the building, there will be a fee of $100 per occurrence.

The Contractor shall be issued building keys, where applicable, for the performance of services as specified herein. Should a lost or stolen key jeopardize the security of the particular City facility, the contractor shall be solely responsible for all costs incurred by the City in re-keying the lock system, plus a one-hundred-dollar ($100.00) fine per occurrence.

In the event an access/ID card is lost, stolen, or not returned, the Contractor’s monthly payment will be reduced by twenty-five dollars ($25.00) for each ID card lost, stolen, or not returned.

The following procedures must be adhered to while on-site rendering services:

• The Contractor’s employees are “not” to disturb papers on desktops or open drawers of desks and/or file cabinets.

• The Contractor’s employees are “not” permitted to smoke inside the building and must be 25 feet away from city entrances.

• The Contractor’s employees will “not” prop entrance/exit doors to any work sites for any reason for an extended period of time.

• The City telephones are “not” to be used by contractor’s employees for private use (excludes emergencies while onsite as handled by lead/supervisory staff).

• Employees are “not” permitted to use equipment such as copiers, fax machines, etc.

• The City’s electrical rooms are high-security areas and shall not be cleaned by the Contractor.

• The Contractor shall “not” permit their employees to remove food and/or drinks from the refrigerator(s) or shelving or to otherwise remove or handle these items, except in the act of throwing said items in a receptacle or removing them to outside trash bin area.

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• The Contractor shall “not” allow employees to bring children to work with them while at the City facilities. Any employee guilty of objectionable behavior shall be removed from the City premises/facility and not allowed to return and will be permanently removed from the City’s contractor list for this contract.

• The Contractor shall be liable for any and all damages to property, plants, equipment, etc., either accidental or deliberate resulting from any cleaning activity during the duration of this contract.

Storage Area The Contractor shall maintain a designated storage area, for all materials, tools, and equipment.

The area must be sanitary; odor free; free of health and fire hazards. The Contractor will be issued

(1) one key to the designated storage area. The Contractor may “not” issue additional keys to any contracting employees. Should other keys be necessary the City of Midlothian will issue those keys at the Contractor’s request. It will be the Contractor’s responsibility to return those keys when the contract expires. The items (i.e. toilet paper, paper towels, etc.) contained inside the designated storage is strictly for replenishing the City’s facilities when needed.

Contractor Supplies The Contractor shall provide their own trash cart to carry trash to onsite dumpsters during each visit. The trash cart is to remain trash-free while not in use by janitorial staff. The City shall be responsible for providing paper towels, toilet tissue, soap for dispensers, can liners, disinfect for dispensers, and dishwashing soap.

Other supplies to be provided by the contractor are cleaning solutions for floors and other hard surfaces, mop buckets and mops w/mop heads, push brooms, dustpans, and vacuums. Services, products, materials, and supplies used for cleaning by the Contractor must meet or exceed all applicable health, safety, and environmental laws, requirements, and standards.

The Contractor shall submit a list of their supplies and any proposed cleaning solutions to be used for janitorial services with their proposal. The Contractor shall be responsible for updating the City with new proposed cleaning solutions for any changes throughout the contract period.

Quality Control Scheduled cleaning is considered to be essential and not to be neglected. The City representative will conduct inspections quarterly of all facilities for this contract. The Contractor will not know the date of said inspections. Deficiencies resulting from inspections shall be communicated in writing to the Contractor and must be remedied within a 24-hour notification period.

Any complaints submitted to the designated City representative will be reviewed and forwarded to the Contractor. The Contractor shall then ensure all problems on the complaint form have been satisfactorily addressed.

An accountable and liable 24-hour point of contact must be provided. This point of contact will be contacted in the event of an emergency.

Service Locations The City may add or delete service locations as necessary through the contract for new or revised locations shall be commensurate with existing locations of the same or similar type. When locations are added for services specified under this contract. The City will provide square footage

2026-09 Janitorial Services for the City of Midlothian Page 10 of 25 details and drawings of the added facility area to be included in the monthly cleaning. This Contractor may also schedule time for measuring these new locations, and any discrepancies shall be discussed with the City’s Building and Purchasing representatives.

Service Schedule All services are to be performed during the designated times listed for each location on the Janitorial Checklist unless otherwise authorized by the City representative prior to services. This schedule shall be considered a “minimum of services required” by the City. Occasions may arise where meetings or other activities will be scheduled at a facility during hours other than those indicated previously as “normal working hours.” These exceptions are the responsibility of the City to convey to the Contractor as soon as known so agreed-upon revisions can be made to the services. The Contractor shall provide a work schedule to the City. This work schedule shall be consistent throughout the term of the contract since access badges will be specifically programmed to the agreed-upon schedule.

