27_201_RFP.pdf

RFP Item #27-201 Janitorial Services for Eisenhower and Facilities and Maintenance Buildings

RFP Due: Thursday, September 3, 2026 @ 11:00 a.m.

RFP #27-201

July 31, 2026

Janitorial Services for Eisenhower and

Facilities and Maintenance Buildings

For

Augusta-Richmond County (herein “Augusta”)

On behalf of the Utilities Department

One Original and One Electronic Version of RFP on a USB Drive shall be submitted

Andy Penick

Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Request for Proposal

Sealed proposal will be received at this office until Thursday, September 3, 2026 @ 11:00 a.m. RFP openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901 and via Teams: Meeting ID: 211 500 770 820 745; Passcode: RM9ia6nL for furnishing:

RFP #27-201 Janitorial Services for Fort Eisenhower and Facilities and Maintenance for Augusta-

Richmond County (herein “Augusta”), Utilities Department

No proposals will be accepted by email. All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No proposals may be withdrawn for a period of ninety (90) days after proposals have been opened, pending the execution of contract with the successful vendor.

RFP documents, and all Addenda, may be viewed on the Augusta, Georgia website under the

Procurement Department ARCbid menu (https://www.augustaga.gov/681/ARCBid), Euna OpenBids

(https://network.demandstar.com) and Georgia Procurement Registry website located at

(https://ssl.doas.state.ga.us/gpr/index). Bidders must mark the RFP number on the outside of the submittal envelope. Addenda will also be posted on the above listed website.

Mandatory pre-qualification/proposal conference will be held on Monday, August 17, 2026 @ 11:00 a.m. in the Procurement Department located at 535 Telfair Street, Suite 605; Augusta, GA 30901 and virtually via Teams; Meeting ID: 219 260 580 517 165; Passcode: 8CP7XJ2c and a mandatory site visit for the various facilities locations.

All request for clarifications or interpretations must for this proposal must be submitted in writing by electronic email to procbidandcontract@augustaga.gov to the Procurement Department on or before the close of business Thursday, August 20, 2026 @ 5:00 P.M.

Questions, request for clarifications or interpretations regarding this proposal must be submitted to the

Procurement Department:

Augusta Procurement Department

Attn: Ms. Tywanna Scott

535 Telfair Street - Room 605

Augusta, Georgia 30901

Phone: 706-821-2422

Email: procbidandcontract@augustaga.gov

Bidders are cautioned that acquisition of the proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

No proposals will be accepted by email; all proposal must be received by mail or hand delivered.

Publish:

Augusta Chronicle July 30th, and August 6th, 13th https://www.augustaga.gov/681/ARCBid https://www.augustaga.gov/681/ARCBid https://network.demandstar.com/ https://ssl.doas.state.ga.us/gpr/index mailto:procbidandcontract@augustaga.gov

PROCUREMENT DEPARTMENT

ELECTRONIC TEAMS INFORMATION

The Augusta, Georgia Procurement Department conducts Public RFP Pre-Proposal

Conferences and Openings to award quality contracts for Augusta. Proposers may participate in our Public RFP Pre-Proposal Conferences and Openings via webcast or teleconference by following the instructions outlined below:

ELECTRONIC RFP INSTRUCTIONS

RFP # 27-201 Pre-Qualification Conference

Janitorial Services for Fort Eisenhower and Facilities and

Maintenance for

Augusta-Richmond County - Utilities Department

Monday, August 17, 2026 @ 11:00 a.m.

TEAMS RFP Pre-Qualification Conference:

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 219 260 580 517 165

2. Passcode: 8CP7XJ2c

RFP # 27-201 Opening

Janitorial Services for Fort Eisenhower and Facilities and

Maintenance for

Augusta-Richmond County - Utilities Department

Bid openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901

Thursday, September 3, 2026 @ 11:00 a.m.

TEAMS RFP Opening:

3. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 211 500 770 820 745

4. Passcode: RM9ia6nL

For Assistance: Please Contact the Issuing Officer at (706) 821-2422 https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join

INSTRUCTIONS TO SUBMIT

INSTRUCTIONS TO SUBMIT

1.1 Purpose: The purpose of this document is to provide general and specific information for use by vendors in submitting a proposal to supply Augusta, Georgia with equipment, supplies, and or services as listed above.

