Dix Park Janitorial Services.pdf

(v.09/15/25)

Request for Proposals # 274-PRCR-DixParkJS2026

Title: Dix Park Janitorial Services

Issue Date: August 13th, 2026

Due Date: September 3rd no later than 5:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Parks, Recreation and Cultural Resources Department

Direct all inquiries concerning this RFP to:

Dakota Massengill Gipson Play Plaza and Parkwide Operations Specialist Email: Dakota.massengill@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….12

4. Scope of Services

Appendix IV – Proposal Cost Form

Appendix V– Proposer Questionnaire

Appendix VI – Reference Questionnaire (Instructions)

Appendix VI – Reference Questionnaire Form

Appendix VII – Sample Contract

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

Complete professional janitorial services to the City’s customer-facing facilities at Dix Park. These locations include areas that are regularly frequented by park users. The City reserves the right to add or delete locations, square footage and/or frequency of services.

The contractor must be reputable, bonded and capable of furnishing all required materials, equipment, transportation, machinery, supplies, tools apparatus, incidentals, labor and supervision necessary to prove a prestige level of cleaning service at City facilities defined in this RFP document.

To be considered as responsive, contractors must respond to this solicitation in accordance with the requirements. Specifications, commercial terms, and provisions as described and set forth here. Proposals must embrace the concept that the successful proposal will satisfy all the objectives and service specifications int eh most cost-effective and efficient way possible, as outline In this document.

Services will begin upon signed execution of the contract between the Contractor and the City. The term of the awarded contract is expected to be for 5 years.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Dakota Massengill, Gipson Play Plaza and Dix Park Operations Specialist City of Raleigh Parks, Recreation and Cultural Resources Dept.

Dakota.Massengill@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The https://evp.nc.gov/

City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

Dix Park is our newest addition to Raleigh PRCR and with over a million visitors a year, we need to provide clean facilities for park users.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the

RFP Process Date and Time

RFP Date

Thursday, August 13, 2026

Pre-Proposal Meeting/Site-Visit (if required)

Tuesday, August 18, 2026 10:00-11:00am Meet at 805 Whiteside Drive (white building)

Deadline for Written Questions

Thursday, August 20, 2026

City Response to Questions (anticipated)

Monday, August 24, 2026

Proposal Due Date and Time

Thursday, September 3, 2026

Evaluation Meeting (anticipated)

Tuesday, September 8, 2026

Selection Announced (tentative)

Thursday, September 10, 2026

RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this

RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Dakota Massengill, Gipson Play Plaza and Dix Park Operations Specialist Parks, Recreation and Cultural Resources Dept

Dakota.massengill@raleighnc.gov

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Dakota Massengill ATTN: Dakota Massengill

PO Box 590, Suite 608 222 West Hargett St.

RMB 608

Raleigh, NC 27602 Raleigh, NC 27601

RFP No. 274-PRCR-DixParkJS2026 RFP No. 274-PRCR-DixParkJS2026

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and (three) (3) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in

RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh.

The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh;

no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past 5 number of years, accompanied by at least 3 references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of three (3) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points. The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 15

Firm Financial Stability 10

Project Understanding 20

Project Approach/Response Plan 25

Team Firm Experience 15

Proposed Cost 15

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) (1-5 points)

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process. If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

The City of Raleigh (hereinafter referred to as the “City”) is requesting proposal to establish a contract to provide complete professional janitorial services for the listed sites at Dorothea Dix Park.

Anticipated start date for services to begin will be November 1, 2026. During the term of the contract, the number of locations is subject to change, ad the City reserves the right to either add or delete locations, square footage and/or frequency of services via a contract amendment mutually agreed to by both parties.

4.1 Services and Pricing Requested

1. For each group your firm chooses to submit costs, complete the associated cost worksheets (Appendix V and/or VI) for:

• Day Porter Services- Provide on-site janitorial service during scheduled business hours at identified facilities. See Cost Worksheets for locations.

• After Hours Janitorial Services- Provide services after normal business work hours.

See Worksheets for locations.

