RFP 2026-0032-183 - Janitorial Services.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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RFP # 2026-0032-183

Subject: Janitorial Services

Due: September 4, 2026 at 2:00 PM Central

Proposals Submitted Electronically on BidNet Direct

Or delivered sealed to:

City of Cedar Park

Finance Department

450 Cypress Creek Road, Bldg. 2

Cedar Park, Texas 78613

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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City of Cedar Park

450 Cypress Creek Rd. Bldg. 1

Cedar Park Texas 78613

Table of Contents

1. PROPOSER’S CHECKLIST

2. STANDARD TERMS AND CONDITIONS

3. SPECIAL CONDITIONS

3.1 Insurance

3.2 Damage Provision

3.3 Proposal Terms

3.4 Evaluation Criteria

3.5 Performance and Payment Bonds

3.6 Limit Award

4. GENERAL SCOPE OF WORK & CONTRACT PERFORMANCE REQUIREMENTS

5. PRICING

6. DEMONSTRATION OF EXPERIENCE

7. LIST OF MACHINERY AND EQUIPMENT

8. VENDOR PROFILE

9. PROPOSAL RESPONSE FORM

10. REFERENCES

11. DEVIATION OR COMPLIANCE FORM

12. RELEASE AND INDEMNIFICATION

13. NON-COLLUSION ACKNOWLEDGEMENT

14. SUSPENSION OR DEBARMENT CERTIFICATE

15. COOPERATIVE PURCHASING

16. CONFLICT OF INTEREST AND QUESTIONNAIRE

17. DISCLOSURE OF INTERESTED PARTIES

18. W-9 FORM

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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1. PROPOSER’S CHECKLIST

☐ Provided Pricing structure if applicable.

☐ Demonstration of Experience form filled in.

☐ List of Machinery and Equipment form filled in, if applicable.

☐ Vendor Profile form filled in.

☐ Proposal Response Form **IMPORTANT** Failure to sign and return this form may result in immediate disqualification.

☐ References provided.

☐ Deviation or Compliance form filled in.

☐ Release and Indemnification form filled and signed.

☐ Non-Collusion Acknowledgement form filled and signed.

☐ Suspension or Debarment Certificate filled and signed.

☐ Cooperative Purchasing form filled and signed.

☐ Access latest Conflict of Interest Questionnaire here. Please fill out and return with submission. If no conflicts exist, write N/A on the “Name of Officer” line.

☐ Access latest W-9 form here. Please fill out and return with your submission.

Important Notes:

Question deadline is August 21, 2026 at 5:00 PM. Any questions submitted after this time will not be answered.

Questions should be submitted in writing via email to Eric Aiello at eric.aiello@cedarparktexas.gov AND to Amy Nutt at amy.nutt@cedarparktexas.gov.

Persons signing subsequent sections of the Proposal shall have the authority to sign the Proposal on

Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this

Proposal.

If the City’s desired pricing format is NOT included in section 5 of this RFP, vendor may submit their own pricing page in addition to signing Section 5 of our RFP.

Please note that a mandatory on-site pre-bid meeting will be held on August

19th, 2026 at 9:30 AM at the Cedar Park Public Library. Attendance at this meeting will be required in order for your proposal to be considered. Please refer to section 4.3 for more details.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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This is a Request for Proposal

Date Issued: August 5, 2026

Subject: Janitorial Services RFP. No.: 2026-0032-183

Due Date:

September 4, 2026

Time Due:

2:00 PM Central

Tentative Award Date:

November 2026

2. STANDARD TERMS AND CONDITIONS

2.1 General Description of Work - The City of Cedar Park is soliciting proposals from experienced and qualified janitorial services contractors to provide custodial services at the City of Cedar

Park (“City”) facilities. It is the intent of the City to award a single contract pursuant to this RFP, but the City reserves the right to award multiple contracts if determined to be the best value to the City.

2.2 This Request for Proposal (“RFP”) shall be on file in the City of Cedar Park Finance Department, from 8:00 a.m. until 5:00 p.m., Monday through Friday, and available to interested individuals and entities (“Proposers”) from the date issued until the due date and time.

2.3 All general information questions should be directly emailed to Eric Aiello at eric.aiello@cedarparktexas.gov AND to Amy Nutt at amy.nutt@cedarparktexas.gov.

