Janitorial Services for Multiple County Locations.pdf

Request for Proposals

For

Janitorial Services for Multiple Guilford County Locations

Bid Number: 20325 (REBID #1)

Commodity Code(s):

91039, 95863, 96745

Guilford County Purchasing Department

Truist Building

201 West Market Street, Suite 304

Greensboro, NC 27401

PROPOSAL SCHEDULE

(Note: The dates below are subject to change)

Request for Proposal for

Janitorial Services for Multiple Guilford County Locations

Bid Number 20325 (REBID #1)

Advertisement Date

September 8, 2026

Mandatory

Pre-Proposal ZoomGov Meeting

September 15, 2026, at 10:00 A.M., Eastern Time

Mandatory

Site Walkthrough

September 22, 2026 – September 25, 2026

See Exhibit 1 – Site Walkthrough Schedule

Last Day for Questions

September 29, 2026, at 2:00 P.M., Eastern Time

Proposal Due Date

October 9, 2026, at 2:00 P.M., Eastern Time

I. Introduction

The Guilford County Purchasing Department is soliciting proposals from qualified firms to provide janitorial services for multiple Guilford County locations as outlined below. The buildings for which services are requested have been grouped into Groups A through E. Respondents must submit proposals by group, with pricing provided separately for each building within the applicable group. Respondents may submit proposals for one or more groups. Guilford County reserves the right to award all groups to a single Provider or to award individual groups to multiple Providers, as deemed to be in the best interest of the County. The County invites all interested and qualified firms who meet the requirements below to submit a response to this RFP.

Group A

• Greensboro Courthouse (201 S. Eugene Street, Greensboro)

• Old Guilford County Courthouse (301 W. Market Street, Greensboro)

• Independence Center (400 W. Market Street, Greensboro)

• Truist Building (201 W. Market Street, Greensboro)

Group B

• Edgeworth Building (232 N. Edgeworth Street, Greensboro)

• Sheriff Office Administration Building (401 W. Sycamore Street, Greensboro)

• Katie S. Cashion Center (201 S. Greene Street, Greensboro)

• Greensboro Detention Center (201 S. Edgeworth Street, Greensboro)

• Chandler Dental Clinic (1103 W. Friendly Ave, Greensboro)

Group C

• Department of Health & Human Services (DHHS) – Greensboro (1203 Maple Street, Greensboro)

• Greensboro Health Department (1100 E. Wendover Avenue, Greensboro)

NC Corporative Extension & Barn (3309 Burlington Road, Greensboro)

• EMS Meadowood (1002 Meadowood Drive, Greensboro)

• Department of Health and Human Services (DHHS) Visitation (6 Dundas Circle, Greensboro)

Group D

• General Services (220 Seneca Road, Greensboro)

• Guilford County Animal Services (980 Guilford College Road, Greensboro)

• Sheriff’s Special Ops (508 Industrial Avenue, Greensboro)

• EMS Pepperstone (1205 Pepperstone Drive, Greensboro)

• Sheriff Summerfield Substation – District 1 (5704 Summerfield Road, Summerfield)

• Sheriff Jamestown Substation (211 Hillstone Drive, Jamestown)

• EMS Base 2 (201 Qubein Avenue, High Point)

• EMS Base 4 (2206 Fernwood Drive, Greensboro)

• EMS Base 6 (300 Concord Street, Greensboro)

• Fire Station 7 (1064 Gatewood Avenue, Greensboro)

• Fire Station 59 (3803 Redd Fork Parkway, Brown Summit)

• Fire Station 63 (4306, Burlington Road, Greensboro)

• Whisnant (301 N. Raleigh, Street, Greensboro)

Group E

• High Point Courthouse (505 E. Green Drive, High Point)

• High Point Health Department (501 E. Green Drive, High Point)

• High Point Mental Health (211 Centennial Street, High Point)

• Russell Avenue Building (325 Russell Avenue, High Point)

• High Point Detention Center (5704 Summerfield Road, Summerfield)

II. General Information

A Mandatory Pre-Proposal ZoomGov Meeting will be held on Tuesday, September 15, 2026, at 10:00 A.M., as instructed below. You may join the ZoomGov Meeting from your computer, tablet or smartphone

For best results, use Chrome at your web Browser:

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Meeting ID: 165 229 4293

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Mandatory Site Walkthrough

Each Respondent is required to attend the Mandatory Site Walkthrough for each Group for which the

Respondent intends to submit a proposal. Respondents submitting proposals for multiple groups are required to attend the mandatory site walkthrough for each applicable group. Please refer to Exhibit 1 –

Site Walkthrough Schedule, attached hereto and incorporated herein by reference for the applicable schedule. The walkthrough will be conducted by Guilford County General Services Department.

