ESBD_509177_1776866087048_RFP 2026-015 City-Wide Janitorial Services.pdf

Request for Proposals RFP No. 2026-015

City-Wide Janitorial Services

Issue Date: April 22, 2026 Closing Date & Time: May 14, 2026, at 2:00 p.m.

Opening Date & Time: May 14, 2026, at 2:01 p.m.

ONLY ELECTRONIC PROPOSALS WILL BE RECEIVED

Texas Bid System Site: https://www.bidnetdirect.com//city-of-pflugerville

MANDATORY PRE-SUBMITTAL MEETING 9:30 AM APRIL 29, 2026 – PFLUGERVILLE LIBRARY

1008 Pfluger St W, Pflugerville, TX 78660

Point of Contact: Emily McGraw, Procurement Specialist, emilym@pflugervilletx.gov RFP Opening Location: Microsoft Teams Meeting – VIRTUAL ONLY

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/278404937054327?p=5v4JVZQ5jkRPscx36L

Meeting ID: 278 404 937 054 327 Passcode: mh3fB6Zs

Need help? | System reference Dial in by phone

+1 512-387-8593,,396161448# United States, Austin Find a local number

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Purchasing Services Post Office Box 589 Pflugerville, TX 78691

Telephone 512-990-6156 www.pflugervilletx.gov https://www.bidnetdirect.com/city-of-pflugerville https://teams.microsoft.com/meet/278404937054327?p=5v4JVZQ5jkRPscx36L https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWU2YWZjYjEtZjlkMi00MWJjLThhNzctZDU4M2Y3OTVjODg4%40thread.v2/0?context=%7b%22Tid%22%3a%22d002abd1-60d1-496e-89e3-bb0535ba7f03%22%2c%22Oid%22%3a%22cea83745-80d2-4d5e-9e6e-0fc1590c66a8%22%7d tel:+15123878593,,396161448 https://dialin.teams.microsoft.com/f6050461-9d09-4afa-ae05-c735363d2517?id=396161448 https://teams.microsoft.com/meetingOptions/?organizerId=cea83745-80d2-4d5e-9e6e-0fc1590c66a8&tenantId=d002abd1-60d1-496e-89e3-bb0535ba7f03&threadId=19_meeting_OWU2YWZjYjEtZjlkMi00MWJjLThhNzctZDU4M2Y3OTVjODg4@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

TABLE OF CONTENTS

Register Interest form

I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Pflugerville III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices

A. Scope of Services

(1) Detailed Scope of Services

(2) Additional Requirements and Proposal Information

B. Contract Requirements

(1) City of Pflugerville General Terms and Conditions

(2) Insurance & Indemnification Requirements

(3) Sales Tax Information

(4) HB 1295 Information Sheet

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Conflict of Interest Questionnaire (CIQ form)

(3) Disclosure of Relationships with City Council/Officers

(4) Historically Underutilized Business Form

(5) Certification Regarding Debarment

(6) Non-collusion Affidavit

(7) Resident Certification

(8) Texas Public Information Act

(9) Drug Free Workplace

(10) Litigation Disclosure

RFP No. 2026-015 City-Wide Janitorial Services

REGISTER INTEREST

You have received a copy of the above described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and email to: emilym@pflugervilletx.gov

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: ________________________________________ Fax: _________________________________

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Pflugerville.

Notices and addenda are posted on the City’s website and can be accessed at:

https://www.bidnetdirect.com//city-of-pflugerville

City of Pflugerville Purchasing Services Post Office Box 589

Pflugerville, Texas 78691 Telephone 512-990-6156

Fax 512-251-5768 www.pflugervilletx.gov https://www.bidnetdirect.com/city-of-pflugerville

I. Schedule for Solicitation Competitive Sealed Proposal

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Pflugerville.

Issuance of the RFP Pre-Submittal Meeting (MANDATORY) 9:30 AM

April 22, 2026 April 29, 2026

LOCATION – Pflugerville Library Deadline for questions is 5:00 p.m. May 1, 2026 Proposals due by 2:00 p.m. May 14, 2026

Tentatively, the final selection decision will be made and submitters will be notified of award by June 12, 2026. This schedule is subject to change by the City.

II. Contact with City of Pflugerville

The point of contact for this solicitation process is: Emily McGraw, Procurement Specialist who can be reached at:

Email: emilym@pflugervilletx.gov Telephone: (512) 990-6156

Questions concerning the solicitation must be submitted to contact person in writing via email on or before date shown in the schedule above.

emilym@pflugervilletx.gov Procurement Specialist

City of Pflugerville

Contact with someone other than the Procurement Specialist listed above or his/her designated representative at the City of Pflugerville concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Pflugerville. Addenda will be made available https://www.pflugervilletx.gov/city-government/finance/bids-rfqs and https://www.bidnetdirect.com//city-of-pflugerville Interested vendors are encouraged to return the Register Interest form on the previous page.

https://www.pflugervilletx.gov/city-government/finance/bids-rfqs https://www.bidnetdirect.com/city-of-pflugerville

III. Definitions

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Pflugerville, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Pflugerville staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request For Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Pflugerville by the Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City of Pflugerville seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a calendar day unless otherwise specifically defined.

