Janitorial_Services_for_IMPD.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/indy

City of Indianapolis and Marion County

Request for Bid – Pricing and Terms

JANITORIAL SERVICES FOR IMPD

RFB-12MPD-410

Request For Bid #RFB-12MPD-410 2

Title: Janitorial Services for IMPD

Table Of Contents

1. Introduction

2. Instructions to Bidders

3. General Terms

4. Bid Submission Forms

5. Scope of Services

6. Price Sheet

7. Attachments

Attachments:

A - Sample-Professional Services Agreement

Request For Bid #RFB-12MPD-410 3

1. Introduction

1.1. Timeline

Release Project Date: September 18, 2026

Pre-Bid Meeting w/walkthrough (Non-

Mandatory):

September 28, 2026, 10:00am

IMPD LSU/EOD Warehouse, 1806 Stout

Field W. Drive, Indianapolis, IN 46241

Site Walkthrough: Park Ranger Station, 1147 S. Madison Avenue, Indianapolis, IN 46225:

September 28, 2026, 11:00am

Site Walkthrough: IMPD Canine(K9)

Facility, 3345 W. Vermont Street, Indianapolis, IN 46222:

September 28, 2026, 12:00pm

Site Walkthrough: IMPD Mounted

Facility, 3325 W. Vermont Street, Indianapolis, IN 46222:

September 28, 2026, 12:45pm

Site Walkthrough: SWAT and Traffic, 1853 E. 23rd Street Ste A and B, Indianapolis, In 46218:

September 28, 2026, 2:00pm

Site Walkthrough: Northwest District, 4005 Office Plaza Blvd, Indianapolis, IN, 46254:

September 29, 2026, 10:00am

Site Walkthrough: Downtown District

Union Station, 39 Jackson Place, Suite

500, Indianapolis, IN 46225:

September 29, 2026, 11:10am

Site Walkthrough: IMPD Special Facility, 3910 Culligan Avenue, Indianapolis, IN

46218:

September 29, 2026, 12:20pm

Site Walkthrough: East District, 201 N.

Shadeland Avenue, Door 3, Indianapolis, IN 46219:

September 29, 2026, 1:20pm

Question Submission Deadline: September 30, 2026, 12:00pm

Response Submission Deadline: October 8, 2026, 10:00am

Request For Bid #RFB-12MPD-410 4

1.2. Summary

Buyer Emily Koschmeder

Buyer

Phone

(317) 327-3940

The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Janitorial Services for IMPD. Bids are due not later than 10:00 am on Thursday, October 8, 2026.

1.3. Background

If Vendor wishes to return a hard copy bid to Purchasing instead of using the new electronic process.

Please do the following steps:

Go to Downloads tab. Select the Project Documents and Attachments. Click Download Selected

Items. A zip file containing the selected items will download to your computer.

Delivery by U.S. Mail or In Person:

City County Purchasing Division

200 E. Washington Street

Room 1522

Indianapolis, IN 46204

Hard copy Bids are opened:

October 8, 2026, 10:00 a.m. Eastern Time in City County Purchasing Division, Room 1560.

Bids Only: Bids are to be delivered to room 1522 City/County Building prior to 9:30 a.m. Eastern

Time on or before the above due date. However, from 9:31 until 10:00 a.m. Eastern Time, bids will be accepted in room 1560 of the City/County Building.

2. Instructions to Bidders

2.1. Immediate Cause for Rejection of Bids

1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.

Request For Bid #RFB-12MPD-410 5

2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).

3. Failure to correctly and completely execute the non-collusion affidavit.

4. Failure to comply with any other mandatory bid requirements.

2.2. Bonding Requirements

1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:

A. Bid Bond secured from a bona fide bid surety firm.

B. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.

C. Other Forms of Bid Surety as specified in a particular bid.

I. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion

County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.

2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of

Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.

2.3. General Conditions / Contractual Clauses

1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.

2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.

3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.

4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.

5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those

Request For Bid #RFB-12MPD-410 6 that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.

6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.

7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.

8. Formal contracts and/or proof of insurability may be required on applicable bids.

9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.

