Carpet Cleaning.pdf

CHESTERFIELD TOWNSHIP

CARPET CLEANING SERVICES

Bid Number: RFP-2026-FO-128

REQUEST FOR PROPOSALS

ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations facilities@chesterfieldtwp.org

SUBMIT BIDS TO: Charter Township of Chesterfield Cindy Berry, Clerk

47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400 mailto:facilities@chesterfieldtwp.org

NOTICE OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD

CARPET CLEANING SERVICES

Bid Number: RFP-2026-FO-128

OVERVIEW

The Charter Township of Chesterfield’s Facilities & Operations Department is is seeking proposals from qualified and experienced commercial carpet-cleaning contractors to provide professional carpet-cleaning services at three Township facilities:

• Municipal Office: 47275 Sugarbush Road, Chesterfield Twp MI

• Community Center: 48400 Sugarbush Road, Chesterfield Twp MI

• Department of Public Works: 52216 Sierra Drive, Chesterfield Twp MI

The purpose of this request is to establish a reliable carpet-cleaning service that maintains a clean and professional appearance, improves indoor cleanliness, and extends the useful life of the Township’s carpeting. Scope of work includes single service at each location, to be scheduled in November or December 2026.

The selected contractor will be responsible for furnishing all labor, supervision, equipment, cleaning solutions, supplies, transportation, and incidental materials necessary to complete the work. Services will be performed outside normal business hours, including evenings and weekends, unless otherwise approved by the Township. All work schedules must be coordinated with and approved by the Township’s designated representative before services begin.

Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties and fully understand the conditions that may affect the work proposed. Mandatory walk through will occur on Thursday October 1, 2026 at 9:00 am beginning on site at: Chesterfield Township Municipal Office, 47275 Sugarbush Road, Chesterfield Township, MI 48047, then traveling to the Community Center, and ending at the Department of Public Works. Failure to inspect the sites in no way relieves the successful contractor from the necessity of furnishing materials or performing any labor necessary for the satisfactory completion of the work.

Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:

facilities@chesterfieldtwp.org with any questions.

1. SUBMISSION AND RECEIPT OF BIDS

Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:30 a.m. local time Tuesday October 13, 2026. The bids will be publicly opened and read aloud immediately following the 10:30 a.m. deadline.

Bids to receive consideration shall be received prior to the specified deadline time. NO LATE BIDS WILL BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk’s Office. Bids must be sealed when submitted, and labeled: CHESTERFIELD TOWNSHIP CARPET CLEANING SERVICES. All bid amounts must be entered into the format on ‘Attachment B’. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Bids shall be mailed or delivered to the Township Clerk’s Office before the stated deadline. Digital copies (i.e. email, thumb drive) will be deemed supplemental to the mailed bid packet.

mailto:facilities@chesterfieldtwp.org

2. ADDITIONAL BID INFORMATION

Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.

The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk’s Office upon request or through the BidNet website. Only those vendors who obtain bid documents from the Township Clerk’s Office or through the BidNet website are guaranteed access to receive addendum information, if such information is issued that is not in the original bid documents. Each change or addendum issued in relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents.

3. SPECIFICATIONS

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications, see Appendix A. Floor plan of each location will be provided for reference at mandatory walk through, square footage is estimated.

The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid.

5. PRICING

Prices shall be stated in units of quantity specified in the bid document, Appendix B. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

6. QUANTITIES

All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township reserves the right to make future purchases at the unit price submitted for all Township Departments.

7. DELIVERY

Deliveries can be made during business hours of 8:00am – 4:30pm.

8. TAXES, TERMS AND CONDITIONS

The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal Property Tax. The Township’s tax I.D. number is 38-6006891.

9. AWARD

The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent.

10. WITHDRAWALS OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.

11. DEFAULT CONDITIONS

In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions.

12. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

13. BONDING

Bonding is not required for this contract.

14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)

• Worker’s Compensations and Related Coverages o State: Statutory o Applicable (e.g. Longshoreman’s): Statutory o Employer’s Liability

▪ Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee

• Contractor’s General Liability o General Aggregate: $1,000,000 o Products – Completed Operations Aggregate: $1,000,000 o Personal and Advertising Injury: $1,000,000 o Each Occurrence (Bodily Injury and Property Damage): $1,000,000 o Property Damage liability insurance will provide Explosion, Collapse, and Underground coverages where applicable o Excess or Umbrella Liability:

▪ General Aggregate: $2,000,000 | Each Occurrence: $2,000,000 o Fire Damage: $50,000 o Medical Payments: $5,000

• Automobile Liability o Combined Single Limit: $1,000,000

• Contractual Liability o Bodily Injury:

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000 o Property Damage

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

• Owner’s and Contractor’s Protective Liability Insurance Policy shall include as additional insured all persons/entities listed below o Charter Township of Chesterfield

• Owner’s and Contractor’s Protective Liability o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000 o Combined Single Limit: $1,000,000

15. GENERAL INFORMATION

All invoices shall be sent to: accountspayable@chesterfieldtwp.org Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047

16. SPECIFICATIONS, PRICING AND VENDOR QUESTIONNAIRE

See Appendix(s) A, B and C at end of document for details and specifications.

17. FIRM PRICE GUARANTEE

Price will cover the cost of the scope of the project and will not be subject to increase unless otherwise noted and agreed upon.

