826388janitCecil.pdf

INVITATION FOR BID (IFB)

CECIL COUNTY HEALTH DEPARTMENT

a unit of the

MARYLAND DEPARTMENT OF HEALTH

401 Bow Street Elkton, MD 21921

General and Floor Cleaning Services

IFB-CCHD-2027-01

ISSUE DATE: May 28, 2026

RESPONSE DEADLINE: June 20, 11 a.m.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

cchd.procurement@maryland.gov

A Prospective Offeror that has received this document from a source other than the Cecil County Procurement Portal should register at https://procurement.opengov.com/signup mailto:cchd.procurement@maryland.gov https://procurement.opengov.com/signup

I. KEY INFORMATION SUMMARY SHEET

Invitation for Bid General and Floor Cleaning Services

Solicitation Number: IFB-CCHD-2027-01

IFB Issue Date: May 28, 2026

IFB Issuing Office: CECIL COUNTY HEALTH DEPARTMENT

Procurement Officer: Lorayne Varaly Procurement Officer 401 Bow Street Elkton, MD 21921-5501

Email:

Phone Number:

Email: cchd.procurement@maryland.gov Phone: (443) 245-3715

Contract Monitor: Allison Borzymowski, Director of Administrative Services

Proposals are to be sent to: cchd.procurement@maryland.gov

Scheduled Site Visit Site visits available by appointment only at Cecil County Health Department, 401 Bow Street, Elkton, MD 21921. Contact Procurement officer to schedule a site visit.

Question Submission Deadline June 16, 2026 at 11:00 A.M. Local Time

Bid Due Date and Time: June 20, 2026 at 11:00 A.M. Local Time

Procurement Method: Competitive Sealed Bids

Multiple Bids: Multiple Proposals will not be accepted.

Contract Type: Fixed Price

Contract Duration: July 1, 2026 through June 30, 2027 with five (5) optional one-year renewal terms.

http://lorayne.varaly2@marylcchd.procurement@maryland.govand.gov http://lorayne.varaly2@marylcchd.procurement@maryland.govand.gov

II. Specifications and Scope of Services These specifications pertain to the Cecil County Health Department building located at 401 Bow Street, Elkton, Maryland 21921. The gross area of the building is approximately 44,000 square feet.

Floor surfaces included under this contract consist of approximately:

• Carpeted Areas: 24,300 sq. ft.

• Vinyl Composition Tile: 11,500 sq. ft.

• Terrazzo: 2,500 sq. ft.

• Ceramic Tile: 895 sq. ft.

Details of cleaning services to be performed are outlined in Attachment A. The Health Department is a smoke-free campus, and smoking is prohibited both inside the building and on Health Department grounds.

Prior to submitting a bid, each Contractor will have the opportunity to perform a site inspection. It is the sole responsibility of the Contractor to familiarize himself with the full nature and extent of the work to be done.

Scope of Services

The selected contractor shall provide both general cleaning services and floor cleaning services for designated Cecil County Health Department facilities. Services shall include, but are not limited to, the following:

• General Cleaning Services

• Routine cleaning and sanitizing of offices, restrooms, waiting areas, conference rooms, and common areas. (Daily)

• Dusting, vacuuming, sweeping, and mopping of floors.

• Trash removal and replacement of liners.

• Cleaning and disinfecting of high-touch surfaces.

• Restocking of restroom supplies as provided by the Health Department.

• Interior window and glass cleaning as specified.

• Any additional routine janitorial services identified in the specifications.

• Floor Cleaning Services

• Stripping and refinishing of resilient flooring surfaces.

• Buffing and burnishing of floors.

• Carpet cleaning and extraction services.

• Spot treatment and stain removal.

• Scheduled deep cleaning and maintenance of all designated flooring surfaces.

Application of floor finish products in accordance with manufacturer recommendations.

Any additional floor maintenance services identified in the specifications.

III. Contractor Qualifications The contractor is preferred to have a minimum of two (2) years of successful experience providing janitorial and floor maintenance services of similar type and size. Bidders must provide five (5) professional references attesting to the contractor’s ability to provide comparable services. If the bidder does not possess the preferred experience, an additional three (3) references must be provided.

The contractor shall remain an independent contractor during the performance of all services.