10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East

Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.

11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of

Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the

Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.

12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.

Request For Bid #RFB-12MPD-410 7

13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the

Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.

14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated

City of Indianapolis, as the same shall be in full force and effect upon the date of this

Agreement is executed.

15. Any goods and services provided under this Agreement shall meet or exceed all applicable

Occupational Safety and Health Administration Standards.

16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both

City/County and Contractor and attached hereto as an addendum.

3. General Terms

The following terms will be included in the resulting agreement between the awarded vendor and the

City of Indianapolis and Marion County herein referred to as “City.” Please read carefully.

Questions pertaining to the Bid content may be directed through the Procurement Portal at https://procurement.opengov.com/portal/indy, no later than 12:00 pm Eastern Time on

Wednesday, September 30, 2026.

3.1. General Description for Term Agreement

1. Vendors are invited to bid unit prices on a term agreement for Janitorial Services for IMPD to be furnished and delivered to Indianapolis Metropolitan Police Department in Marion County, IN. Other departments and agencies of the City may also utilize this contract.

2. A Pre-bid Conference will be held on Monday, September 28, 2026 at 10:00 am Eastern Time at IMPD LSU/EOD Warehouse, 1806 Stout Field W. Drive, Indianapolis, IN 46241. Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission.

3. NOTE: Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy.

Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non-responsive for review purposes.

3.2. Term Contract for Services

Request For Bid #RFB-12MPD-410 8

1. This request is to establish one or more term contracts for Janitorial Services for IMPD. The resulting contract will primarily be used by IMPD. However, other departments and agencies of the City of Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions. Unless otherwise agreed to, all ordering locations will be within Marion County, IN. The City does not guarantee minimum or maximum amount of services to be purchased under this bid. The scope of services listed is estimated based on the

City’s potential need or history and the desire for services. The City may purchase more or less services than the amounts indicated in the bid/quote. All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

2. The term of the initial contract shall be two (2) years, effective from the date of the execution of this Agreement.

3.3. Split Awards

The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City. For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award.

3.4. Renewal

The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties. The term of the renewal may not be longer than the term of the original contract. A renewal shall be by written notice by either party and written acceptance by the other. All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement. Terms and conditions may be amended only by written instrument, signed by both the

City, and awarded vendor, and attached to the resulting agreement as an amendment.

3.5. Firm Bids

All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening. Pricing shall be firm for the length of the contract, including any renewals.

3.6. Bonds

There will be no bid bonds or performance bonds required for this contract.

3.7. Specifications

1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs. Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications. However, material variances may render the vendor non-responsive and ineligible for award.

2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance

Request For Bid #RFB-12MPD-410 9 and quality will be considered.) The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal. Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.

3. Items that are equal in design, performance and quality will be considered unless the wording

"No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.

4. All exceptions to the specifications and terms shall be noted in detail on the attached

Exception Sheet.

3.8. No Handling Charges

If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

3.9. Contract Termination

The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor. The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

3.10. Proof of Insurance

At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample

Agreement. The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

3.11. Debarment and Suspension

1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana. The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.

2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/. A check of this listing will be made by the

City. The City reserves the right to nullify the award of any bid, quote, or request for proposal https://www.sam.gov/SAM/

Request For Bid #RFB-12MPD-410 10 based on this listing. It is recommended that vendors check the website listing prior to submitting documents.

3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud. City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis. In addition, any subcontractor who has been listed on the City’s

Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement. It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements. Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list. Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.

3.12. Accessibility

Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the

Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

3.13. Successors and Assigns

Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

3.14. Bid Expenses

By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

3.15. Intent to Purchase

Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

3.16. Sample Agreement

A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division

Request For Bid #RFB-12MPD-410 11 language specific to this purchase. Any proposed exceptions to this document should be included in detail on the Exception Sheet.

Insurance Notice

Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, please ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard

General Conditions for Construction Contracts.

3.17. Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number

/ description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed. These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN 46204. Reports may also be submitted to the Contract Manager by email to

Purchasing@indy.gov.

3.18. E-Verify Program

Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions. Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute. This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing

Division web site at https://www.indy.gov/activity/find-bid-opportunities.