2.4 Proposers are expected to examine all documents that make up this RFP. Proposers shall promptly notify the City of any omission, ambiguity, inconsistency, or error that they may discover upon examination of the RFP. The City assumes no responsibility for errors or misrepresentations that result from the use of incomplete proposals. READ THIS RFP

FULLY AND CAREFULLY. PROPOSALS SHALL BE COMPLETE UPON

SUBMISSION, INCLUDING ALL FORMS AND ATTACHMENTS REQUIRED

HEREIN. FAILURE TO STRICTLY COMPLY WITH THESE STATED TERMS OF

SUBMISSION MAY RESULT IN REJECTION OF THE PROPOSAL.

2.5 All responses to this RFP shall be submitted on the attached response forms. Proposals must be received at City of Cedar Park Finance Department at or before 2:00 PM Central on September 4, 2026. Each Proposal must be properly identified with the subject title and date and time due.

The City strongly prefers electronic submission of proposals through the Texas BidNet Direct website. However, the City will also accept on-time hard copy submissions delivered to the

Finance Department located at 450 Cypress Creek Rd. Bldg 2, Cedar Park, TX 78613.

FAXED, OR E-MAILED PROPOSALS AND/OR LATE SUBMISSIONS WILL NOT BE

ACCEPTED.

2.6 Hard copy submissions must be sealed and delivered to the Finance Department by the due date and time. Late submissions will be returned to Proposer unopened. Hard copy submissions must include: one (1) original, one (1) copy, and one (1) USB flash drive containing an electronic copy of the submission.

2.7 All Proposals shall be addressed as shown below:

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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Request for Proposal: Janitorial Services

Reference Number: 2026-0032-183

Due Date and Time: September 4, 2026 at 2:00 PM Central

2.8 During the pendency of this RFP, Proposer shall not contact any City staff except those designated herein this RFP or subsequent addendums or correspondence. Any questions or concerns should be addressed in writing to Eric Aiello at eric.aiello@cedarparktexas.gov AND Amy Nutt at amy.nutt@cedarparktexas.gov at least 14 days prior to the due date of September 4, 2026. Please reference the above-designated RFP number and the line number being referenced. Non-compliance with this provision may result in rejection of the Proposal. No phone calls related to

RFP will be accepted.

2.9 Any material information provided one Proposer concerning this RFP shall be provided to all

Proposers via the Texas BidNet Direct website. An addendum will be issued if necessary.

Proposers that have not registered with Texas BidNet Direct will be responsible for checking for new information or addendums on the website.

2.10 All information required of the proposer, unless otherwise specified, must be completed on the forms provided by the City. Failure to sign the Proposal Response Form will disqualify Proposer.

Persons signing the Proposal shall have the authority to sign the Proposal on Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this Proposal.

2.11 Each and every deviation from the terms, conditions, specifications, or performance requirements of this RFP shall be listed on the Deviation Form upon submission of your Proposal. Listing of deviations is an integral and required part of your Proposal. Any deviations not listed on the

Deviation Form upon submission of your Proposal will not become part of the contract awarded by the City pursuant to this RFP.

2.12 Proposals will be opened on September 4, 2026 at 2:00 PM Central at the City of Cedar Park

Finance Department. Proposals cannot be altered or amended after the deadline. Alterations made before opening must be signed by the Proposer or Proposer’s agent. No Proposal may be withdrawn after the date and time of opening without approval of the Purchasing Manager.

2.13 The City, in its sole discretion, may negotiate changes to any submitted Proposal, including price, after submitted Proposals have been opened.

2.14 The City reserves the right to accept and/or reject any and all submitted Proposals or any part thereof, waive immaterial errors, and award the contract that represents the best value to the City.

2.15 The City shall be sole interpreter of the terms, conditions, specifications, and performance requirements of this RFP.

2.16 In case of a discrepancy between the unit price and the extended total for an item, the figure that is most advantageous to the City will apply. An opened Proposal may not be changed to correct any error by the Proposer or Proposer’s agent.

2.17 It is not the policy of the City to award a contract on the basis of price alone. The City reserves the right to award the contract to the Proposer with the Proposal that is determined to be the most

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.18 If, at any time, the successful Proposer fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this RFP, or any contract awarded and entered pursuant thereto, the City reserves the right to:

2.17.1 Purchase Janitorial Services on the open market and charge Proposer the difference between its contract price and new contractor’s price;

2.17.2 Deduct charges from the successful Proposer the difference between its contract price and new contractor’s price;

2.17.3 Terminate any awarded contract without penalty on the City, by furnishing written notice of termination to Proposer, and select another Proposer and award a contract to its

Proposer pursuant to the terms thereof.

