9-01 - RFP 2016-002 Specifications Contract Documents.pdf

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 2026-002

Project Title: City of Burleson Janitorial Service Contract

ANTICIPATED SCHEDULE

RFP Issue Date November 29, 2025

RFP Publication Dates November 29, 2025, and December 6, 2025

Virtual Pre-Proposal Conference December 9, 2025 @ 10:00 AM

Non-Mandatory Site Visit December 10, 2025 @ 9:00AM

Deadline for Questions December 17 2025 at 10:00AM

Proposals Due December 30, 2025 @ 3:00 PM

Projected Interviews (if applicable) TBD

Recommendation to City Council February 16, 2026

Important Information The City of Burleson will receive sealed proposals for the services specified until the deadline indicated above.

Proposals will only be received electronically through the City’s e-procurement system, Bonfire, at https://burlesontx.bonfirehub.com (registration required). Extensions will not be granted. Late submittals will not be accepted.

Questions and requests for additional information should be made in writing and no later than the questions deadline above and shall be directed to the Purchasing Agent via .

Any interpretations, corrections, clarifications, or changes to this Request for Proposals or specifications will be issued via addendum. Addenda will be posted at. It is the responsibility of the respondent to monitor the Bonfire website for addenda. Bidders shall acknowledge receipt of each addendum by submitting a signed copy with their proposal. Oral explanations will not be binding.

The City of Burleson reserves the right to reject any proposal and to waive defects in proposals. No officer or employee of the City of Burleson shall have financial interest, direct or indirect, in this or any contract with the City of Burleson. Minority and small business vendors are encouraged to submit bids/proposals on applicable City solicitations.

Pre-Bid Meeting

• A non-mandatory pre-bid conference will be hosted virtually on Microsoft Teams on Tuesday, December

9, 2025 at 10:00AM CST.

https://burlesontx.bonfirehub.com/

City of Burleson RFP 2026-002 Janitorial Services

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Join the meeting now Meeting ID: 296 660 369 205 20 Passcode: 5Ug22fh3

Site Visit A non-mandatory site visit will be hosted on December 10, 2025, at 9:00AM CST beginning at 141 W.

Renfro St., Burleson, TX 76028.

Bonfire Submission

• We are requesting Offerors submit via Bonfire. If there are any questions or concerns on how to do so, please contact Bonfire Vendor Support: For support using the platform, access the online knowledge base, search the FAQ, or contact the Bonfire support team at support@gobonfire.com or 1-800-354- 8010.

• Please be sure to select the NIGP codes associated with your type of business or organization. Our solicitations will be set up using those codes and will be matched to vendors with the same codes. If you are already registered with Bonfire, you may use your existing name and password to register with the City of Burleson.

• Original Bid Bond(s) MUST be scanned and included in the electronic submission. To establish Full Responsiveness regarding the bid bond(s), The City of Burleson MUST be in receipt of the physical original bid bond(s) prior to city council approval of the recommended vendor. As there may be delays and/or oversights outside the control of the Offeror and Purchasing Division, the City of Burleson is requesting that you submit the bid bond no later than 24 hours after the bid due date and time via email to the contact person listed on the solicitation cover sheet. The original bid bond(s) should be sent/delivered to the address as follows:

RFP 2026-002 Bid Bond Submission

141 W. Renfro

Burleson, Texas 76028

Attn: Jennifer Swim

Virtual Bid Opening

• The bid opening will be virtual on Microsoft Teams on Tuesday, December 30, 2025, at 3:00PM CST.

The bid opening link is included below and posted to public files in Bonfire.

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Join the meeting now Meeting ID: 250 816 771 320 99 Passcode: tj9m2cN7 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGNiMTY4NWEtYTM4Yy00MzM3LTllYjAtYjJkMDE4ZjA3NDNl%40thread.v2/0?context=%7b%22Tid%22%3a%22a0cf182f-b5fe-4a3f-85e3-9d8669e5dc28%22%2c%22Oid%22%3a%22fa671896-84d6-482f-bd8e-81700b9d3974%22%7d mailto:support@gobonfire.com https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTVlYjYxYjAtNDZjMy00YWE4LWI5MTQtN2IyMmMzNzVjN2I0%40thread.v2/0?context=%7b%22Tid%22%3a%22a0cf182f-b5fe-4a3f-85e3-9d8669e5dc28%22%2c%22Oid%22%3a%22fa671896-84d6-482f-bd8e-81700b9d3974%22%7d

TABLE OF CONTENTS

Request for Proposals Introduction ……………………………........................…………………….4 Definitions ………………………………………....…………... 4 General Information ……………………………...……………5 RFP Withdrawals and/or Amendments ……….……… Proposal Submittal Requirements …………….……………….6 Proposal Evaluation and Contract Award …………………….6

Appendix A – Scope of Services……………………………………………. A1-5 Scope of Services Descriptions Cleaning Service Levels

Appendix B – Contract Details…………………………………. B1-7 Specification Daily Cleaning Requirements Weekly Requirements Monthly Requirements Quarterly Requirements

Appendix C – Proposal……………………………………………………….C1-5 Submittal Checklist

Appendix D – Standard Terms and Conditions……………………………. D1-5 Sample Service Agreement

1. Introduction

The City of Burleson is requesting sealed proposals from qualified contractors for the cleaning and janitorial services for city owned buildings. These services will include daily, weekly, monthly and annual cleaning. Buildings included range is size depending on the use.

