27022 RFP Janitorial Services.pdf

Town of Oro Valley RFP No. 27022 Janitorial Services

TOWN OF ORO VALLEY

NOTICE OF REQUEST FOR PROPOSALS No. 27022

Notice is hereby given that the Town of Oro Valley is conducting a competitive proposal process with the intent of contracting for janitorial services for all Town facilities. The intent is to ensure a clean, safe, sanitary, and professional environment for employees, residents, and visitors. Cleanliness expectations are based on APPA Custodial Levels of Cleanliness with each facility or area assigned an appropriate level.

Due Date Sealed Proposals must be received by or before Wednesday, November 4, 2026, by 2:00 p.m. Local AZ Time. Proposals must be mailed, or hand delivered to: Town of Oro Valley, Town Clerk, Administrative Building, 11000 N. La Cañada Drive, Oro Valley, Arizona 85737.

Pre-Proposal Conference Interested offerors are invited and strongly encouraged to attend the pre-proposal conference to be held via Microsoft Teams on Monday, October 12, 2026, at 1:00 pm. Local AZ Time. The Microsoft Teams meeting link is as follows:

Microsoft Teams

Meeting ID: 231 257 319 955 971

Passcode: mE9JB3xr

Facility Walk-Through

Interested offerors are invited and strongly encouraged to attend a walk-through of all Town facilities to held on Wednesday, October 14, 2026, at 7:30am meeting at 680 W Calle Concordia, Oro Valley, AZ, 87537 and on Thursday, October 15, 2026, at 7:30am meeting at 10700 N La Canada, Oro Valley, AZ, 85737. To minimize crowd size and business disruption, two employees per company may attend the walk-through. The tentative walk-through schedule is included within this RFP.

Where to Obtain a Copy of the Solicitation A copy of this solicitation and future addenda may be obtained from the Town’s Internet site at:

https://www.orovalleyaz.gov/Government/Departments/Town-Managers-Office/Procurement.

The Town of Oro Valley takes no responsibility for informing recipients of changes to the original solicitation document. It is the Offeror’s responsibility to obtain a copy of any amendments relevant to this solicitation. Failure to submit amendments with the solicitation response may be grounds for deeming a proposal non-responsive.

All inquiries regarding this solicitation must be directed in writing to: Kelsey Wuoti, Contract Specialist, kwuoti@orovalleyaz.gov. Please include “RFP No. 27022” in the subject line of the email.

RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its proposal response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope.

https://www.orovalleyaz.gov/Government/Departments/Town-Managers-Office/Procurement mailto:kwuoti@orovalleyaz.gov

Request for Proposals #27022

Janitorial Services

Pre-Proposal Conference Date:

October 12, 2026, at 1:00 pm, Local AZ Time

Facility Walk Through Date:

October 14th and 15th, 2026 7:30 am, Local AZ Time

Due Date:

Wednesday, November 4, 2026, at 2:00 pm Local AZ Time

I. BACKGROUND & SCOPE OF SERVICES

The Town of Oro Valley (the “Town”) is requesting proposals from experienced and qualified firms to establish an annual contract for a single Custodial Services/Supplies and/or Sanitary Products Contractor. The Town takes pride in providing an exceptionally clean, hygienic and aesthetically pleasing facilities for our citizens, employees and guests, and is seeking a Contractor that demonstrates this same level of pride in their quality of service and products. The contractor shall be required to furnish all labor, materials, equipment, tools, services and skills required to maintain a clean and hygienic environment throughout the contract period.

Facility Walk Through: Interested offerors are invited and strongly encouraged to attend a walk-through of all Town facilities to be held on Wednesday, October 14, 2026 at 7:30am and on Thursday, October 15, 2026 at 7:30am. To minimize crowd size and business disruption, two employees per company may attend the walk-through.

The schedule below is tentative and may be subject to change.

Day 1: Wednesday, October 14

1. 680 PW Operations (680) - 680 W. Calle Concordia Arrive 7:30 · Tour 7:40-8:10 · Kickoff and sign-in

2. Aquatic Center (OVAC) - 23 W. Calle Concordia Arrive 8:15 · Tour 8:25-9:00

3. Magee Substation - 500 W. Magee Arrive 9:10 · Tour 9:20-9:50

4. Pusch Ridge Tennis & Golf - 690 E. El Conquistador Way Arrive 10:00 · Tour 10:10-10:30

5. Steam Pump Ranch (Offices and Pusch House) - 10901 N. Oracle Arrive 10:40 · Tour 10:50-11:10

6. Community & Recreation Center - 10555 N. La Cañada Arrive 11:25 · Tour 11:35-12:35

Day 2: Thursday, October 15

1. Golf Maintenance - 10700 N. La Cañada Arrive 7:30 · Tour 7:40-8:00

2. Town Hall Campus (Buildings A-F) - 11000 N. La Cañada Arrive 8:05 · Tour 8:15-9:15

3. Naranja Park Office & Restrooms - 810 W. Naranja Arrive 9:20 · Tour 9:30-9:50

4. Tangerine Substation - 1920 E. Tangerine Arrive 10:00 · Tour 10:10-10:40

5. MOC (PW Transit and Water) - 12941 N. Pusch Mountain View Ln Arrive 10:45 · Tour 10:55-11:25

6. Water Reclamation Facility - 13352 N. Rancho Vistoso Arrive 11:35 · Tour 11:45-12:05

7. North/Sun City Substation - 1171 E. Rancho Vistoso, Ste. 141 Arrive 12:10 · Tour 12:20-12:40

1. Service Hours and Holidays

1.1 Service Hours

After-hours cleaning is preferred for all Town facilities; however, the Town recognizes that after-hours service may not be practicable at all locations. Where after-hours cleaning is not feasible, the contractor shall coordinate service windows with the Town contract representative to minimize disruption to facility operations.