IV. REQUESTED SERVICES

A. Scope of Services

The City of Pflugerville is soliciting proposals from qualified contractors to enter into a contract for a Janitorial Services for City Owned Properties (herein “Services”). This contract would be effective October 1, 2026 upon approval by the City of Pflugerville City Council and shall remain in effect for thirty-six (36) months. This contract may be extended for two (2) additional twelve (12) month renewal periods at the discretion of the City.

B. Terms, Conditions, and Requirements

In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Reservations by City

The City of Pflugerville reserves the right to reject any and all submittals. This issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Pflugerville will not reimburse proposers for any costs incurred during the preparation or submittal of responses to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure;

(b) Extend the solicitation closing time and date;

(c) Reissue this solicitation in a different form or context;

(d) Procure any item by other allowable means;

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether or not that proposal is selected.

V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD PROCEDURES

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

Response Date and Location

Responses to this solicitation must be received on the Texas Bid System site by: 2:00 PM, May 14, 2026.

RFP 2026-015 City-Wide Janitorial Services Proposals will be opened at 2:01 p.m. (Central Time) on:

May 14, 2026

The City will NOT accept a proposal submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

A. Cover Letter: The proposer will provide a cover letter that includes a brief overview of your company, including its history. Identify the principal or officer who will serve as the City’s main point of contact for clarifications or negotiations and who has full authority to do so on the behalf of the proposer. This cover letter must be signed by an officer authorized to bind the proposer to all terms and conditions of this FRP.

B. References: Provide three (3) references of public agencies where services of similar size and scope have been performed. References must include organization names, addresses, names of contact persons, and telephone numbers and emails for such references.

C. Service Approach: Provide a comprehensive plan that details how you will staff and maintain each location in accordance with the scope of service provided.

D. Cost Proposal: The proposer must submit a cost proposal. This proposal should include the cost per month of each location provided under the scope of service. This proposal should also include any costs that would considered an annual expense outside of the regular services.

E. Modification or Withdrawal: Proposals cannot be altered or amended after the submission deadline passes. Proposals may be modified prior to the deadline only by providing a written notice (including by fax or email) to the purchasing contact person at the address or telephone number shown on page 4. A proposal may also be withdrawn by providing the same notice in person by a vendor or the vendor’s authorized agent, provided the agent’s identity is made known and the agent signs a receipt reflecting the proposal is being withdrawn. Once the proposal is withdrawn, the vendor will not be allowed to resubmit another proposal. This provision does not change the common law right of a submitter to withdraw a proposal due to a material mistake in the proposal.

F. Proposal Validity Period: Submission of a proposal will signify the vendor’s agreement that the proposal and the content thereof is valid for one hundred twenty (120) days following the submission deadline unless otherwise agreed to in writing by all parties.

The proposal will become part of the contract that is negotiated between the City and the successful vendor.

G. Vendor’s Cost to Develop Proposals: Costs for developing and assembling proposals in response to this RFP are entirely the responsibility and obligation of the vendor and shall not be reimbursed in any manner by the City.

H. Evaluation Procedures: The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal. The City also reserves the right to allow corrections of errors or omissions.

A. The proposals with be evaluated based on the following criteria:

(1) Experience and qualifications – 20%

(2) Service Approach – 25%

(3) Cost proposal – 30%

(4) Compliance with requirements of this RFP/Responsiveness – 15%

(5) Value-Added Services – 10%

I. Vendor Presentation: The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether vendors may be invited to make a formal presentation of their proposal and sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection.

J. Final Selection: Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the vendors.

K. Contact Award and Execution: The final contract must be awarded and approved by the Pflugerville City Council if the fee will exceed $100,000.00. If the contract is for less than that amount, depending on the amount of the negotiated fee, the contract may be executed by the City Manager, and Assistant City Manager, department head or director.

L. Documentation: the proposer must provide proof of insurance and all required documents related to this RFP.

"The Recipient, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award."

TITLE VI of The Civil Rights Act

APPENDIX A

Scope of Services

(1) Detailed Scope of Services

(2) Additional Requirements and Proposal Information

Scope of Services

These specifications are given as a general guideline to establish a minimum quality of service for each cleaning activity.

All contracted buildings will get a thorough initial cleaning once the contract starts.