Attendance at both the Mandatory Pre-Proposal ZoomGov Meeting and the applicable Mandatory Site

Walkthrough(s) is a condition of bid responsiveness. Failure of a Respondent to attend both Mandatory events will result in the proposal being deemed non-responsive and ineligible for consideration of award.

Terms of Contract

The selected Provider will enter into a contract with the County as outlined in this RFP. The initial contract will be for two (2) years and seven (7) months with two (2) optional one (1) year renewals. The renewal pricing will be the same as the initial contract.

A. Causes for Cancellation and/or Termination

1. That the contract was secured by a fraudulent act, statement or material fact or that a fact concerning the firm was not disclosed at the time of the contract award, if known and would have caused the refusal to enter into a contract by the County.

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2. The Provider has not complied with all the provisions and requirements set forth in the Request for

Proposal or the contract with the County. If non-compliance occurs, the contract may be revoked and will not be reinstated during the current contract cycle

3. The Provider has violated any of the regulations established by the Federal and State laws.

4. Either party may terminate the agreement for any reason without penalty upon thirty (30) days written notice to the other party.

5. Respondent fails to disclose any past or current/pending Civil Court matters with Guilford County. In such event, Guilford County shall provide a ten (10) day written notice of termination to the Provider.

B. No bid deposit or performance bonds are required

III. Bid Requirements for Electronic Events

1. All Respondents who plan to submit a proposal must register in the Guilford County’s Vendor Self Service

(VSS) System. Instructions to register as a Vendor, update registration and submitting bids are available at:

https://www.guilfordcountync.gov/government/departments-and-agencies/finance/purchasing

2. Electronic responses should be made through Guilford County’s Vendor Self Service automated bidding system at: https://guilfordcountync.munisselfservice.com. For the best results, use Chrome as your web

Browser. Click on Vendor Self Service and use the arrow button in the top righthand corner to Login and submit your bid response. Click on the Bid Number to open it, then Click on Create Bid and follow the instructions for each tab. All responses must be submitted electronically by the event date and closing time.

There will be NO EXCEPTIONS. The system cannot accept late submittals.

3. All questions pertaining to this RFP must emailed to the Guilford County Purchasing Department at

DG_Purchasing@guilfordcountync.gov in accordance with this event schedule. The bid number and title of the project must be referenced in the email. Each question asked will be answered for all Respondents to view by way of an Addendum and posted in the automated bidding system. No question will be considered after the Q&A close date and time. NO EXCEPTIONS. Please note it is the Respondent’s responsibility to review all questions, answers and attachments prior to submitting their response.

4. During the bidding process, from the release of advertisement on September 8, 2026, through the date in which a contract for this solicitation has been awarded and fully executed, please ensure that all communications, including questions, concerns, or request for clarification are directed exclusively to the

Guilford County Purchasing Department at DG_Purchasing@guilfordountync.gov

We recognize that you may have established professional relationships with other departments or county personnel through prior work or contracts. However, to preserve the integrity of the procurement process and to ensure a fair, transparent and unbiased evaluation for all participants, all communication must follow this established channel through the duration of this solicitation.

5. Respondents are strongly encouraged to submit their proposal with all required documentation at least twenty-four (24) hours in advance. The County will not be responsible for any technical difficulties that may arise and result in the inability to submit.

6. Respondents are responsible for checking the event for any addendums prior to completion and submission of their response. Addendum acknowledgement and requirements, if any, must be included in each submittal.

7. To complete the items portion of a submittal in Vendor Self Service, open the items tab and only enter

($1.00) in the online Bid Response. However, please be sure to download and complete the fillable cost proposal form – Attachment 1 and upload back in the system to your online response so that we may capture your pricing information. Please make sure you review your pricing information carefully prior to submission.

https://www.guilfordcountync.gov/government/departments-and-agencies/finance/purchasing https://guilfordcountync.munisselfservice.com/ mailto:DG_Purchasing@guilfordcountync.gov mailto:DG_Purchasing@guilfordountync.gov

8. To complete an electronic submittal, be sure to click the “Submit Bid” button. Your response will not be part of the submitted responses until submitted via the “Submit Bid” button.