All proposals are governed by the Augusta, Georgia Code.

1.2 Viewing the Augusta Code: All proposals are governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=685 Guidelines & Procedures.

1.3 Compliance with laws: The Bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Bidder and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Bidder and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Bids For All Or Part: Unless otherwise specified, County reserves The Right To make an award(s) for all Items, or categories, or specific line items, to one or more bidders. Bidder may restrict their bid to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protests shall be made in writing to:

Attn: Andy Penick, Procurement Director

535 Telfair Street, Suite 605

Augusta, GA 30901

Email:procbidandcontract@augustaga.gov

1.6 Augusta, Georgia License Requirement: For further information contact the License and Inspection

Department at 706 312-5050.

General Contractors License Number: If applicable, in accordance with O.C.G.A. §43-41, or be subjected to penalties as may be required by law.

Utility Contractor License Number: If applicable, in accordance with O.C.G.A. §43-14, or be subjected to penalties as may be required by law.

1.7 Terms of Contract: (Check where applicable)

[ ] (A) Annual Contract

[ ] (B) One time Purchase

[X] (C) Other file://///augunity01/ProcurementCommon/2026%20Bid%20Information/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures

NOTICE TO ALL VENDORS

ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS

PLEASE READ CAREFULLY:

Exhibit A is a consolidated document consisting of:

1. Business License Number Requirement (must be provided)

2. Acknowledgement of Addenda (must be acknowledged, if any)

3. Statement of Non-Discrimination

4. Non-Collusion Affidavit of Prime Bidder/Offeror

5. Conflict of Interest

6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)

Exhibit A Must be Notarized & Two (2) Pages Must be returned with your submittal .

Business License Requirement: Bidder must be licensed in the Governmental entity for where they do the majority of their business. Your company’s business license number must be provided. If your Governmental entity (State or Local) does not require a business license, your company will be required to obtain an

Augusta-Richmond County business license if awarded a contract. For further information contact the

License and Inspection Department at 706 312-5050.

Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Exhibit A.

E-Verify * User Identification Number (Company I.D.): Vendor must provide the E-Verify affidavit with their bid.

The city, each contractor, and each subcontractor have different roles and responsibilities in the E-Verify process. The city collects E-Verify affidavits from the contractor. The contractor collects E-Verify affidavits from its subcontractors. The subcontractors collect E-Verify affidavits from its sub-subcontractors. Independent contractors (those with no employees) do not need to supply E-Verify information. Instead, they will provide a driver’s license or state identification card from states on the “compliant” list created by the Georgia Attorney General. Those contractors and subcontractors that fill out the affidavits are responsible for the accuracy of the information. The city does not need to confirm that the

E-Verify information is correct. The liability for incorrect information is on the contractor or subcontractor. NOTE: The authorization date can be found within the Memorandum of Understanding (MOU).

Affidavit Verifying Status for Augusta Benefit Application (Systematic Alien Verification for Entitlements

Program) (Must Be Returned With Your Submittal)

The successful vendor will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Vendor’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Subcontractor Affidavit

2. Non-Collusion Affidavit of Sub-Contractor

3. E-Verify MOU (Memorandum of Understanding)

Exhibit A

Augusta, Georgia Procurement Department

ATTN: Procurement Director

535 Telfair Street, Suite 605

Name of Bidder: _________________________________________________________________________________________________

Street Address: __________________________________________________________________________________________________

City, State, Zip Code: ____________________________________________________________________________________________

Phone: _______________________________________ Email: ____________________________________________________________

Where/How did you hear about this solicitation? __________________________________________________________________

Attach a copy of your Business License, W-9, and your General Contractor License.