3.19. Services or Goods Acquisition by the City

1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation

Counsel and the City Controller are voidable. Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the

Controller’s signature.

2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods. The vendor(s) will not be compensated for services rendered or http://Purchasing@indy.gov https://www.indy.gov/activity/find-bid-opportunities

Request For Bid #RFB-12MPD-410 12 goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order.

(Revised Code §141-102)

3.20. Method of Payment

Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing

Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The

City will not be responsible for any card fees or other bank charges incurred by the vendor.

3.21. Current Agreement

The City is presently contracted with the following Contractor(s) to provide this service/product. A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

Contract Number Contractor

19698 Pristine Image Intl LLC

3.22. Point of Contact

The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The

Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

4. Bid Submission Forms

1. U.S. Manufactured Products Preference Certification*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• U.S._Manufactured_Products_...

*Response required

2. Bid Acknowledgement Form*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Bid_Acknowledgement_Form.pdf

*Response required

3. Affidavit of Non-Collusion*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Affidavit_of_Non-Collusion.pdf

*Response required

4. MBE-WBE-VBE-DOBE*

https://www.indy.gov/activity/city-and-county-contracts https://www.indy.gov/activity/city-and-county-contracts https://government-project.s3.us-west-2.amazonaws.com/167206/838f9aaa-b865-416b-bfcf-032b1e250c94_U.S._Manufactured_Products_Preference_Certification.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/03582869-2914-490b-bf0e-21e1fc3e3237_Bid_Acknowledgement_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/aa385b9c-9982-4bc2-93ac-57c530b29de8_Affidavit_of_Non-Collusion.pdf

Request For Bid #RFB-12MPD-410 13

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• MBE-WBE-VBE-DOBE.pdf

*Response required

5. Nepotism*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Nepotism.pdf

*Response required

6. Escalator Clause*

The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement. Exceptions can be considered only when market conditions dictate a revised escalator for a particular product. Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments.

Please indicate if you have read this clause.

☐ Yes

☐ No

*Response required

7. Catalog Discounts *

Please submit your standard catalog/list pricing and indicate any percentage discounts off list price that will apply to the City. This pricing may be utilized for any additional items that may be required during the contract.

Current purchasing laws do not allow the City to enter into a “Cost Plus Percentage of Cost” type contract. Therefore, the City requests that all parts and materials be provided either at a specified discount from the Manufacturer’s Printed Price List or at actual cost. Proper documentation will be required.

Percentage Discount off MSRP (list price): _________________%

Listed in (name of) Manufacturer Catalog: __________________

*Response required

8. Literature*

Please submit official manufacturer’s literature regarding all items offered with the bid. Failure to submit the following may render the submitted bid non-responsive.

*Response required https://government-project.s3.us-west-2.amazonaws.com/167206/2d5f322a-a178-49f2-9487-aca44f8c527d_MBE-WBE-VBE-DOBE.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/1384383b-2ab5-4a19-8454-a16cd646d2be_Nepotism.pdf

Request For Bid #RFB-12MPD-410 14

9. Warranty*

Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance. (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.) The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship. Please attach warranty statement(s). Failure to submit the following may render the submitted bid non-responsive.

*Response required

10. Exception Sheet*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Exception_Sheet.pdf

*Response required

11. Extended Price Sheet

11.1. If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)?*

Political subdivisions include cities, towns, school corporations, and county governments. If you mark

YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

☐ Yes

☐ No

*Response required

11.2. Will there be a freight differential required to extend pricing to political subdivisions outside

Marion County?*

☐ Yes

☐ No

*Response required

11.3. Will you agree to provide upon request but not more than quarterly, a report to the City of

Indianapolis that would include the names of;*

1. any participating political subdivisions and

2. item descriptions and quantities purchased per subdivision?

☐ Yes

☐ No

*Response required

11.4. The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions.*

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Request For Bid #RFB-12MPD-410 15

*Response required

5. Scope of Services

5.1. General Requirements

1. No employee with a felony conviction may work in or have access to IMPD facilities. The Contractor shall ensure that no individuals with disqualifying criminal histories are assigned to these locations.