9. To receive future notification, you must be registered as a Vendor in the Guilford County’s Vendor Self

Service System under Commodity Code 91039, 95863 & 96745. Please note, Vendors registered under the selected commodity code prior to the opening of this event will receive electronic notification(s) of the activity regarding changes made to the event; however, it is your responsibility to view the event for changes and updates.

IV. Evaluation and Selection Process

An Evaluation Committee will have responsibility for reviewing and evaluating all proposals and required documents submitted in response to this RFP. All proposals properly submitted and received will be evaluated against the award criteria outlined in this RFP. The absence of required information may result in exclusion of the proposal from further analysis or evaluation.

The County reserves the right to reject all proposals or waive technicalities in order to award a contract, which may be determined to be in the best interest of the County. The County also reserves the right to make the award in whole or part. The County reserves the right to include outside consultants to assist in the evaluation process.

VII. Award Criteria

The buildings for which services are requested have been grouped into Groups A through E. Guilford County reserves the right to award all groups to a single provider or to award individual groups to multiple providers, as determined to be in the best interest of the County. Awards will be made based on the evaluation factors and criteria set forth in this RFP. Price shall be considered but shall not be the sole determining factor. Once the proposals are ranked and the most qualified Provider(s) are determined, the County may conduct further negotiations, and/or request presentations from Provider(s) to further assist in the clarification of information and selection process. An award of a bid is not an acceptance of contract terms provided by Vendor unless expressly accepted by County.

The Evaluation Committee will be guided by the following point system, which has 100 points as the maximum total:

Category Points

Experience/Qualifications/References 0 to 30

Technical/Work Requirements 0 to 30

Cost Proposal/Pricing 0 to 20

Staffing Requirements 0 to 20

Financial Stability Pass/Fail

COI Provided Pass/Fail

Possible Total 100

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JANITORIAL SERVICES FOR MULTIPLE GUILFORD COUNTY LOCATIONS

SCOPE OF WORK

This Bid and Scope of Work cover the requirements for services to be performed and will become an integral part of the contract between Guilford County and the Provider. The Provider must comply with the Scope of Work as outlined. All services shall be provided in a competent, workmanlike and professional manner acceptable to the County.

1.0 Purpose: The purpose and intent of the Request for Proposal (RFP) is to solicit proposals from qualified firms to provide janitorial services for multiple Guilford County locations, according to the specifications provided herein.

2.0 General Conditions:

2.1 Contract performance shall be monitored and evaluated by designated staff of the Guilford County General

Services Department. The general conditions of the Contract and the services of work expected of the provider shall include all requirements set forth in the Scope of Work as outlined in Pages 7 through 14, which is incorporated herein by reference.

2.2 Guilford County reserves the right to add or delete buildings from this scope of work and/or add or remove designated spaces within a building already included in the scope of work. Any adjustments to the scope of work shall be documented in a written contract amendment to the Contract and executed by both Guilford

County and the Provider prior to implementation.

2.3 Guilford County is seeking to contract with a Provider to provide janitorial services at multiple Guilford

County locations. Janitorial services shall be defined as the Provider providing:

• Staff for services as specified herein

• Any and all cleaning supplies, materials, tools, and equipment required to perform the services as specified herein o ALL CLEANING SUPPLIES AND MATERIALS USED MUST BE FRAGRANCE-FREE o Toilet tissue to fit in the current dispensers o Hand towels to fit in the current dispensers o Hand soap to fit in the current dispenser (ALL SOAP MUST B FRAGARENCE and dye free) o Plastic bags to fit the trash receptacles o Supply batteries for motion paper towel dispensers where applicable

2.4 Performance:

Provider shall ensure its staff comply with all specifications of work as provided herein. All work shall be subject to inspection by Guilford County staff at random, without advance notice. Any such deficiencies found during an inspection will be communicated to the Provider and shall be remedied within 48 business hours. Failure to remedy the deficiency may result in a reduction of payment for services, by an amount equivalent to the deficient work in question, or termination of the contract entirely. Any and all expenses associated with remedy of the noted deficiency shall be at the sole expense of the Provider.

Provider shall be responsible for any theft and/or damage to County property determined to be a result of negligence and/or intentional wrongdoing of the Provider’s staff, as determined by Guilford County’s sole discretion. Any and all expenses associated with restoration of the theft and/or repair for the damage shall be at the sole expense of the Provider and shall be determined in the sole discretion of Guilford County.

Repeated incidents of theft and/or damage may result in the termination of the contract.