The selected contractor shall perform the professionally operated cleaning and related services described in this scope of work.

• Contractor shall maintain complete personnel files on all employees including documentation of employment and termination dates. Contractor must also keep personnel records as mandated by any federal, state, and/or local government including immigration and/or naturalization requirements.

• Contractor shall frequently inspect the quality and effectiveness of their work and when Inspection indicates that there is a deficiency. Contractor will then follow through without hesitation to correct the deficiency.

• The Contractor shall furnish all cleaning supplies, paper goods, trashcan liners, materials and equipment necessary for the provision of complete janitorial services. These supplies, materials and equipment must be of quality acceptable to the City.

• Contractor shall comply with all MSDS requirements.

• The Contractor shall provide certification that all janitorial personnel assigned to City facilities are drug free prior to their assignment, and CJIS certified, where applicable.

• The Contractor shall carry insurance, including o Workers Compensation - $100,000 o General Liability - $1,000,000

• Work must be performed during the hours specified except for sensitive areas that require cleaning to be done while staff is onsite during daytime hours such as Human Resources, IT Services, Police and Municipal Court locations.

2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Proposer: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.

City of Burleson (“City”): The City of Burleson, Texas.

Project: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A – Scope of Services.

Purchasing Agent: The City of Burleson Purchasing Agent is Jennifer Swim. Phone: (817) 426-9602E-Mail: purchasing@burlesontx.com

Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.

3. General Information

A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas

Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City’s failure to take any such reasonable steps, even if the City is negligent in failing to do so.

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

D. Anti-Boycotting Provisions. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

E. Pursuant to Section 2271.002 of the Texas Government Code, Vendor certifies that either (i) it meets an exemption criterion under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

F. Pursuant to SB 13, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 13, 87th Texas Legislature; or (ii) it does not boycott energy companies, as defined in Section 1 of SB 13, 87th Texas Legislature, and will not boycott energy companies during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

G. Pursuant to SB 19, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 19, 87th Texas Legislature; or (ii) it does not discriminate against a firearm entity or firearm trade association, as defined in Section 1 of SB 19, 87th Texas Legislature, and will not discriminate against a firearm entity or firearm trade association during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.

B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City.

5. Proposal Submittal Requirements

A. Submittal Packet – Required Content: All proposals must be submitted electronically. The Proposer must visit https://burlesontx.bonfirehub.com/login and register. Once registered for this complimentary service, the Proposer may submit proposal documents electronically by selecting the appropriate proposal identification.

B. Submittal Deadline: It is the Proposer’s responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted, and no late submissions will be accepted.

C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent.

6. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process:

The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and the emphasis placed on each factor as identified in the Scope of Services. As part of the evaluation process, the City may develop a shortlist of the most qualified proposers and conduct interviews or request additional information to further assess their capabilities. Any costs associated with the interview process shall be the sole responsibility of the Proposer. The City may also, at its option, engage in discussions with or accept proposal revisions from any proposer deemed responsible, including those shortlisted for interviews.

The final determination of the most advantageous proposal will be made in the best interest of the City.

B. Evaluation Criteria

A full description of each criterion is included in Appendix B.

Emphasis Criteria

45%

Demonstrated ability to provide service:

• Staffing plan

• Ability to source chemical and paper goods

• Communication from customer to company

25% Municipal Experience

• List City, contract size, start and end date https://burlesontx.bonfirehub.com/login

20% Project Cost/Benefit

10%

The bidder’s past relationship with the City (Past Performance)

• If a company does not have a past relationship with the city, points will still be allocated to respondents based on their demonstrated ability to provide the requested service, at the highest level.

100% Total

15 Possible Interview (additional points)

C. Contract Award

An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City’s purchasing policy. The City’s Standard Terms & Conditions have been provided with this RFP. The Proposer must submit and objections to the contract along with responses. A fully executed contract shall be comprised of the following documents:

i. City of Burleson Janitorial Services Agreement

ii. This Request for Proposal, including all attachments

iii. The successful Proposer’s submitted proposal

D. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, the City alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award.

E. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

F. Additional Information: The City may request any other information necessary to determine Proposer’s ability to meet the minimum standards required by this RFP.

G. Partial Contract Award: The City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re-solicit for Proposals, as deemed to be in the best interest of the City.