If applicable, provide a copy of the following:

Utility Contractors License - MUST BE LISTED ON FRONT OF ENVELOPE

Acknowledgement of Addenda: (#1) ____: (#2) ____: (#3) ____: (#4) ____: (#5) ____: (#6) ____: (#7) ____: (#8) ____:

NOTE: CHECK APPROPRIATE BOX (ES) - ADD ADDITIONAL NUMBERS AS APPLICABLE

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin, or ethnicity, with regard to prime contracting, subcontracting, or partnering opportunities.

The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization.

The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company;

That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Bidder

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor.

(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Conflict of Interest

1. By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief1. No circumstances exist which cause a Conflict of Interest in performing the services required by this BID, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the bid have arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor.

c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Contractor Affidavit and Agreement: Contractor Affidavit under O.C.G.A. § 13-10-91(b) (l)

Georgia E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-

10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Georgia Law requires your company to have an E-Verify*User Identification Number (Company I.D.) on or after July 1, 2009.

For additional information or to enroll your company, visit the State of Georgia website:

https://www.e-verify.gov/employers/enrolling-in-e-verify

Federal Work Authorization User Identification Number: E-VERIFY REQUIRED FOR ALL CONTRACTS OVER $2,499.00

** (E-Verify Number) _______________________________________________

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20________ in ___________________ (City), ______________ (State).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

NOTARY COMMISSIONING

Subscribed and sworn before me on this _______ day of ____________________________, 20_______

Notary Public My Commission Expires: NOTARY SEAL

The undersigned further agrees to submit a notarized copy of Exhibit A, and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated. You Must Complete and Return the two (2) pages of Exhibit A with Your Submittal. Document Must Be Notarized.

http://gma.informz.net/z/cjUucD9taT0yMjUwOTU1JnA9MSZ1PTUxODY3MTg3MiZsaT0yMTQ3NjI3Nw/index.html https://www.e-verify.gov/employers/enrolling-in-e-verify

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation

Tax Certificate, Alcohol License, Taxi Permit, Contract or other public benefit as reference in

O.C.G.A. Section 50-36-1, I am stating the following with respect to my proposal for an Augusta, Georgia contract for

[RFP Project Number and Project Name]

[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

[Print/Type: Name of business, corporation, partnership, or other private entity]

1.) _______ I am a citizen of the United States.

2.) _______ I am a legal permanent resident 18 years of age or older.

3.) _______ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal

Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name

*Alien Registration Number for Non-Citizens

NOTARY ACKNOWLEDGEMENT

Notary Public

My Commission Expires: _____________________________ NOTARY SEAL

THIS FORM MUST BE COMPLETED, NOTARIZED AND RETURNED WITH YOUR SUBMITTAL

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a

“public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. §

50-18-70 et seq. However, pursuant to O.C.G.A. § 50-18-72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].”

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with

_______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to

$1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________

[Signatory’s Title]

NOTARY COMMISSIONING

Notary Public

My Commission Expires: ___________________________________ NOTARY SEAL

RETURN FORM ONLY IF APPLICABLE.

Minority and Women Owned Business Enterprise Program Ordinance Requirements

Notice To All Bidders (PLEASE READ CAREFULLY)

The following shall apply to All Bids regardless of the dollar amount

In accordance with the Commission Action on 7/25/24 and the adoption of Ordinance No. 7945 Chapter 10C of the

AUGUSTA, GA, CODE, Contractors agree to collect and maintain all records necessary to Augusta, Georgia to evaluate the effectiveness of its Minority and Women Owned Business Enterprise Program and to make such records available to Augusta, Georgia upon request. The requirements of the Minority and Women Owned Business Enterprise

Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, Contractors shall report to Augusta, Georgia the total dollars paid to each subcontractor, vendor, or other business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors, if any as required by Augusta, Georgia.

Such utilization reports shall be in the format specified by the Director of Compliance and shall be submitted at such times as required by Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the M/WBE Program office at (706) 821-2406. Failure to provide such reports withing the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including, but not limited to, withholding payment from the Contractor and/or collecting liquidated damages.