18. WARRANTY

Please state your warranty:

19. REFERENCES (Provide three) Company Contact Person Phone #

1.

2.

3.

20. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

21. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the Charter Township of Chesterfield in accordance with the contract documents.

NAME OF BIDDER

BUSINESS ADDRESS OF BIDDER

BUSINESS TELEPHONE NUMBER OF BIDDER

AUTHORIZED SIGNATURE

TITLE OF SIGNER

DATE OF SIGNATURE

EMAIL

Internal Use:

_____ Warranty filled out (#18) Initial

________ References listed (#19) Initial

________ Approval Acceptance and Specifications Completed (#21) Initial

________ Appendix B: Bid Sheet is complete and attached Initial

________ Appendix C: Vendor Questionnaire is complete and attached Initial

________ Insurance Provided Initial

APPENDIX A

1. General Requirements The contractor shall provide professional commercial carpet-cleaning services at the following Chesterfield Township facilities:

• Municipal Office

• Community Center

• Department of Public Works

The contractor shall provide all labor, trained personnel, supervision, equipment, cleaning products, supplies, transportation, and other materials necessary to perform the required services.

Before beginning work, the contractor shall inspect each facility and verify the carpet type, condition, approximate square footage, access requirements, areas requiring special treatment, and any conditions that may affect cleaning.

2. Carpet-Cleaning Services Carpet-cleaning services shall include, but are not limited to, the following:

• Vacuuming all carpeted areas using commercial-grade equipment before cleaning.

• Pre-treating heavily soiled areas, traffic lanes, entryways, stains, and spots.

• Agitating or brushing pre-treatment products into the carpet when necessary.

• Cleaning carpets using hot-water extraction, low-moisture encapsulation, or another manufacturer-approved commercial cleaning method.

• Extracting cleaning solutions, soil, and excess moisture from the carpet.

• Treating visible spots and stains caused by food, beverages, grease, dirt, salt, mud, and similar substances.

• Removing winter salt and deicing-material residue from entryways and high-traffic areas.

• Deodorizing carpeted areas when necessary or when requested by the Township.

• Grooming or raking carpet fibers after cleaning, when appropriate.

• Performing a final inspection and correcting streaks, residue, recurring spots, excessive moisture, or other unacceptable conditions.

• Leaving all carpeted areas clean, uniform in appearance, and free of objectionable odors or cleaning-product residue.

The contractor shall not guarantee the removal of permanent stains; however, the contractor must notify the Township of stains or damage that cannot be corrected through normal professional cleaning.

3. Spot and Stain Treatment The contractor shall use cleaning products and techniques appropriate for the carpet material and type of stain. Spot and stain treatment shall include reasonable efforts to remove all noticeable stains.

The contractor shall test cleaning products in an inconspicuous area when there is a risk of discoloration, fiber damage, or an adverse reaction.

4. Furniture and Office Areas The contractor shall clean accessible carpeted areas around desks, workstations, tables, chairs, and other furnishings. Lightweight furniture shall be moved when necessary and returned to its original location after cleaning.

The contractor shall not move computers, electronic equipment, filing cabinets, safes, permanently installed furnishings, or heavy furniture unless specifically authorized by the Township.

Protective tabs, blocks, or barriers shall be placed beneath furniture legs or metal surfaces when necessary to prevent rust, staining, or damage while the carpet dries.

5. Entryways and High-Traffic Areas Special attention shall be given to:

• Main entrances and vestibules, public service counters

• Hallways and corridors

• Meeting and conference rooms, common areas

• Areas near exterior doors

• Other heavily traveled locations identified by the Township

6. Cleaning Products and Equipment All equipment shall be commercial-grade, properly maintained, and suitable for use in occupied municipal buildings. Cleaning products shall:

• Be appropriate for the carpet being cleaned

• Be used according to the product and carpet manufacturer’s instructions

• Leave no residue and be low odor whenever practical

• Comply with applicable federal, state, and local safety and environmental requirements

The contractor shall maintain current Safety Data Sheets for all chemicals and cleaning products brought onto Township property. Safety Data Sheets shall be provided to the Township upon request.

7. Drying and Ventilation The contractor shall use appropriate extraction, air-moving, or low-moisture equipment to minimize drying time. Unless otherwise approved, carpets should be sufficiently dry for normal use by the beginning of the next business day.

The contractor shall notify the Township immediately if a carpeted area remains excessively wet or if additional drying time is required. Wet-carpet signs or other appropriate warnings shall be placed in affected areas until the carpet is safe for normal use.

8. Protection of Township Property The contractor shall take all necessary precautions to protect walls, baseboards, doors, furniture, equipment, flooring, and other Township property from damage.

Corner guards, floor protection, hose ramps, and similar protective measures shall be used where appropriate. The contractor shall be responsible for damage resulting from its operations and shall promptly report any damage or pre-existing condition to the Township’s designated representative.

9. Scheduling and Building Access Services shall generally be performed after normal business hours, including evenings or weekends. All schedules shall be coordinated with and approved by the Township before work begins.

The contractor shall comply with all Township requirements related to building access, keys, access cards, security systems, alarms, and restricted areas. Buildings shall remain secure throughout the work, and all exterior doors shall be closed and locked upon completion.

The contractor shall not permit unauthorized individuals to enter Township facilities.