2.19 At the City’s sole discretion and convenience, the City may terminate any awarded contract without regard to cause without penalty, and pay for the authorized services provided to the date of termination.

2.20 If it is determined that any benefit to secure favorable treatment was offered, elicited, or provided by Proposer or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, to any officer or employee of the City, Proposer will be disqualified from consideration and/or the awarded contract will be terminated.

2.21 All goods, raw materials, and products provided pursuant to the awarded contract must be new and not used, shop worn, or reconditioned.

2.22 All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

2.23 Once a Proposal has been selected, items or processes may be substituted only by furnishing an equal or superior quality and/or grade product or process than originally specified at no additional cost to the City. Any such substitution shall be pre-approved by the City, and the acceptance of any such substitution shall be in the City’s sole discretion.

2.24 Any contract awarded pursuant to this RFP is only assignable, upon written consent of both parties, which consent shall not be unreasonably withheld.

2.25 The City is tax exempt under Tax Code, Subtitle E. SALES, EXCISE, AND USE TAXES, CHAPTER 151, section 151.309, as amended.

2.26 Invoices for partial payment must be approved in advance by the Purchasing Manager.

2.27 Proposer shall include a Material Safety Data Sheet (MSDS), if applicable.

2.28 Undisputed payments will be submitted to Proposer within thirty (30) days from receipt of original invoice.

2.29 Any contract awarded pursuant to this RFP shall be governed by the Uniform Commercial Code, if applicable. Wherever the “Uniform Commercial Code” is used, it shall be construed as meaning

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.30 Trade secrets and confidential information contained in a proposal are subject to the Texas Public

Information Act. Pricing is not confidential information. Proposers who include information in a

Proposal that is legally protected as a trade secret or confidential information must clearly indicate the specific protected information by highlighting that information and marking it “Trade Secret” or “Confidential” at the appropriate place. The City will not be responsible for any public disclosure of the trade secret or confidential information if it is not marked as provided above. An awarded Proposal in its entirety is not confidential. If a request is made under the Texas Public

Information Act to inspect information designated as trade secret or confidential in a Proposal, Proposer shall, upon notification by the City, immediately furnish sufficient written reasoning as to why the information should be protected from disclosure in a timely manner to the Texas

Attorney General for final determination at the address below:

Office of the Attorney General

Open Records Division

P.O. Box 12548

Austin, TX 78711

Fax 512-463-2092

2.31 The obligations of the parties under a contract awarded through this RFP are primarily performable in Williamson County, Texas. Exclusive venue shall be Williamson County, Texas, and any contract awarded under this RFP shall be governed by the laws of the State of Texas.

2.32 The City may, at its option, offset any amounts due and payable under a contract awarded under this RFP against any debt (including taxes) lawfully due to the City from the successful Proposer, regardless of whether the amount due arises pursuant to the terms of the contract or otherwise, and regardless of whether or not the debt due to the City has been reduced to judgment by a court.

2.33 No member of the City Council or any City employee shall have any financial interests in the profits of any contract, service or other work performed by the Proposer(s) or personally profit directly or indirectly from any contract, purchase, sale or service between the City and any person or company.

2.34 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ISRAEL: Proposer verifies that it does not Boycott Israel and agrees that during the term of this Agreement will not Boycott

Israel as that term is defined in Texas Government Code Section 808.001/2270.001, as amended.

By signing a Proposal, the Proposer certifies that it does not boycott Israel and will not boycott

Israel during the term of this contract.

2.35 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT FIREARMS AND

AMMUNITION INDUSTRIES: Senate Bill 19, Effective September 1, 2021, amended Subtitle

F, Title 10 of the Texas Government Code to add Chapter 2274 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates against the firearms and ammunition industries. By signing below, Proposer certifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.36 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ENERGY COMPANIES:

Senate Bill 13, effective September 1, 2022, amended Subtitle F, Title 10 of the Texas Government

Code to add Section 2274.002 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates against energy companies. By signing a Proposal, the Proposer certifies that it does not boycott energy companies and will not boycott energy companies during the term of this contract.