2. Contractor shall supply IMPD with a summary background check for each employee proposed to work in IMPD facilities. Background checks must confirm that the employee has no felony convictions.

3. Background checks shall be conducted annually and for any new employees.

4. It shall be the responsibility of Contractor to secure competent, conscientious, and trustworthy employees.

5. Contractor staff shall ensure minimal or no disruption of IMPD activities, and work with IMPD location supervisors when a request is made. IMPD reserves the right to request a change in a cleaning staff member at any time for any reason.

6. Contractor shall provide the City with a list of all employees assigned to service IMPD facilities. This list must be kept accurate and up to date at all times.

7. All of Contractor's employees shall wear identification badges showing the name of Contractor and the employee's name when entering the IMPD Facilities and at all times while working in IMPD Facilities.

8. Contractor shall not permit their employees to bring friends, relatives, or anyone not employed by Contractor into IMPD facilities.

9. Contractor shall be required to have a competent and experienced supervisor/foreman with each work group at all times. Contractor shall be responsible for the actions of its employees. The supervisor shall check all work after it is completed to make sure that it was done properly. The City reserves the right to direct the

Contractor to use a specific daily checklist.

10. Cleaning services shall be rendered as described for each location. City shall have the right to make amendments to the cleaning schedule, cleaning area assignments, and additional facilities at any time.

11. Contractor shall be responsible for the supervision of their equipment and employees at all times.

12. Contractor shall provide all labor, tools, equipment, and materials necessary to complete the required services herein. Materials to be used shall be approved by the City. Contractor shall use the proper cleaning chemicals for the job. Chemicals and cleaning agents shall be high quality and reputable brands meeting industry standard specifications.

13. Unless otherwise specified or directed, all wet cleaning shall be done with a multi-purpose cleaner containing a bleach additive. Wet cleaning mixtures for mopping shall be changed as needed to ensure proper cleaning and disinfecting.

14. It shall be the responsibility of the Contractor to reline trash cans after emptying and act to replenish restroom supplies. The City shall provide: trash can liners, paper towels, liquid or bar hand soap, toilet paper and light bulbs. All cleaning materials and equipment shall be supplied by the Contractor.

15. City will designate and provide a location for the disposal of trash and waste residue.

Request For Bid #RFB-12MPD-410 16

16. Contractor shall be responsible for the maintenance and repair of Contractor owned equipment.

17. Contractor shall be responsible for any damage done to City property as a result of improper use of chemicals or cleaning methods.

18. Call Back – When services are performed in a manner unsatisfactory to IMPD personnel, a call back phone call will be made. A two (2) hour response window will be granted by IMPD for the Contractor to address complaints. If the complaint is not acted upon within the two (2) hour window, the City reserves the right to seek other assistance and withhold that day’s cleaning fee from the Contractor.

19. The Contractor should take into consideration Call Back, vacation, and sick time for staffing purposes. Please include a proposed list of staffing, schedules, and equipment available to cover the requirements for each location quoted.

20. All deficiencies in Contractor services shall be reported to the City in writing and a copy furnished to the City

Purchasing Division’s Contract Manager. This would include, but not be limited to; Call Backs, understaffing, work not accomplished in a timely manner, unruly behavior, etc. See section 17, Monitoring.

21. Contractor shall bill the City monthly for work completed.

22. City shall pay for completed cleaning services only.

23. Contractor shall make daily or weekly written reports (depending on the location preference) to designee of

IMPD listing, by day and by work group the following: Start times, finish times, personnel in attendance, areas cleaned, equipment used and consumable supplies replenished.

24. Should the City’s inspection or review find that cleaning was performed inadequately or not at all, the City may reject those hours from payment until the Contractor remedies the deficiency.

5.2. Locations and Duties

A. IMPD LSU/EOD Warehouse 1806 Stout Field W Drive, Indianapolis, IN 46241

1. Unless otherwise indicated. IMPD requests cleaning service for two (2) days per week between 8:00 AM to 2:00 PM. All cleaning will take place during these hours with the exception of Call Back’s when they occur. However, access will not be permitted in the evenings or weekends. If additional cleaning days are needed for a particular week, IMPD will provide fourteen (14) days notice. Cleaning should be done with professionalism and expeditiously.

