City-of-Wheaton-26-105 Janitorial-Services-Final.pdf

NOTICE TO BIDDERS

REQUEST FOR PROPOSAL #26-105 CITY OF WHEATON JANITORIAL SERVICES

Notice to Bidders

Issue Date: June 30, 2026

MANDATORY PRE-BID MEETING/SITE VISIT

There will be a mandatory pre-proposal meeting followed by a site visit held on July 14, 2026, at 9:00 am (CST) at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. Attendance is required at the mandatory pre-proposal meeting for those wishing to submit a proposal. The City will not accept proposals from Vendors that did not attend and sign-in at the mandatory pre-proposal meeting. This will be the only site visit offered.

Last Date for Questions: No later than July 16, 2026 at 11:00 am (CST)

Due Date: No later than July 21, 2026 no later than 11:00 am (CST)

Prevailing Wages: Prevailing Wage Act (820 ILCS 130/1-12) ☐ DOES APPLY ☒ DOES NOT APPLY

To be considered responsive, the following documents shall be included with your submittal:

Cost Proposal Form (Exhibit D) Notice of Deviations Form (Exhibit E) References Form (Exhibit F) Listing of Subcontractors, Consultants and Agents Form (Exhibit G) Vendor Certification Form (Exhibit H) Vendor Information Reporting Form (Exhibit I) W-9 Form

Return submittal to: City of Wheaton Procurement Services 303 W. Wesley Street Wheaton, IL 60187 Attn: Tony Sperkowski, Procurement Officer

The successful Vendor will be required to submit the following additional documents:

• Certificate of Insurance with signed endorsements

• Performance and Janitorial Fidelity Bonds

• Signed Agreement (Exhibit B)

EXHIBIT A

RFP #26-105 JANITORIAL SERVICES

Scope of Services

The City of Wheaton (“City”) is accepting competitive sealed proposals for Janitorial Services for City Facilities. The Vendor shall be responsible for daily cleaning as well as scheduled seasonal cleaning.

There will be a mandatory pre-bid meeting followed by a site visit which will be held on July 14, 2026, at 9:00 am. in City Council Chambers at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. This will be the only site visit offered.

Illinois Prevailing Wage Act (820 ILCS 130/1-12). ☐ DOES APPLY ☒ DOES NOT APPLY

The contract term shall begin upon the execution of the contract and shall continue its initial term for one (1) year. The City The initial term of the contract will be effective September 1, 2026, through August 31, 2027. The City may elect to extend the term of the contract for two (2) additional one-year terms. The City intends to award the contract to one (1) Vendor; however, the City reserves the right to award multiple Vendors if deemed in the best interest of the City.

The Vendor shall meet the minimum following qualifications:

• Be a full-time, commercially licensed and insured janitorial service provider.

• Minimum of five (5) years’ experience in cleaning and janitorial maintenance at municipal operations.

• Able to provide services for all City facilities listed in the Scope of Services.

• Supervisory personnel must be a competent, English-speaking individual(s) able to communicate with their staff and act as a liaison between his/her firm and City staff; and be authorized by the Vendor to accept and act upon all directives issued by the Facilities Manager or his designee.

• The Contractor shall provide references from at least three (3) commercial facilities and/or municipalities for which work has been completed in the past 12 months. References shall be indicated on the included Reference form.

The Contractor may not sub-contract any part of the cleaning services without prior approval from the Facilities Manager or his designee.

All work shall be conducted with the utmost concern for the safety of the workers, City employees and the public, in such manner as to cause the least possible interference. Vendors shall comply with all OSHA and other Federal and State safety standards/laws. Vendor shall provide all barricades, warning signs, and other safeguards to protect its personnel, City employees and the public from hazardous situations arising out of the performance of the work. Any practice obviously hazardous in the opinion of the Facilities Manager or his designer shall be immediately discontinued by the Vendor upon receipt of either written or oral notice to discontinue such practice.

Cleaning Products and Chemicals The vendor shall provide training to each employee in the appropriate safety practices in handling chemicals. Any damage or loss caused by the Vendor’s employees shall be the responsibility of the Vendor to correct to the satisfaction of the City of Wheaton, at no expense to the City of Wheaton.

INTRODUCTION

MANDATORY PRE-BID MEETING

PREVAILING WAGE ACT

TERM OF CONTRACT

VENDOR MINIMUM QUALIFICATIONS

SAFETY AND SECURITY

Scope of Services

Security and Access The Vendor shall be working in several areas which have limited access. All such areas shall always be maintained in a secure condition, and these areas shall be locked immediately upon completing the required work. The Vendor and his/her employees will receive keys that will enable them to gain access to all storage and areas of responsibility to perform the required work. Any lost keys shall be reported immediately to the Facilities Manager or his designee. Any breach of security or substantial loss of protection caused by the lost keys may, at the City’s discretion, result in charges for labor and materials to rekey the building or buildings to re-establish security.

Due to meetings or other scheduled activities, the Vendor may have to revise his/her normal working schedule. All activities of the Vendor shall be coordinated through the Facilities Manager or his designee. In various meeting rooms and conference rooms, the daily janitorial services cannot be completed until completion of the meeting. The Vendor's operations shall not interfere with the conduct of these meetings, and all required janitorial services shall be provided regardless of the duration of the meeting.