2.37 The awarded contract is subject to the appropriation of funds by the City Council in the City’s budget adopted for any fiscal year for the specific purpose of making payments pursuant to the awarded contract for that fiscal year. The obligation of the City pursuant to the awarded contract in any fiscal year for which the awarded contract is in effect shall constitute a current expense of the City for that fiscal year only, and shall not constitute an indebtedness of the City of any monies other than those lawfully appropriated in any fiscal year. In the event of non-appropriation of funds in any fiscal year to make payments pursuant to the awarded contract, the awarded contract may be terminated.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3. SPECIAL CONDITIONS

3.1 Insurance

The successful Proposer shall procure and maintain in force during the terms of any contract awarded pursuant to this RFP, at its own cost, the following minimum insurance coverage:

A. Workers’ Compensation and Employer’s Liability:

a. State of Texas: $1,000,000 Each Accident

b. Employer’s Liability: $100,000 Each Accident

$500,000 Disease-Policy Limit

$100,000 Disease-Each Employee

c. Waiver of Subrogation

B. Commercial General Liability:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Personal and Advertising Injury Limit: $500,000

c. Each Occurrence Limit: $1,000,000

The policy shall be on an Occurrence Form and include the following coverage: Premises Operations;

Personal and Advertising Injury; Medical Payments; Liability assumed under an Insured Contract;

Independent Contractors; and Broad Form Property Damage. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001.

C. Commercial Automobile Liability Limits:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Medical Payments: $5,000 Per Person

c. Uninsured/Underinsured Motorist: $100,000

Prior to the execution of any awarded contract by the City, the successful Proposer shall forward

Certificates of Insurance to the Purchasing Manager. The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. Certificate Holder shall be the City of Cedar Park at 450 Cypress Creek Rd., Cedar Park, Texas 78613.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.2 Damage Provision

If in performance pursuant to an awarded contract, successful Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, damages the City’s real or personal property, Proposer shall compensate the City for the cost of repair or replacement, whichever the City determines is appropriate under the circumstances. In such event, the City will provide to successful

Proposer an invoice stating the actual cost of repairing or replacing the damaged property. Successful

Proposer shall provide payment of the invoiced amount within thirty (30) days of its receipt of said invoice. Should successful Proposer refuse to compensate the City for the damage incurred, said invoiced amount shall be withheld from the amount payable to successful Proposer for services rendered pursuant to the awarded contract. This provision does not waive or diminish the City’s right to pursue any and all legal remedies to collect for damages caused by Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent.

3.3 Proposal Terms

By signing and submitting a Proposal, Proposer agrees:

3.3.1 To hold this Proposal open for one hundred twenty (120) days after the Due Date for review of the Proposal.

3.3.2 That orders will be delivered, “F.O.B. Destination, Inside Delivery” within the time specified in the Proposal after receipt of order by fax, in-person, or by mail.

3.3.3 To furnish goods and services in strict compliance with the terms, conditions, specifications, and performance requirements of this RFP.

3.3.4 That payment(s) will only be made from an original invoice, not from any statement, and invoices for payment shall be submitted via e-mail to accounts.payable@cedarparktexas.gov or via mail, courier, or personal delivery to:

City of Cedar Park

Attn: Accounts Payable

450 Cypress Creek Rd. Bldg. 1

Cedar Park, Texas 78613

3.3.5 Invoices shall not include Federal Excise, State, or City sales taxes, as the City shall furnish a tax exemption certificate.

3.3.6 The City shall notify the successful Proposer of any contested invoice(s) in writing, and the City and successful Proposer shall mutually resolve such disputed invoice(s) within sixty (60) days of successful Proposer’s receipt of said notice of dispute.

3.3.7 The term of contract shall be for one year, beginning on the date of execution of the contract, and shall automatically renew for up to four (4) additional one (1) year periods.

mailto:accounts.payable@cedarparktexas.gov

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.4 Evaluation Criteria

To determine the Proposer that offers the best value to the City, proposal responses will be graded on the following criteria:

Evaluation Criteria Points Description

Proposer’s

Qualifications and

Experience

Experience with facilities of similar size and complexity;

municipal/public facilities; demonstrated contract history;

organizational capacity.

Service Delivery Plan and Proposer’s Overall

Ability to Perform

The quality, completeness, and feasibility of the Proposer’s approach to performing the required services, including proposed staffing levels and labor hours, supervision, contract management, employee training and screening, communication and complaint resolution, contract transition plan, and overall ability to provide consistent services throughout the contract.