All employees assigned to the contract must be at least 18 years of age and are prohibited from bringing visitors or children into the building while services are being performed.

The contractor shall be required to sign confidentiality agreements and shall maintain agreements for their employees due to the confidential nature of Health Department operations and records.

The Contractor shall be responsible for the conduct and performance of his/her employees, and compliance with the following rules:

1. No person appearing to be under the influence of alcohol or drugs will be permitted in the building.

2. No alcohol or drugs will be allowed in the County buildings at any time.

3. No loud or boisterous conduct will be permitted.

4. Contractor’s employees will not open desk or cabinet drawers at any time.

5. Contractor’s employees are not to remove any items from employees’ offices or common areas – including, but not limited to, food, office supplies, and personal items.

6. No tampering with office equipment will be allowed at any time.

7. The Contractor shall not hire County or State employees to perform janitorial services under this contract.

8. The successful bidder will supply to the Contract Monitor the names of all employees working under this contract. A listing of the Contractor’s employees working in the Health Department must be provided to the Contractor Monitor on the first day of every month.

9. At no time shall the Contractor or any of his employees interrupt or disturb Health Department employees in the daily delivery of services.

IV. Bid Requirements Bidders shall include the following information with their bid:

• Company name, address, and contact information.

• Evidence of applicable business licenses and insurance coverage.

• A list of at least three current or former clients receiving similar services.

• A proposed service schedule.

• Pricing for general and floor cleaning services.

• Any exceptions or deviations from the specifications.

• Proof of compliance with all applicable federal, state, and local regulations.

V. Working Hours and Service Expectations The Contractor shall provide sufficient man-hours daily to accomplish all services required under the detailed specifications attached. All Contractors must submit with their bid and anticipated staffing pattern relative to the job being bid. The staffing pattern sheet enclosed in this bid package must be submitted with each bid.

Cleaning personnel may begin work at 5:00 P.M., unless otherwise specified by departmental schedules. A supervisor must remain on-site to secure the building after completion of services.

Services are not required on official holidays recognized by the Cecil County Health Department. Payment shall only be made for days on which services are rendered.The Contractor will not be responsible for providing service to the Cecil County Health Department on the following holidays:

• New Year’s Day

• MLK Jr. Day

• President’s Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Election Day

• Veteran’s Day

• Thanksgiving Day

• American Heritage Day

• Christmas Day

In the event the building is closed due to inclement weather, provision of cleaning services will be at the Contractor’s discretion in coordination with the Contract Monitor.

In the event the Contractor fails to provide services on a scheduled day, a deduction will be taken equal to the daily rate as indicated on the bid form.

VI. Responsibility for Damage The Contractor shall repair and restore to its original condition any material or surfaces damaged by its operation.

All materials, supplies, and equipment used by the Contractor shall be suitable and not harmful to the surfaces on which they are applied.

No material shall be placed on the floors that cannot be readily stripped off. The Contractor shall be solely responsible for any damage to the building or its contents; for any loss or damage to any property belonging to the Cecil County Health Department, or the employees thereof, when such loss or damage may be attributable to his or his employees’ actions or negligence.

The Contractor shall be entirely responsible for any loss or damage to his own materials, supplies, and equipment, and to the personal property of his employees while they are in the building.

VII. Inspections Routine inspections will be performed weekly to evaluate the performance of the contractor.

Contractor has the right to be present during these inspections and will be included upon request.

VIII. Responsibility of Contractor The contractor shall provide all labor, equipment, and cleaning supplies necessary to perform the required services, except for items supplied by the Health Department, including:

• Hand towels

• Toilet tissue

• Sanitary napkins

• Hand soap

• Waste basket liners

• Urinal blocks

• Deodorizer containers

• The contractor shall provide all warning signage required for unsafe cleaning conditions and ensure all equipment complies with OSHA requirements.

• The contractor shall also be responsible for any damage caused by contractor personnel or operations.

IX. Responsibility for Keys The Contractor agrees to assume full responsibility for all building keys entrusted to him.

Failure to relinquish or return said keys the day of termination of the contract will result in the forfeiture by the Contractor of $1000.00 per key, which will be deducted from the final bill for services.

