MIDD-025-005 Janitorial Services for Municipal Buildings Final.pdf

TOWN OF MIDDLETOWN, RI

350 EAST MAIN RD.

MIDDLETOWN, RI 02842

Request for Proposal

Proposal Number - MIDD-025-005

Janitorial Services for Municipal Buildings

SPECIFICATIONS AND INSTRUCTIONS

Table of Contents

I Request for Proposal 3

II Instructions to Proposer 4

III Terms and Conditions 9

IV Special Provisions for Services 11

V Objective/Scope of Work & Evaluation Criteria 13

VI Proposal Documents to be Returned 16

VII Proposal Form 17

VIII Non-Collusion Affidavit 20

IX Insurance Coverage 21

X Proposer Statement of Relevant Experience 22

Appendix A

Municipal Buildings Tasks List Town Hall pages 1-9 Police Department Facility pages 10-19 Fire Department Facility pages 20-22 Department of Public Works Facility pages 23-25

Appendix B Building Layout with pictures

Town of Middletown, RI Request for Proposal - MIDD-025-005

I. REQUEST FOR PROPOSAL

Notice is hereby given that sealed proposals will be received at the Finance Office, until 10:00 a.m., Wednesday, May 14, 2025, local time, for furnishing all labor, materials and equipment, and performing all work necessary and incidental to: a Janitorial Services for Municipal Buildings in accordance with the specifications and contract documents within.

Documents are available on the online bidding system website, https://www.bidnetdirect.com/ rhode-island/middletownri or at the town hall finance office.

Proposals shall be delivered and addressed to the Town Finance Director, 350 East Main Rd, Middletown, RI 02842 and shall be labeled MIDD-025-005, by 10:00am Wednesday, May 14, 2025. They will be opened and read aloud at that time in the Town Council Chambers, Town Hall. Any Proposer who wishes their proposal to be considered is responsible for making certain that their proposal is received in the Finance Office by the proper time.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered unless specified. Proposals received after the scheduled submittal deadline will be returned unopened. Proposals must bear original signatures and figures.

There will be a mandatory pre-proposal meeting on Friday, May 2, 2025 at 10:00 a.m. at 350 East Main Road Middletown, Town Council Chambers. Following a question and answer period, a tour of each facility will be given. A 5% bid bond will be required to be submitted with all proposals. All questions regarding this RFP must be submitted in writing by 4:00 pm on Wednesday, May 7, 2025. Questions received after that time will not be addressed. Questions shall be emailed to mtanguay@middletownri.gov. All submitted questions and the town’s written response to each will be available as an addendum on or before Friday, May 9, 2025. Potential bidders are responsible for contacting the Middletown Finance Director at mtanguay@middletownri.gov to request a copy of the addendum. Bidders must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package. Any questions regarding this project should be addressed to:

Marc Tanquay Finance Director

Town of Middletown 350 East Main Road

Middletown, RI 02842 Phone: (401) 846-4478 Email: mtanguay@middletownri.gov

Town of Middletown, RI Request for Proposal - MIDD-025-005

Janitorial Services for Municipal Buildings https://www.bidnetdirect.com/rhode-island/middletownri https://www.bidnetdirect.com/rhode-island/middletownri

II. INSTRUCTIONS TO PROPOSER

ACCEPTANCE PERIOD. Unless otherwise specified herein, proposals are firm for a period of ninety- (90) days.

ADDENDA ACKNOWLEDGMENT. Each proposal shall include specific acknowledgment in the space provided of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the proposal being rejected as not responsive.

AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the Town of Middletown, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the proposal, his or her name, signature, and post office address must be shown. If a firm or partnership makes the proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the proposal, the proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Town of Middletown, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

AWARD OF PROPOSAL. Award will be made to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria set forth below. The criteria are not listed in any order of preferences. The Town of Middletown will evaluate all proposals received in accordance with the Evaluation Criteria. The Town of Middletown reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and evaluation scores will not be released until after award of proposal. The Town of Middletown shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the Town of Middletown after all factors have been evaluated.

CANCELLATION OF SOLICITATION: The Town of Middletown may cancel this solicitation at any time.

COMPLIANCE WITH LAWS: All proposals shall comply with current federal, state, and other laws relative thereto.