Price 35

The reasonableness and competitiveness of the Proposer’s pricing, based on the total evaluated cost calculated using routine monthly services and the City’s estimated quantities for specialized or as-needed services. The lowest price will not necessarily receive the award.

3.5 Performance and Payment Bonds

Texas Local Government Code Chapter 252, as amended, provides that for any contract for the construction of public works, a proposer must execute a bond that is: (a) in the full amount of the contract price, and (b) conditioned that the contractor will faithfully perform the contract; and (c) executed, in accordance with Texas Government Code Ch. 2253, as amended, by a surety company authorized to do business in the state.

Texas Government Code Ch. 2253, as amended, provides that a payment bond is required if the public works construction contract is in excess of $25,000 and is to be made for the full amount of the contract. A performance bond is required if the contract is in excess of $100,000 and is to be made for the full amount of the contract.

The bonds are to be executed and delivered to the City prior to being recommended for award of the

Contract. The bonds must be executed by a corporate surety or sureties authorized to do business in the state of Texas. For unit price contracts, the total contract price shall be estimated and calculated by multiplying the estimated quantities to the Proposer’s unit proposal price.

If the public works contract is less than $100,000, the performance bond will not be required as long as the contract provides that payment is not due until the work is completed and accepted by the City.

3.6 Limit Award

The City’s intent is to award a contract for all work described in the Request for Proposals to one proposer. The City reserves the right to award multiple contracts for portions of this work to others, based on the proposals submitted, if it represents the best value to the City of Cedar Park.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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Alternatively, the City may, at its option, award by line item as opposed to awarding the entire proposal to the same vendor.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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4. GENERAL SCOPE OF WORK & CONTRACT

PERFORMANCE REQUIREMENTS

4.1 Introduction

The City of Cedar Park is soliciting proposals from experienced and qualified janitorial services contractors to provide custodial services at the City of Cedar Park (“City”) facilities. It is the intent of the City to award a single contract pursuant to this RFP, but the City reserves the right to award multiple contracts if determined to be the best value to the City.

Proposers shall provide janitorial services in accordance with the requirements of this RFP and the cleaning tasks, frequencies, facility-specific requirements, and performance standards set forth in the included attachments, including Attachment 1 – City Facilities, Attachment 2 –

Janitorial Requirements, Attachment 3 – Price Sheet, and Attachment 4 – Service

Deficiency Deduction Schedule. The attachments are incorporated into and made part of the resulting contract.

Proposals shall include all labor, supervision, appropriate equipment, necessary materials, and all necessary items/materials not specifically provided by the City to clean and maintain all included areas of the City facilities listed herein. These areas include general office space, restrooms, lobbies, hallways, meeting rooms, and other institutional office spaces in accordance with facilities outlined in this RFP.

4.2 Documents to be Submitted with Proposal

Proposers should submit all of the following along with their submission. These documents will be critical in the City’s evaluation of your proposal.

• A detailed transition plan with roles and responsibilities for all parties involved outlined along with a timeline of activities.

• An organizational chart showing responsibilities of the positions listed.

• A detailed description of how Proposer trains staff, including details about safety training.

• A technical plan for each facility, including day-to-day staffing and supervision.

This should include:

o List all on-site managers for each facility.

o Staffing plan for each facility.

4.3 Mandatory Pre-Proposal Meeting and Tour

A mandatory pre-proposal meeting and facility tour will be held on August 19, 2026 at 9:30 AM beginning at the Cedar Park Public Library located at 425 S Parkwest Dr. Attendance is required for any vendor wishing to submit a proposal. The purpose of the meeting and tour is to allow prospective vendors to review the facilities, observe existing conditions, ask questions regarding the scope of services, and become familiar with site-specific requirements. Vendors are responsible for inspecting all conditions that may affect pricing or performance.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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City representatives from Facilities and Purchasing will hold a brief introduction lasting approximately 30 minutes at the Cedar Park Public Library. The meeting will be held in the

Youth Events room. The City will distribute an agenda with a list of facilities and their locations that we will tour. Prospective vendors will be responsible for their own transportation during the tour.

Failure to attend the mandatory meeting and facility tour will result in the Proposer’s proposal being deemed non-responsive and rejected by the City.

Any verbal statements made during the meeting or tour shall not modify the RFP unless confirmed in a written addendum issued by the City.