Background Checks Due to the presence of sensitive information within the City departments, the City will be conducting criminal background checks and fingerprinting of all persons designated by the Vendor to provide services outlined by this contract. The city may deny access to such facilities to any person without disclosure of reason to the Vendor. The Vendor shall identify the number of crews assigned to the City contract.

CJIS Training All employees assigned to the police department shall successfully complete Criminal Justice Information Security (CJIS) training prior to providing unescorted janitorial services. CJIS training will be provided by the City upon the successful completion of a criminal background check.

Employee Identification The Vendor shall furnish, and each employee shall display identification while on City premises. The employees assigned to the Police Station by the Vendor will remain consistent and will not rotate from week to week. On the initial visit to the Police Station, each employee shall provide a government issued photo ID to a police designee. The police reserve the right to reject any employee from the premises.

SCOPE OF SERVICES

The Vendor shall become fully acquainted with the nature of the work, the areas at which work is to be accomplished, and the conditions affecting the cost and performance of the equipment necessary to complete the cleaning and janitorial service in an acceptable manner in accord with these specifications. The Vendor shall provide those general janitorial services defined in this section at all locations covered under this agreement.

Clean:

“Clean” means that all designated areas, surfaces, fixtures, and equipment have been serviced such that they are free of visible dirt, dust, debris, litter, spills, residues, stains, smudges, cobwebs, and other foreign materials. A cleaned area shall present a sanitary, orderly, and well-maintained appearance consistent with professional custodial standards. Tasks associated with cleaning include, but are not limited to sweeping, mopping, vacuuming, removing trash and recycling, wiping and disinfecting surfaces, cleaning glass, spot cleaning walls and doors, dusting, restocking restroom supplies, and performing any other actions necessary to ensure the area meets the cleanliness standard described above.

The agreement under which these contractual services are to be provided will be under the direct supervision of the Facilities Manager or his designee. Any alterations or modifications to the work performed under this agreement shall be

Scope of Services made only by written agreement between the Vendor and the City and shall be made prior to commencement of the altered or modified work. No claims for any extra work or materials shall be allowed unless covered by written agreement.

The contractor shall be responsible for daily cleaning as well as scheduled seasonal cleaning for the following City Facilities

Facility Location Viny l Sq.

Ft

Cerami c Sq.

Ft.

Carpet Sq.

Ft.

Daily Cleaning

Supplemental Cleaning

City Hall basement 303 W. Wesley St 1,856 792 744 Yes City Hall 1st floor 303 W. Wesley St 420 1062 4,432 Yes City Hall 2nd floor 303 W. Wesley St NA 1,721 6,023 Yes City Hall Annex 303 W. Wesley St 975 1,008 1,096 Yes Police Department 900 W. Liberty Dr 908 3,040 6,561 Yes Fire Department #1 (38) 1 Fapp Circle NA 967 5,568 No Fire Department #2 (39) 1590 S. President St NA 685 1,374 No Fire Department #3 (37) 1700 N. Main St NA 836 1,524 No

Public Works 821 W. Liberty Dr NA 2,109 2,376 Yes

Water Department Countryside President St

210 S. Reber St 615 Countryside Dr 1586 S President St

3152 NA 341 Yes Weekly Weekly

College Ave Train Station 303 N. President St NA 1,104 NA Yes Downtown Train Station 402 W. Front St NA 2,601 NA Yes Downtown Parking Garage 232 W. Wesley St 171,000 sq. ft. All Concrete

140,836 sq. ft. All Concrete Yes

Cross Street Parking Garage 220 S. Cross St

Quality of service will be evaluated by periodic inspections, Vendor’s ability to minimize service complaints, and ability to complete service requests in a timely manner. Unacceptable quality, identified by the Facilities Manager or his designee, must be rectified within twenty-four (24) hours of notification.

VENDOR REQUIREMENTS

Training Requirements The vendor agrees to provide initial training specific to the following topics at the beginning of this service agreement, and for each new employee when assigned to perform the work covered under this agreement. Vendor shall provide refresher training each year thereafter. All employees assigned by the Vendor should be fully capable, experienced, and trained in the work listed in the Scope of Services.

• The Vendor and all employees assigned by the Vendor shall comply with all OSHA and other Federal and State safety standards/laws including Employee Right to Know Programs.

• The Vendor shall provide evidence that each employee has received satisfactory training in Universal Precautions and safe handling of materials regarding blood borne pathogens and other infectious waste. A letter of compliance shall be provided to the Facilities Manager or his designee within 30 days of the beginning of the contract period and annually thereafter.

Equipment Specific Training Vendor shall provide training for each employee in the safe, proper use of Vendor’s equipment.

Scope of Services

Uniforms and Identification The Vendor and his/her employees shall wear identifying clothing that clearly displays the company name in bold, legible, characters, printed in English. Each employee of the Vendor shall always maintain in his/her possession while they are on the City’s premises, a valid legal form of identification with a photo, issued by a recognized City, State or Federal Agency.

All employees shall have the appropriate protective/safety equipment and clothing necessary to perform tasks safely in compliance with federal and state regulations and product manufactures instructions. Vendor shall ensure that eye protection, hearing protection and foot protection are used when conditions dictate.

Employees

• The Vendor shall provide an adequate amount of personnel and supervision.