H. Cooperative Governmental Purchasing Notice: Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity’s debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent.

I. Billing for Services; Payment: Successful Proposers are encouraged to submit invoices to accountspayable@burlesontx.com.

J. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Burleson for cause:

1. The successful Proposer fails to perform in accordance with the provisions of these specifications; or

2. The successful Proposer violates any of the provisions of these specifications; or

3. The successful Proposer disregards laws or regulations of any public body having jurisdiction; or

4. The successful Proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to other party(ies) without written consent of the City.

5. If one or more of the events identified in subparagraphs J.1 through J.4 occur, the City may terminate the contract by giving the successful Proposer seven (7) days’ written notice. In such case, the successful Proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful Proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

6. When the contract has been terminated by the City, such termination shall not affect any rights or remedies of the City then exist or which may thereafter accrue.

K. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days’ written notice. Proposer may be entitled to payment for services performed; to the extent said services are satisfactory.

mailto:accountspayable@burlesontx.com

A-1

Appendix A – Scope of Services

1. Project Overview

THE CITY OF BURLESON

Building Name

Address

Sq. Ft

Unit Price

Per Month

Total

Per Year

Service Level

1.

BRiCK 550 NW

Summercrest 65,000

2.

City Annex 135 W. Ellison

Street 12,500

3.

City Hall 141 W. Renfro 22,500

4.

City Annex II 225 W. Renfro 5,700

5.

Fire Station 1 828 SW

Alsbury 5,000

6.

Fire Station 3 245 Lakewood

Drive 5,800

7.

Fire Station 16 250 E. Hidden

Creek 10,000

8.

Hidden Creek Golf Course

555 E Hidden Creek Pkwy

7,500

9.

Interurban Building

143 W. Renfro 1,500

Library 248 SW Johnson Ave.

18,200

Municipal Court

1131 SW

Wilshire Blvd

8,500

Police Department

1161 SW

Wilshire Blvd.

22,000

Senior Adult Center

252 SW

Johnson Ave.

10,600

A-2

Service Center 725 SE John Jones

24,500

Russell Farm 405 W CR 714 500

2. Scheduled work – location, dates & start times for service. Square footage noted is the actual area to be cleaned at each location:

A. Burleson Recreation Center – 65,000 sq. Ft.

i. All areas cleaned daily. Tuesday through Saturday

ii. Meeting Rooms

iii. Lobby Bathrooms

iv. Locker Rooms – Must be cleaned prior to 12:30 pm; June –September.

v. Family Changing Rooms - Must be cleaned prior to 12:30 pm; June-September.

vi. Second Floor Restrooms

vii. Pool Party Rooms

viii. Entry & Lobby - Floors

ix. Windows – Entry, Lobby, Meeting Rooms, Pool Party Rooms, & Fitness Area

x. Trash taken to dumpster located onsite (from each area specified above)

B. City Annex – 12,000 Sq. Ft.

i. All areas cleaned Monday – Friday. After 8PM. Occasionally, this location has evening meetings and contractors should be sensitive to not disrupting public meetings.

C. City Hall – 22,500 Sq. Ft.

i. All areas cleaned Monday – Friday. After 8PM This location has evening meetings and contractors should be sensitive to not disrupting public meetings. There are three areas in this facility that are CJIS and need to be cleaned during the workday City Secretary’s Office, Information Technology, and Human Resources. These areas need to be cleaned at 8 AM, Monday – Friday.

D. Fire Station 1 – 6500 Sq. Ft.

i. Administrative offices and restrooms are cleaned Monday – Friday. Dorm areas are cleaned in house. There will be a once a year deep cleaning of the entire with exception cleaning dorm rooms. This should take place in January each year.

E. Fire Station 3 – 5,800 Sq. Ft.

i. Deep clean once per year with exception of dorm rooms. This should take place in January each year.

F. Fire Station 16 – 2000 Sq. Ft.

i. Deep clean once per year with exception of dorm rooms

G. Hidden Creek Golf Course – 7,500 Sq. Ft.

i. All areas are cleaned seven days a week after 7:30PM.

H. Interurban Building – 1,500 Sq. Ft.

A-3

i. Every area is twice per week, Tuesday and Thursday after 5:00PM.

I. Burleson Public Library – 18,200 Sq. Ft.

i. All areas cleaned six days per week, Monday – Saturday, after 8:00PM.

J. Burleson Municipal Court – 8,500 Sq. Ft.

i. All areas cleaned five days per week, after normal 5:00PM.

K. Parks Maintenance Building – 4,787 sq. ft.

i. All areas cleaned Monday – Friday after normal 5:00PM.

ii. Police Department – 22,000 Sq. Ft.

All areas cleaned daily after normal 5:00PM.

L. Senior Adult Center – 10,600 sq. ft.

i. All areas cleaned daily. Monday through Friday after normal 8:00PM.