Guilford County reserves the right to direct the Provider to remove staff from working in Guilford County buildings, at the County’s sole discretion. There shall be no option for appeal by the Provider and/ or staff member being removed. If the County directs the Provider to remove staff from a building, removal shall occur immediately.

2.5 Invoicing

Invoices shall be rendered monthly and be based on the actual services provided. Guilford County will NOT pre-pay for services or pay for services in advance for any reason. Provider shall be responsible for allocating charges across multiple sites in accordance with the invoicing structure provided by the County.

The County shall have thirty (30) calendar days to remit payment, once the invoice is received and determined to be accurate based on actual services performed. Vendor must email all invoices to:

klenza@guilfordcountync.gov

2.6 General Personal Requirements

Provider shall provide one (1) dedicated point of contact to the County. The individual shall be able to receive service complaints, provide information service delivery, research invoicing questions, and provide any other assistance needed to the County. This point of contact shall also be able to resolve any issues or problems with orders and/or invoices.

a. Provider shall ensure that all its employees and personnel always wear the following when working in

Guilford County buildings:

• Photo identification badges (with the employee’s picture)

• Neat and tidy uniforms, to include a shirt or apron with the Provider’s company logo

b. Provider’s staff shall also sign in and out by using a register log located at each building, in compliance with Guilford County's security regulations. Each employee shall sign his/her own name

ONLY. No staff shall sign in/out for another staff member.

Provider must notify the General Services Designee and the Security Department within two (2) business days of an employee leaving the company, for any reason.

Provider shall adhere to any and all applicable employment laws, regulations, and requirements as may be applicable. Invoices shall be rendered monthly and be based on the actual services provided. Guilford

County will NOT pre-pay for services or pay for services in advance for any reason. Provider shall be responsible for allocating charges across multiple sites in accordance with the invoicing structure provided by the County. The County shall have 30 calendar days to remit payment once the invoice is received and determined to be accurate based on actual services performed. Vendor shall email all invoices to:

klenza@guilfordcountync.gov

Provider shall have shifts covered in the case of a call in from employee, within 2 hours of start time, specifically for day porters

In addition to the one dedicated point of contact, Provider must provide one (1) site supervisor for each location. The site supervisor will perform a daily inspection after all janitorial work has been completed and correct any unsatisfactory work.

2.7 Background and Records Check

Each of the Provider’s staff assigned to a Guilford County building shall submit to a Criminal Background

Record (CRC) Check prior to beginning work, as outlined by Guilford County. There shall be no exceptions to the background check. Any and all expenses associated with the background check shall be the responsibility of the Provider. Information for the background and record check include:

a. Documentation for the background and record check must be received by the County designee no later than five (5) business days prior to staff starting work

b. Records must be obtained from each county the person has resided in during the previous four (4) years. Statewide checks will be done on anyone who has lived in more than one county during the last four (4) year period.

c. Guilford County reserves the right, in its sole discretion, to conduct an independent background investigation on any and all Provider personnel who are proposed to work on or are currently working on Guilford County property. The Provider shall cooperate fully with any such investigation and shall mailto:klenza@guilfordcountync.gov mailto:klenza@guilfordcountync.gov provide any information or documentation reasonably requested by Guilford County for this purpose.

Such an investigation will be at Guilford County's expense. Guilford County has the right to refuse to allow anyone deemed unsuitable for any reason whatsoever to work in its facilities. There shall be no option for appeal if an individual is deemed unsuitable to work on County property.

Guilford County reserves the right, in the County’s sole discretion, to require Provider’s staff to submit fingerprinting and an additional background check administered through the SBI, as may be deemed appropriate based on whether Provider’s staff are assigned to work in a secured and/or restricted County building. If this additional background check is deemed necessary, it shall be completed at Guilford

County’s expense. Staff shall not be permitted to work in any secured and/or restricted building until the results of this background check are received and reviewed by Guilford County. Results can take three weeks or more to be returned to the County.