1. Restroom Cleaning and Disinfecting Contractor shall perform the following tasks for all restrooms covered hereunder:

a. Restrooms shall be cleaned with proper dilutions of disinfectant/detergent cleaning products to control disease-causing organisms and to prevent odors. Servicing shall be accomplished often enough to assure adequacy of supplies and hygienic condition of restrooms.

b. Restroom cleaning shall include: sweeping, scrubbing and wet mopping (with clean water) all floors, cleaning all fixtures including metal, porcelain, brass and chrome surfaces, water closets, commodes, urinals, shelves, washbasins, doors, stall partition, shower stalls, mirrors, waste receptacles, dispensers and wall surfaces with germicidal and bactericidal cleansers. Clean water for mopping should be changed between each restroom.

c. Restrooms are considered clean when all areas are clean and free of stains, deposits, dirt, water streaks, mop marks and strings, gum, grease, and tar. All porcelain, chrome, brass and metal fixtures must be clean and free of dust, spots, stains, rust, mold, encrustation, and excess moisture. All exhaust fans/vents in the restrooms shall be free of clinging dust and dirt.

d. Mirror and Chrome Cleaning: Mirrors, chrome and other metal trim shall be cleaned and polished according to schedule. Included shall be metal supply dispensers, hand dryers, metal door pushes, metal light switches. Abrasive cleaners shall not be used. Mirrors, chrome, and other metal trim shall be free from water marks, streaks, soil, stains, graffiti, and other omissions and shall present a high shine.

e. Water Hand Basin/Sinks Cleaning: All water hand basin/sinks will be cleaned with detergent solution.

Use of scouring powder will be permitted only when necessary to accomplish cleaning. Abrasive will not be applied to plated hardware or other metal. Tops, hardware, and cabinets will be wiped clean. Bleach used will be applied in strict accordance with the manufacturer's printed directions and recommendations and used only if approved by City of Pflugerville Facilities Manager/Supervisor. An overflow or spillage of cleaning solution or water on floors or walls will be removed and the surface left clean and dry.

f. Fixture Cleaning and Disinfecting: Fixtures shall present a clean shining appearance free from dust, spots, stains, rust, mildew, soap residues, mineral deposits, organic material, etc. Wall and floor brackets and other fixture junctures shall be free of accumulations of dirt and urine.

Special care shall be paid to floor and wall mounting brackets and sealants so as not to allow accumulations of dirt, urine and other soils.

g. Commode Cleaning: Surface shall not have any spots, rust, or stains on the top or bottom of seat inside and outside of bowl including under the lid and tank lid. When cleaning the bowls, wash bowls inside and out with disinfectant detergent solution. Wash seat, top and bottom with detergent solution.

Granulated urinal blocks and screens will be used in all commodes. Wipe outside of bowl and seat with clean damp cloth. Wipe tank and cover and flush mechanism and hardware with clean damp cloth.

Plumbing connections shall be free of rust, spots or stains and troughs shall be free of debris.

h. Urinals Cleaning: The underside of the urinal fixture rim will be thoroughly cleaned with the proper disinfectant solution. All corrosion and incrustation will be removed from the drain holes in the bottom and back of all urinals. Granulated urinal blocks and screens will be used in all urinals. Outside surfaces will be wiped clean with a clean damp cloth. Plumbing connections shall be free of rust, spots or stains and troughs shall be free of debris.

Waterless urinals: Although there are some differences depending on the manufacturer, cleaning a waterless urinal follows most of the same steps and procedures as a conventional urinal:

- Wear gloves (and goggles) to clean any restroom fixture.

- Remove any foreign objects in the urinal. The trap is designed to prevent larger objects from entering the drain area.

- Do not use abrasive cleaners, towels, or brushes.

- Mist all urinal surfaces with a neutral or all-purpose cleaner, or use a Johnny Mop with water and cleaner on all surfaces.

- Allow for dwell time (if indicated by the chemical manufacturer).

- Wipe clean with a soft sponge, a Johnny Mop dipped in a bucket of clean water, or a cleaning cloth.

- Dry the surfaces with a soft cloth.

- Do not pour excess or soiled water down the waterless urinal trap - it can flush the sealant out of the trap insert.

Special attention shall be given to bottoms and floors on and around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout.

h. Tile De-scaling: Tile floors, stalls, etc. in restrooms shall be cleaned of all scale, mineral deposits and soap residues with an appropriate chemical cleaning solution. Extreme care shall be exercised to avoid damaging fixtures, metal pipes, chrome, etc. Tile floors, walls and shower stalls shall be cleaned of all scale, mineral deposits, and soap residues and shall be thoroughly rinsed and dried to present a uniformly clean appearance.

i. Ceramic Tile Floor/Wall Cleaning: Ceramic tile floors and walls shall be thoroughly scrubbed with a heavy duty disinfectant/detergent solution. Extreme care shall be exercised to avoid excessive flooding of area. Ceramic tile floors and walls shall be thoroughly cleaned, rinsed, and dried to present a uniformly clean appearance.

j. Toilet Room Walls, Partitions and Woodwork: The accumulation of dirt on walls, partitions, ceramic tile and metal or wood surfaces will be cleaned and washed with the use of a sponge, warm water, and all- purpose detergent. Graffiti shall be scrubbed or wiped off as soon after detection as possible. Graffiti which cannot be removed by normal cleaning procedures shall be reported immediately to the Contract Manager. Stall and urinal partitions shall present a clean appearance free from water streaks, stains, soil, or other unsightly omissions and free from dust on top edges. A disinfectant should be used where necessary.

k. Shower Stalls (when applicable): Floors and walls of shower rooms will be cleaned in the same manner as toilet walls and floors.

l. All women’s restroom sanitary napkin and tampon disposal containers shall be inspected, emptied, sanitized daily and relined with fresh liners on a daily basis.

m. Toilet Room Dispensers: Paper towels, toilet tissue, and soap will be checked and re-stocked daily.