M. Service Center – 24,500 Sq. Ft.

i. All areas cleaned Monday – Friday after normal 5:00PM.

N. Russell Farm – 500 Sq. Ft.

i. The first three buildings are cleaned one day per week (Friday) during the workday.

ii. The last building (Boren Home) is to be cleaned once per month.

iii. The Office – Mobile Home

iv. Chesapeake Building – Rental Space

v. Hay Barn Bathroom

vi. Boren Home – Historical home

3. Cleaning Service Levels:

Cleaning services levels are intended to be an overview of the facility expectations. Specific functionalities are listed in janitorial services general clauses and conditions. These standards are reflected with the Association of Physical Plant Administrators (APPA), Raw-square-footage method and can be found in the hyperlink below:

Cleaning Operations - APPA

Level 1:

• Floors, baseboards, and moldings must be bright, clean, and free of buildup in corners and along walls.

• Vertical and horizontal surfaces must appear freshly cleaned or polished with no dust, dirt, marks, streaks, smudges, or fingerprints.

• Restrooms and office fixtures must be clean, be odor-free, and fully stocked with supplies.

• Waste containers are serviced daily, kept clean and odor-free.

• Spot-cleaning performed daily to address carpet stains, walls, glass, and fixtures.

• Sweep and dust mop all floors with dust-control sweeping cloths.

• Vacuum all carpets and rugs with commercial-grade cleaner.

• Spot clean carpet and rug stains immediately with appropriate cleaner.

• Mop all tile floors with clean wet mop, fresh water, and appropriate non-stripping floor cleaner.

• Empty all wastebaskets and trash receptacles.

• Clean marks and smudges from glass doors, windows, mirrors, and partitions.

https://www.appa.org/cleaning-operations#Staffing

A-4

• Wipe down and polish display cases and glass entry doors (interior and exterior).

• Remove dirt spots, ink marks, fingerprints, and smudges from walls.

• Clean, polish, and sanitize drinking fountains.

• Clean and sanitize restrooms: scour sinks, countertops, urinals, and toilet seats.

• Clean and polish restroom partitions, mirrors, and fixtures.

• Mop restroom floors with disinfectants using a separate mop from other floors.

• Refill all soap, paper towel, toilet tissue, seat cover, and facial tissue dispensers.

• Maintain janitorial rooms in a clean and organized condition.

• Remove dead insects and clean light fixtures as needed.

• Perform routine glass service including windows, doors, mirrors, partitions, display cases, and interior/exterior entry doors.

• Facility must present the highest professional standard daily.

Level 2:

• Floors and baseboards clean, with some minor buildup tolerated in corners or along walls.

• Vertical and horizontal surfaces generally free of noticeable dust, dirt, or smudges, though light accumulation may occur between cleanings.

• Restrooms are clean, odor-free, and supplied; fixtures show regular care but may lack polish.

• Waste containers emptied regularly, with light odor or minor marks acceptable before next service.

• Floors swept and dust mopped on a regular schedule, not necessarily daily.

• Carpets vacuumed regularly with commercial-grade cleaner; spot stains addressed as noticed.

• Tile floors mopped with appropriate non-stripping cleaner; shine not always maintained.

• Glass cleaned regularly, though occasional streaks or fingerprints may be visible.

• Walls wiped down as needed for noticeable spots, smudges, or marks.

• Drinking fountains cleaned and sanitized routinely.

• Restrooms are sanitized regularly, with partitions, mirrors, and fixtures wiped down.

• Restroom floors mopped with disinfectant on a routine basis, separate mop used.

• Soap, paper towel, and tissue dispensers checked and refilled as necessary.

• Janitorial rooms kept functional, with basic organization.

• Light fixtures and insects are addressed periodically.

• Facility maintains a clean and orderly appearance.

Level 3:

• Floors and baseboards clean and free of visible buildup; corners maintained on a consistent basis.

• Surfaces dusted and wiped on a routine cycle to minimize noticeable accumulation.

• Restrooms consistently cleaned and stocked, free of odors and visibly sanitary.

• Waste containers emptied on a regular cycle and kept clean; odors controlled.

• Floors swept or dust mopped routinely (minimum of several times per week).

• Carpets vacuumed multiple times per week; visible stains treated within a reasonable time.

• Tile floors mopped regularly to maintain a clean, safe appearance.

• Glass and mirrors cleaned on a set schedule; streaks or smudges limited.

• Walls cleaned on a routine basis; marks removed within normal service intervals.

• Drinking fountains cleaned and sanitized on a regular cycle.

• Restrooms are sanitized regularly with attention to high-touch points; separate mop used.

• Restroom dispensers refilled reliably to prevent shortages.

• Janitorial rooms kept functional and reasonably organized.

A-5

• Light fixtures dusted and insects removed on a scheduled basis.

• Facility maintains a consistent, orderly, and hygienic appearance suitable for daily use.

