Janitorial_Services_for_Hilton_Head_Island_Airport.pdf

REQUEST FOR PROPOSAL

JANITORIAL SERVICES FOR HILTON HEAD

ISLAND AIRPORT

RFP # 102725

Prepared By: Airports

Dated: Thursday, September 25, 2025

Proposal Due Date: Monday, October 27, 2025, 3:00 pm (EST)

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NOTICE

COUNTY COUNCIL OF BEAUFORT COUNTY

PROCUREMENT SERVICES DEPARTMENT

106 Industrial Village Road, Bldg. 2 Post Office Drawer 1228 Beaufort, South Carolina 29901-1228

PROPOSAL NOTICE NO. 102725

CLOSING DATE AND TIME: Monday, October 27, 2025, 3:00 pm PROPOSAL TITLE: Janitorial Services for Hilton Head Island Airport

You are invited to submit a proposal, in accordance with the requirements of this solicitation which are contained herein.

There will be a Mandatory Pre-Proposal meeting at 2:00 pm (EST) on Tuesday, October 7, 2025 at 120 Beach City Road HHI, SC 29926. Please contact gmurray@bcgov.net for the meeting link. All vendors are encouraged to attend.

In order for your proposal to be considered, it must be submitted through the Procurement Portal no later than 3:00 pm (EST) on Monday, October 27, 2025, at which time respondents to this request will be recorded in the presence of one or more witnesses. RFPs received after the time specified will not be considered. Due to the possibility of negotiation with all respondents, the identity of any respondents or the contents of any proposal shall not be public information until after the contract award is made; therefore, the public is not invited to the proposal closing.

Proposals must be submitted through the Procurement Portal at https://procurement.opengov.com/portal/bcgov. If you are not already registered, please register as a Vendor. There is no cost to register your company. This will allow you to submit your RFP electronically.

All submittals (see Submission Requirements) received in response to this Request for Proposal will be rated by a Selection Committee, based upon the Evaluation Criteria contained within this

RFP. If the best proposal respondent is clearly identified from the point summary, there will not be a need for oral presentations. If not, then an oral presentation from a minimum of the top two rated firms shall be required.

This solicitation does not commit Beaufort County to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for the articles of goods or services. The

County reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified firms, or to cancel in part or in its entirety this solicitation, if it is in the best interests of the County to do so.

Dave Thomas, Procurement Services Director

(843) 255-2304 https://procurement.opengov.com/portal/bcgov

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IMPORTANT ELECTRONIC SUBMITTAL REQUIREMENTS

Response submittals for this Request for Proposal will ONLY be received electronically and must be submitted ONLINE, through the Procurement Portal, no later than 3:00 pm on Monday, October

27, 2025.

All responses must adhere to the following guidelines:

• Suppliers are encouraged to submit responses as soon as possible. Responses are received through our secure Procurement Portal and cannot be opened prior to the due date and time. The time and date of receipt as recorded by the server will serve as the official time of receipt. The County is not responsible for late submissions, regardless of the reason.

• All requested information and forms MUST be uploaded as indicated in the

PROPOSAL SUBMITTAL Section. If you have a problem with your submittal, you may contact Support through the Procurement Portal.

https://procurement.opengov.com/portal/bcgov/projects/199778/document?section=1865829 mailto:cservice@vendorregistry.com

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TITLE VI STATEMENT

COUNTY COUNCIL OF BEAUFORT COUNTY

Title VI Statement to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants

It is the policy of the County Council of Beaufort County, South Carolina, hereafter referred to as

“Beaufort County” or “the County”, to comply with Title VI of the 1964 Civil Rights Act (Title

VI) and its related statutes. To this end, Beaufort County assures that no person shall be excluded from participation in, denied the benefit of, or subjected to discrimination under any of its programs or activities on the basis of race, color, national origin, age, sex, disability, religion, or language regardless of whether those programs and activities are Federally funded or not. The

County is also committed to assuring every effort will be made to prevent the discrimination of low-income and minority populations as a result of any impact of its programs or activities. Beaufort County also assures that every effort will be made to prevent discrimination through the impacts of its programs, policies, and activities on minority and low-income populations. Additionally, the County will take reasonable steps to provide meaningful access to services for persons with limited English proficiency. In addition, Beaufort County will not retaliate against any person who complains of discrimination or who participates in an investigation of discrimination. Beaufort County will, where necessary and appropriate, revise, update, and incorporate nondiscrimination requirements into appropriate documents, directives, and regulations.

Pursuant to Title VI requirements, any entity that enters into a contract with Beaufort County including, but not limited to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants, may not discriminate on the basis of race, color, national origin, age, sex, disability, religion, or language in their selection and retention of first-tier subcontractors, and first-tier subcontractors may not discriminate in their election and retention of second-tier subcontractors, including those who supply materials and/or lease equipment. Further, Contractors may not discriminate in their employment practices in connection with highway construction projects or other projects assisted by the U.S. Department of Transportation (USDOT) and/or the Federal

Highway Administration (FHWA).