For purposes of this Contract, the following definitions apply:

• Standard Hours: Monday through Friday, 5:00 PM to 11:00 PM, or as otherwise established by the Town contract representative for each facility.

• After Hours: Any hours outside of the contractor’s established cleaning schedule for a given facility, including early morning, overnight, or daytime hours not previously coordinated.

• Weekend: Saturday and Sunday.

• Holiday: Any day listed on the Town Holiday Schedule below.

1.2 Town Holiday Schedule

The following holidays are observed by the Town of Oro Valley. Contract service will not be performed on these days unless previously authorized by the Town contract representative. Emergency services remain available as specified elsewhere in this Contract.

• New Year’s Day, January 1

• Civil Rights Day, third Monday in January

• President’s Day, third Monday in February

• Memorial Day, last Monday in May

• Independence Day, July 4

• Labor Day, first Monday in September

• Veteran’s Day, November 11

• Thanksgiving Holiday, fourth Thursday and Friday in November

• Christmas Eve, December 24

• Christmas Day, December 25

• New Year’s Eve, December 31

Holidays falling on a weekend may be observed on the preceding Friday or following Monday at the Town’s discretion.

2. Contractor’s Administrative Responsibilities

2.1 Project Management

The contractor shall provide a Project Manager who shall be responsible for the performance of the Contract. The Project Manager shall establish a routine for communication with the Town’s contract representative and provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by the Town contract representative.

2.2 Employees, Background Checks, and CJIS Access

Employer Background Checks

The contractor shall perform a background check on each employee prior to assignment to any Town facility. The contractor is solely responsible for all costs associated with background checks. Any contractor employee found to have a felony conviction or who is currently under investigation will not be permitted to work under this Contract.

The Town reserves the right to prohibit any contractor employee from work under this Contract based on information obtained through the contractor’s or the Town’s background check processes.

CJIS Background Checks

For designated facilities that access or interface with criminal justice information systems, all contractor personnel assigned to perform work shall successfully complete a Criminal Justice Information Services (CJIS) compliant background check through the Department of Public Safety (DPS) at the Oro Valley Police Department prior to being granted access. The contractor is solely responsible for coordinating fingerprinting, submitting required documentation, and paying all associated fees including the DPS fingerprint processing fee. No personnel shall be permitted to work in CJIS-restricted facilities until background clearance is confirmed and approved by the Town.

CJIS Training

Employees assigned to CJIS-restricted facilities shall complete an annual online CJIS security awareness training.

The contractor shall provide the email addresses of these employees to the Town, and the Town will provide access to the training. Completion of training is required prior to initial access and annually thereafter.

Employee List

The contractor shall supply the Town and the Town Police Department with a current and updated list of employees assigned to the Town’s contract. This list must include the full name, driver’s license number (if applicable) with expiration date, and job title of each employee. The list must be kept current and updated any time there is a change in contractor personnel entering upon Town property. Failure to maintain a current employee list may be grounds for termination with cause.

2.3 Employment Eligibility Verification

The contractor is solely responsible for verifying the employment eligibility and identity of all employees assigned to this Contract, in compliance with the Immigration Reform and Control Act of 1986, Form I-9 requirements, and the E-Verify program as required by A.R.S. §23-214. The contractor shall maintain current and complete I-9 records for all employees performing work under this Contract and shall make such records available to the Town upon request. A breach of this requirement shall constitute a material breach of the Contract.

2.4 Identification and Conduct

Contractor’s employees shall always be clearly identifiable as employees of the contractor. Employees shall wear a clean uniform displaying the contractor’s company name, and shall display a company name tag or identification badge.

Employees shall conduct themselves in a professional manner, shall be courteous to Town employees and the public, and shall avoid conduct that would embarrass the Town. In the event of any difficulty involving Town employees or the public, the Town contract representative shall be notified immediately.

The contractor shall prohibit the use of intoxicating substances by employees while on duty or performing work under this Contract. No employee suspected of being under the influence of intoxicating substances, including prescription medications that may affect performance, shall be permitted to work under this Contract.

The contractor shall not allow employees who have exhibited or reported symptoms of illness to work in the Town’s facilities while such symptoms persist. Where transmission of infection is a concern, such as during a pandemic, employees may be required to wear a disposable face mask at the Town contract representative’s discretion.

Problems and complaints of a minor nature may be handled directly between the Project Manager and the Town contract representative. A written summary of the incident and resolution shall be provided to the Town contract representative. Incidents involving vandalism or theft will be reported to the Oro Valley Police Department. The contractor shall be solely responsible for the conduct of its employees.