The Contractor shall be responsible for turning off lights and locking doors upon leaving any office. Office doors may not be left open and offices left unattended for any reason.

X. Insurance Requirements The Contractor shall be required to furnish proof of insurance as follows:

1. Workmen’s Compensation and Employer’s Liability.

2. Manufacturer’s and Contractor’s Liability.

3. Bodily Injury Liability.

4. Property Damage Liability.

5. Surety Bond.

Hold Harmless Agreement: The Contractor agrees to indemnify and hold harmless the Cecil County Health Department, the County, and its employees from and against any and all claims, acts, suits, liabilities, losses, or damages whatsoever arising in any way out of Contractor’s performance or failure to perform under the provisions of this contract.

XI. Contract Term The contract term shall be from July 1, 2026 through June 30, 2027, with the option to renew for up to five additional one-year terms.

XII. Resolution of Unsatisfactory Performance If work performed under this contract is deemed unsatisfactory, the Contract Monitor shall notify the contractor by the most efficient means available, including telephone or email notification.

The contractor shall have five (5) business days to correct deficiencies. Failure to satisfactorily resolve deficiencies may result in withholding of up to twenty percent (20%) of the monthly invoice until corrective action is completed.

XIII. Right of Termination Failure to perform services in accordance with contract specifications may result in termination of the contract upon ten (10) days written notice by the Health Department.

The contractor may terminate the contract by providing thirty (30) days written notice.

Immediate termination may occur in cases involving gross negligence or unlawful conduct.

XIV. Questions and Clarifications Questions regarding this bid shall be submitted to the designated contact person no later than June 16, 2026 at 11:00 A.M. Local Time. Responses to substantive questions may be issued in writing to all known bidders.

ATTACHMENT A

GENERAL CLEANING SERVICES

Cecil County Health Department 401 Bow Street

Elkton, MD 21921

GENERAL CLEANING DUTIES (DAILY)

• Empty wastebaskets; replace liners with clean bags and leave one extra folded bag in the bottom of each receptacle.

• Remove trash from offices, lounge areas, kitchen areas, and copy rooms to the designated disposal location.

• Empty recycling containers in offices, lounges, and common areas.

• Clean all stainless steel sinks in kitchen, lounge, and clinic areas using an appropriate cleaner.

• Dust furniture using a treated dust cloth. Do not disturb items on desks or countertops.

• Remove fingerprints from doors, light switches, and walls.

• Sweep all uncarpeted floors to remove dust, dirt, and debris.

• Damp mop all uncarpeted floors with a neutral cleaner; remove stains, spills, and scuff marks.

• Vacuum all carpeted floors and remove stains and spills using an appropriate solvent.

• Maintain carpets free of stains.

• Wipe baseboards with a damp cloth and dry thoroughly.

• Sanitize telephone handsets using an anti-bacterial cleaner.

• Wash countertops with clean, soapy water; rinse and dry thoroughly.

• Clean all interior glass surfaces in doors, partitions, walls, and foyers.

• Clean and polish panic bars, door shields, and stainless steel kick plates.

• Dust ceiling vents and vacuum as necessary.

• Remove dust and cobwebs from walls, ledges, and ceilings.

• Remove stains and spills from stairwell treads.

• Clean and sanitize stairwell handrails.

• Maintain stairwell flooring in accordance with manufacturer recommendations.

• Empty outdoor trash containers at building entrances.

• Wash and sanitize clinic waiting room toys using child-safe sanitizer.

• Empty centrally located recycling containers in each division and lounge area.

ELEVATOR CLEANING (DAILY)

• Remove dirt, dust, and smudges from control panels and polish surfaces.

• Remove fingerprints and smudges from walls and doors.

• Clean dirt from door tracks.

• Vacuum and clean carpeted flooring; remove stains and spills.

RESTROOM CLEANING (DAILY)

Daily Duties

• Empty trash containers and sanitary napkin disposals.

• Clean and sanitize toilets and urinals using anti-bacterial bowl cleaner.

• Clean and sanitize walls, stalls, doors, metal partitions, dispensers, disposals, and light switches.

• Clean and sanitize sinks, faucets, and countertops.

• Wipe ledges and windowsills with a damp cloth.