4.4 Estimated Schedule of RFP and Contract Award

Event Projected Date

RFP Posted 8/5/2026

Required on-site pre-bid meeting and City tour 8/19/2026

Questions due 8/21/2026

Q&A Addendum posted 8/25/2026

RFP Due Date 9/4/2026

Evaluation Period, including potential interviews 9/7/2026 through 10/20/2026

Targeted Council Date 11/5/2026

Contract Start 2/1/2027

4.5 Supervision

Successful Proposer (hereinafter referred to as “Contractor”) shall designate in writing one qualified account manager who will serve as the Contractor’s primary representative and point of contact for all services performed under the contract. The account manager shall be responsible for the Contractor’s overall performance, coordination of on-site supervision, and resolution of performance issues. The Contractor may designate additional on-site supervisors for individual facilities and supervision of nightly work.

The Contractor shall provide employee supervision during all cleaning hours to ensure that cleaning tasks are performed to the standards set forth herein. Contractor shall provide the City with the account manager’s and all on-site supervisors’ cell phone numbers to be used in the event of performance issues or other problems during the work shift, and on-site supervisors must respond to a call within one (1) hour. On-site supervisors must be able to read, write, and speak

English. Contractor shall provide all supervisions as may be necessary to oversee its personnel.

The Contractor’s on-site supervisors shall be qualified and trained individuals who are designated in writing as the Contractor’s full-time representatives at the respective sites. A custodial attendant shall not be identified as the supervisor of their own work. At the conclusion of each service, the assigned on-site supervisor shall inspect the facility for completion and performance quality of the required services.

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Contractor shall exercise all supervisory control and general control over all day-to-day operations of their employees, including control over all workers and their job responsibilities.

The Contractor shall also be responsible for the payment of all wages to employees, taxes, fringe benefits, pension benefits, medical benefits, life insurance, unemployment compensation, vacation leave, sick leave, or the like. The Contractor shall be responsible for hiring and disciplining their employees, including termination of employment.

4.6 Communication

Communication related to any unusual events or departures from the work as outlined in this document and resulting contract should be reported to the City Facilities Supervisor and/or

Facilities Superintendent via email or cell phone as soon as possible within 24 hours of occurrence. This may include, but is not limited to, leaks or other plumbing problems, defective lighting, doors not properly secured, depleted paper goods or other cleaning supplies provided by the City, any observed maintenance issues, or any other unusual circumstances that might affect the security, maintenance, or effectiveness of the facility.

The City will provide the name, title, email address, and cell phone number for the appropriate

Facilities contact(s) upon execution of the contract and may update such contact information in writing during the term of the agreement.

4.7 Emergencies

Any and all emergency building maintenance issues, trespassing concerns, or any other emergencies shall be reported to Police Dispatch at 911.

4.8 Key & Badge Control

The Contractor shall establish and implement methods to ensure that all keys, security badges, and security codes issued to the Contractor are not lost, misplaced, and are not used by unauthorized persons. Contractor shall not duplicate any keys issued by the City. The Contractor shall promptly report lost keys and badges to the Facilities contact(s). The City may require the

Contractor to replace, re-key, or reimburse the City for the replacement of locks or re-keying as a result of the Contractor’s negligence of security and key control.

In the event that a master key is lost or duplicated by the Contractor or Contractor’s

Representative without explicit written authorization from the City, all locks and keys for that system shall be replaced by the City and the total cost deducted in-full from the Contractor’s monthly payment(s).

Keys and badges may not be used to unlock doors or enter facilities outside of authorized cleaning hours.

4.9 Security

Contractor shall be responsible for ensuring that all exterior doors are locked and secured after entering, while completing services in any City facility, and after exiting. Contractor shall not allow access to any person unless such person is an authorized employee of the Contractor, has been assigned to perform work under this contract, and has a legitimate business purpose for

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

- 16 -being in the facility. Children, family members, friends, or other unauthorized persons shall not be permitted inside City facilities at any time.

Contractor shall secure interior doors as instructed or requested by the City and shall turn off lights in unoccupied areas when cleaning is completed, unless otherwise directed by the City.

Contractor employees shall not enter, remain in, or occupy any area of a City facility unless they are actively performing assigned work in that area or are otherwise authorized by the City.