SHALL APPLY TO PROJECTS IN EXCESS OF $300,000

Minority and Women Owned Business Enterprise Program (Continued)

Sec. 1-10-138. Race and Gender-Conscious Efforts

Contract-by-Contract Subcontractor Goals The City, through the Goal Setting Committee (GSC), will set specific, separate percentage-based MBE and WBE subcontracting goals on a contract-by contract basis for Prime contracts in Construction, Architecture & Engineering, Professional Services, and Other Services valued in excess of $300,000.

The City shall establish such goals based upon the type of contract, the type of subcontracting work that will be required, and the availability of M/WBE firms to perform the work for that specific contract.

The GSC shall not establish subcontracting goals on contracts where (a) there are no subcontracting opportunities identified for the contract; or (b) there are not at least three (3) MBE and/or WBE firms that are available and capable to perform a CUF for the overall subcontracting opportunities on the contract.

Good Faith Efforts (GFE) Requirements and Guidance

1. Achievement of subcontracting goals or documentation of Good Faith Efforts applies to every Contract for which such goals are established. The Bidder shall submit a compliance plan detailing its achievement of the goals or its

Good Faith Efforts to meet the goals. The compliance plan shall be due at the time set out in the solicitation documents.

2. When a Bidder cannot achieve the goals, its compliance plan shall document its GFE to achieve the goals. The

Director of Compliance will determine whether the Bidder has made such GFE.

Bid Documents

All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

• Proposed Letter of Intent MBE/WBE.

• Proposed MBE/WBE Utilization Plan.

• Documentation of Good Faith Efforts Form (in the event the bidder will not meet the MBE and WBE goals).

Failure to submit the above documentation shall result in the bid being declared non-responsive.

Sec. 1-10-154.Exceptions

In accordance with § 1-10-8, on federally funded projects or contracts, the M/WBE Program shall only be utilized when authorized by the applicable federal (and/or Georgia) laws, regulations, and conditions relating to that project or contract. To the extent that there are any conflicts between any such laws, regulations, or conditions and the provisions of the M/WBE Program, the federal (and/or Georgia) guidance shall control.

NOTE: All forms should be submitted in a separate, sealed envelope, labeled M/WBE Forms, Company’s Name & Bud number

For questions and or additional information, please contact:

Minority-Owned and Women-Owned Business Enterprise Program

535 Telfair Street, Suite 530

Augusta, Georgia 30901

(706) 821-2406, mwbe@augustaga.gov

Website: https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise http://www.augustaga.gov/ http://www.augustaga.gov/ mailto:mwbe@augustaga.gov https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise

SECTION I

INSTRUCTION TO PROPOSERS

Augusta GA invites qualified vendors to submit a proposal to provide Janitorial services for Fort

Eisenhower and the Facilities and Maintenance Offices Building for the Augusta Utilities

Department. Your submittal should respond to, and be based on, the information included in this

Request for Proposal.

Responses will be received in the office of the Director of Procurement at 535 Telfair Street, Suite

605, Augusta, GA 30901 until Thursday, September 3, 2026 @ 11:00 a.m. The RFP must be submitted in a sealed package and labeled with firm’s name and the name of the project - RFP Item #27-

201 Janitorial Services for Fort Eisenhower and Facilities and Maintenance for Recreation and

Parks Department. You are required to submit one (1) marked unbound original, one (1) electronic copy of your RFP.

RFP opening will be held publicly and via TEAMS - Meeting ID: 211 500 770 820 745; Passcode:

RM9ia6nL.

No RFP will be accepted by email; all bids must be received by mail or hand delivered. If RFP is forwarded by mail or other second party delivery, the sealed envelope containing the submittal must be enclosed in an envelope addressed to:

Andy Penick, Procurement Director

Augusta Procurement Department

535 Telfair Street - Suite 605

All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday.

All vendors responding are cautioned to read this RFP carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFP. The Proposer should examine all documents and requirements of the services requested to become fully informed.

Failure to examine these areas will not relieve the successful Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

Mandatory pre-qualification/proposal conference will be held on Monday, August 17, 2026 @ 11:00 a.m. in the Procurement Department located at 535 Telfair Street, Suite 605; Augusta, GA 30901 and virtually via Teams; Meeting ID: 219 260 580 517 165; Passcode: 8CP7XJ2c.