2. Complete Appendix III: Janitorial Services Rate Table for the following services:

• Daily Porter Services and After-Hours Services: Provide costs for the purpose of adding additional facilities, if requested by the City of Raleigh.

• Emergency Services Pricing - During emergency operations, Critical facilities may operate outside of normal operating hours. Provide costs associated with escalating janitorial demands resulting from increased operational use. Janitorial staff will complete all regular daily tasks during the emergency response timeframe adhering to the pricing submitted in Appendix Ill

• Special Events Pricing- Periodically, the City hosts rentals, vendor displays, special events and attractions at its facilities where pre- and post- event janitorial services may be requested. Special event pricing shall be calculated using the cleanable square footage of the rented space for each event. Special events shall be billed monthly and paid on a separate Purchase Order.

o Before the start of each event, assigned janitorial staff will perform the following tasks:

o Service and stock the public restrooms o Ensure walkways and floors to and from the event areas are clean and dry o Remove all trash left in or around the event area. Focus on horizontal surfaces

(e.g. Benches, Window Ledges, Windowsills, Handrails, Kiosk(s)).

o Ensure trash cans in and around the event area are emptied and a dean can liner is installed.

o Ensure all janitorial equipment is removed from the event area and stored properly.

Special event recovery shall start at the conclusion and restore the space to its original condition prior to event. Janitorial staff should first clean common areas to allow Renters and Vendors an opportunity to clean their areas before janitorial staff cleans their space.

Renters and Vendors are responsible for emptying full trash cans as needed during an event. The Contractor is responsible for trash within trash receptacles after each event.

Any property that is damaged should be immediately reported to the City's Contract

Manager. Any items recovered after an event shall be turned over to the City's Contract Manager.

• Enhanced Cleaning Pricing- Provide costs for enhanced frequencies or levels of cleanings as requested by the City. May include services such as deep cleaning and/or disinfecting through misting or fogging to sanitize work environments.

o Please include stripping/buffing/waxing.

4.2 Types of Facilities

The City operates several types of facilities; each designed for a specific purpose and require a unique combination of janitorial services.

1. City Admin and Maintenance Facilities house the City's administrative and maintenance staff which service the people, vehicles, and equipment critical to City operations. These facilities may increase operations seasonally or during emergency operations and as such, are listed as Critical Facilities.

2. Public Administration Facilities are office buildings that provide services to the public and office space too City staff. These facilities are open during normal business hours (Monday-Friday) and may be open extended hours to host scheduled public meetings. Public administration facilities are typically cleaned nightly, after each business day. These facilities are listed as Critical facilities in that they may support operations outside normal business day (ex.

Staging of police forces for downtown protests, after hours meetings, etc.

3. Outdoor Restrooms- are standalone public restrooms throughout the park These facilities are open and used daily. Typically, these facilities are serviced daily, seven days a week. Services will vary based on the location of the restrooms.

4.3 Performance Standards

1. Expectation

The Contractor shall provide City facilities with quality cleaning to hospitality level of cleanliness. Hospitality level of cleanliness is defined as the standard of cleanliness and hygiene maintained in hospitality facilities, such as hotels and restaurants. It includes but is not limited to cleaning and disinfecting surfaces, keeping equipment in good working order, and ensuring staff use proper protective equipment. This level of cleaning should produce unsolicited compliments from the City, tenants, or visitors, and minimize cleaning complaints from the City, tenants or visitors.

The specifications attached to this contract do not limit the duties of the Contractor or Contractor's obligation to maintain the facilities at a hospitality level of cleanliness. No allowances will be granted to compensate for extra personnel required to adequately perform the work under the standard or specifications listed within this RFP which are not listed in the Contractor's proposal.

Any damage to the facility from the Contractor, Contractor's employees, or sub-contractor(s) will be considered negligent and the Contractor will be held liable for all negligence.

2. Proof of performance and adherence.

The proof of performance and adherence to standards and specifications set in this RFP are the responsibility of the Contractor. Supporting documentation such as real time tracking of employees, technical data, photos/video, or other pertinent information will be submitted by the Contractor to the Contract Manager, upon request, at no cost to the City. The City shall be the sole judge as to the adequacy of supporting documentation.