Provider’s staff must disclose if he/she has any past or current/pending Civil Court matters involving

Guilford County. Failure to disclose any past or current/pending Civil Court matters with Guilford County in immediate dismissal from working in a Guilford County building. In this event, there is no option for the staff member to appeal the decision for dismissal. Staff will not be permitted to work on Guilford County property if he/she is determined to have any of the following convictions, history of, and/or designations, including but not limited to:

a) Any Violent Felony conviction

b) Any Sex Offense conviction

c) Multiple misdemeanor assault convictions

d) Drug related convictions or drug related activity within 2 years of application

e) Any outstanding criminal processes or pending charges (excluding traffic offenses and CIVIL)

f) A history of incarceration at any Guilford County facility within 2 years of application

g) Prior keep separates, or enemies listed during any previous incarceration

h) Multiple charges/convictions for Resisting an Officer

i) Current requirement of any type of parole/probation supervision

j) Extensive criminal history, which shall be defined & determined in Guilford County’s sole discretion

k) Any mental health related history that might interfere with a person’s ability to act or function properly within the facilities

3.0 Technical Requirements:

All work and services shall be provided based on the specifications provided herein:

3.1 Daily Requirements for Evening Staff (General areas, offices, lobby area and conference rooms)

• Empty trashcans, clean and sanitize interior and exterior, and replace liners in all areas

• Transport trash and recycling to proper location for pickup

• Empty and damp clean ashtrays and ash stand within 20 feet of the building

▪ Clean cigarette urns; replace filler when needed for all exterior urns

• Monitor the cleanliness of the building parking lot and empty all exterior trashcans

• Clean and sanitize drinking fountains and all fixtures

• Spot clean desktops

• Clean counter tops

• Clean door glass, inside and outside along with the windowsills

• Spot clean interior glass in all partitions and doors

• Remove fingerprints from doors, frames, light switches, kick and push plates, handles and railings

• Sweep interior stairwells and spot clean as needed

• Dust all furniture: wipe waiting room chairs with damp cloth

• Dust all exposed filing cabinets, bookcases and shelves and cubical tops

• Sweep and damp mop all floors, making sure all stains are removed

• Spot clean wall to hand height

• Sweep and spot clean landing area

• Sweep clean entrance/exit ways interior and exterior

• Transport recyclable material from large containers within facility to proper location for pick-up

• Low dust all horizontal surfaces, including shelves, moldings and ledges

• Remove dust and cobwebs from ceiling areas, corners, etc.

• Vacuum all fabric-upholstered furniture

• Clean and sanitize all plastic, vinyl and leather furniture

3.2 Restrooms & Breakrooms

• Empty all containers, sanitize and replace liners

• Clean all partitions

• Remove spots, stains and splashes on wall area

• Remove fingerprints from doors, frames, light switches, kick and push plates, handles, etc.

• Refill all dispensers to normal limits - soap, tissue, towels, liners, cups, etc.

• Dust and spot clean all furniture including tables and chairs

• Low dust all horizontal surfaces, including sills, moldings, ledges and shelves

• Wash and sanitize all partitions

• High dust above hand height all horizontal surfaces, including shelves, ledges, moldings and heating outlets

• Mop floors with disinfectant or neutral cleaner

• Clean exteriors of refrigerators, microwaves, ice machines and stove tops

• Wipe all furniture including dining table and chairs

3.3 Hard Surface Floors

• Damp mop open areas and hard surfaced corridors. All other hard surfaced floors shall be dust mopped or swept

• Spot mop and remove all spillage, streaks, mud, dirt and foreign debris, including stairwells

• Clean entrance walk off mats

• Vacuum, spot clean, damp mop and sanitize washrooms and eating areas

3.4 Carpet Floors

• Vacuum M-W-F and spot cleaning on Tues-Thurs

• Inspect and clean all spots and stains, make General Services Department Designee aware of stains and schedule cleaning

3.5 General Requirements

• Clean and sanitize all janitorial closets including large lavatory

• Clean all equipment and maintain in good working condition

3.6 Weekly Requirements for Evening Staff – Furniture

• Fabric-upholstered - vacuum

• Plastic and leather - damp wipe

• Waiting room chairs - wash with sanitizer

• Dust all wood furniture

3.7 Quarterly Requirements for Evening Staff

• Vacuum all HVAC supply and return grills

3.8 Semi-Annually Requirements for Evening Staff – Windows

• Use a Swiffer Microfiber Dusting W (or similar) to wipe down and venetian and/or mini blinds, cobwebs, spider webs etc.

3.9 Monthly Requirements for Evening Staff

General areas, offices, lobby area and conference rooms

• High dust above hand height all horizontal surfaces including shelves moldings and ledges

• Wash and sanitize all wastebaskets

• High dust above hand height all horizontal surfaces including shelves and ledges

• Clean all interior partition and door glass

Hard Surface Floors

• Clean baseboards

• Machine scrub restroom floors

3.10 Day Porter Requirements

A “Day Porter” is required at the below listed locations 8 hours per day. Day Porters shall simply maintain the cleanliness of the building (clean rooms that are not accessible to the night crew, maintain the cleanliness/stock of the restrooms throughout the day, clean up spills, etc.). It shall NOT be responsibility of the Day Port to do the work of the evening crew.

