7-1-SB26038 - Invitation to Bid - Stage II Prequalified Janitorial Services.pdf

Division of Facilities Construction and Management Taylorsville State Office Building 4315 South 2700 West, 3rd Floor

Taylorsville, Utah 84129 dfcm.utah.gov | 801.957.7270

Invitation to Bid

Stage II Prequalified Janitorial Services

July 2, 2026

Ogden Highway Patrol Division of Facilities Construction and Management

451 South Stewart Drive

Ogden, Utah 84404

U3P Reference #SB26038

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Solicitation Summary The State of Utah Division of Facilities Construction and Management (DFCM) is requesting bids from Stage II Prequalified Janitorial Contractors for janitorial services at the service location listed below:

Service Location:

Ogden Highway Patrol Division of Facilities Construction and Management 451 South Stewart Drive Ogden, Utah 84404 U3P Reference #SB26038

Facility Management Coordination and Contact Information:

Facility Manager: Nate Whetton| 385.626.5280 | nwhetton@utah.gov

Contract Information:

FY26 Contract Budget: $11,534.52 This is a 3 year contract award.

Contract Period Effective Date: September 1, 2026 Contract Period Termination Date: August 31, 2029

Solicitation Schedule Event Date Time Location

Solicitation Posting Thursday, July 2, 2026 3:00 PM U3P

Mandatory Meeting Wednesday, July 15, 2026 9:00 AM

The Mandatory Meeting will be held at the service location. Please meet at the front of the building.

Questions Deadline Monday, July 20, 2026 3:00 PM U3P

Addendum Deadline Thursday, July 23, 2026 3:00 PM U3P

Bid and Required Documents Deadline Thursday, July 30, 2026 3:00 PM U3P

Announcement of Selected Contractor Tuesday, August 4, 2026 5:00 PM U3P https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities

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Service Details

The DFCM Janitorial Services Contract ‘Attachment C, Specifications’, and ‘Attachment D, Scope of Work’ detail the service requirements for this solicitation.

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Solicitation Documents

Solicitation Documents and Forms The solicitation documents consist of all documents listed below and referenced within this solicitation. The following solicitation specific documents and forms can be accessed in U3P:

Solicitation specific documents:

- Invitation to Bid Solicitation

- DFCM Janitorial Services Contract ‘Attachment C, Specifications’

- DFCM Janitorial Services Contract ‘Attachment D, Scope of Work’

- DFCM Janitorial Services Proposed Hours and Personnel Form

Standard documents and forms:

- DFCM Janitorial Service Contract

- DFCM Policy for Failed Janitorial Inspections

DFCM Stage II Prequalified Low Bid for Janitorial Services , 2.22.2026 5

Procurement Process

• ONLY Contractors prequalified through the Stage I Request for Statement of Qualifications are allowed to bid on this Stage II Invitation to Bid.

• The current lists of Stage II Prequalified Contractors can be found on the DFCM website. For questions regarding prequalification or eligibility, please email isfcontracts@utah.gov.

1. Mandatory Meeting A mandatory meeting and site walk will be held at the service location on the date and time specified on the Solicitation Schedule. All Contractors wishing to bid on these services must attend this meeting and sign in.

Contractors not in attendance at this meeting are ineligible to bid on these services.

2. Requests for Information, Questions and Addendum All solicitation related requests for information, clarifications, and questions must be submitted to DFCM via the U3P website no later than the time and date specified on the Solicitation Schedule. An addendum in response will be posted on the U3P website no later than the time and date specified on the Solicitation Schedule. All addenda issued shall become part of the solicitation, and any changes or additional requirements shall be incorporated into the Contractor’s bid and/or proposal.

3. Bidding Requirements Contractor bids and the DFCM Janitorial Services Proposed Hours and Personnel Form provided in the ‘Supporting Documentation’ section of U3P are to be submitted electronically through the U3P website no later than the time and date specified in the Solicitation Schedule. It is the sole responsibility of the Contractor to ensure their bid and the DFCM Janitorial Services Proposed Hours and Personnel Form is submitted through U3P before the deadline.

Contractors attempting to submit bids through the U3P website after the deadline has passed will not be successful and therefore disqualified from consideration of award of this Contract.

Contractors shall include in their bid calculation, the size of the building, the scope of work provided and all other DFCM requirements, and the hours they determine are necessary to satisfactorily meet the scope of work for this service location and the terms of the Service Contract.

In order for a Contractor’s bid to be considered, the proposed hours must be able to satisfactorily fulfill the scope of work for this service location, as determined by DFCM management. If a Contractor’s proposed hours or personnel are deemed insufficient or inflated, DFCM reserves the right to disqualify the Contractor’s bid. Prequalified Contractors who propose hours or personnel that compromise the quality of work and service required by DFCM may be disqualified and removed from the Stage II Prequalified Janitorial Contractors list for a period of up to three years.