Contractor is responsible for refilling dispensers.

n. Deodorants and Disinfectants: Disinfectants may be used on toilet bowls, floors, partitions, and similar fixtures as necessary. Granulated Urinal blocks will be used in all urinals and commodes.

o. Machine scrub (when applicable) all restroom floors using a material suitable for floor type. All grout and baseboards should be free from dirt and grime. Walls around and under sinks and toilets must be scrubbed and disinfected. Floors shall be free of strays and skipped areas. Walls, baseboards, and other surfaces shall not be streaked or marred and must be free of stains. All cleaning is to be done with a substance suitable for cleaning and disinfecting all surfaces. All waste receptacles must be emptied, cleaned (washed or wiped as necessary) and disinfected. New bags must be provided and inserted. All graffiti shall be removed where possible.

p. All mop tanks, buckets, pails used to clean the restrooms must be exclusive to restroom cleaning only.

Mops, mop buckets/tanks/pails and brooms used in the cleaning of restrooms and other potential areas of biohazard contamination shall be cold rinsed, disinfected, and hung up before further use. Do not reuse mop water or mop heads that have been used to mop restrooms to mop offices or hallways.

q. All automatic air freshener machines are to be checked and canisters replaced when empty including replacing batteries as needed, making sure they are operational.

r. Plumbing: Shall be washed with a neutral soap solution or non-damaging germicidal detergent solution to remove deposits, stains, corrosion, and odorous films. After cleaning, all plumbing surfaces shall be wiped dry and polished. Clean painted surfaces with soap and rinse clear.

s. Other duties: include trash removal, mopping floors, low dusting, high dusting, spot cleaning, glass cleaning, refilling dispensers, and restocking restroom supplies. Plastic trash receptacle liners must be replaced daily unless there is no trash in the receptacle.

t. Restroom cleaning shall also include restocking and supplying paper towels, soap, toilet paper and seat covers. All rolls and dispensers must be filled and trash receptacle must be emptied and supplied with new plastic liners. Open paper products will not be set on toilet lids, sinks, trash cans, or broken fixtures.

u. Restroom cleaning must be provided as many times as necessary daily to maintain cleanliness.

2. General Cleaning

a. Low Dusting: Dust all surfaces within 70 inches of the floor. This shall include but is not limited to baseboards, desks, bookcases, pictures, rails, wainscoting, window ledges, chair rungs, table legs and other furniture. There shall be no dust streaks in corners or crevices, on molding or ledges. There shall be no oils, spots or smudges or spider webs left on dusted surfaces. When inspected with a flashlight, there shall be few traces of dust on the surface.

b. High Dusting: Dust all surfaces above 70 inches that can be reached with a 6ft ladder. This shall include all items not covered in the paragraph on low dusting to include light fixtures. Dust tops of high bookcases, wall shelving, cabinets, grills, and air vents, ceiling molding, exposed pipes, and any other items as required. There shall be no dust streaks in corners or crevices, on molding or ledges. There shall be no oils, spots, smudges or spider webs left on dusted surfaces. When inspected with a flashlight, there shall be few traces of dust on the surface. (This activity will require a safety plan to be furnished by Contractor.)

c. Cleaning and Polishing Wood Surfaces: Using a substance suitable for cleaning wood surfaces, clean and polish all paneling, wood baseboards, wainscoting, desks, chairs, picture frames and any other items requiring this treatment. Wood must have a uniform appearance without excessive oil residue, streaking and spots. Millwork (wood veneers and solid hardwoods with catalyzed finishes) in courtrooms will be maintained with the required care (polish or cream). All wood surfaces shall be cleaned/finished in accordance with the manufacturer recommendations and instruction as needed. The following products and chemicals should never be used on millwork: Ammonia or products such as Windex which contain ammonia, silicone wood cleaners, wax products, abrasive cleaners or abrasive pads and petroleum cleaners.

d. Drinking Fountain Cleaning and Disinfecting: The porcelain or stainless-steel surface shall be free of dust, spots, stains, streaks, mold, and mildew. The surface shall be cleaned with an appropriate disinfectant/detergent solution, wiped thoroughly dry, polished and have a uniform appearance.