Day Porter Location Requirements:

• Greensboro Courthouse

• DHHS Greensboro- Maple St

• Animal Shelter

• Cooperative Extension-AG Building

Daily Requirements of the Day Porter

• Keep lobbies and waiting areas clean

• Keep all restrooms clean & stocked

• Keep outside entrances/exits clean

• Monitor parking areas for trash (if applicable)

• Empty exterior trash cans (if applicable)

• Cleaning exterior of outside cans, empty and replace the liner

• Keep all entrance door glass clean

• Clean up spills as needed

• Clean offices that are not accessible to night crew

• Handle minor items that may have been missed the night before

Day staff required at the following locations:

• Courthouse

• DHHS—Maple St

• Greensboro Health Dept

• NC Corporative Extension and Barn Kitchen (Day staff ONLY)

• Animal Shelter (7 days a week)

• Sheriff Special Ops (m-W-F Part time)

• EMS Pepperstone (M-W-F Part time)

• Sheriff Summerfield Substation (1 day a week PT)

• Sheriff Jamestown Substation (1 say a week PT)

• EMS 2-4-6 (1 day-PT)

• Fire Station 7-59-63 (1 day-PT)

• Whitnant (1 day a week-PT)

• Courthouse

• DHHS -Russell Ave

• Health Dept

• HP Jail Day staff only

3.11 Additional Information

• No Mechanical, Electrical, Elevator, or Telecom Rooms shall be cleaned at any location.

• Upon completion of daily work, all designated lights are to be turned off all doors secured and

Security notified when supplier/vendor employees are leaving the premises

• Supplies must be of a quality acceptable to the Guilford County General Services Designee. Note:

(Sanitary napkins will be furnished by Guilford County).

• Supplies must be maintained to at least a 3-day inventory supply in all buildings, at all times.

• Providers are required to use HEPA vacuum cleaners.

• Supplies must fit or work in existing dispensers. If any dispenser is replaced, it will be replaced with a like dispenser.

• A Safety Data Sheet (SDS) must be furnished to the Guilford County General Services designee and placed in each Janitorial closet by the Provider.

• Guilford County encourages the use of green products.

• No Guilford County equipment, including all telephones, computers, terminals, typewriters, copiers, Water dispensers etc., shall be used by janitorial personnel for any reason.

• If an emergency occurs, Guilford County Security must be contacted at 336-641-3395 immediately.

• Provider shall develop a cleaning checklist to be checked off by the person performing the cleaning service and signed by their site supervisor stating that work has been completed. Any unsatisfactory work will be documented and corrected immediately. Random joint inspections between the Provider and General Services designee shall occur and a performance work sheet will be signed off and agreed upon by both parties.

• No other person(s), including children, are to be permitted with the cleaning crew.

• Provider must provide Blood Borne Pathogen training according to the North Carolina Occupational

Safety and Health Standards for General Industry (Article 1910.1030) to all staff. Proof of training shall be provided to the General Services Designee by the contract start date.

• Floor plans for these locations, if available, will be provided.

4.0 Flooring Requirements:

All work and services shall be provided based on the specifications provided herein:

4.1 Weekly Maintenance: Hard Surface Flooring

• Buff all VCT and Terrazzo tile

4.2 Semi-Annual Maintenance =: VCT Flooring

Frequency for the Detention Centers is 3 times per year, not semi-annually.

Frequency for the DHHS Greensboro is 4 times per year, not semi-annually.

• Strip (VCT tile to be stripped of ALL wax and debris) and wax (with a minimum of 4 coats) all VCT tile surfaces including corridors, halls, break rooms and offices. The County would prefer the application of wax to the floors using a microfiber waxing pad.

• Mix stripper with water to the appropriate dilution. Apply liberal amounts of solution uniformly to the floor with a mop. Let the stripping solution soak for the appropriate amount of time. Keeping area to be stripped wet. Rewet if necessary.

• Machine scrub the floor (300 rpm or less) with a black scrubbing pad (or the equivalent) to break up the polish/wax. DO NOT ALLOW THE STRIPPING SOLUTION TO DRY ON THE FLOOR.

• Thoroughly rinse the entire floor with fresh, clean water. Remove rinse water and allow it to dry completely.