DEFINITION OF TERMS: For the purposes of this RFP, the following definitions will be used:

a. Contractor: Same as Successful Proposer.

b. May: Indicates something that is not mandatory but permissible.

c. Must/Shall: Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award.

Town of Middletown, RI Request for Proposal - MIDD-025-005

d. Proposer: The person or firm submitting the proposal.

e. Proposal: The offer presented by the Proposer.

f. RFP: Acronym for Request for Proposal.

g. Should: Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal.

h. Submittal Deadline: The date and time on or before all proposals must be submitted.

i. Successful Proposer: The person, contractor, or firm to whom the award is made.

DOCUMENTS TO BE RETURNED WITH PROPOSAL: Failure to completely execute and submit the required documents before the submittal deadline may render a proposal non-responsive. The documents that must be returned by the submittal deadline are listed on the form entitled "Proposal Documents To Be Returned" and attached hereto.

INK OR TYPEWRITTEN: All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal.

NOMENCLATURES: The terms Successful Proposer, Successful Contractor, and Contractor may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the Town of Middletown enters into a contract because of this solicitation.

NON-COLLUSION AFFIDAVIT: Proposers are required to submit a Non-Collusion Affidavit with their Proposals. See attached Affidavit. If there is reason to believe that collusion exists among the Proposers, the Town of Middletown may refuse to consider proposals from participants in such collusion.

OPENING OF PROPOSALS: All proposals, irrespective of irregularities or informalities, will be opened and the names of the Proposers and proposed prices will be publicly read aloud at the submittal deadline. All interested persons are invited to be present at the opening and reading of proposals.

POSTPONEMENT OF OPENING: The Town of Middletown reserves the right to postpone the submittal deadline and opening of proposals any time before the date and time announced in the REQUEST for Proposal or subsequent addenda.

PRICE DISCREPANCIES: In the event that there are unit price items in a proposal schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

Town of Middletown, RI Request for Proposal - MIDD-025-005

PRICES: All Proposals shall give the prices proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer’s authorized representative. Proposal prices shall include everything necessary for the completion and fulfillment of the contract.

PROPOSAL FORMS/SUBMITTAL: Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and submittal deadline.

Proposer’s authorized representative must properly initial any erasures or alterations of any kind.

Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered.

a. Forms: Proposals must be submitted on preprinted forms supplied by the Finance Office.

b. Copies: One (1) original marked “MASTER” and three (3) copies must be submitted on or before the Submittal Deadline.

c. Discrepancies: If discrepancies are found between the original and copy or copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the Town of Middletown reserves the right to use the original as the Master.

PROPOSAL CONTENT: Proposer must describe in detail how they will meet the requirements of this RFP and may provide additional related information with their proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward and concise. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

The Town of Middletown is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Town of Middletown.

PROPOSAL MODIFICATIONS: Any Proposer who wishes to make modifications to a proposal already received by the Town of Middletown must withdraw their proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Proposal Withdrawal). All modifications must be made in ink, properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the submittal deadline.

PROPOSAL, REJECTION OF: The Town of Middletown reserves the right to reject any or all Proposals or any part of a Proposal. The Town of Middletown reserves the right to reject the

Town of Middletown, RI Request for Proposal - MIDD-025-005

Proposal of any Proposer who previously failed to perform adequately for the Town of Middletown or any other governmental agency. The Town of Middletown expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the Town of Middletown.

PROPOSAL WITHDRAWAL: Proposers' authorized representative may withdraw proposals only by written request received before the submittal deadline.

PROPOSER'S BACKGROUND: Proposer must provide a company profile. Information shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

b. Location of the company offices;

c. Number of employees both locally and nationally;

d. Location(s) from which employees will be assigned;

e. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFP;

f. Company background/history and why Proposer is qualified to provide the services described in this RFP;

g. Length of time Proposer has been providing services described in this RFP. Please provide a brief description;

h. Resumes for key staff to be responsible for performance of any contract resulting from this RFP.

Proposer must include in a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The Town of Middletown reserves the right to reject any proposal based upon the Proposer’s prior history with the Town of Middletown or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

PROPOSER'S REFERENCES: Proposers should provide a minimum of five (5) references from similar projects performed for any local government clients within the last five years.

Information provided shall include:

a. Client/Business name;

b. Project description;

c. Project dates (starting and ending);

d. Client/Business project manager name and telephone number.

PUBLIC RECORDS: Rhode Island law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the Town of Middletown in connection with an RFP response shall be deemed to be public records subject to

Town of Middletown, RI Request for Proposal - MIDD-025-005 public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided. If the Proposer believes any of the information contained in his or her response is exempt from the Public Records Law, then the Proposer, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the Town of Middletown will treat all materials received as public records.

QUALIFICATION OF PROPOSERS: Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract for no less than three (3) years.

The Proposers experience shall be set forth and submitted on the form provided herewith. It is the intention of the Town of Middletown to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and plant to enable the Proposer to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Proposer, the Town of Middletown will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the Proposer offering the most advantageous proposal, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents. To this end, each Proposal shall be supported by a statement of the Proposer’s experience on the form entitled “Proposer’s Experience,” which is a part of the contract documents.

QUESTIONS AND COMMENTS: All questions regarding this RFP must be submitted in writing to the Middletown Finance Director no later than Wednesday, May 7, 2025. Questions received after that time will not be addressed. Questions should be emailed to mtanguay@middletownri.gov. All submitted questions and the town’s written response to each will be available as an addendum on or before Friday, May 9, 2025. Potential proposers are responsible for contacting the Finance Director at (401) 846-4478 or mtanguay@middletownri.gov to request a copy of the addendum. Proposers must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package.

SELL OR ASSIGN: The successful Proposer shall not have the right to sell, assign, or transfer any rights or duties under this contract without the specific written consent of the Town of Middletown.

SIGNATURES: An individual who is authorized to bind the Proposer must sign the proposal.

SUBMITTAL DEADLINE: The submittal deadline is 10:00, Wednesday, May 14, 2025.

Proposals must arrive in the Finance Office, Town of Middletown, 350 East Main Road, Middletown, RI 02842. The receiving time in the Finance Office will be the governing time for acceptability of proposals.

Town of Middletown, RI Request for Proposal - MIDD-025-005

TAXES, EXEMPT: The Town of Middletown is exempt from Federal Excise and State Sales Tax. If requested, the Town of Middletown will furnish exemption certificates when the successful bidder submits invoices for payment.

TERMS OF THE OFFER: The Town of Middletown reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto; the awarded Proposer’s proposal; and all modifications and clarifications that are submitted at the request of the Town of Middletown during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract; then the RFP; then any modifications and clarifications to the awarded Proposer’s proposal and; lastly, the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the Town of Middletown in evaluation of the proposal. Proposer misrepresentation shall be treated as fraudulent concealment from the Town of Middletown of the facts relating to the proposal.

WAIVER OF INFORMALITIES: The Town of Middletown reserves the right to waive informalities in any or all proposals, or any part of a proposal.

III. TERMS AND CONDITIONS

ASSIGNMENT OF RIGHTS OR OBLIGATIONS: Except as noted hereunder, Successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the Town of Middletown.

ATTORNEY FEES: In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE TOWN: Subject to the power and authority of the Town of Middletown as provided by law in this contract, the Town of Middletown shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The Town of Middletown shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

CANCELLATION OF THE CONTRACT: Without cause, the Town of Middletown may cancel this contract at any time with thirty- (30) days written notice to the Proposer. With cause, the Town of Middletown may cancel this contract at any time with ten- (10) days written notice to the Proposer. Cancellation for cause shall be at the discretion of the Town of Middletown and shall be, but is not limited to, failure to supply the materials, or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Proposer may not cancel this contract without prior written consent of the Town of Middletown Finance Director.

Town of Middletown, RI Request for Proposal - MIDD-025-005

CHANGES IN WORK: The Town of Middletown may, at any time work is in progress, by written order, make alterations in the terms of work as shown in the specifications, require the performance of extra work, decrease the quantity of work, or make such other changes as the Town of Middletown may find necessary or desirable. The Contractor shall not claim forfeiture of contract by reasons of such changes by the Town of Middletown. Changes in work and the amount of compensation to be paid to the Contractor for any extra work as so ordered shall be determined in accordance with the unit prices of contractor's proposal.

COMPLIANCE WITH OR DEVIATION FROM SPECIFICATIONS: Proposer hereby agrees that the service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the Proposer’s response. Proposer may submit an attachment entitled “Exceptions to Specifications”, which must be signed by Proposer’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Proposals failing to comply with this requirement will be considered non-responsive.