Drinking fountains shall be free from trash and debris (gum wrappers, cigarette butts, coffee grounds, and other foreign material, etc.), dirt, fingerprints, smudges, streaks, spots, mineral deposits, stains and obvious soil. Wall areas around the fountains shall be free from water spots and streaks. Descaling of fountains to be performed to avoid any build up. Contractor employee/personnel shall report leaking, broken or stopped-up and overflowing fountains immediately.

e. Metal Cleaning and Polishing: Polish all chrome, brass, and metal items with a non-acidic, non-abrasive cleanser. Cleaning shall include all brass rails and fixtures, metal thresholds, plant urns and door fixtures. Metal surfaces should be free of smears, stains, finger, and handprints. All surfaces should be bright and uniform in luster. Thresholds must be free of all soil, dirt, grease, and grime. All damaged or loose-fitting metal fixtures shall be reported by the Contractor employee/personnel immediately.

f. Glass & Window Cleaning: Clean all interior glass to include doors, mirrors and glass tables.

Glass shall be clean and free of dirt, dust, streaks, watermarks, spots, and grime. All entrance (interior and exterior) glass doors and windows at floor level will be cleaned daily. All interior and exterior glass, sills and frames shall be clean and free of fingerprints, smudge marks, dirt, dust, streaks, watermarks, spots and grime. Windows shall not appear cloudy.

h. Cleaning and Dusting Venetian Blinds and Mini-Blinds: Clean all Venetian/Mini blinds. Care shall be taken to prevent damages to either the slats or the tapes that support them. Cleaned venetian blinds, especially the slats and tapes that support them, shall be free from dirt, accumulated dust, cobwebs, etc. and shall present an overall clean appearance.

i. Fixture Cleaning: Porcelain fixtures, for example, drinking fountains, wash basins, urinals, toilets, etc., shall be clean and bright, and without dust, spots, stains, rust, green mold, encrustation, or excess moisture. Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks.

j. Vacuuming: Vacuum all carpet, interior and exterior rugs, and walk-off mats. Close attention shall be paid to corners, edges and areas that are inaccessible to the machine. Appropriate hand or crevice tools shall be employed to assure that these areas are properly cleaned. Care shall be exercised to prevent hitting or otherwise damaging walls, baseboards, or furnishings with the vacuum or attachments. Bags shall be emptied or cleaned regularly. Walk-off mats shall also be vacuumed and any furniture moved or replaced. Vacuumed carpets shall present a uniformly clean appearance both in open spaces and in inaccessible areas under and around furnishings, in corners and along edges. Carpets shall be clean, free from lint, dust balls, dirt, strings, loose carpet strands, and other debris. The carpet the pile shall stand erect once vacuuming is completed.

k. Elevator Cleaning: Clean all interior and exterior surfaces of elevators including walls, doors (interior and exterior) on each floor, door tracks on each floor. Clean all interior surfaces and polish bright metal in accordance with the standard for metal cleaning. Work shall include but is not limited to vacuuming floor tracks and sweeping and mopping floors, stripping floors and buffing as required (not allowing dirt and debris to fall down the elevator shaft. All elevators/escalators should be free of trash and debris and stains and gum. Floors must present a uniform appearance in accordance with the standards listed above.

l. Storage Space and Janitorial Closets Cleaning: All storage space areas and closets must be kept clean and orderly at all times. This storage space and/or janitorial/custodial closet must be kept clean, free of spills, stains, offensive odors, and always organized and must comply with OSHA guidelines. Any dirty mops or other types of wet materials shall be washed, cleaned, sanitized and dried after each use and stored in a way to prevent mildew, mold or any type of foul odor being discarded in storage area or closets. Storage Space or Closet areas will not be utilized as a storage area for trash or flammable materials. All containers used to store cleaning materials must be labeled in accordance with OSHA standards. Any and all flammable liquids shall be kept off premises. Rags and other flammable solids shall be kept in state approved containers. All containers shall be properly labeled as to contents. If any toxic material must be stored, it shall be appropriately labeled with name and proper antidotes. All buckets, wringers, mop sinks, and other tools and equipment shall be kept clean and free of odors.

The floor/wall sinks, whether porcelain or stainless steel is to be always kept clean and polished.

m. Emptying and Cleaning Waste Receptacles: All waste baskets, trash receptacles, garbage cans, cigarette butt receptacles (ashtrays, butt cans, etc.) and other trash containers in all offices, courtyards, entryways and docks, and other designated areas throughout the building/facility shall be emptied and returned to their proper locations. Waste receptacles will be wiped clean each time they are emptied and washed to a clean and sanitary condition as often as necessary. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Plastic trash receptacle liners must be replaced on the daily basis at all locations. In food/eating areas, or if food containers, napkins etc. are disposed in any trash receptacle Contractor will also be required to wash inside and out, or steam-cleaned daily the trash receptacle or can. All trash shall be deposited in the nearest designated dumpster/collection site container provided by the City. Trash receptacles of any type are considered to be satisfactory when no dirt, grime or food and drink residue remains on the inner or outer surface of the receptacles.

