RFP-2025-FO-109 Bid Docs.pdf

CHESTERFIELD TOWNSHIP

JANITORIAL SERVICES

3 YEAR CONTRACT

Bid Number: RFP-2025-FO-109

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 SERVICES

3 YEAR CONTRACT

Bid Number: RFP-2025-FO-109

OVERVIEW

The Charter Township of Chesterfield is soliciting qualified bids for Janitorial Services at:

• Municipal Office: 47275 Sugarbush Road, Chesterfield Township, MI 48047

• Department of Public Works: 52216 Sierra Drive, Chesterfield Township, MI 48047

The Contractor shall perform work in accordance with all stated intents, specifications and stipulations contained or referenced herein. Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties and fully understand the conditions that may affect the work proposed. Failure to inspect the sites in no way relieves the successful contractor from the necessity of furnishing materials or performing any labor necessary for the satisfactory completion of the work.

MANDATORY, PRE-BID, WALK THROUGH REQUIRED on Thursday September 18, 2025, beginning

10:00am at 47275 Sugarbush Road, then traveling to 52216 Sierra Drive.

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 10:00 a.m. local time Tuesday September

30, 2025. The bids will be publicly opened and read aloud immediately following the 10:00 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 SERVICES. Bids must be sealed when submitted. All amounts must be entered into the format on ‘Attachment B’. 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), further defined in

Appendixes A1 and A2, referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The Township reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

a. In Scope

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the janitorial services as described in the specifications.

The required objective is to maintain the facilities in such a manner that the locations provide a clean, healthy, and safe work environment for occupants and visitors:

Waste-receptacles (including ash-receptacles)

Rubbish / Waste removal (to dumpster sites)

Floors, sweep, wash and vacuum

Air-vents / Registers

Entrance / Lobby

Restrooms

Staff Offices / Work-Stations

Conference areas / Meeting rooms / Multipurpose rooms

Furniture (including tables, cabinets, work-surfaces, upholstery, etc.)

Lighting fixtures

b. Out-Of-Scope

The following tasks are considered out-of-scope and would require an approved change order to complete (unless otherwise stated as a requirement on the Location Specification Sheet:

Performance of non-janitorial tasks or tasks not specified in the Scope of Work

Grounds maintenance (including landscaping, such as lawn mowing, etc.)

Chemical, Hazardous, or Medical Rubbish / Waste removal

Pest Control

Shampoo or Steam Clean Carpets

Strip, Seal, and Wax Floors

Tile Grout Cleaning, deep cleaning (above normal washing)

Window Washing, interior and exterior (unless specified in scope)

Snow Removal

Electrical maintenance (including changing light-bulbs, etc.)

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms, 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.

5. PRICING

Prices shall be stated in units of quantity specified in the bid document, Appendix B. 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.

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. CONTRACT & CHANGE ORDERS

Once the Contract is awarded, the prices offered by the successful bidder shall remain firm for the duration of the contract. No different or additional items will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract.

All change orders to the contract will be in writing and at the discretion and approval of the Township.

No change order will be binding unless signed by an authorized representative of the Township and

Bidder.

12. 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.

13. 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.

14. BONDING

Bonding is not required for this contract.

15. 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

16. GENERAL INFORMATION

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

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

Invoices shall be submitted monthly for services rendered the prior month. Payment requests for services in advance are not authorized.

17. SERVICE DATES AND TIMES

Service dates, unless otherwise specified and agreed to will be Monday – Friday, between 4:00pm and

3:00am. Excluding Weekends and (16) Holidays: New Year’s Day, Martin Luther King Day, Presidents

Day, Good Friday, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veterans Day, Thanksgiving and day after, Christmas Eve, Christmas Day and day after, New Year’s Eve.

Bidder agrees to provide the names of any employee who may be doing work inside any of the three locations, and agree to a background check on any employee PRIOR to them conducting work in any

Township location. Bidder also agrees that, if at any time an employee leaves the company or a new employee is hired, they will also notify the Township.

18. FIRM PRICE GUARANTEE

Price will cover the cost of the outlined scope of work and will not be subject to increase.

19. WARRANTY

Please state your warranty:

20. REFERENCES (Provide three)

Company Contact Person Phone #

1.

2.

3.

21. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice to Bidder, to terminate this contract. Bidder must provide (90) days written notice to Township of intent to terminate contract and shall perform all services within that timeframe.

22. VENDOR QUESTIONNAIRE

Bidder must complete and submit Appendix C Vendor Questionnaire with Bid.

23. 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 (#19) Initial

________ References listed (#20) Initial

________ Approval Acceptance and Specifications Completed (#23) Initial

________ Appendix B: Bid Sheet is complete and attached Initial

________ Appendix C: Vendor Questionnaire is complete and attached Initial