2.5 Employee Communications

The Project Manager, crew supervisor, and at least one member of each work crew shall be sufficiently proficient in English to receive and transmit instructions from the Town’s contract representative. If a Town employee requests a suspension of or deviation from routine cleaning services, the contractor shall notify the Town contract representative.

2.6 Local Presence and Supervision

Throughout the period of this Contract, the contractor shall establish and maintain a local office, within a 45-minute drive during normal conditions, with an authorized Project Manager who shall serve as the primary point of contact for dealing and communicating with the Town. Emergency phone numbers shall be submitted at the time of Contract award and updated whenever changed.

The contractor shall provide at least one qualified Supervisor for each custodial crew. A Supervisor shall be available at all times to address problems and inspections, and during working hours for coordination with the Town contract representative.

The contractor shall ensure that the Project Manager and each crew Supervisor have a cellular telephone for use in their duties and will provide that contact information to the Town’s contract representative.

2.7 Scheduling

Each year of the contract, the contractor shall provide an annual schedule for each facility covering routine cleaning events and intervals. The contractor shall also provide monthly written notification of changes to the schedule to the Town contract representative no later than the 25th of each month for work planned during the following month.

The Town contract representative will review and approve or reject submitted schedules and reserves the right to require reasonable changes or adjustments.

3. Contractor’s Responsibilities When Operating in Town Facilities

3.1 Reporting Facility Issues

Facility deficiencies in need of repair or maintenance should be reported to facilities@orovalleyaz.gov. Emergency items such as water leaks and other conditions which imperil the safety of personnel or property shall be reported immediately using the Town’s 24/7 Facility Hotline (520) 229-2929.

3.2 Security

The Town places the highest priority on the security and integrity of its facilities.

Any individual entering a Town facility without proper authorization is considered to be trespassing, which may result in civil and criminal liability for both the individual and their employer.

Personnel who enter a Town facility without valid identification and appropriate clearance are deemed unauthorized.

Exterior doors must remain closed and shall not be propped open for any reason. The contractor may be given instructions on facility-specific sign-in/out procedures; it shall be the contractor’s responsibility to ensure such procedures are strictly followed.

Upon completion of activities each day, the contractor shall be responsible for securing all entries to offices and buildings prior to departure. Unless directed otherwise by the Town contract representative, the contractor shall turn off all manually switched lights before departing each facility.

The contractor shall ensure that only properly identified employees, listed with the Town contract representative, are permitted on the premises during the performance of daily duties. The contractor will be held strictly accountable for damages or breaches of security caused by its employees.

Certain areas of the Town’s facilities contain information of a confidential nature; any information seen or overheard while working in a Town facility shall be considered confidential and shall not be recorded, repeated, or shared.

3.3 Keys and Access Cards

The Town will provide keys and/or access cards as necessary to fulfill the contract scope. All keys and cards must be returned prior to the end of this contract. Final payment will not be made until all keys and cards issued or copied are returned. The contractor will sign for each key issued.

The contractor shall provide the Town contract representative with a written description of its procedures for securing, tracking, and controlling issued keys and access cards. This shall include how keys and cards are stored when not in use, how they are issued to and collected from individual employees, and the contractor’s internal protocols for reporting lost or compromised keys or cards.

If the contractor loses a key, the contractor will pay the cost of re-keying the facility. If an access card is lost, the Town contract representative shall be notified no later than the next working day. If a breach of security results from the loss of keys or cards requiring that locks be changed or re-keyed, associated charges will be deducted from any balance due to the contractor.

3.4 Accidents and Damages

If any contractor employee is involved in an accident on Town property, the contractor shall report the accident in writing to the Town contract representative within twenty-four (24) hours. All instances of damage to Town property shall be reported immediately.

3.5 Suspension of Services

Areas where construction or other activities which impede service are taking place are subject to suspension of contracted services until the impediment is no longer present. The Town will notify the contractor when these conditions exist.

Whenever the contractor notes construction or other activities which impede service, of which they were not notified, the contractor will notify the Town contract representative. Billing for suspended areas shall likewise be suspended until contracted services are resumed.

Upon request, the contractor shall submit a Special Maintenance Proposal outlining modifications to routine custodial service for the construction area. Said Proposal, if accepted by the Town contract representative and the Chief Procurement Officer, will be incorporated in the Contract.

3.6 Equipment, Supplies, and Chemical Management

Equipment, supplies, and chemicals in this section are not subject to the monthly tenant consumable reporting requirements of Section 1.5.

At no additional cost to that which is presented in Section 10, the contractor shall furnish all equipment, tools, materials, chemicals, cleaning solutions, and other supplies necessary to perform the services described in this Contract, including but not limited to vacuums, floor machines, buffers, extractors, mop buckets, carts, and microfiber cloths.

All contractor-owned equipment and supplies stored on Town premises shall be maintained in a safe operating condition and be clearly and permanently marked or labeled as the property of the contractor. Equipment not clearly identified as contractor property may be subject to removal by the Town.