• The Vendor shall provide a qualified Foreman to supervise each crew engaged in working under this agreement.

• All cleaning personnel shall have the ability to communicate effectively with City employees and understand oral rules, regulations, and instructions and apply them in a mature professional manner.

CLEANING SUPPLIES

The City shall provide the following cleaning supplies.

• Paper towels.

• Toilet paper.

• Trash liners.

• Toilet seat covers.

• Hand soap.

The Vendor is responsible for providing the following cleaning products, supplies, and equipment to include but not be limited to:

• All power and hand equipment including wiping and dust rags, wet and dry mops, mop buckets and wringers, brooms, brushes, sponges, squeegees, vacuum cleaners, buffing machines, and portable trash containers. HEPA vacuums are required.

The Vendor may from time to time be required to add products to his/her inventory to adequately provide the level of cleanliness required by the contract documents. All products must be approved by the Facilities Manager or his designee prior to use at City facilities. The Vendor shall not use any tools or equipment that the City determines would be unsuitable for the intended purpose, or of improper type or design.

CLEANING EQUIPMENT REQUIREMENTS

Safety Data Sheet (SDS) The Vendor shall deliver to the Facilities Manager or his designee a SDS for each product prior to delivering or using the product at City facilities. Upon receipt of the Facilities Manager’s or his designee’s approval, the Vendor shall file all SDS sheets for all products used and maintained at each site in a properly labeled 3-ring binder and stored in the same area as the products. If at any time a product container label is removed or becomes illegible, it shall be relabeled or removed from the City’s premises.

Mop Head and Towel Maintenance

• Vendor shall wash every mop head, cleaning rag, or towel in hot water with bleach after each use followed by thoroughly rinsing out mop heads, cleaning rags, and towels with fresh water. Each item shall be saturated

Scope of Services completely with fresh water and wrung out thoroughly until the water runs clean from the item.

• The items shall be suspended to air-dry over a sink, basin, or other suitable container.

• The Vendor shall not allow any item to drip on a walkway or floor surface.

The Facilities Manager or his designee reserves the right to reject tattered or unserviceable rags and mop heads or any items that cause odors.

QUALITY REQUIREMENTS

It is the intent of these specifications for the Vendor to provide a high level of janitorial services. The following statements indicate general standards and workmanship to be furnished under this agreement:

A satisfactory and acceptable floor or carpet will not have visible dust, streaks, marks, or dirt, including corners, behind doors or under furniture. All paper clips, staples, etc. shall be picked up. The use of vacuum equipment and/or treated dust mops will be used to keep the floors and stairs clean.

Satisfactory and acceptable wet mopping will present a clean floor free from streaks, smears, and dried dirt. Proper warning signs, in good repair, shall be placed advising of wet or slippery floor conditions.

Satisfactory and acceptable waxing, finishing, and polishing will be accomplished using 3 thin coats of evenly layered wax or finish. Floors will be bright and clean under furniture as well as in traveled areas. Wax, finish, or polish will not be allowed to dry on wall bases, furniture legs, equipment etc.

Carpet Care

• Vendor shall vacuum high traffic carpeted areas daily and vacuum all other areas as often as necessary (but a minimum of two (2) times per week) to maintain the color, the fullness of the knap, and the overall appearance in a like-new condition for as long as possible, normal wear and tear accepted.

• Vendor shall regularly inspect all carpeted areas for spots, stains, discoloration, or visible traffic patterns, and shall act as quickly as possible to remove or correct them.

• Vendor shall use the least aggressive products and techniques to address stains. Any carpet care products or stain removers must be demonstrated for the Facilities Manager or his designee before they are approved for use on City property.

Any damages or loss caused by the Vendor’s employees shall be the responsibility of the Vendor to correct to the satisfaction of the City of Wheaton, at no expense to the City of Wheaton.

Carpet Cleaning The Vendor shall provide all labor, equipment, and materials to perform the carpet cleaning services as requested by the City.

• Carpet cleaning is performed during the Spring or Fall seasons. The Vendor shall contact the Facilities Manager or his designee prior to any work being performed to confirm schedule of specified date and times.

• Carpet cleaning should be scheduled for times that will minimize interfering with hours of operation and allow sufficient drying time. Additional cleanings may be requested by the city.

• All visible carpeting and carpeting under light objects shall be cleaned. This includes carpeting under tables, office chairs, plants, and movable objects. Carpeting under heavy or stationary objects such as file cabinets, credenzas, or desk drawers do NOT need to be cleaned.

Scope of Services

• The method for carpet cleaning should be high performance hot-water extraction, also referred to as “steam cleaning”. The service technician must be approved by the Institute of Inspection, Cleaning and Restoration Certification (IICRC) as a “Master Cleaner” certified in using hot-water extraction. Only cleaning products that have been tested and certified through the Carpet and Rug Institute (CRI) Seal of Approval Program are acceptable.

• A ‘bonnet’ cleaning system, where a rotating bonnet of terry cloth or other absorbent material is used to agitate the pile to pick up soil, is NOT acceptable.

• A cleaning system using a water recycling machine, which continuously recycles the cleaning solution, is NOT acceptable.

It is desired that each building should have its carpet cleaning completed in one (1) business day. If this is not reasonable due to the volume of carpeting, individual floors should be completed in one (1) business day and subsequent floors on the following day(s).