In all solicitations either by competitive bidding or negotiation made by the Contractor for work to Beaufort County to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under the contract and the Title VI regulations relative to nondiscrimination on the basis of race, color, national origin, age, sex, disability, religion, or language by providing such a statement in its bidding and contract documents.

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Upon request, the Contractor shall provide all information and reports required by Title VI requirements issued pursuant thereto, and shall permit access to its books, records, accounts and other sources of information, and its facilities as may be determined by Beaufort County, USDOT, and/or FHWA to be pertinent to ascertain compliance with such regulations, orders, and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to USDOT or FHWA, as appropriate and via Beaufort County, and shall set forth what efforts it has made to obtain the information. In the event of the Contractor's non-compliance with nondiscrimination provisions of this contract, USDOT may impose such contract sanctions as it or FHWA may determine to be appropriate, including, but not limited to:

• Withholding of payments to the Contractor under the contract until the Contractor complies, and/or

• Cancellation, termination, or suspension of the contract, in whole or in part.

In the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of this direction to comply with Title VI, the Contractor may request USDOT to enter into such litigation to protect the interests of USDOT and FHWA. Additionally, the

Contractor may request the United States to enter into such litigation to protect the interests of the

United States. Any person or Subcontractor who believes that they have been subjected to an unlawful discriminatory practice under Title VI has a right to file a formal complaint within one hundred eighty (180) days following the alleged discriminatory action. Any such complaint must be filed in writing or in person:

Beaufort County Government Post Office Drawer 1228 | Beaufort, SC 29901-1228

843-255-2304 Telephone | E-mail: dthomas@bcgov.net mailto:dthomas@bcgov.net

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INSURANCE REQUIREMENTS

4.1. INSURANCE REQUIREMENTS

4. 1.1 INSURANCE REQUIREMENTS: Prior to commencing work/delivery hereunder, contractor/vendor, at his expense, shall furnish insurance certification showing the certificate holder as Beaufort County, P. O. Drawer 1228, Beaufort, SC 29901, Attention: Risk Management Director, and with a special notation naming Beaufort County as an additional insured on the liability coverages. Minimum coverage shall be as follows:

4.1.2 Worker’s Compensation Insurance – Contractor shall have and maintain, during the life of this contract, Worker’s Compensation Insurance for his or her employees connected to the work/delivery, in accordance with the Statutes of the State of South Carolina and any applicable laws. Employers Liability minimum limits required $500,000

4.1.3 Commercial General Liability Insurance - Contractor shall have and maintain, during the life of this contract, Commercial General Liability Insurance. Said Commercial General Liability Policy shall contain

Contractual Liability and Products/Completed Operations Liability subject to the following minimum limits:

$1,000,000 Each Occurrence/ $2,000,000 General Aggregate and $2,000,000 Products/Completed

Operations Aggregate naming Beaufort County as an additional insured.

4.1.4 Comprehensive Automobile Liability Insurance – The Contractor shall have and maintain, during the life of this contract, Comprehensive Automobile Liability, including non-owned and hired vehicles, of at least $500,000 COMBINED SINGLE LIMIT.

4.2.1 ADDITIONAL INSURANCE REQUIREMENTS: Umbrella Liability Insurance – Contractor shall have and maintain, during the life of this contract, Umbrella Liability Insurance with a minimum limit of $2,000,000

4.2.2 Builders Risk/Instillation (For Construction Projects Only) Contractor is to provide

Builders Risk/Instillation coverage at finished replacement cost value. The coverage is to include building materials in transit or at the job site location.

4.2.3 Professional Liability (Errors & Omissions): (For Professional Services Only) Professional

Liability Insurance protects against losses that occur when a “professional” errors in judgement, planning, and design could result in economic loss to the entity or county. In order to determine if Professional Liability should be required ask yourself: Is the professional licensed or certified (i.e. architects, consultants, auditors, attorneys, engineers, etc.)? Required if a contractor is performing any type of design/build for a particular project. The vendor shall maintain a limit no less than $1,000,000 per occurrence:

4.3 The required insurance policy at the time of issue must be written by a company licensed to do business in the

State of South Carolina and be acceptable to the County.

4.4 The Contractor/vendor shall not cause any insurance to be canceled or permit any insurance to lapse. All insurance policies shall contain a clause to the effect that the policy shall not be canceled or reduced, restricted or limited, until fifteen (15) days after the County has received written notice, as evidenced by return receipt of registered or certified letter. Certificates of Insurance shall contain transcript from the proper office of the insurer, the location, and the operations to which the insurance applies, the expiration date, and the above-mentioned notice of cancellation clause.

4.5 The information described above sets forth minimum amounts and coverages and is not to be construed in any way as a limitation on the Contractor’s liability.

