JANITORIAL SERVICES RFP.pdf

City of Adairsville – RFP 26-06

City of Adairsville

RFP 26-06

Janitorial Services

Project Location:

116 Public Square Adairsville, GA 30103

Invitation to Bid

The City of Adairsville is seeking bids for janitorial services for Adairsville City Hall. Specifications are included within this Bid Notice.

Scope of Work:

SECTION 1

1.1 Agreement to provide basic janitorial and cleaning services at the Adairsville City Hall. Contractor agrees it shall provide janitorial and cleaning services at Adairsville City Hall in accordance with the schedule attached hereto as Exhibit A. The services set forth in Exhibit A are intended to list what the parties agree are the minimum baseline services, but Contractor is responsible for the general cleanliness of the specified areas upon the completion of each daily shift of work.

1.2 Additional Services: In addition to the "Basic Services" described in subsection 1.1, Contractor agrees to perform such additional services as the City of Adairsville may request in writing from time to time, and Contractor shall perform said "Additional Services" in accordance with and pursuant to the terms in Exhibit B, attached hereto.

1.3 This RFB covers cleaning/janitorial services for approximately 7,000 square feet of cleanable area. Contractor shall provide sufficient personnel (and an adequate number of backup personnel), to thoroughly clean the areas specified. The City of Adairsville shall be granted, if requested, access to inspect the timecards of personnel working at the Adairsville City Hall for the purposes of auditing Contractor's staffing. Contractor shall employ only persons skilled in performance of janitorial services. Contractor guarantees that no employee shall bring unauthorized people into City facilities, including family members and children. The City of Adairsville will be immediately notified prior to any changes in contractor's personnel.

1.4 Contractor shall provide, at its sole cost and expense, trained employees and the necessary supervision of its employees and agents so that all Basic Services and Additional Services, if any, are performed competently. Contractor shall be responsible for all damage, loss, theft, injuries to persons and property damage caused by acts or inaction of Contractor,its employees or agents.

To this end, Contractor and its employees and agents shall keep all doors within the Building locked to the extent Contractor's work is being performed at an hour when the applicable door is otherwise scheduled to be kept locked. Locked doors shall be opened by Contractor or its employees only for the following reasons: (i) to gain access for cleaning; (ii) at the demand of police; or (iii) in an emergency. If a door is unlocked by Contractor or its employees or agents for any reason, that door shall be relocked immediately. All lights must be turned out immediately after completion of cleaning in each area.

1.5 Schedule of Work: The schedule of work hours for Contractor's employees shall conform to the requirements of the City of Adairsville. Initially, services shall be performed from approximately 6:00 P.M. to 1 0 :00P.M. (hours will be finalized with successful bidder before Agreement is signed), Monday, Wednesday and Friday or on weekends, and in accordance with Exhibit A.

Since pricing/award is determined on a flat rate basis, and not hourly basis, the work period may vary, but it is the Contractors responsibility to provide sufficient time and personnel to ensure areas are cleaned to the satisfaction of the City and any such tenants shall cooperate with each other in a reasonable manner in order to accommodate any tenant's special requirements. All hours worked during the performance of these specified services shall be included in determining the Staffing Requirement. Under no circumstances whatsoever are keys to the building or any office premises to be duplicated.

1.6 Evaluation of Services: Contractor shall be responsible for the quality of its work and for employing, at its sole cost and expense, materials, equipment and supplies that are suitable for Basic and Additional Services, as applicable. The City of Adairsville, in its sole discretion, shall inspect and evaluate Contractor's performance of Basic Services and/or Additional Services, if any, and the City may notify Contractor of any supplies, materials, methods, procedures, etc.

which the City finds unacceptable and Contractor shall modify same immediately.

SECTION 2

INDEPENDENT CONTRACTOR STATUS

2.1 Contractor will not sub-contract out any of the janitorial work within this Contract and will use employees of the Contractor to perform the required services. The Bidder acknowledges and understands that the performance of this agreement is an independent contracting individual and/or agency and, as such, the Contractor is obligated for all applicable taxes, and the City will not be obligated for same under this agreement.

SECTION 3

INCIDENTS

3.1 Reporting of Incidents: Contractor and its employees and agents shall immediately report any accidents, incidents of property damage, and/or injuries to persons, of which Contractor or its employees or agents become aware, to the City of Adairsville, regardless of whom is at fault.