B-1

Appendix B – Contract Details Specification

Janitorial Contractor and staff shall be of good moral character and temperament, and all work shall be directed and supervised by experienced personnel. The contractor must have one person per crew on-site that is proficient in the English language. A copy of these specifications shall always be with the lead employee for reference. Personnel must wear company shirts or smock bearing company name.

Personnel must always wear I.D. badges or uniform NO EXCEPTIONS. Any change of personnel during the contracted period must be reviewed with Facilities Superintendent prior to assignment. New hires or crew additions/changes must pass a CJIS background check before they are allowed in any city facility.

The successful bidder shall submit with his bid, proof of liability for his employees, worker’s compensation, bodily injury, and property damage insurance.

1. Supervision

A. Successful Proposer must furnish a working supervisor who is required to be on the City premises during all scheduled cleanings to oversee work performed during regular course of business. The supervisor shall be available for callback without additional cost to the City where and when necessary, as result of failure to perform duties required. Successful Proposer must furnish the city with a twenty-four-hour contact number, i.e. telephone (mobile and or landline).

The contact number for the general manager of the vendor will be furnished to the city with a twenty-four-hour contact number as well.

2. Security

A. Contractor’s employees shall be instructed in the security of the buildings. All keys and badge access must be always maintained with the highest regard. Facility security is paramount, and the contractor and it’s employees must ensure doors are not propped open and completely secured after completing service at each facility.

B. Miscellaneous Requirements

C. The City of Burleson requires the successful bidder to complete a comprehensive CJIS background check for each employee entering the campus or structure. The contractor will not have any personnel who have been convicted of a felony working in a City of Burleson facility.

D. The contractor will NOT permit employees to use the telephone, television, DVD/DVR, copier or any other piece of equipment in any office or work area. Children and/or visitors are NOT permitted on the City premises at any time. They will be escorted from the premises.

E. All vehicles driven onto City property, whether company owned or employee owned must provide proof of state required vehicle liability insurance. Cleaning crew staff shall avoid bringing personal vehicles on to city property that leak excessive oil or fluids. Any noted large stains will be the responsibility of the janitorial company to treat them in an eco-friendly manner and remove stain from parking area.

3. Janitorial Service Closets:

A. Check for and remove all obvious litter including cigarette butts, etc.

B-2

B. Collect and remove all trash from the service closet areas.

C. Empty bags on all vacuum cleaners; check belts and electrical cords to ensure proper working conditions.

D. Clean and rinse all damp mops and hang properly to dry.

E. Clean, rinse and empty all mop buckets and wringers.

F. Dust mops are to be brushed to remove lint, dirt, dust, etc., and treated with dust mop treatment.

G. Dust mops will be properly stored to allow drying and ventilation.

H. Mop buckets will not be stored with standing water

I. Feather dusters will be cleaned properly to remove excess dust or dirt and treated with feather duster treatment.

J. Empty and clean interior and exterior of all trash collection carts.

K. Buffers and other equipment to be cleaned, electrical cords checked and properly placed on machine handles, etc., for storage.

L. Storage shelves to be dusted all janitorial supplies and paper products to be maintained in a neat and orderly arrangement.

M. Clean janitorial or slop sink, inside and out, and remove mop strings and other debris from strainer or drain cover.

N. Maintain an orderly arrangement of all equipment stored in these areas such as mops, buckets, brooms, vacuum cleaners, scrubbers, etc.

O. Brooms are to be stood upright on the handles and not on the bristled end.

P. Dustpans or any other cleaning supplies or tools are not to be left in the bottom of trash collection carts.

Q. Cleaning cloths are to be rinsed, cleaned and hung properly for drying. When laundering is required, return cloths to your supervisor.

R. Dust mops requiring laundering and professional dust mop treatment should also be returned to your supervisor as needed or required.

S. Sweep and damp mop service closet floors. Deodorize and disinfect as required.

T. Avoid any moisture getting into electrical panels, telephone panels, and breaker boxes.

U. Care is to be taken while all trash is being moved through the hallway and elevator lobbies. Any spills or stains to tiles or carpet resulting from trash removals will be cleaned at the expense of the contractor.

B-3

V. Plastic liners or vinyl mats should be used at all trash collection points.

W. Turn off lights, secure doors upon departing service locations.

4. Quality Control

A. The successful bidder will be required to physically have a supervisor walk ALL the building sites. All contracted cleaning violations will be documented with specific areas noted. A detailed report of these cleaning deficiencies will be distributed to cleaning crew and supervisors within twenty-four hours (24 hrs.) and a copy sent to the city’s Deputy Director of Public Works. The contractor shall correct deficiencies within twenty-four hours of receipt; if not corrected within twenty-four hours, the City will use its resources to gain compliance and will deduct a proportionate amount and any additional cleaning expenses from the next billing period. Any deficiency of service, as determined by the city, can be deducted on monthly invoices, based on the daily rate of service calculated based on the monthly bid price, by each facility. All deficiencies must be in writing.