Window Washing The Vendor shall provide all labor, equipment, and materials to perform the window and glass cleaning services as requested by the City. Window washing is performed once per year in May.

• The Vendor shall contact the Facilities Manager or his designee prior to any work being performed to schedule specific date and times.

• All work shall be completed during normal business hours, Monday through Friday,8:00 a.m. to 5:00 p.m. Additional window washings may be requested by the City.

• All exterior windows, both inside and out, shall be cleaned. This will include removing and replacing the screens, mullions, and other impediments. The interior windowsills are to be washed, and the windows locked upon completion.

• Each building should have its window washing completed in one (1) business day.

All windows and skylights are part of this contract.

Sweep and Mop Resilient Floors Vendor shall inspect floors and non-carpeted areas (including stairs, desk mats…) frequently and shall provide sweeping, spot mopping, and/or wet mopping services as often as needed to keep floors visibly clean, spot free, stain free, and maintain the level of luster.

Vendor shall always use wet floor signs when a hazard is present.

Vendor shall label and utilize separate mops for the following areas.

• Restroom facilities

• exercise room floors (non-cotton).

• All common areas.

Dusting

• Vendor shall routinely remove dust from all horizontal surfaces within reach of the average adult using a long handle duster (approximately eight (10) feet from the floor).

• Dusting shall include, but not be limited to, desks, windowsills, window blinds, shelves and counter tops, picture frames, wall scones, door frames, binder bins, file cabinets, lockers, wood and masonry accents.

• When dusting the use of treated towels or other techniques are required to prevent airborne dust.

Metal Polishing

Scope of Services

• The surfaces should be sanitary and visibly free of dirt or smudges.

Wood and Fine Furniture

• The Vendor Shall polish the surface by applying a small amount of polish to a soft cloth and wiping the surface to restore the appearance to a like new condition.

Glass Cleaning Glass shall remove visibly noticeable spots, smudges, or haze on glass and mirrored surfaces. The scope of this work shall include interior office windows and sidelights, entrance and vestibule doors, doors with glass viewing windows, display cases, bathroom mirrors, and framed artwork. Also included are the train station passenger waiting shelters (Plexiglass) and the interior and exterior windows of the train station.

Door and Wall Cleaning

• Clean doors and door frames and contact surfaces around elevator call buttons as often as necessary to remove scuffs, visible dirt, and smudges.

• Clean walls, baseboards, and other contact surfaces around transaction tops where shoe scuffs, handprints and other marks can commonly be found.

DAILY ROUTINE CLEANING

Each of the Vendor’s duties described in this section of the contract shall be performed a minimum of one time during each required day of service. The Facilities Manager or his designee shall be notified in advance of performing any work other than those specified here in.

Locations included in Daily Routine Cleaning:

Wheaton City Hall Wheaton City Hall Annex Public Works Police Department Downtown Train Station College Ave. Train Station Both Parking Garage’s Water Department and two substations

Clean:

“Clean” means that all designated areas, surfaces, fixtures, and equipment have been serviced such that they are free of visible dirt, dust, debris, litter, spills, residues, stains, smudges, cobwebs, and other foreign materials. A cleaned area shall present a sanitary, orderly, and well-maintained appearance consistent with professional custodial standards. Tasks associated with cleaning include, but are not limited to sweeping, mopping, vacuuming, removing trash and recycling, wiping and disinfecting surfaces, cleaning glass, spot cleaning walls and doors, dusting, restocking restroom supplies, and performing any other actions necessary to ensure the area meets the cleanliness standard described above.

Daily Cleaning Services shall encompass all furniture, fixtures, surfaces, etc. It should be assumed that daily cleaning shall apply to all areas unless explicitly excluded from this contract or waived by the Facilities Manager.

Additional expectations for specific areas are detailed below:

Office Spaces Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed and return cans to their original location.

Scope of Services

Leave only designated lights on.

Report any unusual circumstances or problems.

Empty recycling containers.

Vacuum carpeting, mats, runners and around/under desks.

Sweep and wet mop hard floor surfaces with disinfectant cleaner.

All mini blinds are to be cleaned as part of the routine cleaning.

Damp wipe vinyl chairs.

Restrooms and Lockers Clean and sanitize restroom fixtures including toilet bowls, toilet seats (both sides), urinals, sinks and counter tops, paper towel dispensers, mirrors, soap dispensers, hand dryers, door handles, push plates, doors, light switches and cover plates, grab bars, faucets and Showers, shower controls, shower curtains, partitions, changing tables, and any other contact surfaces throughout the restrooms, locker rooms, and showering areas. They shall be clean, free of spots, stains, and rust and be free of odors.

Refill all toilet paper, paper towels, toilet seat covers and soap dispensers.

Clean all hardware, dispensers, and fixtures that are made of stainless steel shall be treated with stainless steel cleaner.

Secure exterior doors at the end of every night. x Vacuum carpeting, mats, and runners.

Vacuum and mop elevator.

Clean and sanitize the interior and exterior of the elevator cars, the security pads, call buttons, and wall surfaces around these devices at all floors.

Sweep and wet mop hard floor surfaces, stairs, landings, and spray with disinfectant. x Sanitize and polish drinking fountains.