3. Employee monitoring.

It will be the sole responsibility of the Contractor to provide real time tracking of employees and adherence to pre-established schedules while on multiple jobsites. The City prefers the use of Geofencing technologies to provide the Contract Manager with reports containing the following information upon request.

• Arrival time on jobsite(s)

• Departures time from jobsite(s)

• Time spent on jobsite(s)

• Unscheduled departures/breaks

• Tasks completed onsite

• Time spent idle (e.g. no movement for hours}

4.4 Work Schedules, Inclement Weather, Holidays

Work Schedules. Facilities shall be cleaned in accordance with assigned schedules;

even during inclement weather. Failure to provide service as scheduled is subject to receive Deficient Performance notification that could result in a possible probationary period determined by the City of Raleigh Department designee.

Inclement Weather. The Contractor is expected to maintain normal working schedules during inclement weather (snow, ice, rain) unless otherwise instructed by the assigned Contract Manager. The Contractor shall be responsible for removal of any salt, sand or chemical put down due to inclement weather immediately after the snow or ice has melted and there is no longer a threat of more snow, ice, or a safety hazard. This should be accomplished within a 10-foot radius around all building entrances.

4.5 Deficient Performance

The Contract Manager will notify the Contractor(s} of performance issues and complaint(s} received from facility occupants in writing. The City reserves the right to deduct from the payments due or to become due to the Contractor for deficient performance. The amount of such deductions will be based on the value and extent of the deficiency. A written explanation will be furnished to the Contractor prior to a deduction being made. All work determined by the Contract Manager to be deficient, in any of the requirements, shall be remedied by the Contractor at the Contractor's expense. Remedied deficiencies do not relieve the Contractor from the deduction(s) that generated the deficient performance. The inability of the Contractor to correct and eliminate reoccurring performance deficiencies may result in the City initiating a probation period and a monthly deduction (determined by the assigned contract manager) on the selected contracted vendor and may result in the Termination of this contract upon continuous neglected items.

In the event the Contractor does not complete all the required services as scheduled and outlined in the specifications, the Contractor will be required to make corrections of all discrepancies within four (4) hours of notification of an occurrence of nonperformance for that location. For day porter sites, it is the City's expectation that a full day's service will be provided even if the regular day porter is unable to work. If the substitute Porter is unable to provide full days service, the appropriate deductions will be applied.

Failure by the Contractor to respond to specific complaints as stated above, may result in use of the deduction schedule as described in section 3.7 Negligence, Non- Performance, Security Breaches, and Deduction Schedule. This includes not taking the proper steps in preventing continued occurrences of such complaints and creating a negative pattern of performance as well.

4.6 Negligence, Non-Performance, Security Breaches, and Deduction Schedule

1. Scope of Violations The Contractor is responsible for providing high-quality janitorial services in compliance with this contract. Violations may include, but are not limited to, the following:

Negligence and Failure to Perform Duties

• Missed services or tasks (e.g., overflowing trash bins, unclean restrooms).

• Substandard work not meeting quality standards outlined in the contract.

Security and Access Breaches

• Unauthorized individuals allowed into the building.

• Failure to follow facility security protocols.

• Breach of secure or restricted areas.

Non-Authorized Individuals in the Building

• Permitting non-authorized individuals to remain in or access restricted areas.

Failure to Comply with Health and Safety Standards

• Violations of OSHA regulations or mishandling hazardous materials.

• Failing to properly address biohazards (e.g , bodily fluids or hazardous spills).

Inadequate Staffing or Untrained Personnel

• Failure to provide sufficient staff or use of untrained or unauthorized personnel.

Repeated Missed Services or No-Shows

Multiple incidents of missed or rescheduled services without proper notice.

Poor Quality Control or Substandard Work

• Multiple failed inspections due to poor service quality (e.g., dirty restrooms, dust accumulation, etc.).