City Holidays The City observes the holidays listed below. Offices are closed on these days. Holidays falling on Saturday will be observed on the Friday before and those falling on Sunday will be observed on the Monday after the holiday. The City shall provide a copy of the annual calendar to the Contractor documenting the days of closer each year.

• New Year's Day

• Dr. Martin Luther King, Jr. Day

• Good Friday

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving Day

• Day after Thanksgiving

• Christmas Eve

• Christmas Day

Service Requirements It is the intent of this agreement to keep the City locations maintained, clean, and presentable at all times, commensurate with first-class office building requirements. In particular, all Public Facing locations are of the utmost concern and must be stringently maintained. The awarded Contractor shall assure the Conference Rooms, and any kitchen areas must be kept in spotless condition at all times. The Scope of Services and Janitorial Checklist included in this RFP shall describe the Janitorial Services required by the City. All materials required for normal services necessary to provide a complete and acceptable service shall be included in this award and shall conform to the quality of materials, workmanship, and performance that is usually provided for this type of service. Janitorial service pricing shall include all necessary costs for supervision, labor, equipment, and supplies to perform the specified services.

Minimum Expectations When Performing Cleaning Tasks Specific cleaning tasks and schedules for each location are outlined on the Janitorial Checklist.

The minimum expectations listed below apply to all locations mentioned within the entirety of this contract.

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• Bright Metal & Stainless Polishing – Damp wiping and drying with a suitable cloth when polishing is necessary to attain a suitable appearance. If a polished appearance is not attained; the City representative shall be contacted by the Contractor for the appropriate actions to be taken to achieve the appropriate polished appearance. A non-abrasive material is to be used on chrome fixtures to avoid damage and deterioration to chrome fixtures.

• Buffing – All areas shall present an overall appearance of cleanliness, have a shine, and be dust-free.

• Carpet Cleaning – Move light furniture to vacuum beneath chairs and small tables. Do “not” move desks, file cabinets or equipment stands. Remove soluble spots safely and respond to standard spotting procedures without risks of damage to color or fabric in all carpeted areas, paying careful attention to spills having occurred throughout the day (this includes removing gum, candy, food, and drink spills from the carpet daily).

• Shampoo and Buff Tile - Shampoo carpet with hot water extractor and buff tile areas.

• Clean Disposable Receptacle – Empty and wash “all” disposable receptacles; this includes wastebaskets, sanitary dispensers, and paper shredder dispensers.

• Dusting – Dust shall not be moved from spot to spot, but removed directly from the area in which it lies by the most effective means (treated dust cloths, vacuum, etc.). When doing high cleaning, dust shall “not” be allowed to fall onto electronics, equipment, desks, and/or furniture below where dusting action is being performed. Blinds and drapes etc. shall be free of dust and cobwebs. The personal items of the City staff found within city locations (desktops, file cabinet tops, tabletops, etc.) should be dusted around using a Swiffer-type duster careful “not” to disturb the personal items. All air grills and air diffusers shall present a clean surface free of dirt, grime, stains, streaks, dust, and cobwebs.

• Mopping – Use a mop, well wrung out in clean water so there will be no seepage under equipment and/or between tiles. Surrounding areas shall be clean and free of surface stains, mop streaks, and loose mop strands. Walls, baseboards, and other surfaces shall be free of watermarks and splashing.

• Clean water shall be used daily and wastewater emptied daily. No water is to be left overnight in a mop bucket, and the mop bucket is to be washed out after each use. The mop is to be fresh-smelling.

• Porcelain Ware Cleaning – Porcelain fixtures (washbasins, urinals, toilets, etc.) shall be kept clean and bright. There shall be “no” dust, spots, stains, rust, green mold or encrustation.

• Spray Buffing – All areas shall present an overall appearance of cleanliness, have a bright, resilient shine, and be free of dust. Surrounding areas shall be clean and free of surface stains. Walls, baseboards, and other surfaces shall be free of watermarks and splashing marks.

• Window and Glass Cleaning – All glass shall be clean and free of dirt, dust, grime, streaks, and excessive moisture. Interior window sashes, sills, woodwork, and surrounding areas shall be thoroughly wiped free of drippings, watermarks, and over-spray marks.

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2.4. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to the City. The City reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of the City.

Any contract awarded in pursuant to this RFP is not assignable. The awarded Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of the City of Midlothian.

The City reserves the right to accept and/or reject any and all submitted proposals or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of the City.

