GG000092_SUPPLIER.pdf

RFQ GG000092

Proprietary and Confidential 8/31/2026 9:48 AM

RFQ GG000092

Title Janitorial/Custodial Cleaning and Related Services

Preview Date Open Date 8/31/2026 9:46 AM Close Date 9/21/2026 2:00 PM Award Date Time Zone Central Standard Time

Submit your response to the following contact.

Company Metropolitan Government of Nashville and Davidson County

Buyer Daniel A Drumwright Location PO Box 196301

Nashville, TN 37219 Davidson United States

Phone 1-615-862-6632 Fax

E-mail Daniel.Drumwright2@nashville.gov

When submitting your response, include the following information.

Your Company Name

Company Site (Optional) Address

Contact Details Response Valid Until

(Optional)

This document has important legal consequences. The information contained in this document is proprietary of Metropolitan Government of Nashville and Davidson County. It shall not be used, reproduced, or disclosed to others without the express and written consent of Metropolitan Government of Nashville and Davidson County.

Table of Contents

1 Overview

1.1 General Information

1.2 Schedule

1.3 Negotiation Controls

1.4 Terms

2 Requirements

2.1 Section 1. RFP Solicitation (Selection) Method

2.2 Section 2. Waiver Process

2.3 Section 3. Commodity Codes

2.4 Section 4. Timeline

2.5 Section 5. Solicitation Objective

2.6 Section 6. Scope Summary

2.7 Section 7. Scope Details

2.8 Section 8. Equal Business Opportunity (EBO) Program Requirements

2.9 Section 9. Insurance Requirements

2.10 Section 10. Standard Solicitation Requirements

2.11 Section 11. Information Security Agreement

2.12 Section 12. Solicitation Acceptance

2.13 Section 13. Contract Acceptance

2.14 Section 14. Evaluation Criteria

2.15 Section 15. Affidavits

1 Overview

1.1 General Information

Title Janitorial/Custodial Cleaning and Related Services

Buyer Daniel A Drumwright Outcome Contract Purchase Agreement

E-Mail Daniel.

Drumwright2@nashville.

gov

1.2 Schedule

Preview Date Open Date 8/31/2026 9:46 AM

Close Date 9/21/2026 2:00 PM Award Date Time Zone Central Standard Time

1.3 Negotiation Controls

Response Visibility Sealed

1.4 Terms

Agreement Start Date Agreement End Date Agreement Amount

(USD)

Payment Terms Net 30 Freight Terms SUPPLIER PREPAID

Shipping Method FOB DELIVERY Negotiation Currency USD (US Dollar)

Price Precision 0

2 Requirements *Response is required

Make sure to review the entire solicitation to gain an understanding of all the requirements and expectations prior to creating and submitting a response.

2.1 Section 1. RFP Solicitation (Selection) Method

1.

Request for Proposal

Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.12.040, this solicitation document serves as the written determination of the Purchasing Agent, that the use of competitive sealed bidding is neither practicable nor advantageous to Metro. Therefore, this solicitation will facilitate the entering into of contract(s) by the competitive sealed proposals process. The proposal process, flexibility and limitations are governed by the Code and related Procurement Regulations.

The proposal selection method permits discussions with offerors who submit proposals determined to be reasonably susceptible of being selected for award. Modifications in proposal content, comparative judgmental evaluations of the proposals, corrections, and scope adjustments, may occur at the request of the Purchasing Agent or their designee.

There may be one or more amendments to this solicitation. Solicitation amendments are included as updates to the original solicitation. It is the offeror's responsibility to remain informed on all solicitation amendments and submit the solicitation response incorporating all amendments.

Offers to Metro online solicitations are required to be submitted within the iSupplier online environment unless otherwise stated. Hard copy offers will not be considered except as required by law.

Any response to this solicitation is a formal waiver of any claims of confidentiality regardless of what may be stated, printed, or implied in the submission and/or attachments submitted. All information is made a Public Record after an award is made.

The only official position of Metro is found within this solicitation document including answers provided in response to questions raised. The online discussion tool within iSupplier is the appropriate tool for all questions or communications concerning this solicitation.

Metro reserves the right to issue additional rounds as it deems necessary for the purposes of evaluation. Additional rounds may include, but not be limited to, Offeror interviews.

Metro reserves the right to make multiple awards for a contract if it is deemed in the best interest of Metro.

2.2 Section 2. Waiver Process

1. Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.48.115 (Conflicts with Previous Metro Projects), Non-Metro employees who provide services to the metropolitan government regarding the feasibility, cost, design, implementation, or legislative adoption of a particular matter are prohibited from subsequent participation in the procurement process or resultant contract(s) related to that particular matter.

Any offeror who may meet the standard of MCL 4.48.115 must disclose this potential conflict to the buyer prior to the solicitation's deadline for questions. This disclosure must include reference to the offeror's prior work on the particular matter, including the specific project and prospective offerors' participation, and the timeframe services were rendered. If the offeror is requesting a waiver from MCL 4.48.115 this must be explicitly stated in the disclosure.