Dumpster sites shall be kept clean and orderly. Trash shall not be allowed to blow around grounds. Spills resulting from collection process shall be promptly cleaned. Area surrounding dumpster up to ten (10) feet must be kept neat and clean and free of debris.

n. Trash Removal Container Requirements: Containers used for collection of trash must be made of a non-combustible or flame-resistant substance. All trash disposals must be handled by using a brute trash container or similar type trash container with liner. Trash or trash bags shall not be dragged across any floor surface. Contractor is responsible for the cleaning of all floor surfaces and spills associated without utilizing the proper trash container. All containers used for trash collection must be cleaned inside and outside daily. Trash removal is considered to be satisfactory when no dirt, grime or food and drink residue remains on the inner or outer surface of the receptacles.

o. Trash/Waste Disposal Collect and remove all refuse, debris, rubbish, trash (burnable and unburnable), and garbage, from premises, including trash receptacles daily. Provide a protective floor covering on any floor where trash is placed when removing trash from the building. Trash must not be dragged on the floor or carpet. Torn bags must be placed in another bag to avoid spillage.

p. Policing: This job includes:

- Picking up and removing all paper, trash, debris, empty bottles, gum and other discarded materials inside and outside of the building (excluding desktops, tables and other work surfaces);

- Maintaining wall hung and floor type trash receptacles in a neat and presentable condition;

- Removing gum, spots of tar, and other foreign substances from inside the building;

- Sweep entrances, landings and steps;

- Cleaning drinking fountains and glass surfaces;

- Mopping up wet areas caused by spillage, accidents, or inclement weather, and

q. Contractor shall stock each restroom, break room and other areas with sufficient supplies to last until the next service. Contractor shall provide additional stock in a custodial closet for emergency purposes.

Contractor shall post and maintain log to monitor supply usage. Contractor should not leave additional or extra supplies on counters, toilet lids or on the floor unless prior approval is given by City of Pflugerville Facilities Manager/Supervisor or his/her designee.

3. Exterior Cleaning – Grounds and Sidewalks

a. The grounds and sidewalks around each of the building being serviced under this contract shall be kept free of litter. The areas within twenty (20) feet perimeter of the building shall be clean and swept as needed.

b. All trash and waste receptacles in courtyards, landings, steps, entryways, docks and other designated areas are to be emptied, cleaned and new plastic liners installed on a daily basis. Containers used for collection of trash must be made of non-combustible or flame-resistant substance. All containers used for collection must be washed inside and outside daily. Trash removal is considered to be satisfactory when no dirt, grim, or residue remains on the inner or outer surface of the trash and waste receptacles.

4. Break Room Cleaning Empty all trash and waste receptacles in break room, giving particular attention to the walls around trash receptacles. Replace all waste can liners; clean counter tops, sinks including drain, tabletops, chairs, exterior of refrigerators, vending machines, and cupboards; clean exterior and interior of microwave ovens. All floors must be free from food, spills, grease, dirt, trash and mildew. Scrubbing will be required for floors, grout, baseboards, and corners. Vacuum carpet and/or dust and mop floor.

Remove all cobwebs. Refill soap and paper towel dispensers and make sure they are operational and functional. As often as needed, or at least weekly, clean all doors, walls, vents, and light fixtures with appropriate chemicals; clean windowsills and walls.

5. Auditorium, Court and Conference Rooms: In addition to the general cleaning requirements particular attention must be paid to cleaning under non-moving benches, seating, landing, steps, dais, platforms, podium, etc. A crevice tool will be used as needed to ensure that there is no build-up of dirt or debris under benches, chairs, platform, podium, steps and/or landing. Seating pads on benches and chairs must be lifted up and any debris removed. All chairs will be cleaned or vacuumed to remove loose hair, dirt and grime. Dust or wipe all tables and chairs.

6. Fitness Areas: Wiping down cardio equipment, free weights, dumbbells, and benches with antimicrobial cleaner. Deep cleaning showers, cleaning tiles, sanitizing sinks, toilets, and benches.

Replenishing soap, paper towels, and toilet paper. Vacuuming carpeted areas, sweeping and mopping rubber workout floors, and cleaning aerobics/yoga mats.

7. Sport Courts: Sweeping, dusting, and specialized wet mopping/scrubbing of wood, vinyl, or synthetic floors to remove dirt and scuff marks.

8. Emergency Services and Other Miscellaneous Duties The contractor is also responsible for the following duties, which are considered within the scope of services:

a. In the event the City requires emergency services under the contract, the City shall notify the contractor by telephone of the need for such Emergency Services, after which the Contractor shall have one (1) hour unless otherwise specified to respond to the facility or location where the emergency services are required. If the Contractor fails to respond to the facility or location within two (2) hours of the notification by the City, the City reserves the right, in its sole discretion: to hire a separate contractor to complete the work and to deduct the amount of such work from any balances due to the Contractor and/or which may become due to the Contractor.

b. Respond to water leaks, spills, etc. and to complaints related to cleaning crew’s work within the time frame specified.

c. Report fires, hazardous conditions, damage or broken equipment, dispensers, malfunctioning fixtures or building appurtenances and any other item that needs repair or replacement to the Contract Manager or his/her designee.