Contractors shall promptly notify the City of any omissions, ambiguity, inconsistency, or errors that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

Any submitted proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal documents cannot be altered, amended, or withdrawn by the Contractor after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

An opened proposal may not be changed for the purpose of correcting any error by the Contractor or Contractor’s agent. Any ambiguity in the proposal as a result of omission, error, lack of clarity or noncompliance by the Contractor with specifications, instructions, and all conditions shall be construed in the favor of the City. If the unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Contractor will be bound thereby.

Contract Term

The City intends to enter into a contract with the awarded Contractor for a period of two (2) years beginning on November 16, 2026, and ending November 15, 2028. The contract shall include the option to renew for three (3) additional one (1) year renewal terms if both parties agree in writing at least ninety (90) days before the end of the initial term. Proposal pricing must be valid for at least the first two years of the contract.

Contract rates can be adjusted upward or downward at this time at a percentage not to exceed the effective change in the price index (CPI) for the previous twelve (12) months. At the City’s discretion, the effective change rate shall be based on either the local or national index average rate for all items. If agreement cannot be reached, the contract is terminated at the end of the current contract period.

Any price increases, when renewing the agreement, must be submitted to the City at least one hundred and twenty (120) days prior to a potential renewal. The price increase agreement must be signed by both parties and agreed upon before the price adjustment will be considered for any future invoices as well as the effective date of the increase. If there is a failure between the City and Contractor to agree to the price adjustment request, this may result in a termination of the Contract.

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Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this RFP, or any contract awarded and entered pursuant thereto, the City reserves the right to deduct charges from successful Contractor’s invoice at the time it is due; or Cancel the contract at the City’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another Contractor and award a contract to its Contractor pursuant to the terms thereof.

At the City’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

Availability of Funds

This RFP is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the requested services. If, during any stage of this contract, funds are not allocated and available for the requested services, the contract will be canceled. The City will notify the Contractor at the earliest possible time if this occurs.

2.5. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this RFP will be performed in Ellis County, Texas. Exclusive venue shall be Ellis County, Texas, and any contract awarded under this RFP shall be governed by the laws of the State of Texas. All work must follow and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code 552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Midlothian, including affiliations and business and financial relationships such persons may have with City of Midlothian officers. An explanation of the requirements of Chapter 176, applicable forms, and a complete text of the new law is available at: https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking to do business with the City of Midlothian, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm https://www.ethics.state.tx.us/filinginfo/1295/

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Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the RFP process.

Prohibition of Boycott Israel: By submission of this RFP response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not Boycott Israel as that term is defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this RFP response, the Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not Boycott Energy Companies as that term is defined in Texas Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this RFQ response, the Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and

(ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas Government Code 2274. This section only applies if:

(i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement; and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this RFP for all purposes, including but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from the City and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the Contractor and City, and the City will not be liable for any obligation incurred by the Contractor.

Contractor Insurance Requirements

Contractors on City property or public right-of-way for the City of Midlothian shall provide the City with a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend the City, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged

2026-09 Janitorial Services for the City of Midlothian Page 15 of 25 damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name the City, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance: The City reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this RFP, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions A. Commercial General (Public) Liability to include coverage for:

A. Premises/Operations B. Products/Completed

Operations C. Independent

Contractors D. Personal Liability E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess Liability

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage.

City requires that insurers be rated A or higher by A.M. Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as an additional insured

3. Workers’ Comp & Employers’ Liability

Statutory Limits $1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by the City, the successful Contractor shall forward Certificates of Insurance to the Senior Director of Building and Community Services. The required

2026-09 Janitorial Services for the City of Midlothian Page 16 of 25 insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The Certificate Holder shall be the City of Midlothian at 215 N. 8th St, Midlothian, TX 76065.

3. Evaluation Criteria

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to the City. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this RFP.

An evaluation committee (“Committee”) will review the submitted proposals. The Committee will evaluate all submissions and ultimately determine a final list of the most competent and qualified respondents.

During the evaluation process, the Committee and the City reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected firms may or may not be requested at the sole discretion of the City after the closing date. Selection may be made strictly from the information provided in the proposal, however, the City of Midlothian reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The proposals will be evaluated on the following criteria and scored on a 100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost

Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 40 (40% of Total)

2. Experience and Qualifications

The company should be a well-established custodial business with applicable experience. The company must have a minimum of 5+ years experience with similar projects to qualify.

Points Based 25 (25% of Total)

2026-09 Janitorial Services for the City of Midlothian Page 17 of 25

3. Approach to Provide Services

This shall include, but is not limited to, the quality of services proposed, the staffing approach, supplies list, service schedule, and response time and method used to address any issues reported.

Points Based 25 (25% of Total)

4. References

References from municipalities and/or other governmental agencies with properties of similar size and scope are preferred.