Requests for a waiver will be reviewed by the Procurement Standards Board with final decisions published in the news items section of purchasing.nashville.gov

2.3 Section 3. Commodity Codes

1. This solicitation is being published under the following UNSPSC (United Nations Standard Products and Services Code) Commodity Codes:

• 76110000 - Cleaning and Janitorial Services

• 47130000 - Cleaning and Janitorial Supplies

• 76111500 - General building and office cleaning and maintenance services

• 76111501 - Building cleaning services

• 76111504 - Window or window blind cleaning services

• 76111605 - Exhaust hood or fan clearing

• 47130000 - Cleaning and janitorial supplies

• 47131800 - Cleaning and disinfecting solutions

2.4 Section 4. Timeline

1.

The following is the general, unofficial anticipated timeline for this solicitation. These dates represent a good faith effort, accurate at the time of publication. They are non-binding and subject to change. They are for informational purposes only and subsidiary to official dates/times contained elsewhere in the solicitation:

• 8/31/2026 - Solicitation Publishing and Opening

• 9/8/2026 - Pre-Offer Meeting

• 9/9/2026 - Amendment #1 Published with Pre-Offer PowerPoint and Attendee List

• 9/10/2026 - Deadline to Submit Questions in iSupplier

• 9/14/2026 - Amendment #2 Published with Response to Online Discussion Questions

• 9/21/2026 - Solicitation Closes

• 9/22/2026 - Responsive Offers Provided to BAO for Review

• 9/24/2026 - Responsive Offers Provided to Evaluation Committee

• 10/6/2026 Evaluation Committee Meeting

• 10/13/2026 - Intent to Award Issued

• 10/23/2026 - Protest Period Ends & Deadline for Awarded Supplier to Provide Outstanding

Documents

• 10/26/2026 - Contract Sent to Awarded Supplier for Review

• 10/30/2026 - Contract Routes for Signature

• 11/6/2026 - Sourcing Process Complete

2.5 Section 5. Solicitation Objective

1. The objective of this solicitation is to enter into an indefinite delivery/indefinite quantity (IDIQ) contract. Metro does not guarantee minimum or maximum purchase amounts for the requested goods and/or services.

Purchases shall be made on an as-needed basis by Metro via Purchase Order. No purchase is guaranteed, and no work shall be performed until receipt of Metro-issued Purchase Order.

2.6 Section 6. Scope Summary

1. The Metropolitan Government of Nashville and Davidson County (Metro) is soliciting proposals for the delivery of an array of janitorial and custodial cleaning and related services. The qualified contractor shall be responsible for performing such services in multiple General Services-managed facilities and other Metro facilities.

2.7 Section 7. Scope Details

1. The contractor shall furnish janitorial services to Metro including all supervision, labor, material, equipment and supplies necessary to perform the scope of work. The Contractor is responsible for providing proper equipment, consumables, tools, and trained personnel to fully execute all requirements.

Requirements

Provide comprehensive planning, management, and delivery of janitorial services including regular custodial work, specialized cleaning, event support, and related services for Metro facilities.

Secure and maintain all necessary business licenses and Metro authorizations (background checks and Metro building security clearances) required to perform required services.

Coordinate services with each individual Metro agency, in the manner prescribed by each Metro agency.

Provide a working supervisor on the premises while cleaning services are in progress. Each working supervisor shall be capable of fluently conversing in English as well as reading and writing instructions and directives in English.

Replace personnel upon request from Metro.

Complete periodic reporting on service delivery and contract compliance as may be required by Metro.

Provide dedicated management staffing available by phone twenty-four hours a day, seven days a week.

Complete all janitorial and ancillary services required by Metro or, alternatively, subcontract the services out, provided that all costs remain at the price submitted in their cost proposal.

Complete, at no cost to Metro, background checks for assigned individuals and sub-contractors within two weeks following the contract signature. The same background check shall be performed on any new employees of the contractor. Metro must receive MNPD confirmation of each individual's security screening in "PASS" status before contractor may assign personnel to duties under the contract.

Standard Janitorial Service

The standard janitorial service area of each facility generally includes areas within 20 feet of the building exterior, as well as any facility parking lot and facility trash and recycling containers regardless of their location in relation to or distance from the building.

Standard janitorial service generally includes daily trash, recycling, and where applicable compostables pick-up and removal to the trash, recycling, or compostables repositories of the subject facility if available or removal from Metro property at contractor's expense.

Standard janitorial service generally includes the daily provision and replacement of products such as soap, paper towels, toilet paper, urinal screens, deodorizer refills and other items. All products used to restock dispensers must be compatible with the existing dispensers. Contractor may request and upon approval replace dispensers at the contractor's expense. The cost for removing the existing and installing a new dispenser, patching and painting as necessary will be paid by the contractor.

Contractor shall use cleaning products/agents that meet or exceed the specifications found in the attached Cleaning Products/Agents and Alternative Cleaning Systems Specifications PDF.

Contractor shall utilize sustainable and reusable cleaning materials, such as microfiber clothes and washable mop heads, where practical. Contractor shall, where practical, avoid the use of chemical cleaners.

For more information, refer to the Cleaning Services Frequency Schedule PDF.

