City of Mableton RFP 27_06 Janitorial Service.pdf

City of Mableton Janitorial Services P a g e 1 | 26

Request for Proposal RFP 27-06

Procurement Schedule of Events

The schedule below establishes the City’s anticipated procurement sequence. The City may revise the schedule by written addendum. Respondents are responsible for monitoring the Georgia Procurement Registry (GPR) for updates.

RFP Event Information Date Time

RFP Issued 08.25.26 4:00 PM EST

Pre-Proposal Conference / Site Visit 09.02.2026 10:30 AM EST

Questions Due 09.09.2026 4:00 PM EST

Addendum Issued (if any) 9.16.2026 4:00 PM EST

Proposals Due 09.25.2026 4:00 PM EST

Evaluation Deadline 10.07.2026 4:00 PM EST

Interviews / BAFO, if requested TBD TBD

Notice of Intent to Award (NOIA) TBD TBD

Mayor and Council Consideration TBD TBD

Notice to Proposers The schedule is provided for informational purposes and is subject to change at the sole discretion of the City of Mableton. Respondents shall not contact elected officials, evaluators, or City personnel regarding this solicitation unless specifically authorized in writing. Revisions will be issued by written addendum and posted on the GPR. Selection or proposal acceptance is not a contract; final award is subject to required City approvals and execution of a formal agreement.

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Project Overview The City of Mableton is seeking proposals from qualified, experienced, and responsible contractors to provide comprehensive janitorial services for approximately 11,630 square feet across the City’s Municipal Court and administrative office facilities. The selected contractor shall provide all labor, supervision, equipment, cleaning products, disinfectants, tools, trash liners, personal protective equipment, transportation, quality-control documentation, and other resources necessary to perform the required services.

The scope includes recurring janitorial services five days per week, Monday through Friday, generally after 6:00 p.m., unless otherwise authorized by the City. The contractor may also be required to provide emergency, event-related, deep-cleaning, floor-care, carpet-cleaning, or other supplemental services on an as-needed basis. Services will cover courtrooms, judicial chambers, holding cells, offices, cubicles, conference rooms, public lobbies, waiting areas, restrooms, breakrooms, hallways, secure corridors, entrances, and other designated areas.

The successful contractor must maintain each facility in a consistently clean, sanitary, safe, secure, and professional condition. Services must be performed in a manner that supports uninterrupted City operations, protects employees and visitors, preserves City property, and reflects the professional standards expected of public-facing governmental facilities.

Background The City of Mableton operates facilities that support administrative, judicial, and public-service functions. These locations experience regular interaction with residents, employees, elected officials, court personnel, law-enforcement representatives, vendors, and other visitors. Because the facilities include public areas, restricted workspaces, secure corridors, holding cells, sensitive records, and confidential administrative areas, janitorial services must be performed with a high degree of reliability, professionalism, discretion, and security awareness.

The contractor must provide dependable and properly trained personnel who have completed all required background screening, safety training, and facility-specific security requirements before receiving access to City facilities. Contractor personnel must wear professional uniforms and visible company-issued identification, comply with all key, badge, alarm, and access-control procedures, and protect confidential information, City records, equipment, and property. Unauthorized individuals will not be permitted to enter or perform services at any City facility.

The City intends to establish a performance-based janitorial services contract with a contractor capable of providing stable staffing, qualified backup personnel, responsive supervision, and consistent service delivery.

The contractor will be expected to maintain written cleaning schedules, daily service logs, inspection records, deficiency reports, corrective-action documentation, employee training records, and other quality-assurance materials required by the City.

The contractor must promptly address missed services, complaints, security concerns, hazardous conditions, and other deficiencies within the correction periods established by the City. Repeated performance problems, unauthorized personnel substitutions, access-control violations, failure to maintain adequate staffing, or failure to correct documented deficiencies may result in payment deductions, corrective action, suspension of facility access, or termination in accordance with the executed agreement.

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All services must comply with applicable federal, state, and local laws; City policies and procedures;

occupational safety requirements; product-label and Safety Data Sheet requirements; infection-control practices; background-screening requirements; E-Verify requirements; and the terms of the final executed agreement. The City’s objective is to secure a reliable janitorial partner that will maintain high service standards, protect secure municipal environments, respond quickly to operational needs, and support the City’s commitment to providing safe and professional facilities.

Service Locations

Facility Address / Principal Areas Approx. Sq. Ft.

Municipal Court Facility 1245 Veterans Memorial Highway SW, Suite 30 Courtroom, chambers, clerk offices, lobby/waiting, restrooms, holding cells, secure corridors, conference rooms, entryways

5,030

Administrative Offices 1245 Veterans Memorial Highway SW, Suite 20 Offices, cubicles, conference rooms, breakroom, restrooms, hallways, common/public service areas

5,000

City Administrative Offices 6116 Mableton Parkway, Suite 144 Executive offices, reception, conference rooms, breakroom, restrooms, shared common areas

1,600

Total Approximate Area All listed facilities 11,630

Square footage is approximate and is provided for pricing and planning. Proposers are responsible for reviewing the stated conditions and identifying material assumptions. Minor square-footage variations will not support a price adjustment unless approved by written contract amendment.