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SCOPE OF WORK

5.1. SCOPE OF WORK

The selected Contractor shall provide the Services, which are, the labor, supervision, materials, equipment, chemicals, and incidentals for complete janitorial services at the following locations on the Airport to include all public use areas, doorways, outside entrances and sweeping sidewalks, restrooms (including the SARA - Service Animal Relief Area), and Passenger

Boarding Bridges. It is the intent of this Scope of Work to describe the janitorial services the selected Contractor shall provide. The selected Contractor shall comply with the detailed provisions herein and shall perform all the work provided for in this Scope of Services. The selected Contractor may also be requested to perform extra and incidental tasks.

Service locations:

• Hilton Head Island Airport (+/- 50,000 sqft)- 120 Beach City Road HHI, SC 29926

• Air Traffic Control Tower (3rd floor breakroom, restroom and tower control room) -

Summit Drive

• Temporary Administration Office (1500 sqft) - 14 Hunter Road HHI, SC 29926

• Administration Office (2000 sqft) - 26 Hunter Road HHI, SC 29926

Services shall include, but are not limited to, the following:

ADMINISTRATIVE & MANAGEMENT RESPONSIBILITIES. Separate and apart of janitorial services provided under the Agreement, the selected Contractor will be required to provide oversight, supervision and management of the staff provided to complete the work.

During the term, all communication regarding day-to-day scheduling and agreement administrative matters between the selected Contractor and Airport shall be accomplished through the Deputy Airports Director.

ADMINISTRATIVE AND MANAGEMENT RESPONSIBILITIES SUPERVISION. The selected Contractor shall provide an on-site job manager (“Job Manager”). The Job Manager will be responsible to The Airport, for ensuring compliance with the Agreement and for the day-to-day administration of the operations at the Airport. The selected Contractor shall also provide other supervisors as needed to ensure that the Work is complete in the manner set forth in the

Scope of Work. Other Supervisory personnel (if provided) shall:

• Ensure prompt and correct compliance with instructions of the Job Manager and

Airport.

• Ensure that employees assigned to the crews are properly utilized and trained for the efficient performance of their assignments

• Ensure that assignments are carried out in compliance with operational and safety procedures in accordance with selected Contractor’s and The Airport’s regulations

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ROUTINE CHEMICALS & EQUIPMENT As part of the routine work, the selected Contractor will be required to provide the chemicals and equipment.

EMERGENCY PROCEDURES Included in your proposal price shall be emergency cleanup, to include but not be limited to spills; blood and body fluids, as related to blood borne pathogens OSHA

Standard 29-CRD 1 910-10-30, or any applicable OSHA requirements, complaints, and extraordinary clean up situations. There shall be a minimum of two persons certified to handle these situations available to respond to any emergency situation between the hours of 7:00 a.m. and 7:00 p.m., Monday through

Friday. Guaranteed response item shall be within 30 minutes of notification; and offeror understands and agrees, that if awarded this contract, he/she shall pay $25 as liquidated damaged for every 30-minute period that he/she is in default of this requirement. All offerors must submit a copy of their exposure and infectious disease control plan with their proposal.

CONSUMABLES CONTRACTOR Contractor shall be responsible for supply and replenishment of consumable products in the restroom, to include toilet paper, toilet seat covers, paper towels, baby changing station liners, and hand soap. The contractor will be responsible for supplying and changing batteries for any applicable consumable dispensers.

STAFFING PLAN As part of the proposal a detailed staffing plan must be included which outlines how the Contractor will complete the required work. The current positions staffed, including a job description, qualifications and hours worked weekly shall be included. As part of proposed staffing plan please include information regarding employee screening, separate and apart from airport ID badging requirements (see attachment). All supervisory staff must be able to fluently speak, read and write the English language in order to interpret rules and regulations pertaining to the work as well as to receive instructions and properly implement work orders. For safety reasons, all other personnel must be able to speak rudimentary English.

The selected Contractor shall provide relief personnel as necessary and/or overtime work at no additional cost to The Airport to ensure that each required assignment is performed during each shift.

UNIFORMS The selected Contractor will be required to provide uniforms for the staff assigned to complete the work. Uniform selection shall be approved by The Airport and must not be a color similar to existing uniforms of other vendors, officials, agencies, or personnel located at the Airport. No head gear, other than that included as part of the Uniform and approved by The Airport, may be worn by the selected Contractor’s personnel. Uniforms should include a consistent color for all footwear worn by the selected Contractor’s personnel. Uniforms must be kept cleaned and maintained. The Contractor shall provide enough uniforms to each employee so that all personnel are always dressed in a clean and professional manner. In the Staffing Plan a description and picture of the proposed uniform must be included.

REPORTS If at any time damage is caused or observed by Contractor’s personnel, immediate notification to The Airport must be made. The selected Contractor will also provide written reports to The Airport concerning any damage to Airport property caused or observed by its personnel and a separate report of any injuries sustained by its personnel within 1 business day.

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TRANSITION PLAN Contractor shall provide The Airport, as part of their Proposals, a Start-up Transition Plan describing how it plans to start operations and bring about a smooth transition from the present Contractor. Transition Plan shall include but not be limited to:

• Procurement of Equipment (including timing)

• Obtaining ID Badges for Post Security: Including background checks and conducting Security

Training.