• Sweep the floor to remove any debris before applying wax.

• Apply a minimum of 4 coats of wax to the floor using a microfiber waxing pad.

• Allow to dry before allowing foot traffic on the floor.

• Wait a minimum of 24 hours before buffing the floor.

• Vendor is responsible for the removal of stripper and wax from all baseboards and walls after application

4.3 Semi-Annual Maintenance: LVT Flooring

• LVT tile will be cleaned with a buffer using a soft pad and a neutral cleaner

• NO HARSH CHEMICALS, ABRASIVE PADS OR EXCESS WATER

4.4 Semi Annual Maintenance: Carpet Flooring

• Machine extract all carpeted areas (“Common Areas”, Offices, etc.)

5.0 Property Locations

Square footage is provided for each building based on information currently available to Guilford County. All square footages figures are estimates and are provided for information and proposal purposes only. Exact square footage is not available for all buildings. Respondents are responsible for reviewing the applicable site conditions and determining the appropriate level of staffing, equipment, supplies, and services necessary to fulfil the requirements of the scope of work.

5.1 GROUP A

The day staff for this group is responsible for emergency related issues at the other buildings in the group

• Greensboro Courthouse (Cleaning sq footage is ~ 213,660)-201 S Eugene St

• Old Courthouse (Cleaning sq footage is ~49,900)-301 W Market St

• Independence Building (Cleaning sq footage is ~48,000)-400 W Market St

• Truist Building (Cleaning sq footage is ~ 57,500)-201 W Market St

5.2 GROUP B-

• Edgeworth Building (Cleaning sq footage is ~30,000)-232 N Edgeworth St

• Sheriffs Administration Building (Cleaning sq footage is ~20977)

• Greene St Building (Cleaning sq footage is ~54,100)-201 S Greene St

• Greensboro Detention Center-201 S Edgeworth St, Greensboro (Floor maintenance only)

• Chandler Dental Clinic-1103 W Friendly Ave, Greensboro

5.3 Group C

• DHHS Greensboro (Cleaning sq footage is ~112,000)-1203 Maple St

• Greensboro Health Dept (Cleaning sq footage is ~54,700)-1100 E Wendover Ave

• NC Corporative Extension Building and Barn Kitchen (Cleaning sq footage is ~27,300)-3309

Burlington Rd Day staff only

• EMS Meadowood (Cleaning sq footage is ~29,800)-1002 Meadowood Dr

• DHHS Visitation (Cleaning sq footage is ~7,600)-6 Dundas Cr

5.4 Group D

• General Services Department (Cleaning sq footage is ~13,000)-220 Seneca Rd

• Animal Shelter - 980 Guilford College Rd-7 days and 3 nights

• Sheriffs Special Ops (Cleaning sq footage is ~22,300)-508 Industrial Ave 3x cleaning weekly service

(M-W-F) (PT)

• EMS Pepperstone-1205 Pepperstone Dr-3x cleaning weekly service (M-W-F)

• Sheriff Summerfield Substation (1 day a week PT)

• Sheriff Jamestown Substation (1 day a week PT)

• EMS 2-4-6 (1 day-PT)

• Fire Station 7-59-63 (1 day-PT)

• Whisnant (1 day a week-PT)

5.5 Group E

• High Point Courthouse (Cleaning sq footage is ~ 103,600)-505 E Green Dr

• High Point Health Dept Building (Cleaning sq footage is ~ 35,100) -501 E Green Dr

• High Point Mental Health (Cleaning sq footage is ~22,300)-211 Centennial St

• Russell Avenue Building (Cleaning sq footage is ~ 70,300)-325 Russell Ave

• HP Jail (Day staff only)

6.0 Schedule/Timelines

Guilford County intends to commence the contract for Janitorial Services on November 1, 2026, for an initial term of two (2) years and seven (7) months, with the option of two (2) additional one (1) year renewals at the County’s sole discretion. Any renewal of the contract shall be subject to the same terms, conditions and pricing as the initial contract, unless otherwise agreed to in writing by both parties. Renewal dates and any adjustments to the contract terms may be established by Guilford County in the best interest of the County. Any supplies purchased by the

Provider for use in performing the Contract that remain unused at the expiration or early termination of the

Contract shall become the sole property of Guilford County and shall remain on the applicable County premises.

a) Routine schedules shall be:

a. Day Staff: Monday - Friday from 8 am-5 pm with lunch scheduled from 12pm - 1 pm.

b. Evening staff: Monday - Friday from 5:30 pm - 10 pm. Entry into the building will not be allowed after 6 pm without prior authorization from the General Services Management

Department designee.

b) Guilford County observes thirteen (13) holidays per year. A copy of the observed holidays will be provided to the Provider at the start of the contract. Services are not required on County holidays

c) Inclement weather: Guilford County, in its sole discretion, shall determine whether closing is necessary due to inclement weather. If the County building has been closed for an entire business day, no services shall be required for that day.

a. If the County buildings are open, the Provider shall provide services as normal.

b. If the County elects to close a building early due to inclement weather, the General Services

Department Designee will notify the Provider, and modified services shall be arranged.