3.7 Safety Data Sheets and Product Labeling

The Town shall maintain a current catalog of Safety Data Sheets (SDS) for all cleaning products used in Town facilities. The contractor shall support this requirement as follows:

a. Prior to using any cleaning product in a Town facility, the contractor shall provide the Town contract representative with a photograph or legible copy of the product label and the corresponding SDS.

b. The contractor shall notify the Town contract representative in writing at least five (5) working days before introducing any new product or changing an existing product used under this Contract.

c. All products shall be clearly labeled.

d. The Town reserves the right to reject any cleaning product for use in its facilities.

4. Facility Cleanliness Standards

The contractor shall establish a routine cleaning schedule, amended from time to time as necessary, to ensure that the following standards are upheld within the Town’s facilities.

4.1 Purpose

This scope of services establishes the required standards of cleanliness and the operational framework for custodial services across all Town of Oro Valley facilities. The intent is to ensure a clean, safe, sanitary, and professional environment for employees, residents, and visitors. Cleanliness expectations are based on APPA Custodial Levels of Cleanliness (Levels 1 through 5), with each facility or area assigned an appropriate level.

Where a general cleanliness standard in Section 4.3 assigns a cleanliness level to a specific area type (e.g., restrooms, high-touch surfaces), that standard applies to that area regardless of the APPA level assigned to the facility as a whole in Section 9. Where a facility-level standard in Section 9 differs from an area-type standard in Section 4.3, the standard that is more stringent for the area in question governs.

4.2 APPA Levels of Cleanliness Overview

• Level 1 (Exceptional/Orderly Spotlessness): Showpiece quality; floors bright/gleaming, surfaces dust-free, glass sparkling, fixtures gleam, no odors, trash holds only daily waste.

• Level 2 (Exceeds Standard/Ordinary Tidiness): Floors clean/bright, minimal dust, orderly furniture, clean glass, adequate supplies, but some marks/smudges visible on close inspection.

• Level 3 (Meets Standards/Casual Inattention): Floors swept/vacuumed but dull, noticeable dust/dirt in corners, dull spots on carpets, streaks/splashes on molding, visible dust/smudges on surfaces.

• Level 4 (Moderate Dinginess): Floors dull/stained, significant dirt buildup, matted carpets, dingy molding, conspicuous dust/smudges, dirty fixtures, burned-out lights.

• Level 5 (Unkempt Neglect): Dirty/worn floors, obvious heavy buildup, very dingy/faded, stained/marked surfaces, dirty fixtures, old trash, sour odors.

4.3 General Cleanliness Standards

The following minimum cleanliness standards apply to all Town facilities unless otherwise specified. These standards represent baseline expectations and do not preclude the contractor from using improved methods, materials, or practices that exceed these requirements.

Restrooms (APPA Level 1 to 2)

• Maintained in a spotless, sanitary, and odor-free condition at all times

• Floors, partitions, walls, and fixtures free of dirt, stains, mold, rust, moisture, and debris

• Porcelain fixtures clean, bright, disinfected, deodorized, and free of incrustation

• Drains (including floor drains) clean and odor-free

• Mirrors clear and streak-free; bright metal clean and polished

• Dispensers fully stocked, functional, and not overfilled, no chemical over-spray on surrounding surfaces

Hard Surface Floors (APPA Level 1 to 2)

• Clean, polished where appropriate, and slip-resistant

• Free of dirt, debris, stains, scuffs, mop marks, gum, tar, and residue

• Corners, under furniture, stair landings, elevator tracks, and thresholds free of debris

Carpeted Floors (APPA Level 1 to 2)

• Clean, odor-free, stain-free, and uniformly groomed; carpet nap lying in one direction

Waste and Recycling (APPA Level 1 to 2)

• Receptacles emptied before overflow; clean, lined, odor-free, and spot-cleaned as needed

• Trash removed to designated disposal areas; breakroom and kitchenette trash emptied daily

Glass, Mirrors, and Windows (APPA Level 1 to 2)

• Glass doors, partitions, mirrors, and interior windows clean and streak-free

• Windowsills, frames, and adjacent surfaces wiped clean; no damage to tinting, film, or finishes

High-Touch Surfaces (APPA Level 1)

• Door handles, switches, railings, elevator buttons, counters, and similar surfaces sanitized regularly; free of fingerprints, grime, and smudges

Offices, Conference Rooms, and Workspaces (APPA Level 2)

• Desks, tables, chairs, shelving, and equipment dust-free and clean

• Trash removed regularly; floors clean and presentable; furniture aligned and returned to proper positions

Common Areas (APPA Level 2)

• Lobbies, corridors, waiting areas, and breakrooms clean, neat, and welcoming; furniture, fixtures, and floors free of dust, spills, and debris

Special Event and Council Spaces (APPA Level 1)

• Cleaned before and after events; seating, podiums, microphones, armrests, and other high-touch areas disinfected; restrooms fully stocked and spotless

Mechanical Vents, Baseboards, Walls, Doors, and Woodwork (APPA Level 1 to 2)

• Vents clean and free of dust and debris; baseboards free of heel marks, soil, and smudges