A mandatory site visit will be held on Tuesday, August 18, 2026 at the following locations:

1. Construction and Maintenance and •Construction and Maintenance (Locate

Building and Warehouse offices- to include restrooms)

1840 Wylds Rd. / Augusta, GA 30909

Point of Contact: Susan Pague (706) 842-3062

Mandatory Site Visit will be held on Tuesday, August 18, 2026 @ 9:00 a.m.

2. Facilities and Maintenance (Common Areas Only)

2869 Central Avenue, / Augusta 30909

Point of Contact Steve Orton (706)826-4785

Mandatory Site Visit will be held on Tuesday, August 18, 2026 @ 11:00 a.m.

3. Ft. Eisenhower Offices and Ft. Eisenhower Water Plant

Building 200 Dorsey Dr. / Augusta, GA 30905

Point of Contact Coshendra Jackson (706) 828 7150

Mandatory Site Visit will be held on Tuesday, August 18, 2026 @ 2:00 p.m.

*Ft. Eisenhower services will require the vendor to adhere to additional security policies and procedures as presented by Ft. Eisenhower.

All questions must be submitted in writing by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, August 20, 2026 @ 5:00 P.M. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations.

Augusta will respond to any Proposer's questions received in compliance with the above schedule. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be posted by addendum and emailed to Proposers.

Failure to provide all of the requested information may cause the proposal to be rejected as non-responsive.

Interested and qualified firm(s) and/or party(ies) are requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner, and form prescribed. For a proposal to be considered it must remain valid for at least 90 days after RFPs have been opened, pending the execution of contract with the successful vendor.

If an award of contract is awarded as a result of this solicitation, the contract will be made on the basis of the response which best satisfies the intent of this RFP and other factors considered in the best interest of the Owner. Negotiations may be undertaken with the firm whose proposal shows them to be the most qualified, responsible, and capable of performing the work. In addition to cost, the Owner will consider professional qualifications and related experience to determine which proposal would be in the Owner’s best interest if a contract were made.

Additionally, appropriate professional registration and significant prior experience in projects of similar scope are considered minimal qualifications.

The Owner reserves the right to consider proposals or modification thereof received at any time before the award is made, if such action is in the interest of the Owner.

The Owner reserves the right to reject any or all proposals received as the result of this RFP. The

Owner also maintains the right to negotiate with any firm, as necessary, to serve the best interests of the Owner. The Owner will not be liable for any costs incurred by any firm prior to the execution of a contract and approval by the Board of Commissioners. Costs incurred in responding to the request for qualifications are the Proposer's alone and the Owner does not accept liability for any such costs.

Services must be provided by experienced personnel. Any subconsultants/contractors the proponent will be using to perform any part of the requested service shall be evaluated on the same criteria.

It is the responsibility of the Proposers to examine the entire RFP, seek clarification in writing, and review their qualifications for accuracy before submitting a response. Once the deadline has passed, all submittals will be final. The Owner reserves the right to ask for additional information from all parties that have submitted qualifications.

No proposal may be withdrawn for a period of ninety (90) days after proposal have been opened, pending the execution of contract with the successful bidder. Selection shall not be based solely upon the fee proposal; however, the fee and maximum overhead proposals shall be a factor in the final selection. The Owner reserves the right, in its sole discretion, to reject any or all proposals, re-solicit proposals (including a change in the method of project delivery), or terminate the project.

The Owner is not obligated to request clarifications or additional information but may do so at its discretion. The Owner reserves the right to extend the deadline for submittals.

Upon receipt of a proposal by the Owner, the proposal shall become the property of the Owner without compensation to the Proposer, for disposition or usage by the Owner at its discretion. The details of the proposal documents will remain confidential until final award. See Trade Secret

Affidavit (Page 9).

SECTION II

INTRODUCTION

Janitorial Services – Utilities Department

The Utilities Department is currently requesting professional services to perform janitorial services for the following locations to begin on January 1, 2027. The services will be for the office buildings locations as follows with estimated square footage to be serviced. Award will be made per location:

1. Construction and Maintenance (Offices)

1840 Wylds Rd.

Augusta, GA 30909

3,000 sq. ft.