Minimum Service Schedule Recurring services: five (5) days per week, Monday through Friday.

Standard cleaning window: after business hours, beginning at 6:00 PM or later, unless the City approves a different schedule.

Emergency, event related, or special cleaning may be requested on an as-needed basis under the approved unit rates.

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Intent to Submit a Proposal Interested firms are strongly encouraged to notify the Procurement Division of their intent to submit by emailing purchasing@mableton.gov and identifying RFP 27-06. This notice allows the City to provide courtesy communications; however, each proposer remains solely responsible for monitoring the GPR, and failure to submit an intent notice will not disqualify an otherwise timely and responsive proposal.

Proposal Submission Requirements All proposals must be submitted electronically on one USB flash drive enclosed in a sealed package. Files must be searchable, readable, unencrypted, and free of password protection. Paper proposals and email submissions will not be accepted. All issued addenda must be acknowledged in the signed Proposal Letter and Certification.

The sealed package must clearly identify:

Proposer’s legal name and return address Solicitation number: RFP 27-06 Project title: Janitorial Services Proposal due date and time

Deliver proposals to:

City of Mableton – Procurement Division Finance Department 1400 Veterans Memorial Highway SE Suite 134-200 Mableton, Georgia 30126

Proposal Due Date:09.25.2026 Time: 4:00 PM Eastern Time

LATE PROPOSALS WILL NOT BE ACCEPTED. TIMELINESS AND SIGNATURE REQUIREMENTS MAY NOT BE

WAIVED.

Proposal Receipt The City will date- and time-stamp each sealed package and secure it until the designated opening. A proposal is received only when it is in the City’s possession at the stated location. The proposer bears all delivery risk, including courier delay, misrouting, weather, security screening, or delivery to another City office.

Proposal Opening Proposals will not be opened before the time stated in the public notice. The City will prepare a record identifying the solicitation and each proposer. Pricing and proposal content will be handled in accordance with the City’s purchasing policy and applicable public records law.

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Questions Regarding the Solicitation Telephone calls regarding this solicitation will not be accepted. Questions, requests for clarification, and requests for interpretation must be emailed to purchasing@mableton.gov by the deadline in the procurement schedule and must identify RFP 27-06 in the subject line. Only written addenda issued by the Procurement Division may modify this RFP.

GPR CONTROLS: All solicitation notices, clarifications, corrections, and addenda will be posted on the Georgia Procurement Registry. Each proposer must monitor the GPR before submitting a proposal.

Proposal Correction and Withdrawal

Before the deadline: a proposer may submit a clearly labeled corrected proposal that supersedes the earlier submission or may request withdrawal in a signed letter on company letterhead.

After opening: only an obvious clerical error may be considered for correction upon a written request submitted within two (2) business days and supported by clear and convincing evidence. Other modifications are not permitted.

Withdrawal after opening: requires a signed written request with documented facts submitted within two (2) business days. The Procurement Official will determine whether withdrawal is allowed under the City’s purchasing policy.

Business License and Vendor Registration A City of Mableton business license is not required at proposal submission. A current license issued by another municipality, county, or state is acceptable for proposal purposes. The successful proposer must satisfy all applicable City registration and licensing requirements before contract execution.

The successful proposer will be required to submit post-selection documents, including a W-9, certificate of insurance, E-Verify affidavit(s), business license documentation, and other compliance documents requested by the City. Vendor information is available at www.mableton.gov under Finance → Procurement → How to Become a Vendor.

Documents Submitted with the Proposal Signed Proposal Letter and Certification.

Technical proposal addressing all required sections.

Copies of required certifications and training records.

Background-check policy documentation confirming use of Cobb County background checks.

At least three references from similar government or secure public facilities.

Completed Exhibit E Cost Schedule and Exhibit F Submission Checklist.

A complete exceptions and assumptions statement.

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PROPOSAL LETTER

The undersigned proposer offers to furnish all labor, supervision, equipment, supplies, documentation, and services required by RFP 27-06 and the proposer’s accepted response. The pricing in Exhibit E will remain firm for the initial contract term and each stated renewal option, subject only to the executed agreement.

The proposer acknowledges review of the RFP, scope of work, addenda, City requirements, and available site information. Every exception, exclusion, assumption, or requested change is stated in a separate exceptions matrix. Silence constitutes acceptance for evaluation purposes, subject to the final negotiated agreement.

This proposal is an offer and will remain valid for one hundred twenty (120) calendar days after the proposal due date. The City may reject any or all proposals, waive nonmaterial irregularities except timeliness and signature requirements, request clarification, conduct interviews, seek a best and final offer, negotiate, cancel or reissue the solicitation, and make an award in the City’s best interest as permitted by policy and law.

Acceptance of this proposal, an evaluation ranking, selection notice, or Notice of Intent to Award does not create a contract or authorize work. A binding agreement exists only after all required approvals, including Mayor and City Council approval when applicable, execution by authorized parties, and issuance of a written Notice to Proceed.