Additional Services

Day Porter Service— CONTRACTOR shall provide full-time, half-time, quarter-time, day porter attendant services as required. This is defined as routine janitorial support service required during business hours for high traffic areas where standard janitorial service completed after business hours shall not adequately address needs each day. Day Porter Attendants shall clean and stock restrooms, clean up spills, empty trash, pick up trash, clean glass, and perform other custodial duties as may be required or requested.

Hood and Vent Cleaning— CONTRACTOR shall perform thorough hood and vent cleaning semiannually at selected facilities.

Utility Drain Treatments— CONTRACTOR shall obtain Bio-Active Plus ST-822, a no-rinse enzyme all-purpose cleaner (or equivalent) from General Services, central stores (at no cost), and, treat all drains per product specifications at all facilities each day while on-site for standard, routine cleaning and janitorial service.

Window Washing— CONTRACTOR shall schedule and perform internal and external window washing at selected facilities in accordance with the specifications of this contract and standard industry practices.

These services include all exterior windows/glass surfaces, glass window frames, including those of all heights and/or requiring special access, all interior windows/ glass surfaces, glass window frames, including Skylights. Contractor shall ensure all window frames are wiped and free of dirt, streaks, and cobwebs.

Cleaning Equipment

Meet or exceed equipment-related criteria recommended by third-party sustainability programs (e.g. HEPA filtration and CRI labels)

Vacuum cleaners must be commercial grade, meet or exceed the Carpet and Rug Institute (CRI) Green Label and Green Label Plus Program requirements, and that employ HEPA high-filtration systems to contain particulate matter.

Carpet extraction equipment must be commercial grade, meet or exceed the CRI Bronze Seal of Approval;

and floor maintenance equipment must be commercial grade and equipped with systems for capturing and collecting particulates.

Propane powered equipment shall only be utilized upon Metro case-by-case approval. When feasible, electric-powered equipment with low/ no emissions shall be used.

Supplies, Product Restocks, Replacement Items

Contractor shall provide products that are sustainability supporting, eco-friendly, and meet related specifications referenced or detailed herein including LEED version 5 BD+C and O+M, including the product sustainability specifications for this solicitation.

Contractor shall provide replacement receptacle liners, including BPI-certified compostable bags.

Cleaning products, materials, tools, and equipment provided shall meet the sustainability standards, requirements, and practices specifically referenced in the attached Cleaning Products/Agents and Alternative Cleaning Systems PDF).

Attachments:

File Name or URL Type Description Cleaning Services Frequency Schedule

File Cleaning Services Frequency Schedule

Forest Safety Council Page URL Forest Safety Council Page EPA Safer Products Page URL EPA Safer Products Page ECOLOGO Certification Program

URL ECOLOGO Certification Program

Green Seal Product Standards

URL Green Seal Product Standards

MNPD Background Check Info PDF

File MNPD Background Check Info

Supplies, Product Restocks, Replacement Items

File Supplies, Product Restocks, Replacement Items

Cleaning Products-Agents and Alternative Cleaning Systems Specifications

File Cleaning Products-Agents and Alternative Cleaning Systems Specifications

2.8 Section 8. Equal Business Opportunity (EBO) Program Requirements

1. EQUAL BUSINESS OPPORTUNITY (EBO) GOAL

2. Pursuant to the Metro Code of Laws Section 4.46.060 B, no Equal Business Opportunity Program Goal is established for this solicitation.

3.

Pursuant to the M.C.L. Section 4.46.060, a percentage goal for MBE and WBE subcontract participation has been established for this solicitation. Such goal is based upon careful analysis of the availability of commercially useful subcontracting opportunities and has been considered by the appropriate Goal Setting Committee and approved by the Purchasing Agent.

The Metropolitan Government of Nashville and Davidson County expects the successful offeror to meet the established goal for this project and provide demonstration of approved good faith efforts to attain the goal. M/WBE participation may be counted toward the specified goal when the Prime Contractor demonstrates a commercially useful function(s) for each proposed Subcontractor and as further defined in the M.C.L. Section

4.46.060. In no way shall subcontractors' work or dollar amount be construed to count toward the established goal more than once. Only expenditures to M/WBE subcontractors that perform a commercially useful function in the work of the project or contract may be counted. Suppliers may be utilized to satisfy the goals in whole or in part, however, must perform a commercially useful function.

*4. Minority Business Enterprise (MBE) Percentage Goal: 12 % Target: Acknowledge established goal and can achieve MBE established goal

Select one of the following:-

a. Acknowledge established goal and can achieve MBE established goal

b. Unable to achieve established goal and have attached completed waiver request form from Good Faith Summary Sheets

*5. Woman Business Enterprise (WBE) Percentage Goal: 4 % Target: Acknowledge established goal and can achieve WBE established goal

Select one of the following:-

a. Acknowledge established goal and can achieve WBE established goal

b. Unable to achieve established goal and have attached completed waiver request form from Good Faith Summary Sheets

*6.

To be responsive within the scope of the EBO program offerors must complete and attach to their response Statements of M/WBE Utilization, Statement of Interested Subcontractors/Vendors, and Statement of Bid Proposals/Price Quotations.

EBO Forms are attached to this section of the solicitation for your access. See EBO Website in attachment section here for additional EBO Information.

Attach the EBO Forms, including Good Faith Effort Summary Sheets (if applicable), and any supporting documentation to your response as one PDF document titled EBO Documentation.

M/WBE firms included in offers must be registered with Metro and certification received by BAO prior to the solicitation closing date. Failure to comply with EBO requirements may result in the offer being deemed nonresponsive.

A Letter of Intent must be submitted to BAO by the end of the second (2nd) business day following issuance of the intent to award notification for each Metro approved M/WBE included in offer. The Letter of Intent must be signed by both parties.

Attachments:

File Name or URL Type Description EBO Information URL Blank EBO Forms File

Target: Acknowledge Expectations and Attach Required EBO Documentation

Select one of the following:-

a. Acknowledge Expectations and Attach Required EBO Documentation(Response attachments are required)

b. Fail to acknowledge expectations or attach required EBO Documentation; therefore, Offeror is non-responsive

*7.

All offerors shall:

• Make efforts to include M/WBE's, certified by certifying entities recognized by the Metropolitan Government, in the procurement process and to ensure that businesses are not discriminated against on the basis of race, ethnicity or gender.

• If awarded, maintain for a minimum of three (3) years after completion of the contract and final payment detailed records of all correspondence and responses thereto, logs of all telephone calls made and received regarding Metropolitan Government solicitations, copies of advertisements in publications and other media, and other relevant papers required by the Program.

• Cooperate with any document request or other investigatory effort by the BAO in its considerations of the Bid as provided herein above.

Acknowledge understanding and acceptance of all information above.

Target: Yes, I acknowledge and understand

Select one of the following:-

a. Yes, I acknowledge and understand

b. No, and are non-responsive

2.9 Section 9. Insurance Requirements

1.

Insurance Requirements

Any offeror receiving an intent to award letter shall be required to provide a Certificate of Insurance within seven (7) calendar days of receiving the notification in order to proceed with award and execution of a contract.

The Description section must read as follows: Metropolitan Government of Nashville and Davidson County, its officials, officers, employees, and volunteers are named as additional insureds per general liability additional insured endorsement and automobile liability additional insured endorsement.

In the Certificate Holder section it must read as follows: Purchasing Agent, Metropolitan Government of Nashville and Davidson County, Metro Courthouse, Nashville, TN 37201.

The following insurance(s) shall be required:

2.

• General Liability Insurance in the amount of one million ($1,000,000.00) dollars per occurrence and in the amount of two million ($2,000,000) in the aggregate.

3.

• Automobile Liability Insurance in the amount of one million ($1,000,000.00) dollars combined single limit.

4.

• Worker's Compensation Insurance with statutory limits required by the State of Tennessee or other applicable laws and Employer's Liability Insurance with limits of no less than one hundred thousand ($100,000.00) dollars, as required by the laws of Tennessee.

5.

• Abuse and molestation Liability Insurance in the amount of one million ($1,000,000) dollars per occurrence and in the amount of two million ($2,000,000) in the aggregate.

2.10 Section 10. Standard Solicitation Requirements

1.

Pre-Offer Meeting

A pre-offer meeting will be held for this solicitation on September 8, 2026 at 10:00 AM Central Time.

You must register in advance to provide the following information: your name, email address, phone number, and the name of the company you are representing by clicking on the following link.

1. Click https://nashville.webex.

com/weblink/register/r2eaa75e051e557f8caa6d22bb2ed46cd

2. Enter the event password: (enter passcode) This event requires registration.

After your registration has been approved, you will receive instructions for joining the event.

3. Click "Join Now".

4. Follow the instructions that appear on your screen to join the teleconference.

5. The contact information provided will generate on the Pre-Offer Attendee List if you attend the meeting.

You will receive a confirmation email invitation after you register with the information needed to participate in the Pre-Offer via Webex that will be added to your calendar. You may participate by clicking the Webex Link provided in the email confirmation from a computer, tablet, or smartphone.

If you have any issues with registering please contact the Buyer, Daniel Drumwright at Daniel.Drumwright2@nashville.gov.

Metro urges all prospective offerors to attend planned pre-offer meetings.

2.

Inquiries

All inquiries must be submitted by September 10, 2026 at 2:00 PMCentral Time using the online discussions feature of the iSupplier system. Questions will be answered formally via Amendment to the solicitation soon after the deadline for submitting questions. Offerors must clearly understand that the only official answer or position of Metro will be the one stated in writing by Division of Procurement staff.

You may contact Daniel Drumwright at 615-862-6632 or Daniel.Drumwright2@nashville.gov with questions regarding iSupplier or you may email iSupplier@nashville.gov. All offerors are encouraged to sign in to the iSupplier system as soon as possible to view the solicitation and ensure all login information is correct.

Finally, please have your offer loaded in the iSupplier system well in advance of the deadline for submission of offers to avoid any last-minute functionality issues. While Metro makes every attempt to assist suppliers with entering their offers, there is not sufficient time to trouble shoot functionality issues within one hour of the deadline for submission of offers.

3.

Accurate Information

Failure to provide complete and accurate information in an offer to this solicitation may result in your offer being deemed nonresponsive. Metro may institute debarment proceedings against the offeror and/or terminate any contract or purchase order that has been awarded based on inaccurate information.

Extraneous Information

Offers should be brief and concise. Information provided beyond the requirements described in this solicitation may be considered extraneous and as a result discarded.

Minor Irregularities

Metro reserves the right to waive minor irregularities in offers, provided that such action is in the best interest of Metro. Any such waiver shall not modify any remaining solicitation requirements or excuse the offeror from full compliance with the solicitation specifications and other contract requirements if the offeror is awarded a contract.

Ambiguity, Conflict or Other Errors in the Solicitation

Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this solicitation prior to submitting their offer, or it shall be waived. Claims of ambiguity after submission of the offer shall not serve as grounds for a protest.

If an offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in the solicitation, they shall immediately request modification or clarification using the online discussion feature of iSupplier. Required modifications or clarifications will be issued by solicitation amendment.

Validity of Offers

All offers shall be valid for a period of one-hundred and fifty (150) days from the closing date of the solicitation unless another timeframe is agreed to by all parties. Submission of an offer does not afford rights to the offeror nor obligate Metro in any manner.

Offer and Presentation Costs

Metro will not be liable for any costs incurred by an offeror in the preparation of its response to a solicitation, nor for the presentation of its offer and/or participation in any clarifications, discussions, negotiations, or protests.

Rejection of Offers

Metro reserves the right to accept or reject, in whole or in part, any offers submitted. The failure of an offeror to promptly supply information in connection with, or with respect to, reasonable requests may be grounds for a determination of non-responsibility.

Americans with Disabilities Act

Contractor shall ensure Metro that all services provided through this resulting contract shall be completed in full compliance with the 2010 Americans with Disabilities Act (ADA) enacted by law on March 15, 2012 and adopted by Metro. Contractor will ensure that participants at public meetings with disabilities will have communication access that is equally effective as that provided to people without disabilities. Information shall be made available in accessible formats, and auxiliary aids and services shall be provided upon the reasonable request of a qualified person with a disability.

Contractor Personnel Requirements

Subsequent to submission of an offer and prior to award of a contract, key personnel identified in the offer shall not be changed without the approval of Metro. Any changes in key personnel without Metro approval may result in the offer being rejected and not considered for award.

Unauthorized Work

The successful offeror shall not begin work until Metro issues a Notice to Proceed or Purchase

Order. Any unauthorized work shall be deemed non-compensable and the offeror will have no recourse against Metro

*4. Persons Suspended or Debarred from Procurement

Pursuant to Metro Code 4.36.020, a public list of suspended or debarred persons is maintained by the division of purchases (see link provided herein). Individuals appearing on said list may not be awarded a Metro contract.

Affirmation

Do you or any proposed subcontractors appear on the list of suspended or debarred persons?

Attachments:

File Name or URL Type Description Suspended or Debarred Persons List

URL

Target: No, neither I or any of my subcontractors appear on the list of suspended or debarred vendors.

Select one of the following:-

a. No, neither I or any of my subcontractors appear on the list of suspended or debarred vendors.

b. Yes, I or one of my subcontractors appear on the list of suspended or debarred vendors and I am non-responsive.

*5.

Subcontractors/Subconsultants

Offeror must enter ALL subcontractors/subconsultants/suppliers in the Subcontractor/Subconsultant Form (see attachments below) regardless of their ownership and attach back to the submitted response/quote. All proposed subcontractor/subconsultants and/or suppliers must be registered in iSupplier prior to the solicitation deadline. Offeror should identify those subcontractors/subconsultants and/or suppliers that are Small or Service-Disabled Veteran (SBE/SDV) owned, or those that are Minority or Woman owned as appropriate. All known subcontractors/subconsultants and/or suppliers who will perform a portion of this project must be listed. If the prime is a Metro approved SBE/SDV, their self-performance participation should be reflected this subcontractor form.

If no subcontractors/subconsultants are being proposed, then indicate such on the Subcontractor/Subconsultant Form and attach back to the submitted response/quote.

Failure to attach the Subcontractor/Subconsultant Form to your submitted response/quote may deem your offer non-responsive.

Attachments:

File Name or URL Type Description Blank Subcontractor Form File

Target: Subconsultant Form is Attached

Select one of the following:-

a. Subconsultant Form is Attached(Response attachments are required)

b. No attachment and offer may be deemed non-responsive

6.

Assistance to Small (SBE) and/or Service-Disabled Veteran (SDV) Owned Businesses

The Metro Procurement Code (Section 4.44) and Regulations (Section R4.44.020.04) provide options for the Purchasing Agent to maximize the participation and performance of Metro approved SBE/SDV businesses.

Assistance is provided to offerors who are SBE/SDV, or who need assistance in locating potential SBE/SDV subcontractors or suppliers. For assistance, offerors are encouraged to contact the BAO by email at BAO@Nashville.gov or call the BAO at (615) 880-2814. For more information and the forms go to Business Assistance Office (BAO) at the website listed in the attachment section herein.

If the Offeror is an SBE/SDV business, Metro considers the work the SBE/SDV firm commits to self-perform. If the work is subcontracted or otherwise procured, only the work performed by a Metro approved SBE/SDV subcontractor or supplier may be considered for the purposes of award incentive. All SBE/SDV businesses included in offers must be registered online with Metro and approved by the BAO prior to the solicitation closing date.

mailto:BAO@Nashville.gov

Several ways that SBE/SDV participation may be promoted in individual solicitations are described below:

• Cost Incentive - The Metro Procurement Code (Section 4.44) and Regulations (Section R4.

44.020.04) provide options for the Purchasing Agent to provide a cost incentive to maximize SBE/SDV participation. If this solicitation includes a cost incentive for the participation of approved SBE/SDV business, the methodology for evaluating the SBE/SDV participation is described in the regulations found at website link shown in the attachment section herein. This requires that ALL SBE/SDV Subcontractors and/or Subconsultants be listed on the Subcontractor/Subconsultant Form.

• Set-Aside - Some solicitations are the result of an SBE/SDV set-aside. In those cases only approved SBE/SDV firms may submit an offer. The solicitation will state in the opening description if it is an SBE/SDV set-aside solicitation. This requires that ALL SBE/SDV Subcontractors and/or Subconsultants be listed on the Subcontractor/Subconsultant Form.

• Small Business Reserve (SBR) - Some solicitations are the result of an SBR set-aside. In those cases, only approved Small Business Reserve participants may submit an offer. The solicitation will state in the opening description if it is an SBR solicitation. This requires that a preliminary list of SBE/SDV subcontractors and/or subconsultants be included on the Subcontractor/Subconsultant Form.

• Threshold - If the solicitation has a SBE/SDV threshold, only offers that meet the established threshold will be eligible for SBE/SDV cost incentives. Incentive consideration, if included, is calculated on a pro rata basis for those offers in excess of the established threshold. This requires that ALL SBE/SDV Subcontractors and/or Subconsultants be listed on the Subcontractor/Subconsultant Form.

• Requirement - If the solicitation states a required SBE/SDV participation level, then only those offerors committing to achieve or exceed the established amount will be considered responsive to the solicitation. The solicitation will not contain an SBE/SDV cost incentive. This requires that a preliminary list of SBE/SDV subcontractors and/or subconsultants be included on the Subcontractor/Subconsultant Form.

Attachments:

File Name or URL Type Description Procurement Regulations URL Business Assistance Office Website

URL

*7. SBE/SDV Participation and Misrepresentation

Offerors must acknowledge that they understand the SBE/SDV participation expectations described in the next paragraph.

• 5% requirement has been set over the life of the contract. This requires that a preliminary list of SBE/SDV subcontractors and/or subconsultants be included on the Subcontractor/Subconsultant Form.

Offeror also acknowledges that they understand the consequences of failing to comply with their SBE/SDV participation commitments. If Contractor fails to comply with their SBE/SDV businesses participation commitments, or it is determined that their SBE/SDV status or the SBE/SDV status of any subcontractor/subconsultant/supplier, is shown to be false; Metro may terminate the Contract and charge Contractor for any costs incurred by Metro as a result of the misrepresentation. Misrepresentation may result in debarment.

Contractor shall enter payments to SBE/SDV and MWBE subcontractors/subconsultants/suppliers as instructed by Metro. Failure to do so may impact payments to Contractor.

Target: Acknowledge Participation Expectations and Consequences of Misrepresentation

Select one of the following:-

a. Acknowledge Participation Expectations and Consequences of Misrepresentation

b. No, may be deemed non-responsive

*8. Vendor Checklist

Offeror must complete the vendor checklist (see attached below) and attach completed document back to the submitted response/quote. Information provided on the completed vendor checklist will be used to development the resulting outcome if issued an intent to award from the solicitation.

Failure to attach the completed Vendor Checklist to your submitted response/quote may deem your offer non-responsive.

Attachments:

File Name or URL Type Description Blank Vendor Checklist File

Target: Attached Completed Vendor Checklist

Select one of the following:-

a. Attached Completed Vendor Checklist(Response attachments are required)

b. No attachment and offer may be deemed non-responsive

2.11 Section 11. Information Security Agreement

*1. Complete the Metro Information Security Agreement (MISA) Questionnaire attached to this solicitation.

Attached the completed Metro Information Security Agreement (MISA) Questionnaire to your quote response. Using the attached MISA-Exhibit Selection Matrix, determine the applicable MISA Terms and Conditions from the MISA-Exhibits (attached herein) based on your company's completed MISA Questionnaire. The determined MISA Terms and Conditions to be included in the resulting contract, if awarded.

Failure to attach your completed MISA Questionnaire may result in your offer being deemed non-responsive.

Offeror must indicate acceptance of the applicable MISA Terms and Conditions. If any exceptions are taken, attach a PDF file to your quote identifying the exceptions and label it as MISA Terms and Conditions Exceptions.

Please note that if exceptions are not stated at this time, they will not be granted after the contract is awarded. Exceptions taken after the award will result in the withdrawal of the intent to award and offeror's firm suspended from upcoming solicitations.

Attachments:

File Name or URL Type Description MISA-Exhibit Selection Matrix

File

MISA Terms and Conditions

File

MISA Questionnaire File Target: ISA Questionnaire Completed and Terms and Conditions Accepted

Select one of the following:-

a. ISA Questionnaire Completed and Terms and Conditions Accepted(Response attachments are required)

b. No, Offer is non-responsive

2.12 Section 12. Solicitation Acceptance

*1.

Offeror must indicate acceptance of the final version of this solicitation as amended. In the likely occurrence that an amendment is issued to the solicitation, you must accept the final amendment for your proposal to be accepted. When an amendment is published you will automatically be notified by the iSupplier system, but you are encouraged to regularly check the solicitation for an amendment. If you have submitted a proposal prior to an amendment, you must resubmit your proposal in response to the amendment to avoid failure to submit or a determination of non-responsiveness. This is required whether your offer is affected by the latest amendment or not.

Any exceptions taken to this solicitation must be submitted through the online discussion feature of the system by the date and time shown for inquiry submittal. If an offeror takes exception to this solicitation after the inquiry submittal date and time, their submission may be deemed nonresponsive.

Select one of the following:-

a. Yes, Accept Solicitation as Presented

b. No, Offer non-responsive

2.13 Section 13. Contract Acceptance

*1.

Offeror must indicate your acceptance or exceptions to the attached draft contract for this solicitation.

If any exceptions are taken, attach a redline word document reflecting the proposed changes as well as justification or explanation for the proposed change. Your response to this section should indicate if exceptions are taken and you should submit the redlined word document named Contract Exceptions back with your response.

If no exceptions to the contract are stated, they will not be granted after the contract is awarded. Exceptions taken after the award will result in the rescind of the intent to award and offeror may be placed on suspended list.

If exceptions to the contract are stated and requested changes are unacceptable based on Metro's review, this may result in the rejection of the proposal as non-responsive.

Attachments:

File Name or URL Type Description Draft Goods and/or Services Contract

File

Target: Accept Contract as Presented

Select one of the following:-

a. Accept Contract as Presented

b. Attached exceptions taken of contract presented(Response attachments are required)

2.14 Section 14. Evaluation Criteria

1. Evaluation Criteria Response Formatting

All submitted proposals should include the following on every page as a header and/or footer:

• RFQ Number

• RFQ Title

• Proposer Name

• Evaluation Criteria Section Title

• Page Numbers

Each PDF document should be named the Evaluation Criteria Section Title as outlined in the solicitation. Make sure keep evaluation criteria PDF separate and do not combine together.

Metro strongly encourages you to submit question and response together for ease of review by evaluation committee.

*2.

COST (40 Points)

Offerors are to submit their completed Cost Spreadsheet attached to this solicitation with your response to this request for proposal (RFP).

Complete the yellow highlighted areas and return attached cost spreadsheet with quote responses.

The Total Evaluated Cost from the Cost Spreadsheet will be the amount used for the purpose of evaluation and award.

Offeror must be able to provide all line items shown on the cost spreadsheet as outlined in the solicitation requirements. A unit price must be entered for all line items. Each highlighted cell must be completed with an appropriate value to be evaluated for award. If a cell is left at $0.00 Metro will assume the item or service will be offered at no charge. An answer of N/A or Not Applicable is unacceptable.

Metro reserves the right to procure more or less services during the lifetime of any agreement that may be issued as a result of this solicitation.

Questions related to the Cost Spreadsheet should be submitted through the Online Discussion portal, per the Inquires section of the solicitation.

Offerors should not create their own Cost Spreadsheet and/or make any modifications to non-requested cells within the Cost Spreadsheet.

Offerors must submit the completed excel file named Cost Spreadsheet to your proposal response. Failure to provide a completed cost spreadsheet or follow these instructions may result in your offer being deemed non-responsive.

File should be attached as an excel document and be named Cost Spreadsheet.

Attachments:

File Name or URL Type Description Cost Spreadsheet- Janitorial Cleaning Services

File

Target: Attached Completed Cost Spreadsheet

Select one of the following:-

a. Attached Completed Cost Spreadsheet(Response attachments are required)

b. No Attachment and may be deemed non-responsive

*3.

Methodology and Approach (30 Points)

• Describe in detail your policies relating to and implementing environmentally friendly practices and include a plan to promote sustainable products and practices in the performance of the required scope of service.

• Detail your firm's comprehensive Janitorial Management Procedures model document that exemplifies how proposer will manage, perform, measure, and evaluate required service.

• Describe in detail your proposed staffing plan, including daily, weekly, and monthly cleaning schedules for various facility types. Include your approach to employee retention and how you ensure staffing continuity throughout the contract.

• Detail how you will adjust staffing and schedules in response to seasonal needs, special events, or emergencies.

• Detail your firm's quality-control processes and general management plan to ensure services are performed in a satisfactory manner. including inspection frequency, performance metrics, and corrective-action procedures to achieve customer satisfaction.

• Detail your communication plan that your firm will incorporate for this contract. Include your firm's primary point of contact for Metro and the process for reporting and resolving service deficiencies or complaints.

• Describe in detail your team's (prime and sub-level) safety program, including training, incident reporting, and compliance with OSHA or other regulatory standards. Include your firm's safety record for the past five years (e.g., incident rates, lost-time accidents).

The file is should be attached to your response in a PDF format and named Methodology and Approach.

Target: AttachedMethodology and Approach PDF

Select one of the following:-

a. AttachedMethodology and Approach PDF(Response attachments are required)

b. No, and are non-responsive

*4.