• Employee Orientation and Site Tours

Contractor agrees that, if selected, Contractor will cooperate with The Airport and attend all scheduled coordination meetings during the transition period.

BADGING All personnel hired to provide the work Post Security must obtain identification and clearance issued pursuant to 49 CFR 1542. Further, all Post Security personnel will be expected to participate in any necessary training to obtain the identification as well as abide by any associated rules or regulations. Such clearance must be received prior to any of the selected Contractor’s employees beginning work at the Airport. Costs associated with badging will be borne by the selected Contractor. All Post Security personnel hired will be expected to be fully badged no later than 14 business days from the start of their orientation/training.

WORK CYCLES For work required to be performed in cycles, for example, Project Work, the Airport Services Manager, or designee shall have the right to specify the exact time the work is performed. This is to assure The Airport that work will be performed with relatively equal time lapses between performances unless otherwise necessary. The Airport will work with the selected Contractor to plan work in such a way that it is as uniformly distributed as practical throughout the year.

TEMPORARY WORK CHANGES The Airport shall have the right to require the selected Contractor's personnel to perform other duties, at the Airport, outside the scope of scheduled work. The selected Contractor will promptly comply with such requirements. During temporary work changes, the selected Contractor shall not be required to simultaneously provide scheduled cleaning services.

TRAINING Within fifteen (15) calendar days of being awarded the Agreement, the selected Contractor shall provide The Airport with a detailed outline of its training program. It shall include session content, designs, methods and learning objectives. The program shall provide the following results:

1. All custodial personnel shall be able to demonstrate the ability to complete procedures set forth in the technical specifications that are appropriate to their positions. Should an individual's duties change, the selected Contractor must provide training to ensure a commensurate increase in skills and/or knowledge.

2. Should new supplies, chemicals or equipment be introduced into the Work, the appropriate personnel shall be thoroughly trained in their use.

3. Supervisory and management personnel shall have demonstrable knowledge and/or skill in the procedures expected of those they supervise. The content of their training will also include supervisory skills, knowledge, and attitude necessary for compliance with the terms of the Agreement.

4. All selected Contractor’s' personnel utilized in the performance of the Agreement will have training designed to result in compliance with applicable OSHA Standards and other governmental regulations. They shall have documented knowledge of, and access to, resources required by OSHA or other governmental entities, for example, a written

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Exposure Control Plan for exposure to blood borne pathogens and/or the disposal of needles in receptacles.

5. Selected Contractor's workforce must be made cognizant of other factors affecting their well-being and the best interests of The Airport. These include, but are not limited to: An understanding, based on the legal definition of sexual harassment, the difference between acceptable behavior and harassment and their role in preventing it.

6. Each class or learning opportunity, including on-the-job training, shall have learning objectives that are specific, measurable, attainable, relevant and time lined.

7. A training record shall be kept for all of selected Contractor’s personnel assigned to the perform work at the Airport. All learning opportunities held or scheduled to be held must be documented. Both shall be available to The Airport upon request. This requirement shall be passed down to any subcontractors performing a portion of the work.

8. The selected Contractor shall instruct its personnel that no gratuities shall be solicited or accepted for any reason whatsoever from The Airport, tenants, passengers or other persons using the Airport.

QUALITY CONTROL As part of the staffing plan, the selected Contractor shall provide to The Airport a detailed Quality Control Program with its Proposal. The program shall include the structure of responsibility for the program and the inspection schedule that will serve to validate the program. The program shall include quality as reflected in aspects of a service industry not only in cleaning results, but in conduct and interaction with passengers and Airport staff.

Moreover, the report of any problems or assets that are malfunctioning (for instance, toilets not flushing). The program should be able to be expanded as required.

5.2. Security

The selected Proposer shall comply with all Airport security regulations as prescribed by 49 CFR

Part 1542 and agree to employ such measures as are necessary to prevent or deter the unauthorized access of persons or vehicles into the secure area of the airport.

The selected Proposer shall comply with Transportation Security Regulation Part 1542 and

Airport security policies as presently outlined in the Airport Security Plan, as such Plan may be amended from time‐to‐time. The Proposer shall remain fully compliant with all applicable

Transportation Security Administration (TSA) regulations, including but not limited to, those related to prohibited items. The proposer is responsible for ensuring that all personnel are knowledgeable about current TSA guidelines and maintain up-to-date awareness of any changes to the TSA Prohibited Items List.

The selected Proposer shall pay any forfeitures or fines levied upon it, or the Airport through enforcement of Part 1542, or any other applicable federal, state, or local regulation, due to acts or omissions of the selected Proposer, their employees, agents, suppliers, invitees, or guests and for any attorney fees or related costs paid by Beaufort County because of any such violation.

The selected Proposer will be obligated to comply with all current and future Airport and FAA rules and regulations and policies and procedures in place for the Airport.