After the bid deadline listed on the Solicitation Schedule has passed, the bids will be opened. The bid tabulation and the lowest responsive and responsible bidder’s DFCM Janitorial Services Proposed Hours and Personnel Form will be posted in U3P. DFCM reserves the right to cancel any Contract in which the Contractor cannot meet the terms of the Contract and scope of work for the amount of their bid.

Before submitting a bid, each Contractor shall carefully examine the solicitation documents and shall visit the site services will be provided for; shall fully inform themselves as to all existing conditions and limitations; and shall include in the bid the cost of all items and hours necessary to satisfactorily fulfill the scope of work and requirements of the Contract.

If the Contractor observes that portions of the solicitation documents are incompliant with applicable laws, rules, and regulations or contain obvious erroneous or uncoordinated information, the Contractor shall promptly notify the DFCM Representative and the necessary changes shall be accomplished by addendum.

Technical questions related to bidding in U3P should be directed to u3padmin@utah.gov.

By submitting a bid, in any format, the Bidder / Offeror / Vendor certifies that: (1) no product to be supplied by the Bidder / Offeror / Vendor in connection with this Solicitation is a “forced labor product” as that term is defined in Utah Code 63G-6a-121; and (2) to the extent, if any, that this Solicitation involves technology, or technology services, http://www.dfcm.utah.gov/ mailto:isfcontracts@utah.gov https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:u3padmin@utah.gov

DFCM Stage II Prequalified Low Bid for Janitorial Services , 2.22.2026 6 networks or systems, the Bidder / Offeror / Vendor is not a “restricted foreign entity” as that term is defined in Utah Code 63G-6a-121.

5. Termination or Debarment By submitting a bid, the Contractor certifies it is not debarred or suspended, and is not under consideration for debarment or suspension, or any other action that would exclude them from participation in a Contract by any governmental agency. If the Contractor cannot certify this statement, submit a detailed written explanation with the bid. The circumstances will be reviewed by DFCM to determine if the Contractor’s bid will be allowed for consideration for award of the Contract.

6. Withdrawal of Bids Bids may be withdrawn on written request received from Contractor prior to the time fixed for opening. Negligence on the part of the Contractor in preparing the bid confers no right for the withdrawal of the bid after it has been opened.

7. DFCM Reservation of Rights The Division of Facilities Construction and Management reserves the right to reject any or all proposals and/or bids or to waive any formality or technicality in any proposal or bid in the best interest of the State.

8. Contract DFCM intends to enter into a Service Contract with the Contractor submitting the lowest responsive and responsible bid, provided the bid is reasonable, and is in the best interest of the State of Utah.

A copy of the Service Contract the successful Contractor will be required to sign can be accessed in the ‘Supporting Documentation’ section of the U3P solicitation and is part of this solicitation. The term of the Contract will be as indicated in this solicitation.

Any Contractor who is found to be incompliant with the requirements set forth in the solicitation or Contract may be debarred from consideration for award of any Contracts for a period of up to three years.

9. Licensure The Contractor shall comply with the license laws as required by the State of Utah.

10. DFCM Contractor Performance Rating and Retaining Prequalified Status An overall final performance evaluation will be conducted at the end of each Contract term. The performance rating will take into consideration all monthly inspection reports other relevant factors.

The final performance rating the Contractor receives on any Contract may affect their ability to obtain future Contracts with DFCM. Additionally, the final performance rating of Stage I Prequalified Janitorial Contractors may affect their eligibility to remain on the prequalified list. Eligibility is retained provided the following:

(a) They receive a minimum overall performance rating of 3.00 for each Contract;

(b) The contract is not canceled for poor performance or failure to comply with requirements of the contract;

(c) The Contractor has not undergone a significant reorganization involving the loss of key personnel to a degree such that the Contractor no longer meets the prequalification requirements outlined in Stage I;

(d) The financial viability of the Contractor has not significantly changed; and

(e) The Contractor is not otherwise disqualified by DFCM.

Contractors who do not meet the minimum requirements may be removed from the DFCM Stage I Prequalified Janitorial Contractors list for a minimum of 12 months before they are eligible to reapply.

Contractors who do not meet the minimum requirements may be given the opportunity to meet with DFCM to develop a performance improvement plan for requalification that would require successful completion before the Contractor is placed back on to the prequalified list.

The DFCM Policy for Failed Janitorial Inspections is attached in the ‘Supporting Documentation’ section of the U3P event for this solicitation. By submitting a bid, the Contractor certifies that they have read and understand the terms of the policy.

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11. Financial Responsibility of Contractors Contractors shall respond promptly to any inquiry by the DFCM to any concern of financial responsibility of the Contractor.

12. Monthly Invoicing Requirements Contractors are required to submit their monthly invoices and employee timesheets to dfcmap@utah.gov.

mailto:dfcmap@utah.gov