Improper Waste Disposal

• Improper separation of waste and recycling or disposal of sensitive materials.

Non-Compliance with Emergency Protocols

• Failure to respond to emergency cleaning requests within the agreed-upon timeline.

Damage to Property

• Damaging city-owned property, furnishings, or equipment during service.

Inaccurate or Falsified Reporting

• Falsifying records, such as cleaning logs, security checks, or attendance records.

Unauthorized Use of City Facilities or Equipment

• Use of city facilities or equipment for personal or non-approved purposes.

Breach of Confidentiality

• Disclosing sensitive information encountered during service.

2. Deduction Schedule for Violations

For non-critical violations, one written warning with a timeframe for expected improvements will be provided to the Contractor. If corrective actions are not satisfactory at the conclusion of the period, the City may place the Contractor into a probationary status and apply the following schedule of deductions:

• Level 1 Probation - Deduction of 5% of the monthly fee. City will place Contractor on probation for a period of 30-90 days. If performance has not improved after 90 days of probationary period, Contractor will move to Level 2 Probationary status.

• Level 2 Probation (same type or unresolved prior violation) - Deduction of 10% of the monthly fee. City will place Contractor on probation for a period of 30-90 days. If performance has not improved after 90 days of probationary period, Contractor will move to Level 3 Probationary status.

• Level 3 Probation (same type or unresolved prior violations) - Deduction of 15-20% of the monthly fee.

• Critical Violation Probation (e.g., security breach, significant safety violation, damage to property, breach of confidentiality): Deduction of 20-25% of the monthly fee. Due to the severity of the violation, this level of probation does not follow a progressive level of disciplinary action and can be applied at any point during the contract term.

Deductions are cumulative and may remain in place for the duration of any probationary period or until full compliance is achieved.

3. Probationary Measures

• For each level of probation, the Contractor must submit a Corrective Action Plan (CAP) within [5] business days of receiving notice. The CAP must outline corrective actions, timelines, and preventive measures_

• Contractor is responsible for providing proof of adherence to Corrective Action Plan for the duration of the assigned probationary period.

• The City will monitor the Contractor's performance and review progress during and after probation.

4. Termination for Continued Non-Compliance If the Contractor fails to achieve satisfactory performance during the probation period or if violations continue to occur:

• The City reserves the right to terminate the contract with 30 days' written notice, without penalty.

• The City may withhold payment for services not rendered or deemed unsatisfactory.

5. Appeal Process The Contractor may appeal deductions or probationary status to the City's Contract Administrator within [7] days of receiving written notice_ The City's decision following the appeal shall be final and binding.

4.7 Subcontracting

Contractor(s) shall be responsible for services provided by any subcontractor as if Contractor were providing the services with its own organization The City will not differentiate between the winning Contractor(s), the Contractor's employees or subcontracted employees. No portion of the work covered by these specifications can be subcontracted or assigned without prior approval by the Contract Manager. Requests to subcontract all or any portion of services required by this contract will be submitted in writing to the appropriate Contract Manager.

4.8 Amendments

Contract Amendments to change the areas serviced and/or scope of work may be necessary during the term of the awarded contract The City reserves the right to add or delete services/facilities at any time with thirty (30) days written notice to Contractor(s)_ The proposal pricing, per square foot, and day porter services submitted by Contractor(s) for specifications herein, shall remain as quoted for the initial term of the contract and, if applicable contract extensions unless duly amended.

5. Contractor(s) Responsibility

5.1 Legal and Billing requirements

The Contractor shall adhere to all currently applicable federal, state, and local laws, codes, ordinances, and requirements including, but not limited to, those promulgated by OSHA, EPA, the North Carolina Department of Labor, and the North Carolina Department of Health Services.

Contractor billing shall be done on a timely basis. The successful Contractor shall submit monthly ·invoices for work completed in the previous month with the purchase order number clearly shown on the invoice to accounts payable (AccountsPayable@raleighnc.gov)_ A monthly copy of the invoice shall also be submitted to the designated personnel for payment review

5.2 Personnel

The Contractor shall provide qualified persons in all areas of operations.