2. Building area is estimated to be 8,000 sq. ft.

3. The following is a list of cleaning duties that shall be performed by the Contractor.

Weekly

Clean entrance glass doors.

Empty and replace liner of all trash and recyclable receptacles.

Dust mop any hard surface floors (solvents will be provided by the vendor).

Request For Bid #RFB-12MPD-410 17

Vacuum floor mats.

Vacuum carpeted areas.

Perform horizontal dusting in accessible areas (window sills, ledges, moldings, shelves, door frames, and pictures).

Perform bathroom cleanings (mirrors, sinks, counters, toilets, and urinals).

Refill dispenser (supplies will be provided by the City).

Bi-Weekly (in addition to task listed under Weekly)

Clean baseboards and all lower reach areas.

Monthly (in addition to tasks listed under Weekly and Biweekly)

Dust grills and air returns.

Clean bathroom shower in warehouse.

Clean office doors.

Quarterly

Clean external and internal windows.

B. East District, 201 N. Shadeland Avenue, Indianapolis, IN 46219

1. Unless otherwise indicated. Cleaning times will be five (5) days per week (Monday through

Friday) between 8:00 AM to 4:00 PM. All cleaning will take place during these hours with the exception of Call Backs when they occur. Cleaning should be done with professionalism and expeditiously.

2. Building area is 76,000 sq. ft. There are approximately 80 trash cans.

3. The following is a list of cleaning duties that shall be performed by the Contractor:

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop floors.

Replace supplies.

Empty all trash containers including any sanitary disposal receptacles.

Request For Bid #RFB-12MPD-410 18

Clean all mirrors.

Offices

Remove trash.

Clean all entry glass (throughout building)

Clean all mirrors

Dust common areas (but not desks)

Lunch Room

• All food areas

Contractor shall consult with the facility director on what areas are designated as “Food Areas”

Remove Trash (2 Cans)

Clean table tops with disinfectant

Clean inside microwave oven and stand

General Cleaning

Unless directed otherwise by the facility director, the following shall be done as designated by the facility director and in keeping with the resulting agreement. Contractor shall consult with the facility director on a particular day that will work best for the facility and cause the lease disruption.

Sweep and mop all tiled floors – three (3) non-successive days per week.

Sweep all cement floors – three (3) non-successive days per week.

Vacuum all carpeted floors – three (3) non-successive days per week.

Low dust – one (1) day per week.

High dust – one (1) day per week.

Buff all tile floors – one (1) day per week.

Dust vents, sills and blinds – one (1) day per week.

Remove cobwebs – one (1) day per week.

Request For Bid #RFB-12MPD-410 19

Remove handprints, smudges from doors and walls – one (1) day per week.

Spot clean carpets – as needed.

Steam clean all carpeted areas once per year

Wash trash receptacles – as needed.

Replace light bulbs – as needed.

C. Northwest District, 4005 Office Plaza Blvd, Indianapolis, IN 46254

Friday) between 8:00 AM to 4:00 PM. All cleaning will take place during these hours with the exception of Call Backs when they occur. Cleaning should be done with professionalism and expeditiously.

2. Building area is 13,968 sq. ft.

3. The following is a list of cleaning duties that shall be performed by the Contractor:

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop floors.

Replace supplies.

Empty all trash containers including any sanitary disposal receptacles.

Clean all mirrors.

Offices

Remove trash.

Clean all entry glass (throughout building)

Clean all mirrors

Dust common areas (but not desks)

Lunch Room

• All food areas

Request For Bid #RFB-12MPD-410 20

Contractor shall consult with the facility director on what areas are designated as “Food Areas”

Remove Trash (2 Cans)

Clean table tops with disinfectant

Clean inside microwave oven and stand

General Cleaning

Unless directed otherwise by the facility director, the following shall be done as designated by the facility director and in keeping with the resulting agreement. Contractor shall consult with the facility director on a particular day that will work best for the facility and cause the lease disruption.