B. Successful bidder shall furnish but not limited to; all necessary supplies and equipment required in cleaning the buildings such as, control products, cleaning chemicals and plastic trash can liners. All supplies shall be of the highest quality available. No additional charges shall be made for the above-mentioned items.

C. Both parties shall have the right to terminate this contract at any time with thirty (30) days written notice to the other party.

D. If under ANY circumstances, city staff are required to help the contractor meet the obligation of this contract (i.e. stock paper, dispensers, empty full trash can that was not emptied, etc.) a deduction from the monthly statement will be taken to compensate for this, at a rate of $65.00 per hour.

5. Daily Cleaning Requirements

A. Dust all office furniture, fixtures and accessories with treated dust cloth or feather duster taking care not to move or disturb paperwork or cause any breakage of loose items. Glass top desk/tables are to be cleaned with glass cleaner, thoroughly dried, and wiped so that no fingerprints or smudges can be seen. Clean and dust tops of all dividers and partitions.

B. Dust under chairs and around chair legs. Dust credenza and desk bases. Remove cobwebs and insect nests from under chairs and around base cabinets.

C. Clean all horizontal and vertical surfaces of files, cabinets, desks, and furniture of fingerprints, smudges, etc.

D. Dust wall and ceiling vents to prevent build up.

E. Water/drinking fountains and sinks will be sanitized, cleaned, polished, and dry buff.

F. Sanitize, clean and polish as appropriate, and spot remove fingerprints, smudges and graffiti from baseboards, door frames; exit, entrance, and passage doors, door handles/knobs, switch

B-4 plates, thresholds, all wall surfaces; both metal and vinyl.

G. Floors – Ceramic tile and composite:

H. Dust mop all resilient and composition floors with treated mop prior to damp moping. Sweep along all edges, around and under desks a, trash containers, chairs, air conditioners, etc.

I. Damp mop entire sections of all resilient composition floors and tile floor areas so that entire floor area has been mopped.

J. Damp mop hallways, main lobby and floor areas – mopping edges, baseboards, behind doors, under desks, tables, chairs, trash containers, etc., to remove spills, water marks, dust and dirt.

K. No dust, dirt, or soil buildup will be allowed on floors or baseboards.

L. Remove trash from floors to designated collection points. No boxes or shipping cartons should be removed or assumed to be trash unless properly marked as such. If in question, ask first.

M. Vacuum all carpet areas nightly including edges, behind doors, under desks, chairs, trash containers, etc. Vacuuming shall be done in such a manner as to leave a crisscross pattern or roller marks.

N. Spot clean carpets daily as needed.

O. Sweep stairwells, including edges and baseboards – daily.

P. Public corridor plant containers will be polished and cleaned as needed.

Q. All chairs, couches, etc. will be free of dust, dirt, soil marks, etc., at all times; including arm backs, bases, or legs.

R. ALL Floor areas will be swept or vacuumed nightly.

S. Sinks will be cleaned, polished, buffed and free of debris.

T. Clean entrances and approaches a minimum of 50 feet outside all building. Sweep entrances and staff doors free of all cigarette butts, trash, and dispose of properly. Empty ALL outside trashcans and outside ashtrays within 50 feet of building entrances. These areas are to be cleaned nightly. No exceptions will be permitted.

U. Dust and clean thoroughly with damp cloth using appropriate cleaning solution the interior and exterior of fire extinguisher cabinets.

V. Secure all interior and exterior doors and turn off all appropriate lights as soon as possible each night.

W. Empty all trash/waste containers. Clean same thoroughly with disinfectant cleaning solution.

X. Any spots or drag marks left in carpeted areas by cleaning crew while emptying trash or recycling receptacles will be cleaned immediately. If this is not done, the City will use its

B-5 resources to clean the affected areas with a deduction made from next month’s billing statement to recoup the expense to the City.

Y. Empty trash receptacle and change liners into containers each night. Liners must be the appropriate size to fit trash receptacles.

Z. Clean and sanitize all toilets, toilet seats, urinals, shower stalls, and sinks with non-scratch disinfectant cleaner. Dry all sinks, urinals and toilet seats. Toilet seats are to remain in upright position upon completion of cleaning as specified. All toilet bowls and urinals are to have disinfectant left in them each night after cleaning.

AA. Remove stains, de-scale toilets, urinals and sinks as needed.

BB. Empty, clean, sanitize, and polish ALL brushed aluminum or stainless-steel dispensers and receptacles with appropriate metal polish; then thoroughly dry buff.

CC. Restock toilet paper, paper towels, soap and other items as needed from supply room. Make sure that ALL dispensers function properly and that supplies have been installed correctly.