5 DAYS A WEEK – (Monday-Friday) Work to begin after 5pm

2. Construction and Maintenance (Locate Building and Warehouse offices- to include restrooms)

1840 Wylds Rd.

Augusta, GA 30909

1,300 sq. feet

5 DAYS A WEEK –(Monday-Friday) Work to begin after 5pm

3. Facilities and Maintenance (Common Areas Only)

2869 Central Avenue, Augusta 30909

3,742 sq. ft.

2 DAYS PER WEEK ONLY – (Tuesday and Thursday) Work to be performed between

1-5 P.M.

4. *Ft. Eisenhower Offices

Building 200 Dorsey Dr.

Augusta, GA 30905

3,800 sq. ft.

5 DAYS A WEEK – (Monday – Friday) Work to begin after 5 pm

5. *Ft. Eisenhower Water Plant

Dorsey Dr.

Augusta, GA 30905

1,000 sq. ft.

2 DAYS PER WEEK – (Monday – Friday) Work to begin after 5 pm

*Ft. Eisenhower services will require the vendor to adhere to additional security policies and procedures as presented by Ft. Eisenhower.

The terms of the contract will be for one (1) year with an option to extend for four (4) additional one (1) year terms upon mutual consent of both parties with all terms and conditions remaining the same. The contract will be awarded as a lump sum total per location to include all expenses included in the specifications. Vendors may submit proposal on individual locations are multiple locations. Vendors may be awarded more than one location.

All facilities locations have been cleaned on a regular basis and no initial cleaning will be required or allowed at an additional cost.

SECTION III

PROGRAM SUMMARY

Project Approach-Quality performance and responsiveness to project requirement addressed

The Augusta Utilities Department expects the Facilities specified herein to be cleaned and maintained at a level of quality commensurate with the highest standards of professional janitorial service. The minimum services will be as follows:

• The successful Contractor shall be required to provide the minimum Janitorial Services outlined in the Janitorial Services Required Schedule which shall be subject to review.

• The successful Contractor shall be required to furnish all equipment, machinery, transportation and other implements necessary to execute this Contract. This includes but is not limited to scrubbing machines, buffers, vacuum cleaners, carpet cleaners, dust mops, microfiber tube mops (for epoxy floors), brooms, rags and brushes. The RFP should include an outline of the type of equipment which the Contractor intends to use so as to indicate if Contractor has sufficient equipment and supplies for each of the individuals who will be executing the Agreement. The Contractor must utilize cleaning equipment that meets with the approval of the Utilities Department.

• The Contractor agrees to supply all janitorial materials necessary to perform the janitorial services. This includes but is not limited to floor finish, cleaning agents, and scented urinal flat screens. The Contractor's Proposal should also include a description of the various types of supplies that will be used in executing the Agreement, with the Utilities Department having final approval of materials. A storage closet shall be provided to the contractor for storage of the contractor owned vacuum cleaners, brooms, mops and other cleaning materials at each facility.

• Augusta Utilities Department will supply trash liners, all paper products and hand soaps. All supplies provided by Augusta Utilities Department will be kept in storage on-site. The

Contractor will be responsible for providing each department with a monthly order/inventory, so supplies are kept in-stock.

• Contractor's RFP should propose a plan of the minimum services, and services to be performed which are in addition to the minimum services, as reflected in Section IV -

Janitorial Services Required Schedule. The plan should include the number of personnel, which will be used to execute the janitorial service, the time each day when personnel will report to perform the Janitorial Services, and the estimated time it will take to complete the janitorial service on a daily and weekly basis.

• The Contractor's plan should indicate there are sufficient personnel and equipment in order to execute the minimum requirements as set out in Janitorial Services Required

Schedule.

• Contractor shall maintain documentation that all employees have been trained in appropriate safety measures to ensure contractor employees are performing their work in a safe manner.

• Contractor shall maintain documentation that all employees are insured within the contractor’s organization for liability to self and/or for damages to property.