• Walls clean up to eight (8) feet, free of stains, marks, cobwebs, and streaks

• Doors, frames, ledges, and partitions free of smudges and discoloration

Fixtures, Furnishings, Entrance Areas, and Ceilings

• Drinking fountains clean, disinfected, polished, and free of residue

• Entrance mats clean and debris-free; entry floors maintained to prevent tracking and slips

• Light fixtures and ceiling vents free of dust, cobwebs, and stains

4.4 Location-Specific Cleanliness Requirements

Administrative Buildings (APPA Level 2)

• Reception and conference areas maintained to a professional standard; public-facing spaces clean, dust-free, and orderly

• Exterior windows covered by security screens must be rinsed to prevent streaks, scum, and mineral deposits

Fitness Centers, Recreation Facilities, and Police Gym (APPA Level 2 to 3)

• Exercise equipment, mats, and flooring sanitized regularly

• Locker rooms and showers disinfected; free of odors, mold, hard water deposits and soap scum

Town Court Facility (APPA Level 1 to 2)

• Courtroom clean; millwork polished using specified cleaning products

• Public waiting areas clean, safe, and well-maintained; frequent trash removal and restocking

Event Venues and Council Chamber (APPA Level 1)

• Event-specific cleaning plans as requested; pre- and post-event cleaning with additional staffing when requested

4.5 Incidental, Special, and Event Cleaning Services

The contractor shall respond to emergency requests within three (3) hours of notification. Emergency callouts may include:

• Facility disinfection or sterilization (including pathogen fogging)

• Clean-up of spills which may include body fluids

• Other immediate custodial needs exceeding the Town’s capacity to address

Event Support Services

The Town may request custodial support for special events, Town Council meetings, public hearings, and other functions held in Town facilities. Event support includes pre-event preparation, cleaning during events, and post-event restoration.

All event support services require advance written authorization from the Town contract representative. Except in urgent circumstances, the Town shall provide at least three (3) working days’ notice. The contractor shall provide a written cost estimate based on the applicable hourly rates on the Price Sheet prior to performing work.

Event support shall be billed at the applicable hourly rates in the Price Sheet, plus any applicable after-hours, weekend, or holiday differential identified on the Price Sheet. No separate event-specific rates shall apply unless expressly agreed in writing.

4.6 Floor Care Services

Floor care services, including hard floor scrub/deep cleaning, strip and wax, polishing/burnishing, and carpet extraction, shall be performed on an as-needed basis. Routine vacuuming and mopping of floors is not covered in this section and is included in the routine cleaning scope.

Contractor Recommendations

The contractor shall monitor floor conditions across all facilities as part of routine service and shall proactively notify the Town contract representative in writing when floor care services are recommended. Notifications shall identify the facility, area, approximate square footage, recommended service, and reason for the recommendation.

Town-Initiated Requests

The Town contract representative may request floor care services at any time. The contractor shall respond to non-emergency floor care requests within five (5) working days or on a mutually agreed schedule for larger areas.

Pricing and Authorization

Floor care services are not included in the monthly facility prices. The contractor shall provide a written estimate of the total cost prior to performing any floor care service, itemized by labor, materials, and equipment.

Work shall not proceed without written authorization from the Town contract representative. Estimates exceeding the hourly rates on the Price Sheet require written agreement on pricing before work begins.

4.7 Sustainability, Green Cleaning, and Safety Compliance

The Town encourages the use of environmentally preferable products and methods, including reduction of water, energy, and chemical usage where feasible and the use of green-certified products whenever practicable. The contractor shall provide documentation of green cleaning certifications or product listings upon request.

The contractor shall comply with OSHA and all applicable federal, state, and local regulations, including proper handling and storage of chemicals, use of personal protective equipment, and safe work practices. Incident reporting and corrective action are required. A current catalog of Safety Data Sheets shall be kept accessible to employees and the Town contract representative at all times.

4.8 Tenant Consumables: Procurement, Storage, and Stocking

In addition to the cleaning chemicals and supplies used in the performance of custodial work, the contractor shall procure, store, and stock the consumable items listed in Section 10.5 of the Price Sheet at all applicable Town facilities. These tenant consumable items are separate from the contractor’s cleaning supplies and represent products consumed by facility occupants (e.g., paper products, soap, hygiene supplies). Reporting requirements for tenant consumables are set forth in Section 1.5.

4.9 Inventory Management

The contractor shall maintain a supply inventory at each facility sufficient to prevent stockouts. At a minimum, where Town facility space permits, the contractor shall maintain a one (1) to three (3) month supply of each consumable item at each facility. One (1) month of remaining stock shall serve as the reorder point, at which time the contractor shall initiate procurement of replacement supplies.

The contractor’s shall store in their own facilities, any one (1) to three (3) month consumable supply overages for which Town facility space prevents local storage, replacement dispensers for paper towels, toilet paper, soap, hand sanitizer, and other wall-mounted dispensing units used in Town facilities. Dispensers that are damaged, broken, or no longer functional shall be replaced promptly by the contractor at no additional charge to the Town.

Relocation or utilization of different dispensers than those installed must be approved by the Town’s contract representative prior to installation.