DD. Clean, sanitize, and polish with appropriate metal polish, then thoroughly dry buff all faucets, flush meters, and bright work. This will include but is not exclusive of pipe work to toilets and urinals, faucets and water taps, push plates and kick plates.

EE. Clean and polish top to bottom all mirrors, taking care to clean and shine all edges.

FF. Remove splash marks from walls and partitions, around sink bases, soap dispensers, toilets, and urinals nightly.

GG. Dust and polish all partitions top to bottom. Partitions made of polymeric material are to be cleaned with Armor-All and buffed dry.

HH. Spot clean fingerprints, soil marks, graffiti, etc., from walls, partitions, glass, dispensers, bright work, and light switches. Take special care around toilet tissue dispensers and feminine hygiene product dispensers.

II. Sweep or vacuum thoroughly all restrooms and foyer floor area taking care to clean in corners, under toilet bowls and behind doors.

JJ. Thoroughly wet mop restroom floor area with a disinfectant germicidal solution, taking care to mop in corners, under toilet bowls and behind doors.

KK. Entranceway doors are to be spot cleaned with disinfectant germicidal solution to eliminate fingerprints, soil marks, etc., to include all doorframe work.

LL. Push plates, kick plates and door handles or knobs are to be cleaned, sanitized and polished with appropriate metal polish, then dry buffed thoroughly.

MM. All restroom trash will be removed to the designated trash areas.

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6. Break Rooms:

A. Vending machines will be cleaned, sanitized, and dry polished on all accessible vertical and horizontal surfaces taking special care to clean thoroughly all aluminum or metal finishes to provide a level of cleanliness acceptable to the City of Burleson.

B. Clean and sanitize sinks with non-scratch disinfectant cleaner. Wipe dry and polish with appropriate metal polish, if applicable, and thoroughly dry buff.

C. Clean, sanitize and polish with appropriate metal polish, if applicable, then thoroughly dry buff all dispensers, faucets, and bright work.

D. Counter tops and vertical sides of storage cabinets will be cleaned and sanitized including door handles.

E. Clean all cabinet faces and handles.

F. Clean all breakroom tables and chairs. Clean and polish chair legs and back supports.

G. Clean interior and exterior of ALL microwaves, stoves, and stove cook tops.

H. Clean and polish all surfaces on refrigerators, dishwashers, and ice machines.

7. WEEKLY MAINTENANCE REQUIREMENTS & SERVICES (ALL AREAS)

SERVICE SPECIFICATIONS FOR FLOORING IN OFFICE AND COMMON AREAS

A. Clean and spray machine buff, all resilient and/or composition tile areas.

B. Entrance doors shall be thoroughly cleaned with a disinfectant germicidal solution including all sides of doors, including frames, hinges, handles, push plates, thresholds, etc., to remove all fingerprints, dirt smudges, stains, etc.

C. Trash receptacles are to be cleaned thoroughly, including all interior and exterior sides, with a disinfectant germicidal solution to eliminate dirt, germ, and odor buildup.

D. Floor drains are to be cleaned using a scrub brush to remove dirt and dust around edges and in drain openings.

E. Floor drains are to be flushed with one gallon of disinfectant germicidal solution. After flushing one gallon of tepid water is to be dispensed into the floor drain opening.

8. MONTHLY MAINTENANCE REQUIREMENTS & SERVICES (ALL AREAS)

SERVICE SPECIFICATIONS FOR OFFICE AND COMMON AREAS

A. Clean all interior glass partitions, inside and out.

B. Clean all washable wall partitions thoroughly to remove fingerprints, dirt smudges, spill marks, graffiti, etc.

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C. Dust all high reach areas including, but not limited to tops of door frames, structural and furniture ledges, air condition/heating vents and return grills, tops of partitions, picture frames, metal shelf units, etc.

D. Dust and clean thoroughly all cloth and vinyl furniture with appropriate cleaning solutions and upholstery brush and cleaning cloths taking care to clean edges, arm rests, back and bases or leg supports.

E. Dust ALL vertical or horizontal window blinds with appropriate duster extension. This includes the areas between exterior glass and window blinds.

F. Clean and sanitize thoroughly all strainers and drain covers on all water or drinking fountains.

G. Move All plastic carpet protectors and thoroughly vacuum under and around all desks and office furniture. Edge all carpeted areas including, but not limited to, baseboards, behind doors, around office furniture, etc., corners, crevices, both high and low.

H. Clean all vinyl or metal baseboard, door thresholds, and elevator tracks.

9. QUARTERLY MAINTENANCE REQUIREMENTS & SERVICES (ALL AREAS)

Ceramic and composite floor tiles, VCT or sheet linoleum flooring – ALL APPLICABLE

BUILDINGS.

A. Thoroughly clean and machine or otherwise recondition and machine refinish all ceramic and composite tile floors, using approved cleaners, B. Sealers and floor finishes as needed to provide a level of appearance equivalent to completely refinished floor (Strip and Wax).