SECTION IV

JANITORIAL SERVICES REQUIRED SCHEDULE

The successful Contractor shall be required to provide the following minimum Janitorial Services.

Vendor is to include sufficient personnel and equipment in order to execute the following requirement. Firm details provided, include sufficient personnel and equipment in order to execute the minimum requirement

Daily:

• Empty and remove all trash in all offices/rooms and replace wastebasket liners; trash is then to be taken to Courtesy Drop-off trash container.

• Empty and remove all recycling in all offices/rooms; recycling is then to be taken to

Courtesy Drop-off recycling container.

• Dust all counters, desks, workstations (cubicles) only when free of all work materials

• Dust all ceiling vents, chairs, TVs, and other office furniture.

• Dust lobby furniture.

• Vacuum all carpeted areas, dust all windowsills, ledges, and other horizontal surfaces.

• Sweep and mop all tile areas.

• Sweep, mop (with microfiber tube mop), and rinse all spray-on floor areas.

• Sweep and mop interior stairwell; spot clean stairwell handrails and walls; sweep exterior stairwell.

• Clean all doorknobs with disinfectant solution.

• Spot clean doors, doorknobs, doorframes, and light switches.

• Clean all drinking fountains with disinfectant cleaner.

• Clean cubicle glass partitions.

• Clean all doormats.

• Clean all lobby glass (entry doors, partitions, reception windows, etc.).

Restrooms:

• The interior and exterior of toilet bowls and sinks shall be washed thoroughly with a commercial disinfectant including the rim leaving no discoloration, rust encrustations or water rings. Any hard water stains will be removed.

• Sanitary product receptacle will be emptied and disposed of with the trash.

• Paper towel, toilet paper, and soap dispensers will be checked daily to ensure they are at full capacity. Refills will be made using supplies provided by Augusta Utilities Department.

• Mirrors will be cleaned and polished.

• Doors, doorknobs, doorframes, walls, and light switches will be spot cleaned.

• Floors will be swept then mopped with a disinfectant detergent.

• Counters, cabinet fronts, and partitions will be sprayed down with a disinfectant cleaner, and then wiped clean.

• Sinks will be cleaned and disinfected, then dried and polished to a shine.

Break Room/Kitchen:

• Sweep and mop the floor with a disinfectant detergent.

• Tables, chairs, counters, cabinet fronts and sink will be cleaned with a disinfectant cleaner.

(Any paper left on the tables is to be thrown away).

• Faces of appliances and vending machines will be cleaned with a disinfectant cleaner.

• Microwave will be cleaned inside and out with a disinfectant cleaner.

• Clean coffee machine.

• Dust TV.

• Doors, doorknobs, doorframes, walls and light switches will be spot cleaned.

Conference Room - One (1) day per week:

• Dust tables, chairs, and all horizontal surfaces.

• Clean counters, cabinet and appliance fronts, and sinks with disinfectant cleaner.

• Doors, doorknobs, doorframes, walls and light switches will be spot cleaned.

• Clean coffee machine.

• Dust TVs.

Shop Area, if applicable:

• Face of icemaker will be cleaned with a disinfectant cleaner.

• Drinking fountain will be cleaned with a disinfectant cleaner.

• Sink/Hand washing station will be cleaned with a disinfectant cleaner.

• Soap and towel dispensers on the wall will be cleaned with a disinfectant cleaner.

• Clean the wall within the cage area.

• Sweep and mop the floor within the cage area.

• Clean mats within the cage area.

• Replenish hand soap, pumice soap, and paper towels as needed.

Weekly Services – One (1) day per week:

• Perform all high and low dusting.

• Dust artificial trees.

• Spot clean carpeting.

• Dust/Spot clean walls, wall hangings, and light fixtures.

• Detail vacuum between desks and edges.

• Clean all windows inside and outside (floor to ceiling).

• Clean all windowsills.

• Clean and wax hardwood floors.

Monthly Services:

• Discard items left in the Break Room refrigerator (excluding condiments/sodas) or as requested. (First working day of each month).

• Recommend when carpet needs cleaning (to be on separate contract).