9. Floor Cleaning and Maintenance

a. Floor care and maintenance of all carpeted and non-carpeted areas, stairs, stairwells, and foyers to entrances: Floors shall be maintained in such a manner as to promote longevity and safety. All floors shall be left in a clean, orderly and safe condition. No chairs, wastepaper baskets, or other similar items shall be stacked on desks, tables or windowsills during cleaning operations. Base boards, walls, stair risers, furniture and equipment shall in no way show signs of residual splashing; shall in no way be disfigured or damaged during cleaning operations. All furniture and equipment must be returned to its’ original position.

b. Proper precautions must be taken to advise building occupants of wet and/or slippery floor conditions. This applies during inclement weather as well as during cleaning operations. All waxed surfaces must be maintained to provide safe anti-slip walking conditions. All tools and equipment shall be always maintained in clean condition and neatly stored each night in the assigned storage area.

c. Removing Gum/Tar Etc.: Surface accumulations of chewing gum, tar, hardened dirt and other spoilage that cannot be removed by other means such as mopping, sweeping, dust mopping, shall be scraped and then removed. Care shall be taken to avoid damage to floor tiles or finish. All gum, tar, and other soils shall be removed as soon as they are discovered.

d. Floor maintenance includes vacuuming/sweeping, damp mopping, scrubbing and stripping, application of sealant and floor finish and buffing required to achieve the above stated results. Floor finish is only to be applied to floor surfaces that have been thoroughly cleaned.

e. Floor Care Materials: All acceptable floor care materials used will be applied in strict accordance with the manufacturer's printed directions and recommendations and used only if approved by the City of Pflugerville Facilities Manager/Supervisor.

f. Sweeping: Sweeping shall include removing all trash, dirt, cigarette butts, gum and foreign matter from all interior floor surfaces, garage areas, porches, loading and unloading ramps, interior and exterior walkways, stairwells and courtyards. When sweeping resilient tile or sealed concrete floors, treated dust mops shall be used and the sweeping operation shall be performed in a manner that no dust is raised.

Straw brooms or push brooms may be used for sweeping exterior surfaces.

h. Vacuuming: Vacuum all carpet, interior and exterior rugs, and walk-off mats. Close attention shall be paid to corners, edges and areas that are inaccessible to the machine. Appropriate hand or crevice tools shall be employed to assure that these areas are properly cleaned. Care shall be exercised to prevent hitting or otherwise damaging walls, baseboards, or furnishings with the vacuum or attachments. Bags shall be emptied or cleaned regularly. Walk-off mats shall also be vacuumed and any furniture moved or replaced. Movable office furniture, wastebaskets and easily moved items such as wall partitions or display cases shall be moved to vacuum underneath. These items shall be returned to their original location upon completion. Vacuumed carpets shall present a uniformly clean appearance both in open spaces and in inaccessible areas under and around furnishings, in corners and along edges. Carpets shall be free of all visible litter, soil, lint, dust balls, dirt, strings, loose carpet strands, and other debris. The carpet pile shall stand erect once vacuuming is completed.

i. Spot Cleaning of Carpet: Remove any evidence of excessive buildup of dirt, spillages, spots, smears and stains. After removal, carpet shall show no visible signs of discoloration or fuzzing from harsh rubbings.

Cleaned areas must blend with the adjacent carpeted areas. Contractor employee shall report all carpet tears, burns, and unraveling immediately.

j. Damp Mopping: Damp mop all floors suitable for mopping. Damp mopping shall include removing all streaks, scuff marks, mop strands and marks, from all floors and baseboards utilizing a material and method suitable for the type of floor cleaned. All surfaces must be free from splash marks. The finished area must have a uniform appearance. All floor drains must be cleaned and traps filled with disinfectants to prevent sewer odor. Water used to mop must be fresh and changed after cleaning each restroom.

Used water must be disposed of in an appropriate janitorial sink. Furniture and other equipment shall be moved to mop underneath and replaced in its original position.

k. Spot Mopping: Spot mopping shall include the removal of stains caused by spillage to small areas of floor surface and when windows or doors have been left open causing rain, snow or sleet to be blown in, or other substances tracked in the building.

l. (Excluding carpeted areas) All floors shall receive floor maintenance to include stripping of old wax and the application of a sealant and four coats of floor finish to all floor areas. Chairs, trash receptacles and easily moveable items shall be moved to maintain floor underneath. After receiving floor maintenance, the entire floor shall have a coating of floor finish having a uniform glossy appearance, and be free of litter, dust, foreign debris, scuff marks, heel marks, and other stains and discoloration. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. All moved items shall be returned to their proper position when all operations are completed.