4.10 Stocking and Distribution

The contractor shall stock and distribute consumable items to each facility on a schedule sufficient to maintain uninterrupted availability. Dispensers shall be checked and refilled during each routine cleaning visit. The contractor shall not overfill dispensers.

4.11 Audit and Inspection

The Town contract representative may inspect consumable storage areas and inventory levels at any time without prior notice. The contractor shall make inventory records, supplier invoices, and reorder documentation available upon request.

5. Inspections and Acceptance

5.1 Purpose

The inspection and acceptance framework is the Town’s primary mechanism for verifying that facility cleanliness standards are maintained in accordance with Section 4. Because the contractor has discretion over cleaning frequency and methodology, the Town relies on outcome-based inspections to ensure that the assigned APPA Custodial Levels of Cleanliness are consistently achieved.

5.2 Inspection Authority

All services performed under this Contract are subject to inspection and acceptance by the Town’s contract representative or designee at any time, without prior notice to the contractor.

5.3 Inspection Types

a. Scheduled Inspections. The Town contract representative may conduct formal or informal inspections of each facility. The contractor’s Project Manager or Supervisor may be invited to participate. Results of inspections may be used for purposes of deficiency tracking.

b. Complaint-Driven Inspections. Upon receipt of a complaint from Town staff, tenants, or the public, the Town contract representative may conduct a targeted inspection of the affected area.

5.4 Inspection Criteria

Inspections shall be evaluated against the APPA Custodial Levels of Cleanliness assigned to each facility or area.

At a minimum, inspections shall assess:

• Overall appearance and cleanliness relative to the assigned APPA level

• Restroom sanitation, stocking, and condition

• Floor condition (hard surface and carpet)

• High-touch surface sanitation

• Waste removal and receptacle condition

• Glass, mirrors, and window condition

• Dust, cobwebs, and overhead surfaces

• Odor control

Conformance with the assigned APPA level shall be evaluated as of completion of each scheduled service visit.

Conditions arising solely from ordinary facility occupancy occurring after the most recent scheduled service, including foot traffic soils, routine restroom use, and accumulated daily waste, do not constitute deficiencies.

Conditions the contractor failed to correct during a scheduled service, or conditions at levels of cleanliness the assigned APPA level requires regardless of visit timing, remain deficiencies at all times.

5.5 Deficiency Documentation and Notification

When an inspection identifies a condition that does not meet the assigned APPA level, the Town contract representative shall document the deficiency in writing, including the facility, location, description, applicable standard, and date/time. The contractor’s Project Manager shall be notified within one (1) working day of the inspection.

5.6 Cure Period and Corrective Action

Upon notification, the contractor shall take corrective action within two (2) working days, consistent with Section

1.3. The contractor shall notify the Town contract representative in writing upon completion of corrective action.

The Town contract representative shall verify the correction and document the outcome.

5.7 Recurring Deficiencies

A recurring deficiency is defined as the same or substantially similar condition identified at the same facility on three (3) or more inspections within any ninety (90) day period. Recurring deficiencies shall trigger a mandatory performance review meeting within five (5) working days. The contractor shall present a written corrective action plan addressing the root cause and proposed remedy. Failure to resolve recurring deficiencies may result in termination for cause.

5.8 Inspection Records

The Town shall maintain records of inspections, deficiency notifications, corrective actions, and performance review meetings. These records may be made available to the contractor upon request and shall be considered in contract renewal decisions.

5.9 Contractor Self-Inspection

The contractor is encouraged to implement its own quality control inspection program and to share results with the Town contract representative. Contractor self-inspections do not substitute for Town inspections but may be considered favorably in contract renewal evaluations.

6. Scope Adjustments and Exclusions

6.1 Scope Adjustments

The Town reserves the right to add or remove square footage from the contract scope at any time during the contract term. This includes the addition or removal of entire facilities, individual rooms or areas within a facility, or adjustments to the assigned APPA Custodial Level of Cleanliness for any facility or area. Such changes shall be made at the Town’s sole discretion based on operational needs and shall be communicated in writing. Pricing for adjusted scope shall be calculated in proportion to the affected facility’s monthly price on the Price Sheet, based on the share of the facility’s area added or removed, unless the Town and contractor mutually agree otherwise in writing.

6.2 Scope Exclusions

All exterior cleaning and grounds maintenance, including but not limited to exterior trash collection, pressure washing, parking area cleaning, and landscape maintenance, is performed under a separate Town contract and is excluded from this scope. Exterior window cleaning is included in this Contract and shall be performed in accordance with Section 4.

The contractor’s custodial responsibilities are limited to interior spaces, covered building entries as designated by the Town contract representative, interior-facing glass and door surfaces, and exterior window cleaning.

7. Transition, New Facility Additions, and Facility-Specific Requirements

7.1 Contract Transition

Existing facilities are expected to be in acceptable condition at the time of contract transition. A startup or initial deep-cleaning phase is not anticipated but may be negotiated if conditions at any facility require remediation to bring the space to the assigned APPA standard. Any negotiated startup cleaning shall be documented and priced separately from routine services.