Personnel employed by the Contractor shall be competent, trustworthy, and properly trained for the work requirements. All personnel furnished by Contractor will be deemed employees of Contractor and will not for any purpose be considered employees or agents of the City. Personnel shall not impersonate City officials at any time; results will be immediate removal from City facilities.

The Contractor and employees shall be required to comply with all applicable regulations of the City, as directed, and full cooperation shall be always required. Contractor shall notify the Contract Manager in writing of all changes to contract personnel's employment or termination. The Contractor shall not hire any current City employee. Any subcontracted staff will be considered Contractor employees and subject to all the same personnel requirements.

5.3 National Background Check and Sex Offender Registry

The Contractor's principals, officers or employees who will work in facilities owned, leased or operated by the City shall be required to have an initial national background screenings with annual renewal background screenings performed throughout the duration of the contract The Contractor will provide the initial background screening to the Contract Manager for approval before an employee is allowed to work on City premise. The annual background screenings will be provided at the request of the Contract Manager. The Contractor will be responsible, at the cost of their company, to provide a background screening on each employee working under the awarded contract The Contractor or any principal, officer or employee of the Contractor who has been convicted of any felony or any crime involving moral turpitude within the previous ten (10) years is prohibited from working on the premises. The Contractor or any principal, officer or employee of the Contractor who has been charged with a felony or any crime involving moral turpitude is prohibited from working on City premises until such time as the charges are dismissed.

The City may limit, reject, or remove any Contractor employee if their presence is determined by the Contract Manager to be detrimental to the normal conduct of its business.

mailto:(AccountsPayable@raleighnc.gov

In addition, before an employee who may come on City property under this contract as part of that person's job, and annually beginning after the effective date of this contract, the Contractor shall conduct a check of each such employee on the State Sex Offender and Public Protection Registration Program and the State Sexually Violent Predator Registration Program (together, the "State Registration Programs") as well as the National Sex Offender Registry (the "National Registry")_In such circumstance, the Contractor shall check the State Registration Programs by using the online database of the North Carolina Department of Justice found at http://sexoffender.ncsbi.gov/search.aspx· as such web address may be changed from time to time. The Contractor shall also check the National Registry by using the online database of the United States Department of Justice found at hltps://www.nsopw.gov/ as such web address may be changed from time to time. No employee who is found listed on either the State Registration Programs or the National Registry because of the above-referenced searches shall be employed under this contract. Furthermore, no employee shall be assigned to perform any activity under this contract as part of that person's job on school property if prohibited from being on school property by N.C. Gen. Stat.§ 14-208.18.

The Contractor must submit information to Contract Manager for an employee proposed to provide services for the City_ Failure to provide an employee who can successfully pass a background check, that is expected to perform janitorial services for the City, may result in a rejection of the proposal and if awarded the contract probable termination of the contract.

5.3.1 Health

Contractor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the facility_ Neither shall the Contractor allow the use or presence of alcohol, tobacco products, vape/e-cigarettes or drugs on the premises or in the facility_ The contractor is responsible for the safety of all its personnel and for assuring the continuing safety of the facility in connection with the services it provides hereunder. Contractor shall comply in all instances with all Federal, State and local laws, safety and health standards, rules and regulations, including but not limited to the Occupational Safety and Health Act, Contract Work Hours, Equal Employment Opportunity Act, Safety Standards Act, and any licensing, bonding and permit requirements in connection with its' performance of the work. The contractor must have each employee trained/certified in Bloodborne Pathogen safety and ensure that they are provided with and utilize the appropriate Personal Protective Equipment (PPE).

5.3.2 Uniforms and Identification

All personnel shall wear uniforms, furnished by the Contractor, always while on the City premises to ensure only authorized Contractor employees are in City facilities. The Contractor's work1orce shall be neat and clean in appearance and shall wear a uniform with the Contractor's name and/or http://sexoffender.ncsbi.gov/search.aspx http://www.nsopw.gov/ logo permanently affixed to it.