C. DO NOT wax / seal ceramic or slate type tile floors.

C-1

Appendix C – Proposal

Submittal Checklist: (To determine responsiveness of proposal)

______Appendix C (Pages C-1 though C-4) must be included in the submittal

______Appendix C proposal as outlined in pages C-2 through C-3

______Appendix D Standard Terms & Conditions

______Conflict of Interest Questionnaire (Public files in Bonfire)

______Form 1295 Certificate of Interested Party (Public files in Bonfire)

______W9 (Public files in Bonfire)

______Certificate of Insurance

All proposals submitted to the City of Burleson shall include this page with the submitted Proposal.

RFP Number:

RFP 2026-002

Project Title:

Janitorial Services

Submittal Deadline:

December 30, 2025, 2:00 PM (CST) Submit Electronically* to:

https://burlesontx.bonfirehub.com/login

* Requires email account login and password.

Proposer Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers Identification Number #

Phone Number:

Fax Number:

E-Mail Address:

Proposer Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer.

Printed Name and Position of Authorized Representative: ________________________________________

Signature of Authorized Representative: ____________________________________________

Signed this _________(day) of _________________________(month),________(year)

C-2

Appendix C – Proposal (continued)

1. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE

CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE

CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:

Emphasis Criteria

45%

Demonstrated ability to provide service:

• Staffing plan

• Ability to source chemical and paper goods

• Communication from customer to company

25% Municipal Experience

• List City, contract size, start and end date

20% Project Cost/Benefit

10% The bidder’s past relationship with the City (Past Performance)

100% Total

15 Possible Interview (additional points)

A. Demonstrated Ability to Provide Service:

a. Vendor shall demonstrate the capacity to provide and adequately staff the contract to be able to meet the performance standards outlined in this RFP. In addition to being able to source chemicals and paper goods, demonstrate this process to the evaluation team, and provide assurance that deliveries and inventory staffing remains satisfactory.

B. Municipal Experience:

a. List three- five municipal references; north Texas cities preferred. Information should include:

Reference # 1 Client / Company Name:

Contact Name: Contact Title:

Phone: Email:

Date and Scope of Work Provided including Contract Amount:

C-3

Reference # 2 Client / Company Name:

Contact Name: Contact Title:

Phone: Email:

Date and Scope of Work Provided including Contract Amount:

Reference #3 Client / Company Name:

Contact Name: Contact Title:

Phone: Email:

Date and Scope of Work Provided including Contract Amount:

C. Project Cost/Benefit:

a. Will be evaluated by the proposed total cost for the service.

D. Past Performance:

a. If a company has a past relationship with the city, please note the contract term dates, and the value of the contract.

b. If a company does not have a past relationship with the city, points will still be allocated to respondents based on their demonstrated ability to provide the requested service, at the highest level.

C-4

3. Federal, State and/or Local Identification Information

A. Centralized Master Bidders List registration number: ______________________________.

B. Prime contractor HUB / MWBE registration number: ______________________________.

C. An individual Proposer acting as a sole proprietor must also enter the Proposer’s Social Security

Number: #_______-_______-_______.

4. Emergency Business Services Contact Notice

A. During a natural disaster, or homeland security event, there may be a need for the City of Burleson to access your business for products or services after normal business hours and/or holidays. The City may request City employees pick up or vendor delivery of products or services.

B. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical that the vendor’s emergency contact information remains current. City shall be contacted by E-mail with any change to a contact name or phone number of these emergency contacts.

C. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Burleson procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable.

D. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below.

Business Name: _____________________________________________________________________

Contract #: _________________________________________________________________________

Description: ________________________________________________________________________

Primary Contact (Name):______________________________________________________________

Primary Contact Phone Numbers: Home: ___________________ Cell: ___________________

Secondary Contact (Name):____________________________________________________________

Secondary Contact Phone Numbers: Home: ____________________ Cell: ___________________

After Hours emergency opening fee, if applicable: $________________________________________

C-5

5. Cooperative Purchasing: Please indicate below if you will permit other governmental entities to purchase from your agreement with the City.

[ ] Yes, Others can purchase [ ] No, Only the City can purchase

6. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Burleson.

[ ] Yes, we agree

[ ] No, we do not agree

7. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Burleson.

[ ] Yes, we agree [ ] No, we do not agree

8. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001 and will not boycott energy companies during the term of any contract with the City of Burleson.

9. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Burleson.

D-1

Appendix D – SAMPLE SERVICE AGREEMENT

This SERVICE AGREEMENT (“Agreement”) is made and entered into by and between the CITY OF BURLESON (City”), a home rule municipal corporation situated in portions of Tarrant and Johnson Counties, Texas and __________________________________________(“Contractor”).

WITNESSETH:

WHEREAS, City and Contractor desire to enter into a contract by which Contractor will provide janitorial services.

WHEREAS, City desires to…