The proposer certifies that the proposal was prepared independently and without collusion, fraud, conflict of interest, or improper communication; that it will comply with applicable law, City ethics and procurement requirements, O.C.G.A. § 13-10-91, required E-Verify affidavits, and the final agreement; and that no public officer or employee has an undisclosed direct financial interest in the proposed contract.

The proposer acknowledges that records submitted to or created for the City may be subject to the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. The proposer will identify any information it believes protected and state the legal basis, but the City will make final disclosure decisions under applicable law.

PROPOSAL SIGNATURE AND CERTIFICATION

(Proposer to sign and return)

I certify that I am authorized to bind the proposer; that the proposal is true and complete to the best of my knowledge; and that the proposer acknowledges all issued addenda and will comply with the solicitation and final executed agreement.

Authorized Signature

Date

Printed Name / Title

Legal Company Name

Primary Contact Email

Addenda Acknowledged (Nos.)

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Table of Contents Contents Page

RFP Overview and Procurement Schedule 1

Project Overview, Locations, and Service Schedule 2

Proposal Submission Requirements 3

Questions, GPR, Vendor Registration, and Proposal Administration 4

Proposal Letter and Certification 5

Section 1: Purpose and Background 7

Section 2: Program Goals and Contract Governance 7

Section 3: Scope of Services 8

Section 4: Deliverables, Standards, and Acceptance 11

Section 5: Schedule and Contract Term 12

Section 6: Proposal Format and Submission Requirements 13

Section 7: Minimum Qualifications and Responsibility 13

Section 8: Evaluation and Selection 14

Section 9: Contract and Compliance Requirements 15

Section 10: Reservations, Public Records, and Protests 16

Procurement Schedule and Exhibit Submission Timing 18

Exhibit A: E-Verify Contractor Affidavit 19

Exhibit B: E-Verify Subcontractor Affidavit (If Applicable) 20

Exhibit C: Non-Collusion Affidavit 21

Exhibit D: Drug-Free Workplace Certification 22

Exhibit E: Cost Schedule 23

Exhibit F: Submission Checklist 25

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City of Mableton

City of Mableton Janitorial Services RFP No. 27-06

Section 1: Purpose and Background

1.1 Purpose

The purpose of this RFP is to select one responsible and responsive contractor to provide recurring and as-needed janitorial services for approximately 11,630 square feet across three City facilities. The contractor will furnish trained labor, supervision, cleaning equipment, chemicals, disinfectants, tools, trash liners, personal protective equipment, quality-control documentation, and responsive corrective service.

1.2 Background

The facilities include public-facing administrative offices and the Municipal Court. The Court contains holding cells, restricted corridors, secure work areas, and sensitive records. The successful contractor must integrate cleaning performance with controlled access, confidentiality, employee screening, identification badges, and City security protocols.

The City seeks consistent service delivery, stable staffing, proactive supervision, measurable quality assurance, and transparent pricing. The resulting contract will be administered as a performance-based service agreement; recurring deficiencies, unauthorized personnel changes, access violations, or failure to meet correction deadlines may result in deductions, corrective action, suspension of access, or termination under the executed agreement.

Section 2: Program Goals and Contract Governance

2.1 Goals

Maintain clean, sanitary, safe, and professional facilities every business day.

Protect secure areas, City property, records, keys, access credentials, and confidential information.

Provide qualified, screened, identifiable, and properly trained personnel with dependable backup coverage.

Use documented inspections, service logs, and rapid correction to prevent recurring deficiencies.

Deliver best value through complete, transparent pricing and efficient methods without reducing service quality.

2.2 Roles and Responsibilities

Role Primary Responsibilities

Procurement Division Controls solicitation communications, addenda, evaluation records, negotiations, contract changes, and award administration.

City Contract Administrator Coordinates schedules and access; performs or assigns inspections; documents performance; verifies invoices; directs corrective action.

Municipal Court Representative

Coordinates authorized access to holding cells and restricted Court areas; identifies security restrictions and facility-specific requirements.

Contractor Account Manager Serves as the single accountable point of contact for staffing, supervision, training, quality control, incident response, reporting, and invoicing.

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Role Primary Responsibilities

On-Site Supervisor Verifies attendance and task completion; performs inspections; resolves deficiencies;

maintains service logs; reports access or safety issues immediately.

CONTRACT CONTROL: Contractor personnel may receive directions only from the City’s authorized Contract Administrator or designee. No change in scope, price, staffing requirement, or schedule is valid unless authorized in writing under the executed agreement.

Section 3: Scope of Services The scope establishes minimum performance requirements. Proposers may recommend methods that improve efficiency, safety, or quality, but every deviation, exclusion, and assumption must be clearly identified. The City may adjust sequencing, facility access, or individual tasks through the executed contract without waiving minimum standards.

3.1 Locations and Conditions

Facility Minimum Coverage

Municipal Court – Suite 30 All public, staff, restroom, courtroom, lobby, waiting, conference, entrance, secure corridor, holding-cell, and other City-authorized areas.

Administrative Offices – Suite 20 Offices, cubicles, conference rooms, breakroom, restrooms, hallways, public counters, and common areas.

City Administrative Offices – Suite

Executive and staff offices, reception, conference rooms, breakroom, restrooms, and shared common areas.