The selected Proposer will be responsible for obtaining all necessary Airport ID badges during the term of the Lease and Concession Agreement. All costs for complying with security regulations shall be the sole responsibility of the selected Proposer including cost associated with prohibited item control procedures and materials necessary for compliance. Any fines imposed

RFP #102725 DOCUMENTS Page 12 by the Airport because of a selected Proposer’s actions or non‐compliance with rules, regulations, policies, or laws shall immediately be paid to the Airport by the selected Proposer on demand by the Airport.

The cost of obtaining an Airport ID badge shall be the sole responsibility of the applicant. The

Airport shall have complete control over granting, denying, withholding, or terminating security clearance for selected Proposer’s employees. Clearance is required for all employees.

The selected Proposer shall not permit any employee to begin work until the Airport clears the employee through the mandated background check as well as all other background checks and issued the necessary documents and ID badges in order to enter sterile area.

5.3. Minimum Proposal Content

Proposals should include the following:

• CONTRACTOR QUALIFICATIONS AND EXPERIENCE The submittal shall state the size of the contractor and the number and nature of the staff assigned to perform these services. The Airport will not accept into this RFP multiple joint ventures or consortiums.

If there is a section in the Scope Of Work that needs to be subcontracted (for example, cleaning Terrazzo Flooring), the contractor will provide the same information in this first sentence of this paragraph.

• PARTNER, SUPERVISORY AND STAFF QUALIFICATIONS AND EXPERIENCE

Identify the principal management staff that will oversee this contract, including other supervisors and specialists who would be assigned to these services. Provide information on the experience of each person. Provide as much information as possible regarding the number, qualifications, experience, and training of the specific staff to be assigned to this engagement. Indicate how the quality of staff over the term of the agreement will be assured.

• SIMILAR ENGAGEMENTS WITH OTHER AIRPORTS, LIKE SIZE

COMMERCIAL SQUARE FOOTAGE, OR GOVERNMENTAL ENTITIES List three

(3) engagements performed in the last five (5) years that are similar to the services described in this document. Indicate the scope of work, date, staff assigned and the name and telephone number for reference.

• STAFFING, TRAINING, and Transition Plan Identify and describe how contractor plan's on complying with the RFP on personnel staffing, and compliance with the

Training and Transition requirements outlined in the Scope of Work.

• Pricing Proposal Bidders must provide pricing in the following formats to allow for accurate comparison:

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-Daily Rate Provide a fixed daily rate that includes all services outlined in the scope of work (daily, weekly, and quarterly duties).Include separate daily rates for all locations

-Monthly Base Rate Provide a fixed monthly rate that includes all services outlined in the scope of work (daily, weekly, and quarterly duties).Include separate monthly rates for all locations

-Annual Total Cost Projection Provide a total annual cost summary, showing the combined cost of all monthly base services. Include separate annual total cost projections for all locations

-Cost Inclusions All pricing must be inclusive of labor, supplies, equipment, uniforms, insurance, and any other costs necessary to perform the required services.

5.4. Deliverables

This specification covers provisions for complete and efficient janitorial service, including all reasonable and necessary labor, supervision, equipment, licenses, insurance, and supplies in order to keep the contracted areas clean and properly supplied. A unique quality control system shall be instituted to describe current and complete evidence that work has been performed.

The Hilton Head Island Airport is open Monday-Sunday, Year-round, 0700-1900

When deconflicting with airline flight schedules:

Terminal will open 2 hours prior to first airline departure

Terminal will close 1.5 hours after final arrival

It is important that the contractor understand the security implications of the work at the Hilton

Head Island Airport. Situational awareness is extremely important as trash receptacles are often a soft target for potential criminal activity. Cleaning staff have access to many areas of the facility and may have the opportunity to witness security violations. It is important that staff understands their role as observers and reporters in the security of the airport. QCS shall coordinate with the Deputy Airport Director or his designee on a daily basis.

Daily Operating Hours Cleaning Staff (Hilton Head Island Airport)

A sufficient number of cleaning staff must be present during terminal operating hours, 0700-

1900 (Hilton Head Island Airport only), seven (7) days a week, but may shift due to airline flight scheduling. The primary purposes during operating hours are to handle customer-reported incidents, spills, and unexpected items expeditiously. The cleaning staff are also expected to generally clean and restock all restrooms and high-traffic areas after each flight has departed.

Each day, the terminal must be cleaned, sanitized and all trash removed, prior to the following business day.

The contractor must provide the following services, no less frequently than the schedule specifies. The Airports Deputy Director or assigned Airport Employee and a staff member of the contracting agency will inspect the premises on a random basis, to ascertain whether the services are being provided and meeting the contracted standard scope.

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Daily Duties of Cleaning Staff (Hilton Head Island Airport)

The following tasks must be accomplished by the cleaning staff during Operating Hours, Monday through Sunday, except for unexpected terminal closures:

1. Walk through the entire terminal after each flight to ensure all random trash is removed and spot clean areas, TSA inspections area, rental car & airline ticket counters and the baggage claim area.