SECTION 4

TERM / RENEWAL / EFFECT OF TERMINATION

4.1 Term: The intended term of any resulting contract/agreement will be a 12-month period from date of signed Agreement.

4.2 Renewal: One year from the Agreement start date, and at the City's option, the agreement shall be renewed for two additional one-year terms. The agreement may be terminated, without cause, by the City with thirty (30) days written notification.

4.3 Termination Right: Notwithstanding anything contained in this RFP to the contrary, the City may terminate the Agreement at any time in its sole discretion upon thirty (30) days notice to the Contractor. The City's right to terminate under this Section 4.3, is in addition to the City's right to terminate immediately pursuant to Section 6.3 (iv) below.

SECTION 5

MISCELLANEOUS

5.1 Indemnification: The Contractor shall acknowledge and agree that the City shall not be liable to the Contractor or any third party, including but not limited to, any agent, employee or subcontractor or any provider of materials, supplies or equipment, for any damages, losses or costs of any kind whatsoever incurred in connection with the performance or non-performance by the Contractor of its obligations under the agreement.

5 .2 Notices: All notices required or given under or in connection with this RFP shall be served upon the City by personal delivery or first class mail, return receipt requested addressed to it at 116 Public Square, Attn: City Clerk, Adairsville, Georgia 30103, or at such other place as it may designate in writing, and shall be served upon the Contractor by personal delivery or first class mail, return receipt requested to the address of the successful bidder for this project or at such other place as it may designate in writing. Notice shall be deemed to have been effectively given at the time it is personally delivered, or if given by mail, then two days after deposit in the United States Mail, first class postage prepaid, return receipt requested.

Notices may also be sent via email.

Exhibit A Adairsville City Hall

THREE TIMES PER WEEK:

1. Trash receptacles emptied and trash removed to designated areas. Plastic liners replaced.

2. Carpeting and rugs vacuumed.

3. Spot cleaning performed.

4. Tile floors dust mopped, and spot cleaned.

5. Glass partitions and doors cleaned.

6. Dust ledges and handrails.

7. Wash, disinfect and polish water fountains.

8. Spot clean all glass doors and side panels at entrance areas.

9. Toilet, toilet seats will be thoroughly cleaned with germicidal disinfectant.

10. Sinks washed, disinfected and dried.

11. Bright metal will be polished.

12. Paper products, and soap replenished.

13. Clean dispensers.

14. Clean and polish mirrors.

15. Spot clean walls removing all smudges, water and soap splashes.

16. Sweep and mop bathroom floors with detergent disinfectant.

17. Clean steps and landings in stairwells.

WEEKLY:

1. All furniture and equipment dusted

2. Sweep and thoroughly wet mop kitchen floors

3. Vacuum and spot clean carpeted floors in elevators

4. Clean and wipe down elevator walls and doors with an appropriate cleaner. Dry surfaces to remove any streaks or smudges

5. Clean elevator walls, trim, interior and exterior doors thoroughly

6. Dust all ledges and banisters.

MONTHLY:

1. Carpets thoroughly vacuumed, corners, along edges and beneath furniture.

2. Dust Ledges

3. Dust vertical sides of furniture.

4. Dust mini blinds both side

5. Clean wall surfaces around light switches and doorframes.

6. Dust baseboards and low vents.

7. Tile floors thoroughly wet mopped.

8. Dust all wall-hung pictures.

9. Tile floors thoroughly wet mopped.

10. Clean scuff marks from painted area of stairs and wooden doors with Magic Eraser or similar cleaner.

11. Windowsills dusted and cleaned of insects.

*Council Chambers need to be cleaned 3 times a month (after court, after Council work session, and Council Meeting)

**Put away all cleaning supplies each time cleaning is performed.

EXHIBIT B (ADDITIONAL SERVICES)

Additional services not listed above or in Exhibit A will be performed on request for the price quoted by the successful bidder on a per hour basis.

Instructions for Bid

Bids must be submitted by 10:00 A.M. on Monday, August 17, 2026 and must be in a sealed envelope marked JANITORIAL SERVICES BID. These should be addressed to City of Adairsville, 116 Public Square, Adairsville, Georgia, 30103, Attention: Jordan Redd.

Bids will be opened, read aloud and recorded August 17, 2026 at 10:00 A.M. in the Council Chambers of Adairsville City Hall. Bids received after this time will not be accepted.

The City of Adairsville reserves the right to reject any and all bids and to select the proposed bid deemed in the best interest of the city from among those received.