3.2 General Requirements

Provide all labor, supervision, transportation, equipment, cleaning chemicals, disinfectants, tools, trash liners, and PPE necessary to perform the services. Restroom consumables may be City-provided at the City’s discretion and must be priced as an alternate in Exhibit E.

Perform recurring cleaning five days per week, Monday through Friday, after 6:00 PM unless the City approves another schedule in writing.

Use commercial-grade products appropriate for each surface; maintain Safety Data Sheets (SDS) on site or immediately accessible; and follow manufacturer dilution, labeling, storage, and disposal instructions.

Use color-coded or otherwise controlled cleaning tools to prevent restroom, breakroom, holding-cell, and general-area cross-contamination.

Do not handle, move, open, review, photograph, or disturb desks, papers, files, evidence, computer equipment, or sensitive materials. Clean only accessible surfaces authorized by the City.

Report damage, leaks, pests, safety hazards, unsecured doors, lost keys/badges, suspicious activity, and other incidents immediately to the City’s designated contact.

Maintain sufficient staffing and backup personnel to complete every scheduled service despite absence, turnover, or emergency.

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3.3 Daily Cleaning Services

Area Minimum Daily Requirement

General and Public Areas Empty trash and recycling; replace liners; dust and wipe accessible surfaces; disinfect high-touch points; vacuum carpets; mop hard floors; spot-clean walls, interior glass, doors, and entry surfaces; leave areas orderly.

Restrooms Clean and disinfect toilets, urinals, sinks, counters, partitions, mirrors, dispensers, fixtures, and touchpoints; restock available soap, paper towels, and toilet tissue; empty receptacles; mop floors with approved disinfectant; report plumbing issues.

Breakrooms Clean and disinfect counters, sinks, tables, cabinet exteriors, and appliance exteriors; remove trash; spot-clean floors and touchpoints. Do not wash personal dishes or clean appliance interiors unless directed.

Courtroom / Offices Vacuum or mop floors; empty waste; clean accessible public counters, furniture, touchpoints, and authorized surfaces; preserve room setup; do not disturb records, evidence, or desk materials.

Holding Cells / Secure Areas When access is authorized, clean and disinfect floors, benches, fixtures, doors, and touchpoints;

use dedicated tools; follow escort and access procedures; immediately report sharps, blood/body-fluid contamination, contraband, damage, or unsafe conditions.

Entrances and Interior Glass Remove fingerprints, smudges, debris, and visible soil from entrance doors, sidelights, vestibules, lobby glass, and reachable interior glass.

3.4 Weekly, Monthly, Quarterly, and As-Needed Services

Frequency Minimum Requirement

Weekly Detail dust baseboards and reachable ledges; clean interior glass beyond daily spot cleaning;

sanitize shared equipment surfaces authorized by the City; detail edges and corners; spot extract carpets as needed.

Monthly Dust vents and high surfaces; perform high dusting; detail doors, frames, wall marks, corners, and floor edges; deep-clean hard flooring and carpeted areas using surface appropriate methods.

Quarterly / As Requested

Strip and recoat resilient floors; shampoo or extract carpets; deep-clean interior or exterior glass;

perform one-time or seasonal deep cleaning. These services require written authorization unless expressly included in the accepted base price.

Emergency / Event Related

Provide responsive cleaning for spills, unplanned events, special meetings, facility incidents, or other City directed needs. The proposer must state response time, minimum call-out, and unit rates in Exhibit E.

3.5 Supplies and Equipment

Maintain equipment in safe, sanitary, and serviceable condition; use HEPA filtration where appropriate and non-damaging floor care equipment suitable for each surface.

Store products only in locations approved by the City. All containers must be labeled. No product may be left in a public, unlocked, or unauthorized area.

Use low-odor, non-abrasive, and environmentally responsible products where practicable, provided performance and disinfection requirements are met.

Do not use City equipment or supplies without prior written authorization.

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Trash liners, cleaning chemicals, disinfectants, tools, equipment, PPE, and related operating supplies are included in the base price. Restroom paper products and soap must be identified as included, excluded, or alternately priced.

3.6 Staffing and Supervision

Assign an experienced account manager and on-site supervisor with authority to correct service problems and communicate with the City.

Provide a current roster of all proposed and backup personnel before access is granted. Substitutions require advance notice and completion of all screening and training requirements.

Ensure personnel wear clean uniforms or professional work attire and a visible company identification badge at all times in City facilities.

Maintain time and attendance records and provide them to the City upon request. Staffing hours represented in the proposal must be sufficient to perform the work; payment is for accepted performance, not merely hours present.

Do not subcontract any portion of the work without prior written City approval. The prime contractor remains fully responsible for all subcontractor acts, omissions, screening, training, and performance.

3.7 Background Checks, Security, and Access Control

COBB COUNTY BACKGROUND CHECKS REQUIRED: Only Cobb County background checks will be accepted for personnel assigned to this contract unless the City provides a written exception. Background-check policy documentation must be submitted with the proposal. Individual personnel may not receive access until the City accepts the required evidence through a secure process.

All assigned and backup personnel must pass the required criminal background screening and comply with City and Court security requirements before beginning work.