2. Ensure all trash and recycle containers are not overflowing and will not overflow during next round of flights. Empty containers if required.

3. Ensure all Public Restrooms in the terminal are clean and supplied for the next scheduled flight. At a minimum, restroom should:

• Be replenished with appropriate supplies including paper towels, toilet paper, hand soap and sanitizers.

• Sweep and mop floors as required

• Ensure all toilets, seats, and urinals are clean and wiped down.

• Ensure sinks, surfaces and mirrors are free of dust, dirt and water.

• Ensure all trash cans are empty if needed and plastic liners are replaced.

• Plastic liners will be used and replaced when wet or dirty.

• Report to maintenance and mark “Do Not Use” any unserviceable sinks, toilets, seats or urinals.

4. All carpets and walk off mats are to be vacuumed and stains removed.

5. Spot clean all reachable glass surfaces including doors and windows.

6. All customer seating in the passenger area, terminal and snack area must be wiped down and sanitized.

7. Clean and shine all chrome fixtures, including drinking fountains and moldings.

8. Empty all trash cans inside and outside of terminal and wash, if needed, and deposit all trash and boxes in dumpsters.

9. Clean tabletops, countertops and furniture in public areas.

10. Wash and/or Dust and spot clean all walls, woodwork, switch plates, ledges, fire extinguishers, and other areas exposed to dust, smudges, and scrapes.

11. Sweep outside entrances and sidewalks (hose down, if necessary).

12. Clean up trash, paper, cigarette butts, litter, etc. in and around the building.

13. Sweep, mop and remove trash from tenants' offices and break rooms. Check with tenant before proceeding.

Weekly Duties of Cleaning Staff (Hilton Head Island Airport)

All restrooms must be deep cleaned once a week., along with the following weekly requirements.

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1. Dust and damp wipe all horizontal surfaces.

2. Dust all Venetian blinds.

3. Thoroughly wash all restroom walls, partitions, sinks, countertops, and fixtures.

4. Wash and dry all standing glass doors and windows.

5. Scrub vinyl tile floors and buff to keep floors clean and shiny.

6. Carpeted corridors and traffic aisles shall be pile lifted weekly, using a certified pile lifter.

Quarterly Duties of Cleaning Staff (Hilton Head Island Airport)

NOTE: The contractor must notify and coordinate with the TSA Supervisor at least 24 hours in advance of these activities due to sensitivity of screening equipment sensors.

1. Wash and dry all interior glass inside building and exterior doors and windows.

2. Sweep, strip, re-wax and buff all tile, linoleum and terrazzo during non-operating hours.

3. Clean and wax all wooden furniture.

4. Wash air grills and diffusers

Daily Duties of Cleaning Staff (all other locations)

• Air Traffic Control Tower: 2 Days per week

• Temporary Administration Office: 2 Days per week

• Administration Office: 2 Days per week

1. Restrooms replenished with appropriate supplies including paper towels, toilet paper, hand soap and sanitizers.

2. Sweep and mop floors as required

3. Ensure all toilets, seats, and urinals are clean and wiped down.

4. Ensure sinks, surfaces and mirrors are free of dust, dirt and water.

5. Ensure all trash cans are empty if needed and plastic liners are replaced.

6. Plastic liners will be used and replaced when wet or dirty.

Quality Control Personnel

Quality Control is a very important part of this contract. The contractor shall have a quality control supervisor (QCS) to inspect work on a daily basis. The contractor must provide weekly inspection reports for all locations to the Deputy Airports Director. The QCS shall insure the requirements of the contract are being met. The contractor must post on all restroom doors a daily check form confirming cleaning activity (work performed and time).

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PROPOSAL SUBMISSION INSTRUCTIONS

1. Award shall be posted on the County's Procurement Portal.

2. Prohibition of Gratuities: It shall be unethical for any person to offer, or give, or agree to give any County employee or former County employee, or for any County employee or former County employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

3. Questions

A. Submit questions you have through the Procurement Portal no later than 5:00 pm on

Monday, October 20, 2025.

B. Answers to questions received that would change and/or clarify this solicitation will be posted on the Procurement Portal as addendum.

C. Selection Committee members SHALL NOT be contacted during the RFP process.

4. In order to do business with the Beaufort County, vendors must register through the

Procurement Portal at https://procurement.opengov.com/portal/bcgov. Registering allows businesses to identify the type of goods and services they provide so that they may receive email notifications regarding relevant solicitations out for bid.

EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/bcgov

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1. Experience & Qualifications

• Evaluators will consider the proposer’s demonstrated ability to perform janitorial services in similar facilities. Points will be awarded based on:

o Prior contracts with airports, transportation hubs, government facilities, or other secure/high-traffic environments.

o Number of years in Beaufort

County providing commercial janitorial services.

o Evidence of compliance with

OSHA and TSA (if applicable) requirements.

o References from at least three comparable facilities (include scope, size, and client contact information).

o Company certifications (e.g., CIMS-GB, ISSA, GBAC, safety training certifications).