INDEPENDENT CONTRACTOR:

NON-DISCRIMINATION P O L I C Y : Both parties agree that all services rendered under this agreement will be done so without regard to race, creed, color, sex, religion, or national origin. ·

MODIFICATION OF AGREEMENT: This agreement may be modified only by a written amendment executed by all Parties hereto. All change orders, where required, shall be executed in conformance with the policies and procedures of the City of Adairsville.

INSURANCE: The successful Bidder will maintain such insurance as will protect him/her and the City from claim under Workmen's Compensation Acts, and from claims for damage and/or personal injury, including death, which may arise from operations under this agreement. Insurance will be written by companies authorized to do business in Adairsville, Georgia and shall include Adairsville, Georgia as Added Additional Insured including a thirty (30) day written cancellation notice. Evidence of insurance will be furnished to the City Clerk not later than seven (7) days after agreement date.

Insurance Minimum Coverage:

Contracting Party shall include the following insurance coverage and limits of liability with the bid document:

General Liability:

$1,000,000- Bodily injury and property damage combined occurrence $1,000,000 - Bodily injury and property damage combined aggregate $1,000,000- Personal injury aggregate Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual, Independent contractors, Broad Form property damage and personal injury.

Workers Compensation and Employers Liability:

$100,000 - Limit each occurrence

Umbrella Coverage:

$1,000,000- Each occurrence $5,000,000 - Aggregate

Added Additional Insured:

Adairsville, Georgia

30 day written cancellation notice

STATEMENT OF CONFIDENTIALITY: Bidder agrees that any information accessed or gained in performance of those duties will be maintained in absolute confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as required in the conduct of duties required, or where disclosure is required by law or mandated by a court of law.

CONFLICT OF INTEREST: The Bidder declares that, as of the date of this agreement, neither the City nor any City Council member nor any Director nor any other City Government official is directly or indirectly interested in this agreement or any contract with the Bidder for which compensation will be sought during the period of time this agreement is being performed, and, furthermore, the Bidder pledges that he/it will notify the City Clerk in writing should it come to his/its knowledge that any City official becomes directly or indirectly interested in the agreement or any contract with the Bidder for which compensation will be sought during the aforesaid period. In addition, the Bidder declares that, as of the date of this agreement, neither he/it nor any of his/its officers or employees have given or donated or promised to give or donate, either directly or indirectly, to any official or employee of the City of Adairsville, or to anyone else for the City's benefit, any sum of money or other thing of value for aid or assistance in obtaining this agreement with the City under which compensation will be sought during the period of time this agreement is being performed and furthermore, that neither the Bidder nor any of his/its officers or employees will give or donate or promise to give or donate, directly or indirectly, to any official or employee of the City of Adairsville, or to anyone else for the City's benefit, any sum of money or other thing of value, for aid or assistance in obtaining any amendment to this agreement with the Bidder for which compensation will be claimed during the period of time this agreement is being performed.

HOLD HARMLESS AND INDEMNIFICATION: The Bidder hereby agrees to indemnify, defend and hold the City, its officers, employees, and agents harmless from and indemnify each against any and all claims, actions, damages, suits, proceedings judgments, liabilities and associated costs for bodily injury, death or property damage resulting from the negligent or willful acts or omissions of the Bidder, its officers, employees and agents.

GUARANTEE: Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which items included in this bid are to be purchased, and that his offering will meet the requirements of service and purpose to the satisfaction of the City of Adairsville and its Agent.

E-VERIFY DOCUMENTATION: To be considered by the City, a bid must comply with Georgia law, including, but not limited to documentation of enrollment in the E-Verify program.

Required Documents for Bid Submittal:

1. Exhibit C (Bid Form)

2. Proof of Insurance

3. E-Verify Form

4. 2 References

Exhibit C

ADAIRSVILLE CITY HALL BID

Bidder must use this form and fill in all spaces.

An Agreement for the period October 1, 2026, through September 30, 2027, for "JANITORIAL SERVICES" for Adairsville City Hall will be awarded to the lowest, responsive, responsible bidder.

Area to be cleaned is approximately 7,000 square feet.

Name of Your Company: ___________________________________________________

Cleaning Services @ $_______________ per month

Price increase, if any, for renewal years 2027 and 2028 is guaranteed not to exceed 5% per year.

Note: Final selection of candidate will be at the sole discretion of the City of Adairsville.

Successful bidder will be required to complete the City of Adairsville’s vendor application.