Submittal of brochure or other manufacturer literature is desirable but may not be a substitution for this requirement.

CONTRACT INCORPORATION: This contract embodies the entire contract between the Town of Middletown and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein. No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the RFP solicitation, all addenda, all of Proposer’s successful submittal, supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract.

FORMATION OF CONTRACT: Proposer’s signed Proposal and Town of Middletown’s written acceptance shall constitute a binding contract.

LAWS GOVERNING CONTRACT: This contract shall be in accordance with the laws of the state of Rhode Island. The parties stipulate that this contract was entered into in the county of Newport, in state of Rhode Island. The parties further stipulate that the county of Newport, Rhode Island, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

SEVERABILITY: If any provisions, or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

SPECIFICATIONS, CHANGES TO: The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein or by written amendment. No changes, amendments, or modifications of any of the

Town of Middletown, RI Request for Proposal - MIDD-025-005 terms or conditions of the specification shall be valid unless reduced to writing and signed by both parties.

SPECIFICATIONS, DEFINITION: The term "specification" or "RFP specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation

IV. SPECIAL PROVISIONS FOR SERVICES

CONTRACTOR, DEFINITION: The term "Contractor" refers to the party entering into a contract with the Town of Middletown as a result of this solicitation.

COOPERATION BETWEEN CONTRACTORS: The Town of Middletown reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct their work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with their contract and shall protect and save harmless the Town of Middletown from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by them because of the presence and operations of other contractors working within the limits of the same project.

COORDINATION WITH AGENCIES: The Contractor shall coordinate their activities with the proper regulatory agencies and have their representative on site at the proper times.

DAMAGE: The contractor shall be held responsible for any breakage, loss of the Town of Middletown’s equipment or supplies through negligence of the contractor or their employee while working on the Town of Middletown’s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the Town of Middletown any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract.

INSURANCE REQUIREMENT: Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the Town of Middletown with the Certificates of Insurance proving coverage as specified in “Proposer’s Statement Regarding Insurance Coverage” and naming the Town of Middletown, its officers and agents, Additional Insured by endorsement. Vendor will, at its own expense, provide and keep in force the following insurance coverages:

• Workmen’s Compensation and Employment Liability Insurance in compliance with statutory limits;

Town of Middletown, RI Request for Proposal - MIDD-025-005

• Comprehensive General Liability Insurance including Products Completed, Contractual, Property, and Personal Injury coverage with combined single limits of $1,000,000 per occurrence and in the aggregate;

• Professional Liability Insurance with a limit of $1,000,000 per claim and in the aggregate;

• Automobile Liability Insurance including non-owned and hired automobiles with the limits listed below.

◦ Bodily Injury - $500,000 each person; $500,000 each occurrence

◦ Property Damage - $100,000 each occurrence

• Defense of Town: all insurance companies shall have the duty to defend the Town against liability or property damage claims arising from the conduct of the Vendor and/or its agents or employees.

RIGHTS RESERVED:

(a) Rejection of Work. Vendor agrees that the Town of Middletown has the right to make all final determinations as to whether the work has been satisfactorily completed;

(b) Completion of Work. If Vendor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the Town of Middletown reserves the right to purchase in the open market, or to complete the required work, at the expense of the Vendor.

Town of Middletown, RI Request for Proposal - MIDD-025-005

V. OBJECTIVE/PROPOSAL SPECIFICATIONS

Objective The Town of Middletown seeks proposals for janitorial and maintenance services for four (4) of its municipal buildings.

Specifications

1. The agreement shall be for three (3) years with a provision for no more than two (2) additional one-year renewals upon satisfactory performance as agreed to by the parties.

2. A mandatory pre-bid conference will be held on Friday, May 2, 2025 at 10:00 a.m. at Town Hall, 350 East Main Road, Middletown, RI. Any vendor who intends to submit a proposal must have its designated representative attend the mandatory Pre-Proposal Conference. The representative must register at the Pre-Proposal Conference and disclose the identity of the Vendor who he/she represents. A vendor's failure to attend and register at the mandatory Pre- Proposal Conference shall result in disqualification of the Vendor's bid proposals as non-responsive to the Solicitation. A site tour of the facilities will be conducted following the pre-proposal conference.