4.10 Background Checks and Employee Clearance

Before assigning personnel to a City facility, the Contractor shall conduct a criminal background screening appropriate to the individual’s assigned duties and anticipated access. At minimum, the screening shall include identity verification, search of relevant federal, state, and local criminal records, and a search of applicable sex-offender registries. The Contractor shall not assign an individual when the screening identifies a conviction or other conduct that, considering the nature and seriousness of the conduct, the time elapsed, and the individual’s assigned duties and access, presents an unreasonable risk to City staff, visitors, property, information, or operations. Relevant conduct may include offenses involving theft, burglary, fraud, violence, sexual misconduct, arson, property damage, or unauthorized access to computer systems or confidential information.

The City reserves the right, in its sole discretion, to deny access to any individual, require removal of any individual from City property, or prohibit any individual from performing work under the contract. Contractor shall be responsible for all costs associated with background checks, screenings, or other clearance requirements unless otherwise stated by the City.

Contractor shall provide an updated list of assigned personnel upon request and shall promptly notify the City of any staffing changes. Additional or more restrictive access requirements, including an FBI-CJIS background check, may apply to secure or sensitive facilities, including but not limited to Police, Municipal Court, Public Safety Training Center, Fire Administration

Building, information technology areas, records areas, utility facilities, or other restricted locations.

4.11 Subcontractors

Contractor shall not subcontract, assign, or otherwise delegate any portion of the services without the prior written approval of the City. If the City approves the use of a subcontractor, Contractor shall remain fully responsible for the acts, omissions, performance, supervision, safety, security, conduct, and compliance of all subcontractors and subcontractor personnel. Any approved subcontractor shall be subject to the same contract requirements applicable to Contractor, including but not limited to insurance, background screening, City access requirements, identification badges, training, supervision, chemical and equipment requirements, service standards, reporting obligations, and security procedures. The City reserves the right to reject or require removal of any subcontractor or subcontractor personnel at any time. Approval of a subcontractor shall not relieve Contractor of any obligation, liability, or responsibility under the contract.

4.12 Staff Roster, Work Schedule, and Attendance Verification

Prior to commencement of services, Contractor shall provide the City with a complete staff roster identifying all personnel assigned to perform work at City facilities, including each employee’s

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

- 17 -name, assigned facility or facilities, supervisor, typical work schedule, and role. Contractor shall provide updated rosters whenever staffing changes occur and upon request by the City.

Contractor shall also provide a service schedule for each facility identifying regular service days, anticipated service hours, assigned staffing levels, supervision, and scheduled weekly, monthly, quarterly, annual, or other non-daily tasks. Contractor shall maintain accurate check-in/check-out records, attendance logs, supervisor inspection records, or other documentation acceptable to the

City to verify that required personnel were present and required services were performed. Such records shall be made available to the City upon request. Failure to provide required staffing, maintain accurate records, or verify completion of scheduled services may be treated as a service deficiency and may result in corrective action, invoice deductions, service credits, or other remedies available under the contract.

4.13 Damage Prevention and Reporting

Contractor shall exercise reasonable care at all times to avoid damage to City property, employee property, furniture, fixtures, equipment, walls, doors, flooring, baseboards, windows, artwork, signage, personal items, and other items located within City facilities. Contractor shall ensure that its employees use appropriate cleaning methods, equipment, chemicals, and work practices to prevent scratches, dents, stains, breakage, excessive wear, or other damage.

Contractor employees shall use caution when moving, cleaning around, or working near desks, chairs, tables, filing cabinets, office equipment, wall-mounted items, picture frames, chair arms, personal belongings, and other movable or stationary property. Furniture, trash receptacles, carts, cleaning equipment, and other items shall not be pushed, dragged, or placed in a manner that may damage walls, doors, floors, baseboards, furniture, or personal items. Any items moved by

Contractor in the performance of services shall be returned to their original location unless otherwise directed by the City.

Contractor shall not move, handle, open, rearrange, or disturb papers, files, electronic equipment, personal belongings, or other items on desks, workstations, counters, shelves, or other surfaces unless such action is necessary to perform the contracted services and has been authorized by the

City. Contractor shall not use City equipment, telephones, computers, appliances, furniture, or other property for any purpose not directly related to the performance of the services.

Any damage caused or discovered by Contractor or its employees shall be reported to the City’s designated contact as soon as possible, but no later than twenty-four (24) hours after discovery or occurrence. Damage affecting security, safety, building systems, water intrusion, electrical systems, access control, or continued operation of a facility shall be reported immediately.