• Sweep floors to remove dirt and debris.

• Wet mop and sanitize floors after sweeping.

• Replenish restroom supplies.

• Check and refill air fresheners as needed.

• Clean all glass surfaces thoroughly and remove streaks.

Monthly Duties (First Working Day of Each Month)

• Wash walls, stall doors, and baseboards with clean, soapy water; rinse and dry.

• Scrub floors using neutral cleaner and brush to remove dirt from corners and crevices.

KITCHEN AND LOUNGE AREAS (DAILY)

• Empty trash receptacles and replace liners.

• Wash countertops with clean, soapy water; rinse and dry.

• Wipe faucets and sink areas.

• Sweep non-carpeted floors and remove debris.

• Damp mop non-carpeted floors using neutral cleaner.

• Maintain floors free of stains.

• Vacuum carpeted floors and remove stains and spills.

• Maintain carpets free of stains.

• Replenish paper products in dispensers.

ADDITIONAL CLEANING SERVICES

Kitchen Areas (Bi-Monthly)

• Clean and degrease stove, oven, and drip pans.

• Clean refrigerators inside and out.

• Remove unlabeled or undated items from refrigerator.

• Place a box of baking soda in refrigerator and freezer compartments.

• Clean refrigerator motor area.

• Clean cupboards inside and out.

Floor Maintenance (Twice Annually – April and October)

• Steam clean/deep clean all carpets throughout the building.

• Pre-treat stained areas to ensure stain removal.

Window Cleaning (Annually – April)

• Wash all interior and exterior windows on the first and second floors.

GENERAL FLOOR MAINTENANCE

Weekly Duties (Wednesday and Saturday)

• Buff all non-carpeted waxed floors throughout the building.

• Apply additional wax as needed to maintain appearance and shine.

ADDITIONAL MAINTENANCE

(Twice Annually – April and October)

• Strip and wax all non-carpeted wax floors in the building, excluding restrooms.

• Avoid over-saturating floors during maintenance.

BID FORM

IFB-CCHD-2027-01

CECIL COUNTY HEALTH DEPARTMENT

CLEANING SERVICES CONTRACT BID

Pursuant to your request inviting bids to be received until 11:00 A.M., June 20, 2026, for cleaning services to be provided to the Cecil County Health Department, the undersigned hereby submits the following bid:

BID PRICE PER MONTH: $

IN WRITING:

BID PRICE PER YEAR (12 MONTHS): $

IN WRITING:

By submitting this bid, I certify that I have thoroughly read all pages of the bid package.

The undersigned affirms under penalty of perjury that the Bidder, its agents, servants, and/or employees, to the best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the Bidder, or themselves, to obtain information that would give the Bidder any unfair advantage over others, nor have they colluded with anyone for and on behalf of the Bidder, or themselves, to gain any favoritism in the award of any contract resulting from this bid.

BID SUBMITTED BY:

Witness NAME OF FIRM OR CONTRACTOR

AUTHORIZED SIGNATURE

ADDRESS (Street Address)

ADDRESS (City, State, Zip)

TELEPHONE NUMBER

EMAIL ADDRESS

STAFFING PATTERN SHEET

1. Number of Personnel who will regularly be on the job:

2. Job Title of each of the personnel listed in #1; (Supervisor, Laborer)

CERTIFICATION OF LICENSES AND INSURANCE

All questions must be answered and included with the bid. If a vendor is required to have one of the following licenses for this bid, a copy must be included with the bid.

1. Bidder’s Federal Employer Identification Number:

2. Trader’s License Number:

3. Contractor’s License Number:

4. If Maryland Corporation, Corporation Number #D

(Please Check) Sole Proprietor Partnership Corporation Other

5. Foreign Corporation (Out of State) #F

6. Business Address:

7. When Organized:

8. Where Incorporated:

9. Are you required to pay Maryland State Tax?:

With the submission of this certification, the bidder thereto certifies that the information supplied is, to the best of your knowledge, accurate and correct.

If no tax number is supplied, I certify that I have checked with the appropriate agencies and that I am not required to have a license to do business in the State of Maryland. Please state the reason given:

NOTE: All contractors must submit a Certificate of Insurance with their bid

Signed:

Name of Firm

By:

Title: