ITB 26-999-02 Janitorial Services.pdf

MLS ITB#26-999-02 Page 1 of 24

Metropolitan Library System of Oklahoma County

Invitation To Bid

For Janitorial Services

ITB # 26-999-02

Proposal Due Date/Time:

August 19, 2025 2:00pm

300 Park Avenue Oklahoma City, OK 73102

ATTN: John Rahhal

Mandatory Pre-bid August 7, 2025 1:00pm

300 Park Avenue Oklahoma City, OK 73102

MLS ITB#26-999-02 Page 2 of 24

Table of Contents Notice to Bidders Bidder Information Sheet Affidavit For Filing With A Competitive Bid General Bidding Terms and Conditions Special Provisions Solicitation Specifications Bid Proposal – ITB#26-999-02-Janitorial Services Bid Checklist Site Visit Documentation

MLS ITB#26-999-02 Page 3 of 24

Notice to Bidders

The Metropolitan Library System requesting sealed bids for Janitorial Services for 21 locations.

Sealed bids will be accepted until August 19, 2025 at 2:00 PM. Bids may be uploaded at www.bidnetdirect.com/oklahoma/. Bids may also be dropped off at the 1st floor Security Desk at the Downtown Library or. Bids will be opened at that time.

Bids that are mailed or hand delivered shall be in a sealed envelope, clearly marked “Sealed Bid – Janitorial Service – Metropolitan Library System” and shall have the solicitation number, name of the Vendor, and the time and date of the bid opening.

The bid documents may be downloaded at http://www.bidnetdirect.com/oklahoma/ or obtained from the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102 or by calling John Rahhal at 405-606-3794 or Lisa Walker at 405-606-3792 .

A mandatory pre-bid meeting will be held on August 7, 2025 at 1:00PM at the Downtown Library, 1st floor atrium.

Following the evaluation of bids, a recommendation will be made to the Metropolitan Library Commission for approval.

http://www.bidnetdirect.com/oklahoma/

MLS ITB#26-999-02 Page 4 of 24

Bidder Information Sheet

Solicitation #

Bidder Information:

Company Name:

Address:

City: State: Zip Code:

Contact Name:

Contact Title: Phone:

Email: Fax:

FEI/SSN:

MLS ITB#26-999-02 Page 5 of 24

Affidavit For Filing With A Competitive Bid

State of

County of

, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to restrain from bidding; or with any official or employee of the Metropolitan Library Commission of Oklahoma County as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidder and any official or employee of the Metropolitan Library Commission of Oklahoma County concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Affiant is advised that under the Oklahoma State Law:

No person, firm, or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, corruption of sales to the state or to any of it political subdivisions, may make sale of real or personal property to the state or any political subdivision thereof.

Affiant further states that (s)he has not been convicted of or pleaded guilty to any such violation

Subscribed and sworn to Before Me

This day of 2025

Signed By:

Print Name:

Notary Public Title:

Commission Expires:

Date:

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General Bidding Terms and Conditions

1. Definitions:

1.1 “Bid” or “proposal” means an offer to provide the goods and/or services by the bidder in response to a solicitation.

1.2 “Bidder” means an individual or legal entity that submits a bid in response to a solicitation.

1.3 “Solicitation” means a request or invitation by the Metropolitan Library System (MLS) for a supplier to sell goods and/or services to the MLS. A solicitation may be an Invitation to Bid, a Request for Proposal, or a Request for Quote.

1.4 “Supplier” or “vendor” means an individual or legal entity that sells or desires to sell goods and/or services to the MLS.

2. Preparation and Submission of Bids

2.1 These General Bidding Terms and Conditions, any Special Provisions, and the provisions of the Solicitation Specifications and/or attachments apply to and become a part of the terms and provisions of the Bidder's Proposal. Bidders are expected to examine these general instructions and any special instructions and conditions prior to submitting the bid proposal. Failure to comply with any of the instructions contained herein may result in rejection of the bid.

2.2 Submitted bids shall include the “Bidder Information Sheet”, a properly executed “Affidavit for Filing a Competitive Bid”, a completed W-9, and any other forms required by this solicitation.

2.3 Bids must be submitted to the MLS Business Office in a sealed envelope or package. The

SOLICITATION NUMBER AND RESPONSE DUE DATE MUST APPEAR ON THE FACE OF THE

ENVELOPE OR PACKAGE. The bidder name and address must also appear on the face of the envelope or package. Bid proposals must be submitted in ink or typewritten and signed by the Bidder.

2.4 Bidders are invited, prior to submitting any proposal, to visit the job site and to examine carefully all local conditions. The Bidders should inform themselves, by their independent research, of the difficulties to be encountered and the accessibility of the work. Bidders should take into all accounts the attending circumstances affecting the cost of doing the work or the time required for its completion. It is the responsibility of the Bidder to obtain all necessary information required to make an intelligent proposal.

Bidders should rely exclusively upon their own measurements, estimates, investigations and other data that are necessary for full and complete information upon which the proposals are to be based.

2.5 The bids filed with the Business Office will be opened immediately after the time stated in the "Notice to Bidders" and read aloud. Bids received after the response due date and time shall be considered non responsive and shall not be considered for any resulting award. Bidders are invited to attend at the time set for opening proposals.

2.6 Submitted bids are rendered a legal offer and any bid, when accepted by the Metropolitan Library System

(MLS), shall constitute a legal offer.

3. Sales Tax and Incurred Expenses

3.1 The Library is qualified for exemption from State and Local Sales Tax. Bidders shall not include these taxes in price quotes.

3.2 All costs and time incurred by the Bidder in preparing the response to the bid requirements and specifications or that is required to finalize the bid award and/or contract, is at the sole expense of the Bidder. The MLS will not be held responsible or accountable for any costs incurred by the Bidder in preparing the bid proposal.

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4. Insurance, Bonds, and Indemnification

Certificates of Insurance must be provided to Library as follows:

General Liability - Including contractual with limits of not less than:

$1,000,000 Per Occurrence $2,000,000 General Aggregate $1,000,000 Products/Completed Operations Aggregate

Workers Compensation - With Limits of not less than:

$1,000,000 Each Accident

$1,000,000 Disease Policy Limit $1,000,000 Disease Each Employee

Umbrella/Excess Liability- With limits of not less than:

$2,000,000 Limit all other Contractors/Subcontractors

APPLICABLE TO GENERAL LIABILITY AND AUTOMOBILE LIABILITY ONLY: Company shall be named as an additional insured and policy shall waive right of subrogation against Company:

APPLICABLE TO WORKERS COMPENSATION ONLY: Policy shall waive right of subrogation against Library.

INDEMINITY:

Contractor agrees to protect, defend, indemnify, and hold harmless Library, its officers, directors, employees, or their invitees, and any customer for whom Library is performing services, from and against all claims, demands, and causes of action of every kind and character without limit and without regard to the cause or causes thereof or the negligence or fault (active or passive) of any party or parties, including the joint of concurrent negligence of Library, any theory of strict liability and defect of premises, arising in connection herewith in favor of Contractor’s employees, Contractor’s subcontractor or their employees, or Contractor’s invitees on account of bodily injury, death or damage to property.

Library agrees to protect, defend, indemnify, and hold harmless Contractor, its officers, directors, employees, or their invitees from an against all claims, demand, and causes of action of every kind and character without limit, and without regard to the cause thereof or the negligence or fault (active or passive) of any party or parties including the joint or concurrent negligence of Contractor, any theory of strict liability, and defect of premises arising in connections here with in favor of Library’s employees. Library’s subcontractors (other than Contractor herein) or their employees, or Library’s invitees on account of bodily injury, death, or damage to property.

Both Library and Contractor will carry at least the minimum insurance limits described above in support of the Indemnity agreements contained herein.

This applies to all work and/or services performed by or on behalf of Contractor for Library. This will remain in full force and effect continuously until either party cancels the agreement with a minimum of 90 days advance notice in writing to the other party.

5. Delivery and Installation Requirements

5.1 All Prices quoted shall be F.O.B destination unless otherwise stated in the solicitation.

5.2 Bid proposals must show the number of days estimated for production, delivery and installation of the product, services, work and/or project under normal conditions. Unrealistically short or long completion dates may cause bids to be rejected. The Purchasing Officer must be kept advised at all times of the commencement date and the progress of the work being performed by the successful bidder.

5.3 Final inspection and acceptance shall be at destination.

6. Quantities And Measurements: All quantities and measurements indicated in the technical specifications shall be considered on a more or less basis. Contractors must rely on their own measurements and

MLS ITB#26-999-02 Page 8 of 24 calculations for material and supplies. Invoices and claims will be processed for payment based upon the exact quantity of material delivered and/or work performed by the contractor.

7. Manufacturers’ Name/Approved Equivalents

7.1 Unless otherwise specified, manufacturers’ names, brand names, information and/or catalog numbers listed in specifications are for information and not intended to limit competition. Bidder may offer any brand for which they are an authorized representative, and which meets or exceeds the specification for any item(s). If bids are based on equivalent products, indicate on the bid form the manufacturer’s name and number. Bidder shall submit sketches, descriptive literature, and/or complete specifications with their bid. Reference to literature submitted with a previous bid will not satisfy this requirement. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.

8. Interpretation Of Specifications

8.1 Any exceptions to these general instructions and any deviations from the specifications must be submitted in writing, attached and made a part of the bidder’s proposal. If the bidder does not indicate any exceptions, it will be construed to mean that the bidder proposes to comply with all instructions and all terms and conditions and specification contained in the solicitation the price quoted in the proposal.

8.2 A bidder requiring an interpretation of any documents included in the solicitation may submit a written request to the Business Office twenty-four (24) hours prior to the pre-bid conference. The person submitting such a request will be responsible for its prompt delivery. An interpretation of the bid package documents will only be made by an Addendum. The Addendum will be duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving/requesting the solicitation. However, it is the responsibility of the bidder to contact the Business Office to determine if there have been any addenda to the solicitation. The MLS will not be responsible for any other explanations or interpretations of the proposed documents other than those described in official addenda to the solicitation.

9. Evaluation And Acceptance Of Proposal

9.1 All bid proposals received at the published bid opening date and time will be opened and read aloud.

Unless alternate criteria are included in any specifications, the criteria used to determine best and lowest bidder will be the Bidder's compliance with all requirements and technical specifications, completion dates, experience, qualifications, history of contract relations with the MLS, references if required, and pricing.

9.2 Preferential Consideration of Local Vendors

9.2.1 The Metropolitan Library System will give preferential consideration when purchasing supplies, and/or services, through the competitive bidding process, to Oklahoma County residents, vendors and contractors whose property taxes directly support the Metropolitan Library System.

9.2.2 Preferential consideration will only be given when all other factors used in determining lowest and best bidder are equal, and when the differential between the local and non-local vendor's bid price does not exceed 5% or $1,000, whichever is less.

9.3 The MLS reserves the right to; award by item, groups of items or all items of the bid; to reject any or all bids received, in whole or in part, and to waive any technical defects, irregularities and omissions, if found to be in the best interest of the MLS.

9.4 The administration will submit to the Library Commission, a recommendation of contract award based on the evaluation of the successful Bidder's proposal.

10. Choice of Law & Venue

10.1 Any claims, disputes, or litigation relating to the solicitation, or the execution, interpretation, performance, or enforcement of the contract shall be governed by the laws of the State of Oklahoma.

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10.2 Venue for any action, claim, dispute or litigation relating in any to the contract shall be in Oklahoma County, Oklahoma.

11. Termination for Cause

11.1 The MLS may terminate the contract for default or any other just cause upon notice to the supplier.

11.2 The MLS may terminate the contract immediately, without notice to the supplier, when violations are found to be an impediment to the function of the MLS and/or detrimental to its cause or when conditions preclude notice.

11.3 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

12. Termination for Convenience

12.1 The MLS may terminate the Contract, in whole or in part, for convenience if it is determined that termination is in the best interest of the MLS. The MLS will deliver a Notice of Termination for Convenience to the supplier specifying the effective date of the Contract termination. The Contract termination shall be a minimum of 60 days from the date of the Notice of Termination for Convenience.

12.2 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

13. Compliance with Applicable Laws

13.1 The products and services supplied under this contract shall comply with all applicable federal, state and local laws, ordinances, codes, and regulations including those of the MLS. The supplier shall maintain all applicable licenses and permit requirements.

14. Payment: Payment shall be made to the Contractor after products have been delivered and accepted or services have been provided and accepted.

15. Special Provisions

15.1 Any Special Provisions set forth in a solicitation apply with the same force and affect as these General Bidding Terms and Conditions. However, conflicts or inconsistencies shall be resolved in favor of the Special Provisions.

MLS ITB#26-999-02 Page 10 of 24

Special Provisions

ITB#26-999-02 – Janitorial Services

1) Special Provisions:

a) Billing and Payment: Contractor will bill the MLS on a monthly basis services rendered during the month.

Contractor will bill the MLS semi-annually for semi-annual services upon their performance. The Contractor shall bill by location and service as shown on the bid proposal. Payments to the contractor are contingent upon service being satisfactory. Payment will be made by ACH and Contractor shall provide MLS with the necessary documents to execute ACH payment. Services are as follows: Full Janitorial Services to include nightly and weekly services, Semi-Annual Services, Janitorial Services – Day Porter Services, Janitorial Services - Hourly Rate per Person for Special Events and Other Services as needed.

b) Modifications: Any modifications or amendments to the contract shall be in writing and agreed to by both the Contractor and the MLS.

c) Subcontracting: Janitorial services shall not be subcontracted, in whole or in part, without the written consent of the MLS. The terms of this contract and such additional terms as the MLS may require shall be included in any subcontract, and approval of any subcontract shall not relieve Contractor of any responsibility for performance under this contract.

Any proposed subcontractors shall be identified in the bid including 1) Company Name, 2) Proposed Services to be Provided by Sub-contractor, 3) Location of Service to be Provided 4) Years in Business, and 5) Contact Information. MLS reserves the right to request subcontractor references in the evaluation process.

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Solicitation Specifications

ITB#26-999-02 – Janitorial Services

General Overview: The Metropolitan Library System (MLS) is requesting bid proposals for a single contract vendor to provide complete janitorial services for twenty-one (21) locations and an annual cleaning for one (1) location. Bid receipt deadline is August 19, 2025 at 2:00 PM. Proposals may be mailed or hand delivered to the Business Office, Downtown Library, 3rd Floor, 300 Park Ave., Oklahoma City, OK 73102 or left at the 1st floor Security Desk of the Downtown Library. A mandatory pre-bid meeting will be held at 1:00 PM, August 7, 2025 at the Downtown Library, 300 Park Avenue, Oklahoma City, OK 73102 in the first-floor atrium. Following the pre-bid will be a walk-through of the Downtown Library. Contractors are responsible for performing a site visit at all other locations (warehouse excluded). These visits must be coordinated after the pre-bid meeting and arranged in advance through the Library Manager listed or through the Business Office at 606-3794 and must be documented on the Site Visit Documentation Form provided. Vendor should take the Form to each site as it will not be provided on site.

This is an annual contract that will commence on or about October 1, 2025 and end on September 30, 2026. This contract may be renewed for two additional years, at one-year intervals, if requested by the vendor, recommended by the administrative staff and approved by the Commission.

1) Specific Terms and Conditions

a) Scope of Work: The contractor is to provide full janitorial services for twenty-one (21) locations. The cleaning is to include all aspects of janitorial services that are usual and customary to the trade. The contractor is to provide all management (including an onsite manager downtown Monday-Friday 8am- 5pm), line supervisors, janitorial personnel, equipment, tools and cleaning supplies necessary to perform the work required under these specifications. In addition to the services included in these specifications, incidental functions not specifically listed but normally part of the janitorial responsibility as general practices within the trade shall be provided.

b) Contractors Personnel

i) The contractor will assign sufficient personnel to ensure effective compliance with all provisions of the contract. A supervisor(s) shall be designated, and supervision shall be sufficient to ensure contract specifications are consistently met. The contractor must supply a “hotline” phone number for the onsite manager.

ii) The contractor shall employ only qualified competent personnel who are proficient in performing janitorial services, using modern tools, methods and techniques. All janitorial personnel must be able to understand English sufficiently to comprehend spoken instructions.

iii) All personnel shall present a neat, clean and well-groomed appearance at all times.

iv) The MLS is a smoke free environment at all locations. Smoking by janitorial personnel in any MLS facility is prohibited.

v) MLS will not provide parking for the Downtown location for the day porter or the onsite manager.

vi) The onsite manager will office from the downtown location. The responsibilities include providing any/all day porter assistance, missed cleanings from the previous shift, restocking, requesting supply orders from the maintenance department, inspecting buildings, answering calls for missed services/complaints, and traveling to all locations as needed. The onsite manager will be the point of contact for all MLS staff.

c) Security

i) Janitorial personnel are not to use or touch any computers, telephones, faxes and/or copy machines.

Unauthorized use of the aforementioned equipment will be just cause for termination of the contract.

ii) All personnel that will be on the premises of any MLS property must pass an OSBI background check.

Contractor will be responsible for the expense of the OSBI background check for personnel assigned to the MLS and copies will be provided to the MLS. Any items appearing on the background check must be reported to and approved by MLS before personnel can be assigned to the MLS contract.

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iii) Only authorized Contractor’s employees are allowed on the premises of the MLS buildings.

Acquaintances, family members, assistants or any other person shall not accompany Contractor‘s employees in their work area unless said person is an authorized employee of the contractor.

iv) Minors, including family members of the Contractor or their employees, are not to be on the project sites during work hours and are prohibited from performing any work under this Agreement.

d) Contractors Access: All library locations have security alarm systems. The contractor will be provided with access codes for all janitorial personnel for the particular library in which they will work. Failure to properly de-activate the security alarm system will result in a false alarm being reported to the police department. The contractor shall be responsible for all false alarms being reported due to the failure to properly de-activate the security system by janitorial personnel. The contractor must provide a contact person at night for the Director of Facilities Maintenance and Fleet Operations and the Security Manager for these issues.

e) Damages and Equipment Loss

i) All tasks accomplished by janitorial personnel will be performed so that damage or disfigurement to furniture and/or the building structure does not occur. Damage or loss to MLS furniture, fixtures, equipment/machines or building structure as a result of negligence or intent by the contractor’s employee(s) will be the responsibility of the contractor. MLS expenses incurred for necessary repair or replacement will be reimbursed by the contractor.

ii) The MLS shall not be held responsible for any item of contractor’s equipment that may be lost, damaged, or stolen unless loss, damage or theft is through negligence of the MLS.

f) Safety

i) The contractor is responsible for instructing janitorial personnel in appropriate safety measures.

ii) The contractor shall follow all state and federal laws pertaining to chemical storage and usage. Copies of SDS sheets are to be provided upon award and provided immediately upon any change in chemicals used.

g) Inspections

i) Random inspections will be made by library personnel. Any evidence of incomplete or inadequate performance will be brought to the attention of the contractor who must take immediate action to correct the deficiency.

ii) If the MLS determines the contractor’s performance is unsatisfactory, the Director of Facilities Maintenance and Fleet Operations shall provide a list of the specific deficiencies to the contractor’s representative. The contractor shall devise a plan for correcting the deficiencies. Failure to correct deficiencies may result in termination of the contract and/or non-payment for services not rendered.

h) Experience and References

i) The contractor shall have a minimum of five (5) years of commercial janitorial service experience.

ii) The contractor shall have experience in cleaning large, multi-storied office buildings of at least 75,000

sq. ft. for a period of at least three (3) years. The contractor shall provide a statement regarding such experience.

iii) Each bidder shall provide the MLS at the time bids are submitted, at least five (5) local references with three (3) of the references being of contracts similar in scope and size. For each reference, summarize the type of service(s), the scope of work performed, square footage under contract, and the name, address and telephone number of (1) individual employed by the referenced client with whom the bidder worked closely when providing the service.

iv) The contractor shall include a statement concerning the length of time in business, the number of employees, the number of employees to be utilized to fulfill this contract, ownership, location and total number of clients served.

i) Supplies Provided by the MLS

i) The MLS shall provide all paper towels, toilet paper, hand soap, air fresheners and can liners for use in the libraries.

j) Vendor Performance

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i) When the vendor is notified that services were not provided on a scheduled date or the overall quality level was unsatisfactory, an amount equal to one month’s bill pro-rated for the number of days of unsatisfactory or skipped services received in that month will be deducted from balances due. For unsatisfactory day porter service or missed days, the daily rate for the number of days of unsatisfactory work or skipped services will be deducted from balances due.

ii) A periodic janitorial services customer satisfaction survey will be administered by the Library. Any significant observations and recommendations for improvement will be provided and discussed with the vendor.

k) Schedule

i) All cleaning will begin after library closing and must be completed by 7:30 am.

ii) The contractor will provide one janitor/day porter during the day for the Downtown Library, Edmond

Library, Midwest City Library, Northwest Library, and Ralph Ellison Library.

iii) The day porter duties will include clean, disinfect and restock all restrooms, empty trash (inside and out), pick up any trash around the outside perimeter, sweep (and mop as needed) the lobby area and restrooms, clean/wipe down and disinfect all the high touch surfaces, keep surfaces dusted and other duties as instructed/necessary. The Downtown day porter will also keep the 3rd floor break room cleaned. All these duties should be continuous throughout the day.

iv) Monthly, the Downtown day porter will empty the refrigerators in the third-floor breakroom and clean and disinfect the refrigerator and microwaves.

v) The day porter schedule is as follows.

Day Porter Schedule Downtown Mon-Fri 10:00AM to 6:00 PM Sat 10:00AM to 5:00PM

Sun 1:00PM to 6:00PM

Edmond Mon-Fri 2 hours between 12:00PM and 5:00PM No weekend hours

Midwest City Mon-Fri 2 hour between 12:00PM and 5:00PM No weekend hours

Northwest Mon-Fri 1 hour between 12:00PM and 5:00PM No weekend hours

Ralph Ellison Mon-Fri 2 hours between 12:00PM and 5:00PM No weekend hours

East Edmond Mon-Fri 2 hours between 12:00PM and 5:00PM No Weekend hours

l) Additional Instructions

i) The contractor will provide time and attendance records monthly to the Director of Facilities

Maintenance showing that the libraries have been cleaned for the amount of time and days that has been proposed. If a Library is not cleaned according to schedule or missed days of cleaning, these times and days will not be billed to the MLS from the contractor or the amount for the missed days will be deducted from balances due.

ii) All vacuum cleaners must be commercial grade and in good working order. Bags should be changed when full.

iii) The contractor will provide janitorial staff for additional custodial services as required and for special events such as Opening night New Year’s Eve at the Downtown Library. Pricing for these events shall be at an hourly rate per person.

iv) All disinfectants used shall be on the EPA approved list of Disinfectants for Use Against SARS-CoV-2

(COVID-19).

2) Janitorial Tasks

a) Nightly Cleaning Requirements

i) De-activate security alarm system upon entering building.

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ii) Lock all doors as soon as possible

iii) Vacuum (with power vacuum) all areas such as hallways, offices, lobby, etc.

iv) Vacuum under all tables, chairs, desks and workstations in the public library areas.

v) Dust mop and/or sweep all hard surface floor areas then spot wet mop.

vi) Mop, clean and disinfect all restrooms and all hard surfaces in the staff lounge.

vii) Remove all spots, stains, water residue, etc., from walls and/or panels.

viii) Spot clean all spills on hard surfaces floors, stairs and landings.

ix) Spot clean all spills and/or stains on carpet areas.

x) Pickup all trash and debris on floors.

xi) Remove all trash and debris from interior waste and/or trash containers. Leave waste containers in the same spot from which they were emptied.

xii) Remove all cigarette butts, trash and debris from outside ash urns and/or containers.

xiii) Remove all trash and debris from interior planters.

xiv) Remove all trash and debris from exterior trash containers.

xv) Dust all tables, chairs, study carrels, counter tops, file cabinets and other furniture with a treated cloth. Items on desktops are not to be moved but clear desks should be cleaned. Also remove all spills, water rings, pencil and pen markings from the aforementioned furniture. Books and/or items left on the tables, study carrels, etc, can be moved to one side of the same table.

xvi) Clean and disinfect all drinking fountains.

xvii) Clean and disinfect the courtesy telephone.

xviii) Clean and disinfect all frequently touched surfaces including door handles, counters, hand-rails, public use tables and chairs, elevator hand rails and buttons, glass sneeze guards and light switches.

xix) Clean all metal thresholds.

xx) Clean and polish all smudges from bright work and metal fixtures.

xxi) Clean interior and exterior glass of main entrance vestibule doors.

xxii) Clean and disinfect all toilets, urinals, sink basins and countertops.

xxiii) Clean and disinfect all toilet partitions and walls in the restrooms.

xxiv) Clean and polish all mirrors, glass, dispensers, faucets and bright work in restrooms.

xxv) Restock all soap, air fresheners, paper towels, toilet paper dispensers from the library’s stock.

NOTE: Janitorial personnel must be familiar with the dispensers used by MLS and the proper refilling technique such that there is no wasted paper.

xxvi) Clean and sanitize all janitorial service sinks.

xxvii) Elevators are to be maintained and cleaned in the same manner as other library areas.

xxviii) Maintain an orderly arrangement of supplies and equipment in the janitorial closets or areas.

xxix) Turn off all lights as soon as possible.

xxx) Set security alarm before leaving the library.

xxxi) Make sure all doors are secured and locked before leaving.

xxxii) Empty all exterior trash receptacles and replace with can liners.

xxxiii) The contractor is responsible for picking up trash, debris, and other items ten (10) feet from all entrances/building, surrounding the entire building.

b) Weekly Cleaning Requirements

i) Dust all low and high reach areas.

ii) Dust and clean all baseboards in all areas.

iii) Dust all flat surfaces, edges and ledges of counters, furniture, wall panels, partitions, window sills, picture frames, etc.

iv) Clean and disinfect all low and high reach areas in the restrooms.

v) Vacuum all fabric covered furniture.

vi) Clean all vinyl covered furniture with a treated cloth.

vii) Clean the exterior potion of all glass in all of the display cases.

viii) For libraries with outdoor/patio areas, clean all tables and chairs. Remove leaves and debris from furniture and from the area.

ix) Wet mop hard surface floors.

x) Spray buff floors to remove black marks or scuffs and restore luster of wax.

xi) Clean all fingerprints, dirt, smudges and graffiti from all doors, walls, partitions and glass.

xii) Clean, sanitize and polish all exterior surfaces of all kitchen appliances.

c) Semi-Annual Cleaning Requirements

i) Spot Wash Walls

(1) Spot wash walls of entire building.

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i) Waxing Hard Surface Floors

(1) The contractor shall strip, wax and buff all hard surface floors in each respective library that has hard surface floors.

(2) The contractor will clean and remove all spots, stains, wax, water residue from the base boards, wall, partitions, and/or panels.

d) Other Requirements

i) Contractor will provide disinfectant dispensing stations at each library location. Library staff will leave spray bottles at the dispensing stations for janitorial staff to fill during their overnight hours.

3) Evaluation

a) This solicitation will be awarded using a lowest and best basis. The evaluation factors are as follows:

i) Pricing Structure

ii) Contracts of Similar Size and Scope

iii) Experience and References

iv) Compliance with all Bidding Requirements

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Locations Covered in Janitorial Services:

Library Address & Manager or Contact Size Cleaning Days Almonte Library 2914 SW 59th Oklahoma City, OK 73119

Brandon Beckham, 606-3581 1-Level 19,880 sq ft 7-Days a Week

Belle Isle Library 5501 N Villa, Oklahoma City, OK 73112 Daniel Chesney, 606-3222

1-Levels 31,500 sq ft 7-Days a Week

Bethany Library 6700 NW 35th St, Bethany OK 73008 Rondia Banks, 606-3276

1-Level 23,000 sq ft 7-Days a Week

Capitol Hill Library 327 SW 27th, Oklahoma City, OK 73109 Chris Stofel, 606-3241

1-Levels 19,260 sq ft 7-Days a Week

Del City Library 4330 SE 15th, Del City, OK 73115 Katie Kershaw 606-3447

1-Level 16,000 sq ft 7-Days a Week

Downtown Library 300 Park Ave, Oklahoma City, OK 73102 Jason Wiggins, 606-3851

5-Levels 122,600 sq ft 7-Days a Week

Edmond Library 10 South Boulevard, Edmond, OK 73034 Amanda Jones, 606-3401

1-Level 28,167 sq ft 7-Days a Week

Midwest City Library 8143 East Reno, Midwest City, OK 73110 Randy Wayland, 606-3436

1-Level 36,000 sq ft 7-Days a Week

Northwest Library 5600 NW 122nd, Oklahoma City, OK. 73142 Courtney Gerow, 606-3561

1-Level 35,153 sq ft 7-Days a Week

Ralph Ellison Library 2000 NE 23rd, Oklahoma City, OK 73111 Ashley Milinkovich, 606-3456

1-Level 16,620 sq ft 7-Days a Week

Southern Oaks Library 6900 S. Walker, Oklahoma City, OK. 73139 Todd Podzemny, 606-3471

1-Level 20,000 sq ft 7-Days a Week

The Village Library 10307 North Penn, The Village, OK 73120 Abigail Stout, 606-3496

1-Level 14,000 sq ft 7-Days a Week

Warr Acres Library 5901 NW 63rd , Warr Acres, OK 73132 Kesha McGee, 606-3521

1-Level 13,000 sq ft 7-Days a Week

Wright Library 2101 Exchange, Oklahoma City, OK 73108 Stacy Harris, 606-3599

1-Level 750 sq ft 5-Days a Week

Service Center 300 NE 50th, Oklahoma City, OK 73105 Stephen Dahlgren, 606-3535

1-Level 40,000 sq ft 5-Days a Week

East Edmond 4701 East 15th Street, Edmond, OK 73034 Tracie Randolph, 606-3893 14,863 7-Days a Week

Choctaw 2525 Muzzy Street, Choctaw, OK 73020 Tina Reid, 606-3731 9,000 6-Days a Week

Harrah 1930 N Church, Harrah, OK 73045 Tina Reid, 606-3731 1,800 6-Days a Week

Jones 9295 Willa Way, Jones, OK 73049 Tina Reid, 606-3731 3,000 6-Days a Week

Luther 310 NE 3rd, Luther, OK 73054 Tina Reid, 606-3731 1,800 6-Days a Week

Nicoma Park 2240 Overholser Drive, Nicoma Park, OK 73066 Tina Reid 606-3731 2,568 5-Days a Week

All square footages are approximate. Vendors are responsible for visiting the sites to determine the local conditions at each.

The carpeted areas at the Service Center constitute approximately 40% of the overall space. The concrete areas of the Maintenance area of the Service Center will not require floor cleaning service as a part of this bid except for sweeping the dock area with a dust broom.

MLS ITB#26-999-02 Page 17 of 24

Services Labor Hours Vendor must supply a breakdown of guaranteed minimum service labor hours for each facility for the Full Janitorial Services which includes the nightly and weekly services. Hours should reflect total man hours. It is anticipated that the Contractor will utilize a minimum of 347 hours of weekly service. (Excluding day porters) MLS holds the right to request certified payroll to determine the effectiveness and compliance of the total cleaning hours mandated.

Location # of Employee

Sunday Monday Tuesday Wed Thursday Friday Saturday Total Weekly Hours

Example 1 8 8 8 8 8 8 8 56

Almonte Library

Belle Isle Library

Bethany Library

Capitol Hill Library

Del City Library

Downtown Library*

Edmond Library*

Midwest City

Northwest

Ralph Ellison

Southern Oaks Library

The Village Library

Warr Acres Library

Wright Library

Service Center

East Edmond*

Choctaw

Harrah

Jones

Luther

Nicoma Park

*Do not include day porter hours as they are fixed by the MLS.

MLS ITB#26-999-02 Page 18 of 24

Bid Proposal – ITB#26-999-02-Janitorial Services

Bid Opening Date & Time: 2:00 PM, August 19, 2025

FIRM/VENDOR:

ADDRESS:

CITY/STATE/ZIP:

The undersigned, as the Bidder, declares that, before preparing this bid, (s)he has read carefully the requirements for bidders, specifications, and affidavits, and that (s)he is familiar with all provisions of the same. Said Bidder proposes and agrees that if the proposal is accepted, (s)he will enter into a contract with the Library after acceptance of this proposal by the Commission.

Bid Proposal: Provide all labor, materials, tools, supervision, etc necessary to provide janitorial services as described in the bid specification.

Full Janitorial Services to include nightly,weekly, semi-annual, and day porter services

Library Location Monthly Rate Annual Rate 12xMonthly Library Location Monthly Rate Annual Rate

12xMonthly

Almonte

Midwest City

Belle Isle

Northwest Library

Capitol Hill

Ralph Ellison

Del City

Southern Oaks

Downtown

The Village

Edmond

Warr Acres

Bethany

Wright

East Edmond

Service Center

Choctaw

Harrah

Jones

Luther

Nicoma Park

Total for Full Janitorial Services

MLS ITB#26-999-02 Page 19 of 24

Janitorial Services - Hourly Rate per Person for Special Events and Other Services as needed.

Library Location Hourly Rate

Various

The undersigned, of lawful age, being first duly sworn upon oath deposes and says: that (s)he has the lawful authority to execute the within and foregoing proposal; and that (s)he has executed the same by subscribing his/her name hereto under oath for and in behalf of said Bidder.

Subscribed and sworn to Before Me This day of 2025

Signed By:

Print Name:

Notary Public Title:

Commission Expires:

Date:

MLS ITB#26-999-02 Page 20 of 24

References

COMPANY NAME

ADDRESS

CONTACT PHONE EMAIL

COMMENTS

MLS ITB#26-999-02 Page 21 of 24

References

MLS ITB#26-999-02 Page 22 of 24

Bid Checklist

ITB# 26-999-02

1. Bid is in a sealed envelope or package with solicitation number, bid due date, the name and address of the bidder.

2. Includes completed Bidder Information Sheet.

3. Includes an executed Affidavit for Filing With a Competitive Bid.

4. Includes proof of insurance.

5. Includes a W-9.

6. Includes executed Bid Proposal.

7. Includes all experience and reference information required section 1) h of the Solicitation Specifications.

MLS ITB#26-999-02 Page 23 of 24

ITB 26-999-02 Janitorial Services Site Visit Documentation

Vendor

Library Library Representative Date & Time Company

Representative

MLS ITB#26-999-02 Page 24 of 24

ITB 26-999-02 Janitorial Services Site Visit Documentation

Vendor

Library Library Representative Date & Time Company

Representative