Qualifications and Experience (30 Points)

• Detail your team's qualifications and experience providing janitorial and custodial cleaning services. Include your firm and team's background, number of employees/team members, firm's years in business, team's years providing the scope of services, etc.

• Provide an organizational chart that clearly defines the project team structure identifying key individuals on the project team, their years of experience with the scope, and team members' successful experience in working with one another on previous projects. For the entire proposed team, describe the project role, relevant qualifications and experience with similar projects that demonstrate ability, capacity, and skill in providing the required services on similar type scoped projects.

• Include resumes for a for all management/supervisory personnel proposed. Resumes should include the individual's current title/position, education, and relevant employment history, specialized experience, and awards/ recognitions.

• Provide (5) reference contracts during the past (5) years of similar size and scope that describes previous relevant work experience on jobs of this nature – include the following information:

• Customer name/ Organization / Entity,

• Contract start date – End date

• Brief description of the contract, and team member names with an explanation of each of their roles).

• Contract Value

Metro reserves the right to check any and/or all contacts for projects, including but not limited to internet search and media reviews, submitted but is not obligated to do so as part of the evaluation.

The file should be attached to your response in a PDF and be named Qualifications and Experience.

Target: Attached Qualifications and Experience

Select one of the following:-

a. Attached Qualifications and Experience(Response attachments are required)

b. No, and are non-responsive

2.15 Section 15. Affidavits

*1.

Compliance with Laws: After first being duly sworn according to law, the undersigned (Affiant) states that he/she and the contracting organization is presently in compliance with, and will continue to maintain compliance with, all applicable federal, state, and local laws.

Taxes and Licensure: Affiant states that Contractor has all applicable licenses, including business licenses. Affiant also states that Contractor is current on its payment of all applicable gross receipt taxes and personal property taxes. M.

C.L. 4.20.065

Nondiscrimination: Affiant affirms that by its employment policy, standards and practices, it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age or sex, and are not in violation of, and will not violate, any applicable laws concerning the employment of individuals with disabilities. M.C.L. Section 4.28.020.

Covenant of Nondiscrimination: Affiant affirms that in consideration of the privilege to submit offers in response to this solicitation, we hereby consent, covenant, and agree as follows:

• To adopt the policies of the Metropolitan Government relating to equal opportunity in contracting on projects and contracts funded, in whole or in part, with funds of the Metropolitan Government;

• To attempt certain good faith efforts to solicit Minority-owned and Woman-owned business participation on projects and contracts in addition to regular and customary solicitation efforts;

• Not to otherwise engage in discriminatory conduct;

• To provide a discrimination-free working environment;

• That the Covenant of Nondiscrimination is requirement to submit an offer and shall be incorporated by reference into any contract or portion thereof which the Supplier may hereafter obtain; and shall be continuing in nature and shall remain in full force and effect without interruption.

• That the failure of the Supplier to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract. M.C.L. Section 4.46.070.

Affiant affirms that in consideration of the privilege to submit offers in response to this solicitation, we hereby consent, covenant, and agree as follows:

1. No person shall be excluded from participation in, denied the benefit of, or otherwise discriminated against on the basis of race, color, national origin, gender, or disability when otherwise qualified in connection with any solicitation offer submitted to Metro or the performance of any contract resulting from;

2. That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contact or otherwise interested in contracting with this Company, including various eligible business enterprises;

3. In connection herewith, I/We acknowledge and warrant that this Company has been made aware of, understands and agrees to make good faith efforts to solicit disadvantaged businesses (as defined in M.C.

L. Section 4.46) to do business with this Company;

4. That the Covenant of Nondiscrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

5. That the Covenant of Nondiscrimination as made and set forth herein shall be and are hereby deemed to be made a part of, and incorporated by reference into, any contract or portion thereof which this Company may hereafter obtain; and

6. That the failure of this Company to satisfactorily discharge any of the Covenant of Nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Metro to declare the contract in default and to exercise any and all applicable rights and remedies, including but not limited to, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and/or forfeiture of compensation due on a contract.

Should you decline this covenant, your firm/organization will not be allowed to submit an offer to the Metropolitan Government of Nashville and Davidson County.

Employment Requirement: Affiant affirms that Contractor's employment practices are in compliance with applicable United States immigrations laws. M.C.L. Section 4.40.060.

Contingent or Brokerage Fees: It is a breach of ethical standards for a person to be retained, or to retain a person, to solicit or secure a Metro contract upon an agreement or understanding for a contingent commission, percentage, or brokerage fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business. After first being duly sworn according to law, the undersigned Affiant states that the Offeror has not retained anyone in violation of the foregoing. M.C.L. Section 4.48.080.

Iran Divestment Act: By submission of this offer and in response to the solicitation, offeror(s) and each person signing on behalf of offeror(s) affirm, under penalty of perjury, that to the best of their knowledge and belief, neither the offeror(s), nor proposed subcontractors, subconsultants, partners and any joint venturers, are on the list created pursuant to the Tennessee Code Annotated Section 12-12-106 (Iran Divestment Act). Referenced website reflected in the attachment section herein.

Sexual Harassment: Affiant affirms that should it be awarded a contract with the Metropolitan Government for a period of more than twelve (12)…