Payment shall be adjusted for modified services.

QUALIFICATIONS AND SUBMISSION REQUIREMENTS

In order to facilitate the analysis of responses to this RFP, all Respondents are required to prepare their proposals in accordance with the instructions outlined in this section. To be considered for selection, upload your proposed package into the County’s Vendor Self Service System and submit all required supplemental information electronically. Proposals should be prepared as simple as possible and provide a straightforward, concise description of the Respondents’ capabilities to satisfy the requirements of the RFP. All pages in your response shall be properly formatted and provide the following basic information:

Failure to fully execute and return all required supplemental information and attachments as outlined under

Qualification and Submission Requirements, Tab 1-6 may result in a Provider being deemed non-responsive. Please make sure that you sign and have notarized where noted!

Tab 1: Cost Proposal and Attachments

Please be sure to download and complete the fillable Cost Proposal Form – Attachment 1 and upload as an attachment back in the system to your online response. The buildings for which services are requested have been grouped into Groups A through E. Respondents must submit proposals by group, with pricing provided separately for each building within the applicable group. Respondents may submit proposals for one or more groups. Please review your pricing information carefully prior to submission.

Tab 2: Executive Summary

This section of the response to the RFP should be limited to a brief narrative highlighting the Provider’s proposal.

Within this section, the Provider should highlight briefly their abilities and inabilities upon the requirements requested. (No form provided).

Tab 3: Provider’s Qualifications

Complete the Provider Qualifications Form - Attachment 2 to provide specific information as requested and upload as an attachment to your response. Please under this tab, provide a copy of your Certificate of

Insurance (COI).

Tab 4: References

Utilize the References Form – Attachment 3 to provide a listing of references to include phone numbers and contact names.

Tab 5: Other Bid Event Forms

Please download to complete, sign and date the attached forms. Be sure to upload the forms back in the system to your online response.

• W-9 Form - Attachment 4

• Addendum Acknowledgement Form - Attachment 5

Respondents are required to acknowledge all addenda received and include the completed form with their submission. If no Addendum was issued, please indicate N/A for Not Applicable on the

Addendum form

• Non-Collusion Affidavit - Attachment 6

The non-collusion affidavit is required to certify that the respondent’s submission was prepared independently and without collusion, fraud, or any agreement with other respondents that could restrict or eliminate competition. The affidavit helps preserve the integrity of the procurement process by promoting fair and open competition.

• Affidavit of Compliance (E-Verify) - Attachment 7

The E-Verify Affidavit is required to document the Respondent’s compliance with applicable North

Carolina laws regarding employment eligibility verification. By executing the affidavit, the respondent certifies, as applicable under North Carolina law, its participation in the E-Verify program and compliance with the legal requirements for verifying the work authorization of newly hired employees.

Tab 6: Other Attachments

Please refer to the following attachments for information purposes only:

▪ Basic Insurance Requirements

Basic insurance requirements are provided for informational purposes only to assist respondents in understanding the minimum insurance coverage that may be required under any resulting contract.

The awarded respondent will be required to furnish acceptable certificates of insurance (COI). Final insurance requirements are subject to the terms and conditions of the executed contract.

▪ RFP Proposal Checklist

This checklist is intended to help identify the forms, certifications, and supporting documentation required as part of the solicitation package. The checklist is provided for convenience only.

Respondents remain solely responsible for submitting a complete and compliance response.

▪ Sample Contract

The attached contract is provided for informational purposes only to familiarize respondents with general terms and conditions that may apply to any resulting agreement. The award of a proposal does not constitute acceptance or execution of the attached contract. The final contract will be negotiated, reviewed and executed between the County and the successful respondents and may be modified as necessary to reflect the final scope of services, negotiated terms and applicable legal requirements.

▪ Exhibit 1 – Mandatory Site Walkthrough Schedule