Points Based 25 (25% of Total)

RFP #102725 DOCUMENTS Page 18

2. Staffing & Management Plan

• Evaluators will assess the proposer’s ability to provide adequate staffing and effective management oversight.

Points will be awarded based on:

o Staffing levels assigned to each building (Airport, Tower, Administration, Executive

Staff).

o Minimum staffing ratios per square footage, adjusted for traffic peaks.

o Hiring practices, background check procedures, and compliance with airport security requirements.

o Employee training in hazardous materials handling, bloodborne pathogen response, PPE use, and customer service.

o Local Presence & Rapid

Response Capability for service requests, emergencies, or staffing needs within 30 minutes or less.

o Quality control methods, including onsite inspections, digital reporting tools, and supervisor oversight frequency.

Points Based 20 (20% of Total)

RFP #102725 DOCUMENTS Page 19

3. Technical Approach & Work Plan

• Evaluators will review the proposer’s approach to meeting the Scope of

Work requirements. Points will be awarded based on:

o Cleaning schedules and frequency of services in public areas, restrooms, secure areas, and administrative offices.

o Flexibility to adjust services during peak travel seasons, holidays, and special events.

o Floor care procedures (e.g., stripping, waxing, buffing, carpet extraction).

o Window and glass cleaning methodology.

o Restroom sanitation practices, including touchpoint disinfection and supply management.

o Waste management and recycling practices.

o Use of eco-friendly, fragrance-free, or Green Seal-certified cleaning products.

o Proposed equipment and technology (e.g., HEPA vacuums, electrostatic sprayers).

Points Based 20 (20% of Total)

RFP #102725 DOCUMENTS Page 20

4. Cost Proposal

• Evaluators will assess cost reasonableness, transparency, and alignment with the services proposed.

Points will be awarded based on:

o Competitiveness of overall price relative to other proposers.

o Clear breakdown of costs (labor, materials, equipment, overhead).

o Flexibility for on-call or emergency cleaning services outside the normal scope.

o Cost stability (e.g., multi-year pricing commitments).

o Whether pricing is consistent with staffing levels and technical plan.

Points Based 20 (20% of Total)

5. Responsiveness & Value-Added Services

Evaluators will consider the proposer’s attention to detail and willingness to exceed requirements. Points will be awarded based on:

• Completeness of proposal submission, organization, and clarity.

• Demonstrated ability to respond to emergencies within 30 minutes.

• Value-added services, such as pressure washing, or exterior glass cleaning.

• Innovative technology or processes that increase efficiency, safety, or passenger satisfaction.

• Willingness to work with Airport

Administration to develop customized reporting metrics or dashboards.

Points Based 15 (15% of Total)

PROPOSAL SUBMITTAL

1. Proposer confirms the proposal is firm for a period of at least 90 days from the closing date for submission of proposal.*

☐ Please confirm

RFP #102725 DOCUMENTS Page 21

*Response required

2. Please Provide Licenses and Certificate of Insurance. *

*Response required

3. Certification regarding Debarment, Suspension, Ineligibility, and Voluntary exclusion*

The contractor certifies, by submission of this qualification statement or acceptance of a contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State, Federal department, or agency.

It further agrees by submitting this qualification statement that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts.

Where the bidder/contractor or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation/bid.

☐ Please confirm

*Response required

4. State whether your company has been involved in any litigation within the past five (5) years, arising out of your performance. *

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1. Explain fully any litigation involving performance.*

*Response required

5. Non-Segregated Facilities*

CERTIFICATION BY CONTRACTOR

Regarding

NON-SEGREGATED FACILITIES

The Bidder certifies that he does not, and will not, provide and maintain segregated facilities for his employees at his establishments and, further that he does not, and will not, permit his employees to perform their services at those locations, under his control, where segregated facilities are provided and maintained. Segregated fountains, transportation, parking, entertainment, recreation, ad housing facilities; waiting, rest, wash, dressing, and locker room, and time clock, work, storage, restaurant, and other eating areas which are set apart in fact, or by explicit directive, habit, local custom, or otherwise, based on color, creed, national origin, and race. The Bidder agrees that, except where he has obtained identical certifications from proposed subcontractors for specific time periods, he will obtain identical certifications from proposed subcontractors prior to the award of subcontractors exceeding $10,000.00 which are not exempt

RFP #102725 DOCUMENTS Page 22 from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files.

The Bidder agrees that a breach of this certification is a violation of the Equal Opportunity clause in this Contract. The penalty for making false statements is prescribed in 18 U.S.C. 1001.

☐ Please confirm

*Response required

6. Please upload any relevant certifications and/or licenses

7. Proposal*

To achieve a uniform review process and allow for adequate comparability, the information is to be organized in the manner specified below and the entire package must not exceed 15 double-sided printed pages excluding cover pages. Please include a cover page at the start of each section.