Kitchen and Kitchenettes Wipe and disinfect railings.

Clean coffee makers and pots. (no dishes).

Sweep and wet mop hard floor surfaces with disinfectant cleaner.

Clean and refill all dispensers.

Clean and sanitize all counter tops, sinks and faucets, tabletops, and chairs.

Damp wipe fronts, sides, and tops of vending machines and appliances.

Exercise FacilitiesClean and sanitize all exercise equipment.

Sweep and wet mop hard floor surfaces with disinfectant cleaner.

Vendor shall consolidate trash in a drip proof trash collection barrel lined with an appropriate size plastic bag. The barrel will be taken directly to the outside dumpster before it is tied closed and transferred to the dumpster.

Sweep and wet mop hard floor surfaces with disinfectant cleaner.

The Sally Port Shall be cleaned as part of the routine cleaning.

Holding cells must be cleaned each day; however, Vendor must coordinate clearance and cleaning time with police staff.

Clean glass foyers, Glass Hallway and door entryways are part of routine cleaning.

Garages Downtown and College Avenue Train Station Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed.

Clean restrooms (same service as City building restrooms).

Clean seating and open waiting area.

Sweep and wet mop hard floor surfaces with disinfectant cleaner.

Scope of Services

The College Ave Tunnel and ramps are included in this contract.

Exterior - Area surrounding the outside of the building and platform.

All garbage and cigarette receptacles ARE to be emptied as part of the routine cleaning.

All exterior glass windows are part of routine service area immediately surrounding the building.

Exterior sweeping of platforms and trash pickup in the parking lot and within the property lines.

Remove litter from platforms on both sides of the railroad tracks.

The College Ave Tunnel and ramps are included in this contract.

All garbage and cigarette receptacles ARE to be emptied as part of the routine cleaning.

All exterior glass windows are part of routine service area immediately surrounding the building.

Exterior sweeping of the platforms and trash pickup in the parking lot and within the property lines.

Remove litter from platforms and grass on both sides of the railroad tracks.

All windows of exterior wind breaker shelters are included as part of routine cleaning.

Passenger waiting shelters (aka wind breaker shelters) at Downtown Train Station.

All windows of exterior wind breaker shelters are included as part of routine cleaning.

Downtown and Cross Street Parking Garages Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed. x Parking decks are to be cleaned of trash.

Stairwells must be kept clean via power washing, mopping, sweeping, or any combination of the above. x Main entrance areas.

Vacuum and mop elevator.

Clean and sanitize the interior and exterior of the elevator cars, the security pads, call buttons, and wall surfaces around these devices at all floors.

Water: A water spigot and hose (of undetermined length) are available on the main floor, on the wall that backs the elevator, in a closet. Cross Street Garage has no water. The contractor needs to provide the water.

The interior side of all exterior windows, including those located in the east stairwell facing the parking area, are to be cleaned inside and out as part of the routine cleaning.

Parking decks are to be cleaned of trash daily.

Stairwells must be kept clean via power washing, mopping, sweeping, or any combination of the above.

The interior side of all exterior windows, including those located in the parking garage stairwell facing the parking area, are to be cleaned inside and out as part of the routine cleaning.

Scope of Services

Supplemental Cleaning Services

Weekly Monthly

Clean all horizontal surfaces Power wash garage stairway, lobby floor

Spot clean carpet Power wash sally port and detention area

Coffee makers and coffee pots Power wash Concrete around train stations

Clean all hardware, dispensers and fixtures that are stainless steel.

Clean mirrors and fire extinguisher cabinets in the garages

Buff hard surface floors

January – Clean refrigerator, microwave and stoves and sanitize at each location (including interior 4 x a year).

February – Clean all upholstery chairs March - Remove the reflector and covers ceiling lighting and clean both April – May – Clean all windows inside and out (including the screen).

June - Clean and sanitize all restroom surfaces floor to ceiling.

July - Dust air supply and return vents.

August - High dusting of unobstructed horizontal surfaces above hand height (including sills, ledges, shelves, air diffusers and vents, door tops, cabinets, shelves, etc.).

September - October- Deep clean ceramic tile. (heavy-duty degreaser, scrub and hot water extraction).

November - Shampoo all carpets (hot water extraction).

December - Strip and wax VCT floors (strip and apply 3 coats of wax).

INSPECTIONS AND EVALUATIONS

Vendor and Facilities Manager or his designee shall conduct a joint inspection of the buildings included under the terms of this agreement to identify damage to floors, walls, doors, fixtures, and finishes throughout the service areas.

Initial Inspection Shall be completed prior to the start of the contract to identify preexisting conditions.

Routine Inspections Routine inspections shall be performed by the City of Wheaton. Inspections shall be done one time per month and will be maintained as the basis for determining if the Contractor is providing satisfactory service.

Final Inspection Shall be completed as close to the end of the contract term as possible to identify any damages that exist at the end of the contract term. Any damage or loss caused by the Vendor’s employees shall be the responsibility of the Vendor to correct to the satisfaction of the City of Wheaton, at no expense to the City of Wheaton.

Scope of Services

Reporting/Documentation

• The Contractor shall report to the Facilities Manager or his designee any building defects or maintenance related problems that he/she discovers during the performance of their work.

• The Facilities Manager or his designee shall report to the Vendor any items requiring the Vendor’s attention.