Disqualifying history may include felony convictions involving violence, theft, fraud, drug trafficking, crimes involving moral turpitude, or other conduct the City determines presents a security or integrity risk, subject to applicable law.

The City may deny or revoke access for any individual. The contractor must provide an approved replacement without service interruption or additional cost.

Keys, badges, alarm codes, and access credentials remain City property; may not be duplicated, transferred, photographed, or shared; and must be returned immediately upon request or separation.

Personnel may enter secure or restricted areas only at approved times and under required escort or access protocols. Doors may not be propped open, and unauthorized persons may not accompany contractor staff.

Any lost credential, unauthorized access, security breach, or suspected confidentiality incident must be reported immediately and documented in writing before the next business day.

3.8 Training and Certifications

The contractor must maintain current training records for assigned personnel and submit representative or required records with the proposal. Personnel assigned after award must complete the applicable training before access.

Status Training / Certification

Required OSHA 10-Hour General Industry Training

Required Hazard Communication (HAZCOM), chemical handling, labeling, and SDS training

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Status Training / Certification

Required Infection-control and sanitation procedures; bloodborne-pathogen awareness when duties may involve potential exposure

Required as Applicable Security awareness / CJIS-related training required by the City for the access level assigned

Preferred ISSA Cleaning Industry Management Standard (CIMS), Certified Cleaning Professional (CCP), or equivalent industry certification

3.9 Safety, Exposure, and Prohibited Handling

Comply with applicable OSHA requirements, product labels, SDS instructions, exposure-control procedures, and City safety rules.

Do not handle needles, sharps, evidence, contraband, unknown chemicals, regulated medical waste, blood or body-fluid contamination, or other hazardous material unless the City expressly authorizes the task and trained personnel use an approved procedure.

Secure the affected area and notify the City immediately when a prohibited or hazardous condition is found.

Post wet-floor or other warnings, control cords and equipment, and maintain safe pedestrian access during cleaning.

The contractor is responsible for damage caused by improper products, methods, equipment, or personnel and must report damage immediately.

3.10 Quality Assurance and Corrective Action

Maintain a written quality-assurance program with task checklists, supervisor inspections, deficiency tracking, and trend analysis.

Complete and retain a service log for each location and each service day, identifying personnel, arrival/departure, completed tasks, exceptions, incidents, and supervisor review.

Permit City inspections at any time. Contractor inspections do not replace City acceptance.

Correct routine deficiencies within twenty-four (24) hours, consistent with the Scope of Work. Critical security, health, or safety issues require immediate notice and correction or containment within the City-directed timeframe.

Provide a written corrective-action plan within two (2) business days when deficiencies recur or the City requests one.

The City may apply service credits or withhold payment for unperformed, deficient, or unauthorized services as established in the final agreement.

3.11 Emergency and Event-Related Services

The contractor must identify a 24-hour contact and proposed response times. Emergency or event work requires City authorization except where immediate action is necessary to prevent imminent harm and the City has directed the contractor to act. Rates, minimum charges, and after-hours/weekend/holiday differentials must be disclosed in Exhibit E; undisclosed surcharges will not be allowed.

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Section 4: Deliverables, Standards, and Acceptance

4.1 Required Deliverables

Deliverable Minimum Content / Standard

Mobilization Plan Due within ten (10) business days after Notice of Intent to Award or as directed: staffing, supervision, schedules, equipment, products/SDS, access procedures, emergency contacts, and transition risks.

Personnel Compliance Package Roster, proof of required Cobb County background checks through the City-approved secure process, training records, identification-badge plan, and approved subcontractor information before facility access.

Daily Service Logs Location, date, personnel, time in/out, completed tasks, exceptions, incidents, and supervisor verification.

Quality-Control Reports Inspection results, deficiencies, corrections, trends, complaints, and preventive actions; submitted at least monthly and upon City request.

Incident Reports Immediate oral notice and written report before the next business day for injury, damage, lost keys/badges, access breach, suspected theft, confidentiality event, hazardous condition, or security concern.

Monthly Invoice Package Separate charges by facility and service type; recurring and authorized additional services; service dates; credits; supporting records; current and cumulative contract amount.

Closeout Package Return of keys, badges, credentials, City property, records, and supplies; final service report; open deficiency resolution; and transition assistance.

4.2 Performance and Acceptance Standards

Priority Example Correction Standard

Critical Security breach, unsecured restricted area, hazardous condition, or significant sanitation risk

Immediate notice; make safe or contain at once; correct within City directed time

Urgent Missed restroom, holding-cell, public-area, or scheduled facility service affecting operations

Same shift when feasible or within four (4) hours of notice

Routine Isolated cleaning deficiency not affecting immediate health, safety, or operations

Within twenty-four (24) hours

Recurring Same or similar deficiency repeated after correction Written root-cause and corrective-action plan within two (2) business days

Acceptance means the City has determined that the service or deliverable materially conforms to the contract. Inspection, use, payment, or failure to identify a latent defect does not waive the City’s rights. The executed agreement will establish service credits, cure rights, and remedies.