7.2 Addition of Facilities or Square Footage

The Town may add facilities or expand the scope of existing facilities during the contract term. When new square footage is added, the Town and the contractor may negotiate an initial cleaning phase to bring the space to the assigned APPA standard prior to the start of routine service. The cost of any initial cleaning phase shall be negotiated and shall require written authorization from the Town contract representative.

Routine service pricing for added facilities or square footage shall be negotiated in good faith between the Town and the contractor based on comparable facilities within the Town’s portfolio, adjusted for square footage, the assigned APPA level, and the anticipated cleaning frequency. Negotiated pricing shall be documented in a written amendment before routine service begins.

7.3 Facility-Specific Requirements and Pre-Service Walkthroughs

Individual facilities may have special cleaning requirements that go beyond the general cleanliness standards in Section 4. These requirements will be documented in a facility-specific appendix developed collaboratively during the contract transition period.

Following contract award, the Town contract representative and the contractor’s Project Manager shall conduct a walkthrough of each facility with the applicable tenant manager. During each walkthrough, the parties will identify and document any special cleaning requirements, access restrictions, sensitive areas, or operational considerations unique to that facility. The resulting facility-specific appendix will become a living exhibit to the Contract and may be updated by mutual written agreement as facility needs change.

7.4 Pricing for Special Requirements

Requirements that fall within the general cleanliness standards at the assigned APPA level, and requirements identified during the transition walkthroughs that are reasonably within the scope of routine custodial service, are included in the contractor’s monthly facility prices and shall be performed at no additional cost.

Requirements that are genuinely outside the scope of routine custodial service, such as those requiring specialized equipment, unusual materials, or other protocols that significantly increase labor, shall be negotiated between the Town and the contractor using the hourly rates on the Price Sheet or other mutually agreed terms before being added to the facility-specific appendix. No special requirement shall be added to the appendix without written agreement from both parties on the applicable pricing.

7.5 Tenant Consumable Reporting and Documentation

The contractor shall provide monthly usage reports for all tenant consumable items procured under Section 4.8 and listed in the Price Sheet. This reporting requirement applies only to tenant consumables, meaning products consumed by facility occupants such as paper products, soap, hygiene supplies, and trash liners. The contractor’s own cleaning chemicals, solutions, and supplies used in the performance of custodial work (Section 3.6) are not subject to this reporting requirement.

Reports shall be submitted to the Town contract representative with each monthly invoice and shall include, at a minimum:

a. Itemized list of all tenant consumables procured during the billing period, including product name, manufacturer, quantity, unit of measure, and unit cost.

b. Copies of supplier invoices or distributor cost documentation sufficient to validate the contractor’s applied markup. The Town considers supplier documentation essential to verifying the accuracy of consumable billings.

c. Facility-level consumption summary showing quantities distributed to each Town facility.

d. Identification of any product substitutions made during the period, including the reason for substitution.

The Town reserves the right to audit the contractor’s tenant consumable procurement records at any time. Failure to provide adequate documentation may result in withholding of consumable-related payments until documentation is furnished to the Town’s satisfaction.

8. Pandemic and Infectious Disease Competency

The contractor shall demonstrate competency in pandemic and infectious disease response as part of its proposal.

At a minimum, the contractor’s submission shall address the following:

a. The contractor’s written pandemic or infectious disease response plan, including escalation procedures, enhanced cleaning protocols, and coordination with public health directives.

b. Training programs for custodial staff on bloodborne pathogen handling, disinfection techniques for communicable disease environments, and proper use of personal protective equipment (PPE) in elevated-risk situations.

c. The contractor’s ability to rapidly scale disinfection and sterilization services in response to a declared public health emergency, including staffing surge capacity, supply chain continuity for disinfectants, sterilization agents, fogging equipment, and PPE.

d. Any relevant certifications, affiliations, or training credentials held by the contractor or its staff (e.g., ISSA, GBAC STAR, OSHA compliance certifications).

This information will be evaluated as part of the proposal review process. The Town reserves the right to require the contractor to implement enhanced cleaning protocols at any time during the contract term in response to a public health directive or emerging infectious disease concern.

9. List of Town Facilities

The following is a list of Town facilities included in the scope of this Contract. Cleaning frequencies and assigned APPA levels are provided for bidding purposes. These frequencies are contractual minimum service levels. The contractor is responsible for achieving and maintaining the assigned APPA standards, and may clean more frequently than the minimums at no additional cost if needed to achieve the assigned APPA level. Pricing is per facility per month as shown on the Price Sheet and is not adjusted based on the number of visits actually performed, except where services are suspended under Section 3.5.