m. Floor Finishing: The job of floor finishing includes the cleaning and applying of finish to hard floor surfaces per industry standards. Floors shall be free of streaks and skipped areas. Walls, baseboards and other surfaces shall not be streaked or marred and must be free of stains. All floors must be evenly coated and the appearance must be consistent in all areas. An approved polymer floor finish shall be used on asphalt, rubber, vinyl, linoleum and other resilient floor covering. All wood surface floors shall be cleaned and finished in accordance with the manufacturer’s recommendations and instructions for each type of flooring (e.g. parquet, oak, etc.). On hard surface floors such as brick, marble, ceramic, concrete, etc., an approved penetrating water base sealer shall be used. No harsh cleaners and sealers should be used on these floor surfaces. Only materials that are neutral with a PH Factor between 7 and 10 should be used when scrubbing or mopping floors. Avoid all- purpose cleaners or soap containing water soluble, inorganic, or crystallizing salts, harmful alkali or acids.

**Yearly Option- Upon Approval of Facilities Manager/Supervisor

a. Scrubbing and Re-coating Floors: Remove several layers of wax and dirt using a material and method suitable for the floor type. The floor finish shall be uniform in appearance and all corners, edges and baseboards shall be free of debris and dirt.

b. Stripping Floors: Remove existing wax with a material suitable for floor type. All old wax shall be removed and there shall be no buildup in corners or crevices. The floors shall be uniform in appearance and not have any buildup of wax in any areas. There shall be no evidence of gum, rust, burns, scuffs, or marks.

c. Spray Buffing: A buffing machine shall be used with a synthetic spray buffer pad attached thereto, and the surface shall be buffed only enough to harden the finish and bring the surface to desire uniform luster. Woodwork, baseboards, and furniture shall not be scarred or discolored by the buffing equipment or solution used. Spray buffing solution shall not be applied to floors closer than six inches to baseboards or non-moveable fixtures, as the buffing brushes will carry enough solution to protect the six-inch-wide area.

d. Stripping and Refinishing Hardwood/Laminate Floors: Remove all floor finish material from wood floors. Apply a material suitable for floor type in accordance with manufacturer’s instruction. Floor area must be evenly coated and provide a uniform appearance and luster. New finish should not show any stains or spots. Stripping and Refinishing will be accomplished every 6 months.

e. Cleaning and Sealing Cement Floors: As necessary, remove all existing floor finish material from cement floors. Apply anti-skid sealant suitable for cement floors. Buff if necessary to a high gloss appearance. Floor area must be evenly coated and provide a uniform appearance and luster. New finish should not show any stains or spots. Buffing waxed services will be done twice a week or more if needed depending on high traffic areas.

f. Carpet and Rug Cleaning: Deep steam cleaning using extraction methods to remove dirt, allergens, and stains from carpets and area rugs.

GENERAL REQUIREMENTS

A.1. Contractor shall furnish all labor, personnel, supervision, services, administration, reports, forms, documentation, materials, supplies, chemicals, equipment, tools, pay all salaries, wages, taxes including payroll taxes, FICA, benefits, insurance, fees, permits, fuel including fuel surcharges, shipping, transportation, freight, travel time to and from assignments, mileages, parking, tolls, and all other overhead costs including incidentals necessary to maintain the facilities in a clean and sanitary condition in accordance with standards, conditions and methods set forth and outlined in this RFP for commercial janitorial cleaning services.

A.2. Proposers are encouraged to examine all documents relating to this project to ascertain the nature of the work and the character of the job criteria. The bidders shall become familiar with the contractual requirements, limitations, and various aspects of the work, physical conditions, and surroundings of the job criteria. Contractor shall include in their bid a sum sufficient to cover the cost of doing the work under the existing site conditions and contract requirements. By submitting a bid, the Contractor declares that he or she has thoroughly investigated the job criteria, examined all related project documents and is familiar and satisfied with the nature, character and condition of the job criteria, contractual requirements, limitations and the various aspects of this project. City of Pflugerville will not consider any claims for compensation whatsoever on account of the Contractors' failure to fully investigate and examine the project requirements and job criteria conditions as required above.

A.3 City of Pflugerville reserves the right to require Contractor to use alternate methods or products at no additional cost to the City of Pflugerville if satisfactory results are not being achieved. Contractor performance will be evaluated in terms of the cleaning results achieved.

Contractor shall be responsible for any and all damages resulting from its operation and upon occurrence report, verbally and written, to the Facilities Manager/Supervisor. The Facilities Manager/Supervisor will provide guidance of any rules related to repairs that the Contractor must comply with (i.e.lease or City of Pflugerville building requirements). Damages shall be repaired to match existing within seven calendar days upon notification and shall be at no expense to City of Pflugerville.

The repairs shall be equal to or better than the original condition and will be approved or rejected by the Facilities Manager/Supervisor within five calendar days. Should any repairs be rejected the Contractor shall redo the repairs within seven calendar days.

A.4. Labor force employed by the Contractor shall include, but not be limited to, custodians (day and evening workers), supervisory, administrative…