Sweep and mop all tiled floors – three (3) non-successive days per week.

Sweep all cement floors – three (3) non-successive days per week.

Vacuum all carpeted floors – three (3) non-successive days per week.

Low dust – one (1) day per week.

High dust – one (1) day per week.

Buff all tile floors – one (1) day per week.

Dust vents, sills and blinds – one (1) day per week.

Remove cobwebs – one (1) day per week.

Remove handprints, smudges from doors and walls – one (1) day per week.

Spot clean carpets – as needed.

Steam clean all carpeted areas twice per year.

D. Downtown District, Union Station, 39 Jackson Place, Suite 500, Indianapolis, IN 46225

Friday) between 8:00 AM to 2:00 PM unless otherwise specified by the facility director. All

Request For Bid #RFB-12MPD-410 21 cleaning will take place during these hours with the exception of Call Backs when they occur. Cleaning should be done with professionalism and expeditiously.

2. Building is 11,571 sq. ft.

3. The following is a list of cleaning duties that shall be performed by the Contractor:

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop all floors.

Restock toilet paper, towels and soap as needed.

Empty all trash containers including any sanitary disposal receptacles.

Clean all mirrors with glass cleaner.

Wipe clean all light switch covers and surrounding area.

Offices, Conference Room, Common area, and PAO area

Vacuum all flooring - as needed.

Empty all trash containers and replace trash bags.

General dusting in common areas including window blinds where present (not office desks).

Clean windows – One (1) time per month.

Wipe clean all light switch covers and surrounding area.

Entryways

Sweep and mop all floors.

Wipe clean all light switch covers and surrounding area.

Clean windows.

Kitchenette

Sweep and mop all flooring - as needed.

Scrub and disinfect sink and counter.

Request For Bid #RFB-12MPD-410 22

General dusting of kitchenette furniture.

Empty all trash containers.

General Cleaning

Spot clean carpets - as needed.

Steam clean all carpeted areas twice per year

E. IMPD Special Facility, 3910 Culligan Avenue, Indianapolis, IN 46218

1. Unless otherwise indicated. Cleaning times will be two (2) days per week (Tuesday and

Friday) between 9:00 AM to 2:00 PM as a specified cleaning window. All cleaning will take place during these hours with the exception of Call Backs when they occur. Cleaning should be done with professionalism and expeditiously.

2. Building area is estimated to be 21,000 sq. ft.

3. The following is a list of cleaning duties that shall be performed by the Contractor:

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop floors (Every time).

Replace supplies.

Remove trash including sanitary disposal receptacles.

Clean all mirrors.

Restock Toilet Paper, Towels and Soap - as needed.

Restock deodorizers in toilets - as needed.

Offices, Common Areas, Conference Room

Vacuum all floors

Empty all trash containers.

General dusting of office furniture including window blinds where present.

Request For Bid #RFB-12MPD-410 23

Window cleaning (One (1) time per month).

Wipe clean all light switch covers and surrounding area.

Entryways

Sweep and mop all flooring (Every time).

Wipe clean all light switch covers and surrounding area.

Clean inside windows.

Kitchenette

Sweep and mop all flooring (Every time).

Scrub and disinfect sink and counter.

General dusting of kitchenette furniture.

Empty all trash containers.

Wipe clean all light switch covers and surrounding area.

General Cleaning

Wash, dry, and replace trash receptacle - as needed.

Spot clean carpets - as needed.

Steam clean all carpeted areas twice per year

Dusting of office furniture throughout facility

F. SWAT / Traffic Facility, 1853 E. 23rd Street, Suites A&B, Indianapolis, IN 46218

1. Unless otherwise indicated. Cleaning times will be two (2) days per week (Tuesday and

Friday) between 9:00 AM to 2:00 PM as a specified cleaning window. All cleaning will take place during these hours with the exception of call backs when they occur. Cleaning should be done with professionalism and expeditiously

2. Building area is approximately 4000 sq. ft.

3. The following is a list of cleaning duties that shall be performed by the Contractor:

Request For Bid #RFB-12MPD-410 24

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop floors.