Section 5: Schedule and Contract Term

5.1 Anticipated Term

The anticipated initial term is one (1) year from the effective date stated in the executed agreement, with up to four (4) additional one-year renewal options. Each renewal requires a written agreement executed by authorized City and contractor representatives and is subject to satisfactory performance, continued need, available funding, lawful appropriations, and City approval. No renewal is automatic.

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5.2 Notice to Proceed and Mobilization

No work may begin until the agreement is fully executed, required insurance and compliance documents are accepted, required approvals are complete, and the City issues a written Notice to Proceed. The contractor must be fully mobilized by the date stated in the Notice to Proceed.

5.3 Pricing During Renewal Terms

Proposers must state firm prices for the initial term and each renewal option in Exhibit E. The City is not obligated to accept a renewal price or exercise any option. Any price change outside the accepted schedule requires advance written approval and a contract amendment; invoices may not include undisclosed fees, fuel surcharges, administrative charges, or escalation.

Section 6: Proposal Format and Submission Requirements Proposals should be clear, concise, indexed, and directly responsive. Marketing material not tied to an evaluation criterion may be omitted. The technical proposal and cost proposal may be contained on the same USB drive but should be organized as separate files or clearly separated sections.

Proposal Section Required Content Suggested Limit

1. Cover Letter Legal name, address, authorized signer, primary contact, proposal validity, addenda acknowledgment, and statement of acceptance or exceptions.

2 pages

2. Executive Summary Understanding of the City’s facilities, security needs, service risks, proposed outcomes, and distinguishing value.

2 pages

3. Firm Qualifications Years in business; ownership; office locations; governmental janitorial experience;

licenses; financial and operational capacity; claims or termination disclosures.

5 pages

4. Relevant Experience and References

At least three comparable government or secure public-facility contracts, including client, scope, size, term, value, contact, and performance results.

6 pages

5. Staffing and Supervision Organization chart; account manager; supervisor; staffing plan by location and shift;

estimated labor hours; backup coverage; recruitment and retention; subcontractors.

8 pages

6. Technical Approach Task methods by facility and frequency; products/equipment; court and holding-cell protocols; access control; safety; emergency response; transition plan.

12 pages

7. Quality Assurance Inspection process, service logs, metrics, complaint handling, 24-hour corrections, recurring-deficiency controls, and sample forms.

6 pages

8. Security, Screening, and Training

Cobb County background-check policy; badge/access controls; confidentiality; required training records; CJIS/security approach as applicable.

6 pages

9. Cost Proposal Completed Exhibit E, including base monthly/annual price by location, renewal pricing, unit rates, alternates, response times, and all assumptions.

Exhibit E

10. Forms and Exceptions Signed proposal certification, Exhibit F checklist, exceptions matrix, conflicts, assumptions, exclusions, and requested City forms.

As needed

6.1 Exceptions

List every exception to the RFP or anticipated contract by section number, explain the reason, and provide proposed replacement language. Silence constitutes acceptance for evaluation purposes. The City is not obligated to accept an exception, and material exceptions may render a proposal non-responsive.

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6.2 Confidential Information

Do not mark an entire proposal confidential. Identify only specific information believed protected, segregate it where practicable, and cite the legal basis. The City will determine disclosure obligations under applicable law and does not guarantee confidentiality merely because a proposer requests it.

Section 7: Minimum Qualifications and Responsibility To be considered responsible, a proposer must demonstrate at minimum:

At least five (5) years of recent experience providing commercial janitorial services of comparable size and complexity.

At least three (3) references from government, court, public safety, or other secure public facilities.

Capacity to staff all locations five days per week and provide trained backup personnel without interruption.

An experienced account manager and on-site supervisor with authority to resolve performance issues.

A documented quality-assurance program, incident reporting process, and 24-hour routine deficiency correction capability.

A Cobb County background-check policy and ability to submit acceptable screening evidence before personnel access.

Required OSHA 10-Hour General Industry, HAZCOM, chemical/SDS, sanitation/infection-control, and applicable security/CJIS related training.

Ability to obtain and maintain all required insurance, E-Verify participation, business registrations, and licenses.

No unmitigated organizational conflict of interest, debarment, suspension, or material performance conditions that prevents successful completion.

Financial, operational, and managerial capacity to perform throughout the initial term and any renewal exercised by the City.

The City may verify responsibility through references, financial information, insurance capacity, staffing availability, current workload, claims or litigation history, licenses, debarment status, background-check procedures, and other reasonable documentation. Failure to provide requested information may result in a finding of non-responsibility.

Section 8: Evaluation and Selection

8.1 Evaluation Criteria

Evaluation Criterion Evaluation Focus Points

Technical approach and service plan Completeness, facility specific methods, service frequencies, after hours plan, supplies/equipment, safety, emergency response, and implementability.

Firm qualifications and relevant experience

Comparable government and secure facility performance, references, capacity, reliability, and demonstrated results.

Key personnel, staffing, and supervision Qualifications, labor plan, estimated hours, continuity, backup coverage, retention, and accountability.

Security, background screening, and training

Cobb County screening process, access controls, confidentiality, required training, incident reporting, and Court readiness.

Quality assurance and performance management

Inspection program, logs, metrics, complaint response, 24-hour correction, prevention of recurring deficiencies, and sample tools.