3. The five town facilities included total approximately 66,500 square feet and are:

Facility Approximate sq ft. Address Regular Hours of

Operation 1 Town Hall 18,000 350 East Main Road M-F 8 am to 4 pm 2 Police Facility 22,000 123 Valley Road 24/7 operation 3 Fire Facility 20,000 239 Wyatt Road 24/7 operation 4 Public Works

Facility 6,500 9 Berkeley Avenue M-F 7 am to 3:30 pm

4. Proposers must be bonded and all workers must submit to and pass a background check prior to working in town facilities. All workers must wear easily identifiable company-branded clothing/badge so as to be easily recognizable while performing their duties on town property.

5. The daily/weekly/monthly/quarterly/annual schedules and requirements vary from building to building. The goal of this proposal is to keep town facilities clean, sanitary, safe and presentable for public and employee use. There is the possibility for emergency/on-call services to be required from time to time. Cleaning service times are to be determined.

Cleaning service is not required for Town Hall, and Public Works Facility on Holidays. If a holiday See holiday schedule:

Town of Middletown, RI Request for Proposal - MIDD-025-005

Holiday Town Hall Public Works Independence Day x x Victory Day x x Labor Day x x Columbus Day x x Veteran’s Day x x Thanksgiving x x Day After Thanksgiving x N/A Christmas Day x x New Years Day x x Dr. Martin Luther King Jr.

Day x x Presidents Day x x Memorial Day x x Juneteenth x x

6. The town will order and maintain toilet paper, paper towels, hand soap, hand sanitizer, air freshener, light bulbs and trash can liners. All other cleaning products and materials will be provided by the contractor. The contractor will manage the inventory of all cleaning products and materials.

7. The contractor is required to supply cleaning equipment, cleaning materials (i.e. sponges, cleaning clothes, dust rags) and tools (i.e. vacuum, dusters, carpet/floor cleaning equipment).

8. Contractors will use cleaning agents and maintenance products approved by the town.

Material Safety Data Sheets (MSDS) will be provided to the Town for all products used. All cleaning/maintenance products will be used in accordance with manufacturer’s specifications and should be posted in all buildings.

9. Contractor will provide emergency/on call services.

10. A schedule of tasks for each location is attached as an appendix.

11. Building photos and layouts are attached as an appendix.

Town of Middletown, RI Request for Proposal - MIDD-025-005

EVALUATION CRITERIA:

The Town reserves the right to waive any and all formalities and to award the contract on the basis of the vendor it deems most qualified based upon professional competency, and experience.

The following criteria will be considered (not necessarily in the listed order) by the Town in evaluating the proposals submitted and making this award:

1. The proposer’s relevant background and experience as related to the scope of work.

2. The qualifications and suitability of experience of key staff members that will be assigned to tasks outlined in the scope of work as well as qualifications and suitability of experience for any subcontractors. Subcontractors must be identified in the narrative proposal.

3. Quality of the response to the RFP in demonstrating a clear understanding of the scope of work and goals for the project.

4. Quality of references of current and prior clients (Please list like projects completed or those under contract).

5. Quality of interview and presentation, which may be required.

6. Cost proposal

Based upon the evaluation of proposals submitted, the Town may require formal presentations regarding qualifications, approach, and the ability to provide the required services to best serve the needs of the town of Middletown.

Town of Middletown, RI Request for Proposal - MIDD-025-005

VI. PROPOSAL DOCUMENTS TO BE RETURNED

Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and submittal deadline. Proposer’s authorized representative must properly initial any erasures or alterations of any kind. Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered. The following documents must be completed and submitted on or before the submittal deadline for the proposal to be considered complete:

1. Proposal Form

2. Non-Collusion Affidavit

3. Proposer’s Statement Regarding Insurance Coverage

4. Proposer Statement of Relevant Experience

Additional information to be provided:

1. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

2. Location of the company offices;

3. Number of employees both locally and nationally;

4. Location(s) from which employees will be assigned;

5. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFP;

6. Company background/history and why Proposer is qualified to provide the services described in this RFP;

7. Length of time Proposer has been providing services described in this RFP. Please provide a brief description;

8. Resumes for key staff to be responsible for performance of any contract resulting from this RFP;

Proposals must be submitted on preprinted forms supplied by the Finance Office.

Proposers shall submit one (1) original proposal marked “MASTER”, and three (3) identical copies on or before the submittal deadline.

Town of Middletown, RI Request for Proposal - MIDD-025-005

VII. PROPOSAL FORM

Vendor should attach a narrative addressing terms, specifications and additional information to be provided.

NAME AND ADDRESS OF BIDDING FIRM:

Firm Name

Mailing Address (P.O. Box or Street)

City/Town, State, Zip Code

Base Proposal

Facility

FY 2026

Monthly Cost

FY 2027

Monthly Cost

FY 2028

Monthly Cost

Town Hall

Police Department Facility

Fire Department Facility

Public Works Facility

Total per month

Total per year (12 months)

Town of Middletown, RI Request for Proposal - MIDD-025-005

Hourly Rates

Description FY 2026 Hourly Rate

FY 2027

Hourly Rate

FY 2028

Hourly Rate

Emergency/On call services

Out of scope services

Bid add alternate for Public Works facility:

Description FY 2026 Monthly Cost

FY 2027

Monthly Cost

FY 2028

Monthly Cost

Window washing interior

Town of Middletown, RI Request for Proposal - MIDD-025-005

Name of Authorized Representative

Signature Title

Type of Business (Corp, Partnership, Sole Proprietorship)

Telephone Number Facsimile Number Email Address

All Addenda, and the following documents by this reference are hereby made a part of this proposal:

1) Request for Proposal

2) Instructions to Proposer

3) Terms and Conditions

4) Special Provisions

5) Scope of Work

6) Evaluation Criteria

7) Proposal Documents to be Returned

a. Proposal Form

b. Non-Collusion Affidavit

c. Insurance Coverage

d. Proposer Statement of Relevant Experience

Proposer acknowledges receipt (if applicable) of Addenda Number(s) ____, _____, and _____.

Town of Middletown, RI Request for Proposal - MIDD-025-005

VIII. NON-COLLUSION AFFIDAVIT

To Be Completed, Notarized, and Submitted With Bid

State of Rhode Island County of Newport

I ________________________________________________, Proposer, being first duly sworn, deposes and says that he or she is Owner of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and further, that the Bidder has not , directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid."

Date (Signed at)

Proposer name Authorized Representative (Person, Firm, Corp.)

Address Representative's Name

City, State, Zip Representative's Title

Town of Middletown, RI Request for Proposal - MIDD-025-005

IX. INSURANCE COVERAGE

PROPOSER HEREBY CERTIFIES that the Proposer has reviewed and understands the insurance coverage requirements specified in the Request For Proposal Number MIDD-025-005, Janitorial Services for Municipal Buildings. Should the Proposer be awarded the contract for the work, Proposer further certifies that the Proposer can meet the specified requirements for insurance, and agrees to name the Town of Middletown as Additional Insured for the work specified.

Insurance Required:

• Workman’s Compensation in compliance with statutory limits

• Professional Liability Insurance

• General Liability Insurance

• Automobile Insurance

Name of Proposer (Person, Firm, or Corporation)

Signature of Proposer's Authorized Representative

Name & Title of Authorized Representative

Date of Signing

Town of Middletown, RI Request for Proposal - MIDD-025-005

X. STATEMENT OF RELEVANT EXPERIENCE

List five references which your firm provided similar services within the last five years.

References from a municipal or other governmental unit are particularly relevant.

I hereby certify that I have performed the work listed below.

Signature of Proposer

DESCRIPTION DATES CONTRACT

AMOUNT

CUSTOMER

CONTACT

CUSTOMER

TELEPHONE &

EMAIL

Town of Middletown, RI Request for Proposal - MIDD-025-005

Middletown Town Hall Page 1

APPENDIX A

Specifications & Schedule

1. Middletown Town Hall

Front Vestibule

Task Description Service Days

Detail Dust - High And Low Areas 1 day/wk.

Spot Clean All Walls, Light Switches and Doors 5 days/wk.

Sweep Hard Surface Floors 5 days/wk.

Damp Mop Hard Surface Floors- use Appropriate Cleaner 5 days/wk.

Clean All Ceiling Vents Monthly

Clean Both Sides of Door Glass and Wipe Frames 5 days/wk.

Vacuum Walk-Off Mats 5 days/wk.

Side Vestibule

Task Description Service Days

Detail Dust - High And Low Areas 1 day/wk.