• Recommend when tile, hardwood or concrete floors need to be stripped, waxed & buffed

(to be on a separate contract).

SECTION V

FIRM’S TASK and OWNER’S TASK

FIRMS TASK

1. CONTRACTOR shall furnish all materials, equipment, machinery, transportation and other implements and cleaning materials necessary to execute this Contract. Janitorial Services shall be provided as outlined in SECTION III PROGRAM SUMMARY.

2. The CONTRACTOR shall provide a list of all materials that will be used within each facility with bid submittals. The owner will approve all materials prior to the start date of this contract.

3. The CONTRACTOR shall provide a listing of all authorized employees working at each facility.

In the event that the employee list changes the CONTRACTOR must provide updated changes to the owner within 72 hours. Only authorized personnel shall be allowed inside each facility.

4. The Utilities Department expects the Contractor to secure all windows and doors, and check all security alarms and/or entry gates to ensure proper engagement prior to leaving the premises. Violation of this responsibility shall lead to a minimum charge to CONTRACTOR’S account of fifty dollars ($100.00) per incident to be deducted from the CONTRACTOR’S payment for that month.

5. CONTRACTOR shall maintain documentation that all employees have been trained in appropriate safety measures to ensure contractor employees are performing their work in a safe manner.

6. CONTRACTOR shall state previous Janitorial Services offered to businesses within the Augusta, Georgia area, current cleaning contracts being performed by the Contractor, the length of time that this business has been performing this service, the length of time employees who will execute the service have been employed by the service, and any special qualifications those employees might have.

7. CONTRACTOR shall have a minimum of five (5) years previous experience in Janitorial Services.

8. CONTRACTOR shall include their responsibilities and relevant experience of the person(s) who will be actively engaged in the janitorial service. The CONTRACTOR shall provide a list of three

(3) references of clients whom are being provided the same or similar type services. The reference list shall include current clients which services have been provided within the past three (3) years and shall provide a contact person and telephone number. Augusta reserves the right to contact clients for reference checks.

9. All janitorial work shall be performed per the requested times listed in Section II -

INTRODUCTION. Monday Through Friday of each week according to the agreed upon

Janitorial Services Required Schedule. Upon request, complete carpet cleaning as agreed upon in Janitorial Services Required Schedule shall be performed on Saturday and be performed in a timely fashion that will assure that the carpet will be dry before business hours on the following Monday morning.

10. Contractor shall be aware that security cameras will be in use on premises.

OWNER’S TASKS:

1. The owner shall see that access to the premises is available and will issue key cards to the

Contractor so that required janitorial duties may be performed.

2. The Contractor will be held accountable for the removable of any unauthorized item(s) from the OWNER. The Contractor should be aware that security cameras will be in use on the premises. This is to include contents in the refrigerator.

3. The Contractor will not allow employees to use, visit any equipment located at the OWNER location.

SECTION VI

CONTRACT PAYMENT SCHEDULE

Payment for any contract entered into as a result of this request will be made as follows:

1. For payment due for basic services the Contractor shall submit invoices at the end of each monthly billing period. Invoice amounts shall be based on the Contractor’s services as rendered.

2. The Contractor shall provide an invoice which provides detailed billing for services provided no later than ninety (90) calendar days after the date of services have been rendered.

Invoices received after this time has elapsed may be considered null and void. The invoice shall reference the purchase order number assigned to this agreement.

3. Payments shall be paid to Contractor within thirty (30) days contingent upon the following:

a. From date of receipt by the Owner of properly documented invoices for payment as determined by the Janitorial Services Required Schedule

(Section IV).

b. On the condition that the Contractor has accomplished the services to the satisfaction of each

c. On the condition that the Contractor has accomplished the services to the satisfaction of the requirements of Section IV – Janitorial Services

Required Schedule for each location.

d. There will be no disputes over invoices.

SECTION VII

SERVICE PERFORMANCE

Termination of Award:

Either Augusta or Contractor may terminate work under this award in the event the other party fails to perform in accordance with the specifications. Any party seeking to terminate this award is required to give a thirty (30) day prior written notice to the other party.