Cost and overall value Completeness, price reasonableness, base and renewal cost, labor mix, unit rates, assumptions, risk, and total value.

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Evaluation Criterion Evaluation Focus Points

Mableton local vendor preference, if applicable

Three percent or equivalent evaluation preference under the City Purchasing Policy, subject to policy eligibility and exceptions.

TOTAL POSSIBLE SCORE: 100

If the local vendor preference is inapplicable or exempt under the City Purchasing Policy, the three (3) points will be added to Cost and Overall Value so the total remains 100 points.

8.2 Evaluation Process

The City will review each submission for timeliness, signature, responsiveness, and proposer responsibility. Late, materially incomplete, conditioned, unsigned, or non-responsive proposals may be disqualified.

An evaluation committee may independently score responsive proposals using the published criteria and may develop a consensus ranking.

The City may request clarifications, verify information, conduct reference checks, visit current service sites, interview proposers, request presentations, and invite best and final offers (BAFOs).

The City may negotiate scope, price, staffing, schedules, service levels, and contract terms with the highest-ranked proposer. If agreement is not reached, the City may end negotiations and proceed to another proposer.

Selection, ranking, recommendation, or NOIA does not create a contract. Work may begin only after required approvals, full execution, compliance review, and written Notice to Proceed.

8.3 Best Value

Award, if made, will be to the responsible and responsive proposer whose proposal provides the best value under the published criteria. Lowest price will not necessarily receive the award. The City may consider cost realism, proposed staffing, transition risk, service coverage, performance history, security controls, and the likelihood of successful performance.

Section 9: Contract and Compliance Requirements

9.1 City Agreement and Order of Precedence

The selected proposer must execute the City’s service agreement or another form approved by the City. The final agreement will include the accepted scope, service schedule, pricing, performance standards, insurance, compliance documents, remedies, and negotiated terms. In the event of conflict, the order of precedence stated in the executed agreement will control.

9.2 Legal and Regulatory Compliance

Comply with all applicable federal, state, and local laws, regulations, ordinances, codes, licensing requirements, and lawful City policies.

Maintain E-Verify participation and submit contractor and subcontractor affidavits required by O.C.G.A.

§ 13-10-91.

Comply with applicable OSHA requirements, hazard communication, SDS, product labeling, PPE, and workplace safety obligations.

Maintain a workplace free from unlawful discrimination, harassment, controlled substances, and procurement-integrity violations.

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Promptly disclose actual or potential conflicts of interest and avoid gratuities, improper influence, unauthorized communications, and activities impairing independent performance.

9.3 Insurance and Bonding

Coverage Minimum Requirement

Commercial General Liability $1,000,000 each occurrence / $2,000,000 general aggregate

Automobile Liability $1,000,000 combined single limit for owned, hired, and non-owned vehicles

Workers’ Compensation Statutory Georgia limits; Employers’ Liability not less than $500,000 each accident, disease-policy limit, and disease-each employee

Crime / Fidelity / Janitorial Bond Not less than $100,000, or another amount stated in the final agreement, covering theft or dishonest acts by contractor personnel

Additional Insured / Endorsements City and its officials, officers, employees, and agents as additional insureds on applicable liability policies; primary/noncontributory and waiver provisions as required by the agreement

Proof of insurance is required only from the successful proposer before contract execution. Final limits and endorsements will be confirmed in the agreement. Insurance does not limit contractor obligations or liability.

9.4 Indemnification and Damage

The final agreement will require the contractor to be responsible for its acts and omissions and those of its employees, agents, and approved subcontractors, including damage to City property, loss of keys or credentials, security incidents, injury, and improper product or equipment use, subject to negotiated terms and applicable law.

9.5 Records, Audit, and Open Records

The contractor must maintain complete staffing, attendance, screening, training, service, inspection, incident, subcontract, invoice, and cost records for the period stated in the agreement and make them available for authorized City review or audit. Records provided to or held by the City may be subject to the Georgia Open Records Act.

9.6 Invoicing and Payment

Invoices must be submitted monthly in arrears and separately identify recurring charges by location, approved additional services, service dates, unit rates, credits, and supporting documentation. The City may withhold disputed or unsupported amounts. Final payment is conditioned on accepted performance and complete closeout. No invoice may be submitted before a purchase order or other written authorization is issued.

9.7 Confidentiality, Keys, and City Property

Contractor personnel must protect nonpublic information observed during performance and may not access, use, copy, disclose, photograph, or remove City records or property. Keys, badges, codes, equipment, and other City property must be safeguarded and returned on demand. These obligations survive contract expiration or termination.

9.8 Termination, Non-Appropriation, and Transition

The final agreement will include termination rights, cure procedures, non-appropriation protections, and transition obligations. Upon expiration or termination, the contractor must cooperate in an orderly transition, return City property, provide required records, and avoid service interruption.

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Section 10: Reservations, Public Records, and Protests

10.1 City Reservations

Reject any or all proposals in whole or in part;

Waive nonmaterial irregularities that do not affect price or competition, except timeliness and signature requirements;

Request clarification, verify information, conduct discussions, interviews, reference checks, or BAFOs.