Points Based 10 (10% of Total)

4. Vendor Submissions

4.1. Authorized Respondent’s Information

4.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

4.1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

2026-09 Janitorial Services for the City of Midlothian Page 18 of 25

□ Please confirm

*Response required

4.1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

4.2. Company Information

4.2.1. Please provide your company's most recent signed W-9 *

Please download the below documents, complete, and upload.

• Blank_W-9.pdf

*Response required

4.2.2. Full Legal Company Name*

*Response required

4.2.3. Principal Place of Business Address*

*Response required

4.2.4. Principal Place of Business Phone Number*

*Response required

4.2.5. Company Website URL

4.2.6. Person Authorized to negotiate and sign contracts with the city (if different than the Authorized Contact Provided)

4.2.7. Number of years in business working on similar types of project? * *Response required

4.2.8. State and Date of Incorporation, Partnership, or Ownership Established? * *Response required

4.2.9. Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically Under-utilized Business (HUB)? * Please select all that apply.

□ Yes

□ No

*Response required

If yes, please provide a copy of the certification(s). *

2026-09 Janitorial Services for the City of Midlothian Page 19 of 25

4.3. References

Please provide four (4) references who can verify the quality of service your company provides. The City prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

4.3.1. Reference 1*

*Response required

4.3.2. Reference 2*

*Response required

4.3.3. Reference 3*

*Response required

4.3.4. Reference 4*

*Response required

4.4. Claims and Suits

4.4.1. Has your organization ever failed to complete any work awarded to your company? *

□ Yes

□ No

*Response required

If yes, please provide further information. * *Response required

4.4.2. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers? *

□ Yes

□ No

2026-09 Janitorial Services for the City of Midlothian Page 20 of 25

If yes, please provide further information. * *Response required

4.4.3. Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years? *

□ Yes

□ No

*Response required

If yes, please provide further information. * *Response required

4.5. Qualification Questions

4.5.1. Please identify your proposed mobilization plan, including staff hiring and schedule (start date after contract award, meetings with City staff, training schedule, etc.) * *Response required

4.5.2. What are your company’s current quality control programs? * *Response required

4.5.3. Please discuss your training programs, including proper cleaning of toilets, counter tops, flooring, installing of refills for dispensers, soap, toilet tissue and paper towels; include a copy of your training manual. * *Response required

4.5.4. Please provide the name of the project manager(s) & supervisor(s) and their resumes or a brief synopsis with your bid response. We must have contact information for these employees before the contract starts. * *Response required

4.5.5. How many permanent employees do you have on staff? How many will be assigned that will be assigned to this contract? * *Response required

4.5.6. Has your business performed janitorial services for companies with multiple facilities? If so, what is the highest number of facilities and square footage, and what is the contact information for the company (name, title, phone, and email)? * *Response required

4.5.7. Does your company have experience working for companies with multiple levels and locations? If so, please identify the company, the number of facilities served, and the number of staff assigned to the contract. *

2026-09 Janitorial Services for the City of Midlothian Page 21 of 25

4.5.8. Does your company have experience in providing janitorial supplies as part of a janitorial service contract to a company? If yes, please list the company, contact name, number, and email address. * *Response required

4.5.9. What is your approach to tracking inventory to ensure materials are available as needed? * *Response required

4.5.10. The task list provides the responsibilities for each location; your company will be responsible for providing equipment and cleaning supplies. List the name, type, and the number of janitorial cleaning equipment and supplies your company has for servicing a city of this size, i.e., vacuums, brooms, mops, buckets, etc.* *Response required

4.5.11. Your company will be responsible for providing the cleaning solutions used for the janitorial cleaning services. List the name and type of cleaning solutions your company will use while servicing the City. * *Response required

4.5.12. Please provide details regarding your criteria for acceptable criminal backgrounds for employment and include any exclusions based on specific offences and timeframes. * *Response required

4.5.13. Does your company run background checks for your staff only upon the initial hiring or do you run additional periodic background checks? If you run periodic background checks, how often are the ran? * *Response required

4.5.14. Please submit your RFP response, including the required sections here. *

*Response required

5. Pricing Table

Please use the pricing tables provided for each location to submit your price proposal for that specific location. Please see the Janitorial Checklists provided to review the scope of services and schedule for each specific location. If you would not like to bid on a location or line item, please select "No Bid" on that line item.