Spot Clean All Walls, Light Switches and Doors 5 days/wk.

Dust Mop Hard Surface Floors 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Clean Both Sides of Door Glass and Wipe Frames 5 days/wk.

Vacuum Walk-Off Mats 5 days/wk.

Corridors - 1st floor

Task Description Service Days

Detail Dust - High And Low Areas 1 day/wk.

Spot Clean All Walls, Light Switches and Doors 5 days/wk.

Vacuum Hard Surface Floors Using Appropriate Attachment 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Clean All Ceiling Vents Monthly

Clean And Polish Drinking Fountains 5 days/wk.

Elevator - Vacuum And Clean Walls/Doors - Using Appropriate Cleaner 5 days/wk.

Town Clerk Offices Land Evidence Area/Title Search/Computer Area

Task Description Service Days

Dust All Horizontal Surfaces within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches and Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Middletown Town Hall Page 2

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Vacuum Hard Surface Floors Using Appropriate Attachment 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Town Clerk Area

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Vacuum All Carpet 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Town Clerk's Office/Deputy Town Clerk’s Office

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Vacuum All Carpet 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Vault

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Middletown Town Hall Page 3

Clean And Sanitize Telephones 5 days/wk.

Vacuum Hard Surface Floors Using Appropriate Attachment 5 days/wk.

Spot Mop Stains And Spills Using Appropriate Cleaner 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Finance Office

Finance Director’s Office/Deputy Finance Director’s Office/Back Offices

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Accounting Area

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Middletown Town Hall Page 4

Town Hall Mail Room

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Vacuum Hard Surface Floors Using Appropriate Attachment 5 days/wk.

Spot Mop Stains And Spills Using Appropriate Cleaner 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Voter Registration Counter Area

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Assessment/Collections Office

Tax Assessor's Office

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Middletown Town Hall Page 5

Assessment/Collections/Land Evidence Area

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Stairwells

Task Description Service Days

Dust Stair Railings, Ledges And Spot Clean 5 days/wk.

Vacuum Hard Surface Stairs 5 days/wk.

Spot Mop Hard Surface Stairs Using Appropriate Cleaner 5 days/wk.

Damp Mop Hard Surface Stairs Using Appropriate Cleaner 5 days/wk.

Lobbies

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas 1 day/wk.

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Arrange Furniture 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Vacuum Hard Surface Floors Using Appropriate Attachment 5 days/wk.

Damp Mop Hard Surface Floors- Use Appropriate Cleaner 5 days/wk.

Vacuum Walk-Off Mats 5 days/wk.

Restrooms - 1st floor

Empty Trash, Refill Supply Dispensers, Clean And Disinfect Restroom Fixtures, Clean Mirrors, 5 days/wk.

Middletown Town Hall Page 6

Counters, Partitions And Chrome, Sweep And Mop Floor Using Appropriate Cleaner

Utility Rooms - 1st floor

Task Description Service Days

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Sweep Hard Surface Floors 5 days/wk.

Spot Mop Stains And Spills Using Appropriate Cleaner 5 days/wk.

Building/Zoning

Building Inspection Office

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 day/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Building Inspector’s Office, ZEO Office, Assistant Bldg. Inspectors’ Office

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 days/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Town Administration

Town Administrator’s Office and Executive Assistant’s Office

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Middletown Town Hall Page 7

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Damp Wipe Horizontal Surfaces-Use Appropriate Cleaner 5 days/wk.

Vacuum Or Brush Upholstered Furniture Monthly

Clean And Sanitize Telephones 5 days/wk.

Empty And Remove Trash, Replace Liner If Needed 5 days/wk.

Spot Vacuum All Carpet 5 days/wk.

Spot Clean Carpet, i.e. Spills 5 day/wk.

Detail Vacuum All Carpet 5 days/wk.

Detail Vacuum - Corners And Edges Monthly

Utility Rooms - 2nd floor

Task Description Service Days

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And Doors 5 days/wk.

Sweep Hard Surface Floors 5 days/wk.

Spot Mop Stains And Spills Using Appropriate Cleaner 5 days/wk.

Planning Offices / HR Office

Task Description Service Days

Dust All Horizontal Surfaces Within Normal Reach 5 days/wk.

Detail Dust - High And Low Areas Monthly

Spot Clean All Walls, Light Switches And…