Replace supplies.

Empty all trash containers including any sanitary disposal receptacles.

Clean all mirrors.

Offices

Remove trash.

Clean all entry glass (throughout building)

Clean all mirrors

Dust common areas (but not desks)

Gym – Weight Room – designated disinfectant on rubber mat flooring

Lunch Room

• All food areas

Contractor shall consult with the facility director on what areas are designated as “Food Areas”

Remove Trash (2 Cans)

Clean table tops with disinfectant

Clean inside microwave oven and stand

General Cleaning

Unless directed otherwise by the facility director, the following shall be done as designated by the facility director and in keeping with the resulting agreement. Contractor shall consult with the facility director on a particular day that will work best for the facility and cause the lease disruption.

Sweep all cement floors – two (3) non-successive days per week.

Mop all office, classroom, weight room, and hallway floors one (1) day per week

Request For Bid #RFB-12MPD-410 25

Vacuum all carpeted floors – two (3) non-successive days per week.

Low dust – one (1) day per week.

High dust – one (1) day per week.

Dust vents, sills and blinds – one (1) day per week.

Remove cobwebs – one (1) day per week.

Remove handprints, smudges from doors and walls – one (1) day per week.

Spot clean carpets – as needed.

G. IMPD Canine (K9) Facility, 3345 W. Vermont St, Indianapolis, IN 46222

1. Unless otherwise indicated. Cleaning times will be two (2) days per week (Monday through

Friday) between 7:00 AM to 3:00 PM. All cleaning will take place during these hours with the exception of Call Backs when they occur. Cleaning should be done with professionalism and expeditiously.

2. Service needed through June 2027.

3. Building is 3,000 sq. ft.

4. There is a sign-in board in the front reception area that needs to be signed and witnessed at mark in and mark out times. Desktops are not to be dusted in this facility and will be cared for by office personnel.

5. Bathrooms in this facility are #1 priority. They must be cleaned each visit.

6. The following is a list of cleaning duties that shall be performed by the Contractor:

Restrooms

Clean and sanitize all fixtures including toilet bowls, urinals, basins, and partitions.

Sweep and mop floors 2 times per week.

Replace supplies daily – toilet paper, towels, and soap.

Empty all trash containers including any sanitary disposal receptacles.

Clean all mirrors.

Request For Bid #RFB-12MPD-410 26

Offices

Contractor shall consult with the facility director on what areas are designated as Offices to clean.

Remove trash daily.

Sweep and mop 2 times per week.

Clean all entry glass (throughout building).

Clean all mirrors.

Dust common areas one time per week. (but not office desks).

Lunch Room / Break Areas

• All food areas

Contractor shall consult with the facility director on what areas are designated as “Food Areas”.

Remove Trash daily, and place trash in dumpster located outside.

Clean table tops with disinfectant daily.

Clean sink daily.

Replace towel supply daily.

Wipe and disinfect all microwaves in the building (inside and out), the microwave stand/tables and and refrigerator doors and handles.

Wipe down and disinfect tables and chairs daily.

Vacuum three times per week.

Wipe door handles down with disinfectant.

Roll Call

Clean and disinfect tables daily in roll call.

Sweep and mop floors

General Cleaning

Request For Bid #RFB-12MPD-410 27

Unless directed otherwise by the facility director, the following shall be done as designated by the facility director and in keeping with the resulting agreement. Contractor shall consult with the facility director on a particular day that will work best for the facility and cause the lease disruption.

Vacuum all carpeted floors – two (2) non-successive days per week between the hours of 7:00 am and 9 am daily.

Low dust – one (1) day per week.

High dust – one (1) day per week.

Dust vents, sills and blinds – one (1) day per week.

Remove cobwebs – one (1) day per week.

Remove handprints, smudges from doors and walls – one (1) day per week.

Spot clean carpets – as needed.

H. IMPD Mounted Facility, 3325 W. Vermont St, Indianapolis, IN 46222

1. Unless otherwise indicated. Cleaning times will be three (3) days per week (Monday through

Friday) between 7:00 AM to 3:00 PM. All cleaning will take place during these hours with the exception of…