Facility Frequency APPA Notes

Town Hall Campus, Bldg A (Administration), 11000 N. La Cañada

2x/wk general (T,F); 5x/wk kitchen & RR (M-F)

Town Hall Campus, Bldg B (Town Court), 11000 N. La Cañada

5x/wk general (M-F) 1 to 2 Courtroom millwork

Town Hall Campus, Bldg C (Water Utility), 11000 N. La Cañada

2x/wk general (M,Th); 5x/wk kitchen & RR (M-F)

Town Hall Campus, Bldg D (CED/PW, incl. Health Clinic), 11000 N. La Cañada

2x/wk general (M,Th); 5x/wk kitchen & RR (M-F)

Town Hall Campus, Bldg E (Council Chambers)

Per event schedule 1

Town Hall Campus, Bldg F (Police HQ), 11000 N. La Cañada

4x/wk general (M,T,W,F);

5x/wk kitchen & RR (M-F);

7x/wk RR, shower, locker room, break room, holding cells/lobby

2 CJIS facility

Community & Recreation Center, 10555 N. La Cañada

5x/wk multipurpose & office;

7x/wk all other areas

Aquatic Center, 23 W. Calle Concordia 5x/wk multipurpose & office;

7x/wk all other areas

2 to 3

680 PW Operations, Administration, 680 W. Calle Concordia

2x/wk general (T,F); 5x/wk kitchen & RR (M-F)

680 PW Operations, Fleet Maintenance 2x/wk general (T,F); 5x/wk kitchen & RR (M-F)

680 PW Operations, Facility Maintenance / Signs

2x/wk general (T,F); 5x/wk kitchen & RR (M-F)

MOC, Public Works 2x/wk general (M,Th) 3

MOC, Water 2x/wk general (M,Th) 3

Magee Police Substation, 500 W.

Magee

4x/wk general (M,T,W,F);

5x/wk kitchen & RR (M-F);

7x/wk RR, shower, locker room, break room, holding cells/lobby

2 CJIS facility

Tangerine Police Substation, 1920 E.

Tangerine

3x/wk general (M,W,F) 2 CJIS facility

North/Sun City Substation, 1171 E.

Rancho Vistoso, Ste 141

2x/wk general (M,Th) 2 CJIS facility

Steam Pump Ranch, Offices, 10901 N.

Oracle

3x/wk (M,W,F) 2

Steam Pump Ranch, Pusch House, 10901 N. Oracle

1x/month (first Thursday) 3 Historic structure

Naranja Park Office Bldg & Public Restrooms, 810 W. Naranja

1x/wk general 2 to 3

Golf Maintenance, 10700 N. La Cañada 3x/wk (M,W,F) 3

Pusch Ridge (Golf Pro Shop & Cart Storage), 690 E. El Conquistador Way

3x/wk (M,W,F) 2 to 3

Water Reclamation Facility, 13352 N.

Rancho Vistoso Blvd

1x/wk (Wednesday) 3

13101 N. Oracle Road TBD TBD Optional, pending remodel

VTNP Maintenance Facility, 755 W.

Pebble Creek

TBD TBD Optional, activated at Town’s discretion

INSTRUCTIONS TO OFFERORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:

For purposes of this solicitation and subsequent Contract, the following definitions shall apply:

Addendum: A document issued by the Town that has the effect of modifying, clarifying, adding to, or deleting specifications, scope, and terms or conditions of the solicitation.

Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of a Contract.

Contractor: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a Contract by the Town.

Town Representative: The Town employee or employees who have specifically been designated to act as a contact person or persons to the Contractor and is responsible for monitoring and overseeing the Contractor's performance under this Contract. Also known as the Town’s “Janitorial Services Contractor”. In the case of this Contract, the Towns’ Contract Representatives (collectively “Town Representative”) will be as follows:

Zeke Ellis – Fleet and Facilities Division Manager zellis@orovalleyaz.gov

Procurement Agent: The central contracting authority for the Town, the Town’s Chief

Procurement Officer.

May: Indicates something that is not mandatory but permissible.

Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation.

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town’s sole discretion, result in the rejection of a proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the Town may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information.

Town: The Town of Oro Valley, Arizona.

2. PRE-PROPOSAL CONFERENCE: If scheduled, the date and time of a Pre-Proposal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. The purpose of this conference will be to clarify the contents of this Request for Proposal in order to prevent any misunderstanding of the Town's position. Any doubt as to the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the Town at this conference. The Town will then determine the appropriate action necessary, if any, and may issue a written addendum to the Request for Proposal. Oral statements or instructions will not constitute an addendum to this Request for Proposal.

3. INQUIRIES: Any question related to the solicitation shall be directed to the contact person whose name appears on the cover page. The contact person may require any and all questions be submitted in writing. Offerors are encouraged to submit written questions via electronic mail or facsimile, at least five days prior to the solicitation due date. Any mailto:zellis@orovalleyaz.gov correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. An envelope containing questions should be identified as such, otherwise it may not be opened until after the official proposal due date and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the solicitation will be binding.

4. SOLICITATION ADDENDUM: The Offeror shall acknowledge receipt of a solicitation addendum by signing and returning the document by the specified due date and time. The Request for Proposals with Information for Respondents, Supplemental Project Information, any future Addenda may be obtained from the Town’s website:

https://www.orovalleyaz.gov/Government/Departments/Finance/Procurement. It is the sole responsibility of the Respondent to obtain, review, and acknowledge any addenda that may be published on the Town’s website.

5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting Contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of Contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization.

6. PREPARATION OF RESPONSE:

A. All proposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered.

B. The Offer page, Price Page if applicable and any solicitation addenda must be signed and returned with the response.

C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer page, Proposal addenda, or cover letter accompanying the proposal documents shall constitute an offer to sell…