2026-09 Janitorial Services for the City of Midlothian Page 22 of 25

CITY OF MIDLOTHIAN MUNICIPAL SERVICES BUILDINGS & RETAIL SPACE -

PUBLIC FACING - DAILY CLEANING

Building Total Estimated Square Feet: 54,000 Location: N 8th Street, Midlothian, TX 76065 Square Footage Includes Library

Line Item Description Estimated Sq. Feet

Billing Cycle

Cost Per Sq. Feet

Total No Bid

1 Routine Cleaning 54,000 Daily

2 Shampoo Carpet Single Service

Fee - Per Request

3 Cast Stone Tile Cleaning

Single Service

TOTAL

MIDLOTHIAN CITY HALL - PUBLIC FACING -DAILY CLEANING

Building Total Estimated Square Feet: 72,000 Location: N 8th Street, Midlothian, TX 76065.

Please provide your estimated quote at this time based on the estimated sq. footage.

Line Item Description Estimated Sq. Feet

Billing Cycle

Cost Per Sq. Feet

Total No Bid

4 Routine Cleaning- Sq Footage TBD

54,000 Daily

5 Shampoo Carpeting- Sq Footage TBD

Single Service

2026-09 Janitorial Services for the City of Midlothian Page 23 of 25

MIDLOTHIAN COMMUNITY DEVELOPMENT BUILDING -

WEEKLY CLEANING

Building Total Estimated Square Feet: Location: 100 W Avenue F, Midlothian, TX 76065 Line Item Description Estimated

Sq. Feet Billing Cycle

Cost Per Sq. Feet

Total No Bid

12 Routine Cleaning Daily

TOTAL

PUBLIC WORKS ADMINISTRATION BUILDING - PUBLIC FACING -DAILY

CLEANING

Building Total Estimated Square Feet: 2,245 Location: 1050 US-67, Midlothian, TX 76065 Animal Control Services Building is not a part of this contract.

Line Item Description Estimated Sq. Feet

Billing Cycle

Cost Per Sq. Feet

Total No Bid

6 Routine Cleaning 2,245 Daily

7 Shampoo Carpet Offices Single Service

PUBLIC WORKS UTILITY BARN BUILDING - PUBLIC FACING -DAILY CLEANING

Building Total Estimated Square Feet: 1,025 Location: 1050 US-67, Midlothian, TX 76065 Line Item Description Estimated

Sq. Feet Billing Cycle

Cost Per Sq. Feet

Total No Bid

6 Routine Cleaning 1,025 Daily

2026-09 Janitorial Services for the City of Midlothian Page 24 of 25

PUBLIC WORKS STREETS BARN BREAKROOM BUILDING - PUBLIC FACING -

DAILY CLEANING

Building Total Estimated Square Feet: 685 Location: 1050 US-67, Midlothian, TX 76065 Line Item Description Estimated

Sq. Feet Billing Cycle

Cost Per Sq. Feet

Total No Bid

6 Routine Cleaning 685 Daily

WATER TREATMENT PLANT 1 BUILDING - PUBLIC FACING -DAILY CLEANING

Building Total Estimated Square Feet: 2,024 Location: 440 Tayman Dr., Midlothian, TX 76065 Line Item Description Estimated

Sq. Feet Billing Cycle

Cost Per Sq. Feet

Total No Bid

6 Routine Cleaning 2,024 Daily

7 Shampoo Carpet 242 Single Service

WATER TREATMENT PLANT 2 BUILDING - PUBLIC FACING -DAILY CLEANING

Building Total Estimated Square Feet: 9,029 Location: 1761 Auger Rd., Midlothian, TX 76065 Line Item Description Estimated

Sq. Feet Billing Cycle

Cost Per Sq. Feet

Total No Bid

6 Routine Cleaning 9,029 Daily

7 Shampoo Carpet 2,732 Single Service

2026-09 Janitorial Services for the City of Midlothian Page 25 of 25

MIDLOTHIAN CONFERENCE CENTER - PUBLIC FACING -DAILY CLEANING

Building Total Estimated Square Feet: 39,000 Location: 1 Community Dr., Midlothian, TX 76065

Line Item Description Estimated Sq. Feet

Billing Cycle

Cost Per Sq. Feet

Total No Bid

10 Routine Cleaning 39,000 Weekly

11 Shampoo Carpet 11,600 Single Service

Stained Concrete – Striped, Buffed, & Sealed

5,000 2-3 times per year

Clean Windows, Inside & Outside

Qtly

TOTAL

MIDLOTHIAN SENIOR CENTER BUILDING - PUBLIC FACING - WEEKLY

CLEANING

Building Total Estimated Square Feet: 10,000 Location: 4 Community Cntr Dr., Midlothian, Texas 76065

Line Item Description Estimated Sq. Feet

Billing Cycle

Cost Per Sq. Feet

Total No Bid

10 Routine Cleaning 10,000 Weekly

Stained…