RFP-2025-FO-108 Bid Docs.pdf

CHESTERFIELD TOWNSHIP

JANITORIAL SUPPLIES

2 YEAR CONTRACT

Bid Number: RFP-2025-FO-108

REQUEST FOR PROPOSALS

ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations facilities@chesterfieldtwp.org

SUBMIT BIDS TO: Charter Township of Chesterfield

Cindy Berry, Clerk

47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400

NOTICE OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD

CHESTERFIELD TOWNSHIP JANITORIAL SUPPLIES

Bid Number: RFP-2025-FO-108

OVERVIEW

The Charter Township of Chesterfield’s Facilities and Operations Department is soliciting qualified bids from suppliers of janitorial and facility maintenance products and supplies, for a two-year contract.

Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:

facilities@chesterfieldtwp.org with any questions.

1. SUBMISSION AND RECEIPT OF BIDS

Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:30 a.m. local time Tuesday September

30, 2025. The bids will be publicly opened and read aloud immediately following the 10:30 a.m. deadline.

Bids to receive consideration shall be received prior to the specified deadline time. NO LATE BIDS WILL

BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk’s

Office and shall be identified as: CHESTERFIELD TOWNSHIP JANITORIAL SUPPLIES. Bids must be sealed when submitted. All amounts must be entered into the format on ‘Attachment A’. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Digital copies (i.e. email, thumb drive) will be deemed supplemental to the mailed bid packet.

2. ADDITIONAL BID INFORMATION

Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of

Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter

Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.

The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk’s

Office upon request or through the BidNet website. Only those vendors who obtain bid documents from the Township Clerk’s Office or through the BidNet website are guaranteed access to receive addendum information, if such information is issued that is not in the original bid documents. Each change or addendum issued in relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents.

3. SPECIFICATIONS

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications below. The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

• Bleach

• Box Rags

• Disinfectant Wipes

• Facial Tissues

• Floor Cleaner

• Germicidal Aerosol Cleaner

• Glass & Window Aerosol Cleaner

• Gloves- X Large Exam 3.5 MIL Powder Free Nitrile

• Gloves- Large Exam 3.5 MIL Powder Free Nitrile

• Hand Sanitizer/Soap Dispenser

• Hand Soap - Antibacterial foaming

• Hand Soap - Non-Foaming

• Hand Towel Brown Roll

• Household/Kitchen Roll Towel

• Mop Head - Dry

• Mop Head - Wet

• Porcelain Acid Cleaner

• Sanitary Napkin Trash Liners

• Stainless Steel Cleaner

• Toilet Paper, 9" Jumbo Roll

• Toilet Bowl Scrubbers

• Toilet Seat Covers

• Trash Liner 16-gal 24 x 32 (1 mil)

• Trash Liner 33-gal 33 x 40 (1.5mil)

• Trash liner 50-gal 45 x 52 (30 mic)

• Trash Liner 60-gal 38 x 58 (1.9mil)

• Trash Liner 60-gal 43 x 47 (1.7mil)

• Urinal Mat

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid.

Substitutions are allowed. Detail alternate manufacturer, brand, item number and quoted amount on pricing sheet, use additional sheets if necessary.

5. PRICING

Prices shall be stated in units of quantity specified in the bid document, Appendix A. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

6. QUANTITIES

All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township reserves the right to make future purchases at the unit price submitted for all Township departments.

7. DELIVERY

Deliveries can be made during business hours of 8:00am – 4:30pm. Locations may vary between township properties.

8. TAXES, TERMS AND CONDITIONS

The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal

Property Tax. The Township’s tax I.D. number is 38-6006891.

9. AWARD

The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter

Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent.

10. WITHDRAWALS OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.

11. DEFAULT CONDITIONS

In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions.

12. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

13. BONDING

Bonding is not required for this contract.

14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)

• Worker’s Compensations and Related Coverages o State: Statutory o Applicable (e.g. Longshoreman’s): Statutory o Employer’s Liability

Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee

• Contractor’s General Liability o General Aggregate: $1,000,000 o Products – Completed Operations Aggregate: $1,000,000 o Personal and Advertising Injury: $1,000,000 o Each Occurrence (Bodily Injury and Property Damage): $1,000,000 o Property Damage liability insurance will provide Explosion, Collapse, and Underground coverages where applicable o Excess or Umbrella Liability:

General Aggregate: $2,000,000 | Each Occurrence: $2,000,000 o Fire Damage: $50,000 | Medical Payments: $5,000

• Automobile Liability o Combined Single Limit: $1,000,000

• Contractual Liability o Bodily Injury:

Each Accident: $1,000,000 | Annual Aggregate: $1,000,000 o Property Damage

Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

• Owner’s and Contractor’s Protective Liability Insurance Policy shall include as additional insured all persons/entities listed below o Charter Township of Chesterfield

• Owner’s and Contractor’s Protective Liability o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000 o Combined Single Limit: $1,000,000

15. GENERAL INFORMATION

All invoices shall be sent to: accountspayable@chesterfieldtwp.org

Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047

16. FIRM PRICE GUARANTEE

Per item price will be set for at least a 12-month period, unless mutually agreed upon by all parties.

Indicate price increase, if any, for second 12-month period on pricing sheet.

17. WARRANTY

Please state your warranty:

18. REFERENCES (Provide three)

Company Contact Person Phone #

1.

2.

3.

19. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice, to terminate this contract. Bidder shall provide Township with (90) days written notice of their intention to terminate contract.

20. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the Charter Township of Chesterfield in accordance with the contract documents.

NAME OF BIDDER

BUSINESS ADDRESS OF BIDDER

BUSINESS TELEPHONE NUMBER OF BIDDER

AUTHORIZED SIGNATURE

TITLE OF SIGNER

DATE OF SIGNATURE

EMAIL

Internal Use:

_____ Warranty filled out (#17) Initial

________ References listed (#18) Initial

________ Approval Acceptance and Specifications Completed (#20) Initial

________ Appendix A: Bid Sheet is complete and attached Initial