Negotiate scope, staffing, schedule, price, service levels, and contract terms;

Reduce, expand, phase, defer, or cancel the scope; make no award; or reissue the solicitation;

Determine proposer responsiveness and responsibility and select the proposal providing best value; and Make multiple or partial awards if stated by addendum and determined to be in the City’s best interest.

Proposers bear all costs of proposal preparation, delivery, interviews, demonstrations, negotiations, and due diligence. The City incurs no liability for those costs.

10.2 Public Records

Procurement records are subject to the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq., and the City Purchasing Policy. Proposers must not assume that proposal content will remain confidential. The City will make final disclosure decisions and may require the proposer to support any claimed exemption.

10.3 Protests

A bidder or proposer aggrieved in connection with this solicitation may file a written protest with the City’s Finance Director. The protest must state the specific factual and legal grounds, identify the procurement action challenged, include supporting documents, and request a specific remedy.

The protest must be submitted within seven (7) calendar days after the date the protester knew or should have known the facts giving rise to the protest, unless the City’s notice states an earlier controlling deadline permitted by policy.

The Finance Director will issue a written decision as soon as practical. The decision may be appealed in writing to the City Council within seven (7) calendar days after the Finance Director’s written decision.

A timely protest stays the procurement until the final administrative decision, unless the Mayor makes a written determination that proceeding without delay is necessary to protect substantial City interests.

The adopted City Purchasing Policy controls if this summary conflicts with the policy.

10.4 No Obligation Until Execution

No oral statement, proposal acceptance, evaluation ranking, selection notice, NOIA, negotiation, purchase request, or draft agreement binds the City. A binding obligation exists only after required approvals, execution by authorized parties, satisfaction of all conditions, availability and appropriation of funds, and issuance of written authorization or Notice to Proceed.

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Procurement Schedule of Events

RFP Event Information Date Time

RFP Issued 08.25.26 4:00 PM EST

Pre-Proposal Conference / Site Visit 09.02.2026 10:30 AM EST

Questions Due 09.09.2026 4:00 PM EST

Addendum Issued (if any) 9.16.2026 4:00 PM EST

Proposals Due 09.25.2026 4:00 PM EST

Evaluation Deadline 10.07.2026 4:00 PM EST

Interviews / BAFO, if requested TBD TBD

Notice of Intent to Award (NOIA) TBD TBD

Mayor and Council Consideration TBD TBD

EXHIBIT SUBMISSION TIMING: Exhibits A through D and post-award compliance documents are required only from the successful proposer within three (3) business days after the City’s Notice of Intent to Award or award notification, unless otherwise directed. Exhibit E (Cost Schedule) and Exhibit F (Submission Checklist) must be submitted with the proposal.

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EXHIBIT A

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

CONTRACTOR AFFIDAVIT - O.C.G.A. § 13-10-91(b)(1)

Project: RFP 27-06 - Janitorial Services

By executing this affidavit, the undersigned contractor verifies compliance with O.C.G.A. § 13-10-91 and states affirmatively that the individual, firm, or corporation has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with applicable provisions and deadlines. The contractor will continue to use the program throughout the contract period and will contract for the physical performance of services only with subcontractors that provide the affidavits required by law.

E-Verify Company Identification Number

Date of Authorization

Legal Name of Contractor

City of Mableton (Public Employer)

Signature of Authorized Officer or Agent

Date

Printed Name

Title

NOTARY ACKNOWLEDGMENT

SUBSCRIBED AND SWORN BEFORE ME ON THIS ____ DAY OF ____________________, 20____.

Notary Public Signature

[NOTARY SEAL]

Printed Name of Notary

My Commission Expires

The contractor must obtain and maintain required affidavits from every subcontractor before the subcontractor begins physical performance of services and must provide copies to the City as required by law and the contract.

End of Exhibit A

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EXHIBIT B

SUBCONTRACTOR AFFIDAVIT

O.C.G.A. § 13-10-91(b)(3) - IF APPLICABLE

By executing this affidavit, the undersigned subcontractor verifies compliance with O.C.G.A. § 13-10-91 and states affirmatively that the individual, firm, or corporation engaged in the physical performance of services under a contract with the prime contractor on behalf of the City of Mableton has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program. The subcontractor will continue to use the program throughout the contract period and will obtain required affidavits from any sub-subcontractor before physical performance begins.

Federal Work Authorization User Identification Number

Date of Authorization

Name of Subcontractor

Name of Prime Contractor

Signature of Authorized Officer or Agent

Date

Printed Name

Title

NOTARY ACKNOWLEDGMENT

SUBSCRIBED AND SWORN BEFORE ME ON THIS ____ DAY OF ____________________, 20____.

Notary Public Signature

[NOTARY SEAL]

Printed Name of Notary

My Commission Expires

This exhibit is required only if the successful proposer uses an approved subcontractor to perform physical services under the City contract.

End of Exhibit B

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EXHIBIT C

NON-COLLUSION AFFIDAVIT

The undersigned proposer or authorized agent, being duly sworn, states that neither the proposer nor any member, representative, employee, or agent of the proposer has entered…