• The Facilities Manager or his designee shall report to the Vendor the results of all routine inspections.

• Items marked unsatisfactory must be remedied and progress monitored by both the Vendor and the Facilities

Manager or his designee.

Method of Evaluation

• The Vendor’s performance shall be evaluated by periodic inspections.

• The Vendor’s ability to minimize service complaints.

• The Vendor’s ability to complete service requests in a timely manner.

Unacceptable quality, identified by the Facilities Manager or his designee, must be rectified within twenty-four (24) hours of notification. The Vendor and the Facilities Manager or his designee will communicate said information concerning building defects, maintenance related problems, inspection results and response plans via e-mail or text.

Notice of Deficiencies The Vendor will receive an e-mail notice when he/she has failed to perform work defined in the specifications as a responsibility of the Vendor. This work shall be performed promptly, and the e-mail shall be responded to with all steps taken for resolution and prevention of recurrence. Said e-mail should be directed toward the complainant and the Facilities Manager or his designee.

SPECIAL AND UNFORESEEN WORK

The Vendor may receive e-mail requests when the City determines that additional janitorial services are needed. When such requests require the Vendor to provide services not specified under this contract, the Vendor must provide a quote of the time and materials required to perform the requested work in an e-mail response. The Facilities Manager or his designee must approve the added expense. The Vendor should include the signed or e-mailed approval with the invoice for this service. The service should be reflected as a separate line item on the invoice.

CONTRACTOR’S WORK HOURS

The Vendor shall schedule workdays Monday through Friday, exclusive of City holidays. The Vendor shall complete his/her work at all locations during one normal business day.

The Vendor shall in no way be relieved from his/her responsibility due to these hours. It is the responsibility of the Vendor to provide an adequate number of employees to fulfill his/her obligations under this contract during the hours indicated on the chart.

The Vendor, as part of the contract, shall provide a day porter for 4 hours a day, Monday through Friday, from 10-2pm to assist with cleaning, restocking supplies, and maintaining coffee bars, as well as addressing any unfinished tasks from the previous crew or any new issues that arise during the day.

Police Station Cleaning is to be completed Monday through Friday. The Vendor and his/her employees shall sign in and out each time they arrive/depart from the Police Department. The sign in/out documentation is located at the front desk. Routine work hours shall be coordinated with the Facilities Manager or his designee and the Vendor.

Scope of Services

The Vendor shall be available and provide a telephone number for 24-hour emergency call back for special cleaning under unusual conditions. Examples of unusual conditions are disinfecting and cleaning the carpet areas, flood damage clean up, etc. If possible, hours for such call back will be adjusted to coincide with the eight (8) hour workday.

Note - Public meetings and hearings are scheduled during evenings and weekends. The Vendor shall adjust his/her operations accordingly to ensure that rooms are clean and orderly prior to the meetings and to ensure that the Vendor’s employees are not scheduled to clean during said meetings. For current meeting schedules, consult the City’s website at www.wheaton.il.us.

COMPENSATION

The work shall be on a time and material basis. This work falls under the Illinois Prevailing Wage Act 820 ILCS. Bidders shall list both the unit price and total price for all items on the included Cost Proposal form.

INVOICING

Invoices, liens, and certified payroll must be submitted to the Project Manager.

QUESTIONS

All questions or requests for clarification, either administrative or technical, about this RFP shall be submitted via email to Anthony Sperkowski at asperkowski@wheaton.il.us prior to July 16, 2026, at 11:00 am CST. Questions/clarifications will be responded to in the form of a written addenda and published on the City’s website.

WHERE TO SUBMIT PROPOSALS

Submit your proposal to:

City of Wheaton Procurement Services Attn: Tony Sperkowski 303 W. Wesley Street

Wheaton, IL 60187-0727

All bids shall be submitted in a sealed package marked with the RFP number and title with the name and address of the vendor clearly marked. Emailed or faxed proposals will not be accepted. An original Bid Bond shall be included with each bid submittal. Copies will not be accepted. Submittals must be received by July 21, 2026 at 11:00 am.

PLEASE DO NOT SUBMIT PERFORATED PAGES, NOR BIND YOUR BID IN ANYTHING OTHER THAN PAPER CLIPS OR BINDER CLIPS.

CITY’S CONTRACTED SERVICES AGREEMENT (EXHIBIT B)

In submitting a bid, the Contractor agrees to enter into an agreement with the City of Wheaton utilizing the enclosed City’s Construction Services Agreement.

CONFIDENTIAL INFORMATION:

Vendors claiming any portion of their bid as proprietary or confidential must specifically identify what documents or portions of documents they consider confidential. Failure to do so may result in information becoming public record.

COSTS INCURRED IN RESPONDING

All costs incurred by the Vendor for bid preparation and participation in this competitive procurement will be the sole responsibility of the Vendor. The City will not reimburse any Vendors for such costs.

Scope of Services

THE CITY OF WHEATON FACILITIES DEPARTMENT RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS RECEIVED. THIS RFP DOES NOT CONSTITUTE A BINDING OBLIGATION ON THE PART OF THE CITY TO AWARD A CONTRACT.

GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF

CONSTRUCTION AND CONTRACTED SERVICES

General Instructions Regarding the Solicitation of Construction and Contracted Services

Revised January 2026

Solicitations are open to all business firms actively engaged in providing the materials, equipment, and services specified and inferred. Active engagement will be verified via references. These General Instructions Regarding the Solicitation of Construction and Contracted Services apply to all solicitations for contracted services by the City of Wheaton and shall be incorporated as part of the written and signed Agreement with the successful Bidder along with any addenda items which are issued, unless otherwise specified.

For solicitations involving the IDOT “Standard Specifications for Road and Bridge Construction”:

Section 102 of the IDOT “Standard Specifications for Road and Bridge Construction,” (the “Standard Specifications”), Adopted January 1, 2022, pertaining to the advertisement, bidding, award, and contract execution shall not apply to this solicitation and contract. Where these General Instructions Regarding the Solicitation of Contracted Services (the “Solicitation Instructions”) are inconsistent with any provision of the IDOT Bureau of Local Roads and Streets Special Provision for Bidding Requirements and Conditions for Contract Proposals, these Solicitation Instructions shall control.

A. DEFINITIONS:

The following words and phrases, when used in these General Instructions Regarding Solicitations of

Construction and Contracted Services document shall have the meanings as specified herein.

A-1) Agreement: The written contract between the City and the Bidder covering the work or services to be performed, which includes all other documents that are attached to the Agreement or incorporated by reference and made a part thereof. It shall be understood that the words “Contract” and “Agreement” are synonymous in these documents.

A-2) Proposal or Bid: The complete and properly signed bid to do the work or services for the sum stipulated therein, submitted in accordance with the bidding or proposal documents. It shall be understood that the words “bid”, and “proposal” are synonymous in these instructions and in the Invitation to Bid documents.

A-3) Bidder/Proposer: The person, firm, or corporation submitting a bid or proposal.

A-4) City: The City of Wheaton, Illinois, an Illinois Municipal Corporation.

A-5) Offer: A signed Proposal or Bid that is timely delivered to the City.

A-6) Solicitation: The City’s request for an offer from a Bidder for the provision of work, services and/or goods. It shall be understood that the words “solicitation” and “invitation to bid” are synonymous in these instructions and in the Invitation to Bid documents.

B. SOLICITATION PROCESS:

The City intends to award a contract to a Bidder who has the experience and equipment to successfully complete the project or provide the service solicited. The Bidder shall be responsible for performing all work or services as outlined in the specifications contained within the Invitation to Bid and shall provide and furnish all labor, materials, equipment and supplies, vehicles, and transportation services required to perform and complete the required work or service in strict accordance with the Invitation to Bid documents. The Proposer desiring to furnish a Proposal or Bid for such work or services shall submit a sealed Bid in accordance with these General Instructions

CONSTRUCTION AND CONTRACTED SERVICES

Regarding the Solicitations of Construction and Contracted Services and all accompanying documents.

B-1) Documents:

a) TTThe City of Wheaton’s website is the official source for all documents related to this solicitation. The City is not responsible for documents distributed by any other source. The City will not transmit solicitation documents to prospective Bidders by way of a facsimile machine.

b) It is the responsibility of the Bidder to seek clarification of any requirement that may not be clear. This includes a review of all solicitation documents.

c) Questions concerning this request shall be submitted via e-mail to the attention of the Procurement Officer by the last date for questions as reflected on the Notice to Bidders document. A written response in the form of an addendum will be posted on the City’s website for all Proposers to download. It is the responsibility of the Proposer to review all addendums.

d) Any interpretation, correction or change of the solicitation documents will be made by published Addendum on the City’s website. Interpretations, correction, and changes to the solicitation documents made in any other manner will not be binding.

e) Bidders shall acknowledge the receipt of any addendum.

B-2) The Cone of Silence:

a) The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences.

b) During the period beginning with the issuance of the solicitation document through the execution of the award document, Bidders are prohibited from all communications regarding this solicitation with City staff, City consultants, City legal counsel, City agents, or elected officials.

c) Any attempt by a Bidder to influence a member or members of the aforementioned may be grounds to disqualify the Bidder from participation in this solicitation.

B-3) Exceptions to the Cone of Silence:

Exceptions to the Cone of Silence include:

a) Written communications directed to the Procurement Officer.

b) All communications occurring at pre-bid meetings.

c) Oral presentations during finalist interviews, negotiation proceedings, or site visits.

d) Oral presentations before publicly noticed committee meetings.

e) Contractors already on contract with the City to perform services for the City are allowed discussions necessary for the completion of an existing contract.

f) Procurement of goods or services for emergency situations.

B-4) Investigation:

a) The Bidder shall carefully examine all forms included in the solicitation package.

b) It shall be the responsibility of the Bidder to make any and all investigations necessary to become thoroughly informed of what is required and specified in the solicitation.

CONSTRUCTION AND CONTRACTED SERVICES

c) The Bidder shall inspect in detail the site of the proposed work or services and familiarize himself or herself with all the local conditions affecting the work or services and the detailed requirements of delivery, installation, or construction.

i) If the site of the work is an area restricted from the general public, an opportunity will be provided for Bidders to perform this inspection.

ii) If the site of the work is an area open to the general public, the Bidder may perform their inspection at a time of their choosing.

d) No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist, because of failure or omission on the part of the Bidder to make the necessary examinations and investigations, will be accepted as a basis for varying the requirements of the City or the compensation to the Bidder.

e) The submission of a Proposal shall be considered conclusive evidence that the Proposer has investigated and is satisfied as to all conditions to be encountered in performing the work or service, and is fully informed as to the character, quality, quantities, and costs of the work or services to be performed and materials to be furnished, and as to the requirements of the solicitation.