1. Contractor Qualifications and Experience The submittal shall state the size of the contractor and the number and nature of the staff assigned to perform these services. The

Airport will not accept into this RFP multiple joint ventures or consortiums. If there is a section in the Scope Of Work that needs to be subcontracted (for example, cleaning

Terrazzo Flooring), the contractor will provide the same information in this first sentence of this paragraph.

2. Partner, Supervisory and Staff Qualifications and Experience Identify the principal management staff that will oversee this contract, including other supervisors and specialists who would be assigned to these services. Provide information on the experience of each person. Provide as much information as possible regarding the number, qualifications, experience, and training of the specific staff to be assigned to this engagement. Indicate how the quality of staff over the term of the agreement will be assured.

3. Similar Engagements with Other Airports, Like Size Commercial Square Footage, or Governmental Entities List three (3) engagements performed in the last five (5) years that are similar to the services described in this document. Indicate the scope of work, date, staff assigned and the name and telephone number for reference.

4. Staffing, Training, and Transition Plan Identify and describe how contractor plan's on complying with the RFP on personnel staffing, and compliance with the Training and

Transition requirements outlined in the Scope of Work

*Response required

8. Pricing*

Please provide your complete pricing proposal.

*Response required

RFP #102725 DOCUMENTS Page 23

RESERVED RIGHTS

The County shall not be responsible for any of the costs associated with responding to this request and all submitted materials shall become the property of the County. Furthermore, the County expressly reserves the right and options to:

• Reject any or all consultants and re-advertise if deemed necessary

• Waive any or all formalities and technicalities

• Approve, disapprove, or cancel all services associated with the project

The County has yet to decide whether to select one or more other firms to provide some or all of the professional services described in this document. All selected firms will perform such services under the direct supervision of Beaufort County.

SELECTION AND NOTIFICATION

The selected firms will be given written notification of being selected by the County. This work may be awarded in whole or in part at the sole discretion of the County. The County will negotiate and execute a contract with the selected firm(s) prior to the beginning of the actual services. Should contract negotiations fail, the County will negotiate with one or the other highly ranked firms. In general, the contract will comply with applicable laws and standard provisions and shall contain the following terms:

• Detailed scope of services

• Schedule for providing services

• Cost of services

BEAUFORT COUNTY STANDARDS FOR CONTRACTING

CHAPTER 1. TYPES OF CONSULTANT SERVICES REQUIRED:

Please see Scope of Work Section.

CHAPTER 2. PROCEDURES FOR SELECTION OF CONSULTANTS

2-1. GENERAL

Qualifications-based procedures require that a contract for consulting services be awarded pursuant to a fair and open selection process based on the qualifications of the firms. The fees for such services are established following selection of a firm through a negotiation process to determine a fair and reasonable price.

2-2. OBJECTIVE

RFP #102725 DOCUMENTS Page 24

Consultants employed for work on projects shall be responsible and possess the ability to perform successfully under the terms and conditions of the proposed procurement. Consideration shall be given to such matters as integrity, record of past performance, extent of experience with the type of services required by the sponsor, technical resources, and accessibility to other necessary resources.

2-3. QUALIFICATIONS-BASED SELECTION PROCEDURES.

Consultants shall be selected based on their qualifications and experience, with fees determined through negotiations following selection. The highest ranked offeror shall be selected, and price proposals shall be negotiated with one or more of the firms identified through the qualifications-based selection procedure.

2-4. SELECTION CRITERIA.

Criteria include, but are not limited to, the following:

1. Please see the Evaluation Criteria Section.

CHAPTER 3. CONTRACT FORMAT

3-1. MANDATORY CONTRACT PROVISIONS.

All contracts involving State or Federal funds must contain the applicable procurement standards in 49 CFR 18.36. Listed below are those provisions which pertain to consultant contracts:

1. Contracts shall contain provisions or conditions which will allow for administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms and provide for sanctions and penalties as may be appropriate.

2. Contracts over $10,000 shall contain suitable provisions for termination by the sponsor, including how it will be affected and the basis for settlement. In addition, contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the consultant.

3. All negotiated contracts shall include provisions to the effect that sponsors, the Federal

Department of Transportation, the Comptroller General of the United States, or any of the duly authorized representatives shall have access to any books, documents, papers, and records of consultants which are directly pertinent to a specific grant program, for the purpose of making audits, examinations, excerpts, and transcriptions. Sponsors shall require consultants to maintain all required records for 3 years after the sponsor makes final payment and all other pending matters are closed.

4. In addition to the requirements contained in 49 CFR Section 23, Participation by

Minority Business Enterprises in Department of Transportation Programs, and AC

150/5100-15, Civil Rights Requirements for the Airport Improvement Program, current

RFP #102725 DOCUMENTS Page 25 edition, the Title VI, and Disadvantaged Business Enterprise Assurances in Appendix 1 shall be included in each contract.

3-2. TIME OVERRUNS BEYOND CONTROL OF THE CONSULTANT.

Frequently, the consultant is called upon to continue technical inspection services on construction contracts--overrunning the program schedule contemplated at the time of negotiation.