B-5) Offers:

a) Offers including goods or equipment must include Manufacturer’s warranties, and/or guarantees.

b) Offers including service during the warranty/guarantee period must include, in writing, any restrictions, and/or associated costs.

c) FORMAL OFFERS must be submitted on the forms provided, completed in ink or typewritten, with all blank spaces filled in, properly signed in ink in the proper spaces and submitted in a sealed envelope and delivered to: City of Wheaton 303 W. Wesley St.-1st Floor Finance Counter, Wheaton, IL 60187 prior to the bid opening date and time.

d) Bidders may attach separate sheets of paper for the purpose of explanation, exception, or alternate proposal and to cover required unit prices. All such attachments must be no larger than 8.5 x 11 inches.

e) No erasures are permitted. Mistakes may be crossed out and corrections typed adjacent, initialed, and dated in ink by the person signing the offer.

f) Offers must reference the project name and date of the Bid opening. Documents should not utilize binders, folders, or papers larger than 8.5 x 11.

g) Bids shall be identified as such on the outside of the sealed envelope by marking the envelope “SEALED BID” and with the following information: Company name, address, item, or service proposing, date and time of opening.

h) Delivery of an offer is acceptance of the City’s Agreement. Proposals containing terms and conditions contrary to those specified may be considered non-responsive.

i) The City shall not accept an offer which is based upon any other offer, contract, or reference to any other document or numbers not included in the solicitation documents.

CONSTRUCTION AND CONTRACTED SERVICES

B-6) Order of Precedence:

a) Wherever requirements are in conflict, the order of precedence shall be as follows: City

Agreement, City Specifications, City Special Terms and Conditions, City General Terms and Conditions.

b) City requirements take precedence over Bidder’s offer.

B-7) Signatures as Offer:

a) Solicitation documents, including but not limited to completed bid certification forms, shall be signed by an officer or employee of the Bidder having the authority to bind the company or firm by signature. All signatures must be properly done in ink in the proper spaces.

i) Individuals or sole proprietorships shall be signed by a person with the authority to enter into legal binding contracts. Said individual shall use his/her usual signature.

ii) Partnerships shall be signed with the partnership name by one of the members of the partnership, or an authorized representative, followed by the signature and title of the person signing.

iii) Corporations shall be signed with the name of the corporation, followed by the signature and title of the person authorized to bind it in the matter, and shall be attested to by the corporate secretary or other authorized officer of the corporation.

b) The timely delivery of a signed bid is an offer to contract with the City based on the terms, conditions and specifications contained in the City’s Invitation to Bid.

c) If the offer is accepted, the Bidder shall be responsible for all errors in the offer resulting from the Bidder’s failure to comply with these instructions and the City shall not be responsible for any charge for extra work or change in anticipated profits resulting from such failure or neglect.

d) An accepted offer shall become part of the Agreement entered into between the City and Bidder.

B-8) Modification/Withdrawal of Offers:

a) A Bidder may correct, modify, or withdraw its offer by making a request in writing to the

City Procurement Officer prior to the time and date of bid opening.

b) All corrections and modifications must be delivered to the City Procurement Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction to the original offer submitted, and identifying the bid by name, number, and opening date.

c) Offers may not be withdrawn or revised after the due date without the approval of the Procurement Officer.

d) Negligence in preparing an offer confers no right of withdrawal or cancellation after opening / due date.

CONSTRUCTION AND CONTRACTED SERVICES

B-9) Timeframe and Consequences:

a) It is the sole responsibility of the Bidder to ensure that the offer is received by the City

Procurement Department prior to the bid opening date and time stated on the Notice to Bidders.

b) Late offers will not be accepted or opened. Offers arriving after the specified bid opening date and time, whether sent by mail, courier, or in person, will not be accepted and will be refused and returned unopened. Any offer submitted to any other office or department of the City and received by the Procurement Department after the deadline for receipt of bids shall not be accepted. Mailed offers which are delivered after the specified bid opening date and time will not be accepted regardless of postmarked time on the envelope.

c) Unless otherwise specified in the solicitation, offers shall be binding for ninety (90) calendar days following the due date.

d) No responsibility will attach to the City Procurement Officer or to the City for the premature or non-opening of an offer not properly addressed and identified, except as otherwise provided by law.

B-10) Public Openings:

a) Formal sealed offers will be publicly opened at the time and location stated. The

Procurement Officer shall read the name of the Bidder and the offered price. After the opening an apparent low bid will be announced. The award will be based on analysis of costs, deviations, City budget, and approval by the City Council.

b) The City shall make every effort to publish the Results of Openings on the City’s website within approximately three (3) business days.

c) Bidders are encouraged to attend all openings and to offer constructive suggestions for improvements to the solicitation process, to increase competition, and ways in which the City may achieve greater savings and increased transparency.

d) Despite the reading of offers at a public opening, if the offers are thence rejected and thus subject to rebid, the read results will not be…