Contractor shall be responsible for any damage to City property, employee property, or third-party property caused by the acts, omissions, negligence, misuse, or failure to exercise reasonable care by Contractor, its employees, agents, or subcontractors. At the City’s discretion, Contractor may be required to repair, replace, reimburse, or otherwise make the City whole for such damage.

Repairs or replacements shall be completed in a manner acceptable to the City and at no additional cost to the City.

4.14 Consumable Inventory

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Contractor shall be responsible for providing all cleaning chemicals and equipment necessary to perform the work detailed herein. The City shall be responsible for providing all paper goods and consumable products for City facilities, including paper towels, toilet paper, hand soap, air fresheners, trash can liners, and any other required consumable supplies. Contractor shall perform inventory of consumable supplies in all areas monthly. Inventory shall be submitted to the

Purchasing Department and/or any other contact provided by the City for the replenishment of consumable supplies. Contractor shall take care to not allow for the total depletion of any consumable supplies.

4.15 Cleaning Products, Safety Data Sheets, and Chemical Storage

Contractor shall provide all cleaning chemicals, products, tools, and equipment necessary to perform the services required under this RFP and resulting contract, unless otherwise expressly stated by the City.

Prior to the commencement of services, Contractor shall provide the City with a complete list of all cleaning products and chemicals proposed for use, including current Safety Data Sheets for each product. All chemicals shall be used, labeled, diluted, stored, and disposed of in accordance with manufacturer instructions and all applicable laws, regulations, and safety requirements.

Contractor shall not use any product that is inappropriate for the surface, area, or facility being cleaned, including children’s areas, food preparation areas, fitness areas, rubberized flooring, court flooring, carpet, ceramic tile, concrete, finished floors, or other specialty surfaces.

Contractor shall not change cleaning products or chemicals without prior notice to and approval by the City Facilities Operations Manager or City Facilities Supervisor. All chemical containers, including spray bottles, shall be clearly labeled, and unlabeled containers shall not be permitted in City facilities. Contractor shall ensure that its employees are properly trained in chemical handling, hazard communication, personal protective equipment, and safe cleaning practices.

Chemicals and equipment shall be stored only in locations approved by the City and shall not be stored in public areas, unsecured areas, mechanical/electrical rooms, or other unauthorized spaces. The City reserves the right to prohibit the use of any cleaning product, chemical, tool, or equipment that the City determines to be unsafe, ineffective, damaging to surfaces, or otherwise unsuitable for use in City facilities.

4.16 Service Level Agreement and Performance Standards

Contractor shall perform all services in accordance with the cleaning tasks, frequencies, quality standards, facility-specific requirements, and response times established in this RFP and the resulting contract. The City may inspect services, document deficiencies, and require corrective action at any time. Contractor shall promptly correct any deficiency within the timeframe established by the City based on the nature and severity of the issue. Failure to perform required services, correct deficiencies, maintain adequate staffing, secure facilities, report issues, or otherwise comply with contract requirements may result in written notice, corrective action, service credits, invoice deductions, withholding of payment, termination for default, or any other remedy available to the City. Service credits, invoice deductions, or monetary remedies may be assessed in the City’s sole, reasonable discretion, in accordance with Attachment 4 – Service

Deficiency Deduction Schedule, which does not limit the City’s right to pursue any other remedy available under the contract or applicable law.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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4.17 APPA Service Level References

Any APPA service levels included in Attachment 1 – City Facilities are provided to describe the general level of cleanliness and service expectations for each facility. The APPA level assigned to a facility is intended to supplement, not replace, the specific requirements stated in the RFP and its exhibits. In the event of any conflict between an APPA service level reference and the detailed cleaning requirements provided in Attachment 2 – Janitorial Requirements, the detailed cleaning requirements shall control.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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--FORMS TO BE RETURNED WITH PROPOSAL—

5. PRICING

The undersigned hereby declares: to have carefully examined the contract documents, including all addenda; have a clear understanding of said documents and premises; propose to provide the necessary tools, machinery, apparatus and other means of maintenance; and to furnish all labor, materials and services specified in the contract or called for in the contract documents for the prices as indicated below.

All pricing shall be provided on Attachment 3 – Price Sheet

PRICE INCREASE: Agreement prices for Janitorial Services shall remain firm throughout the first twelve

(12) month period of the Agreement. A price increase to the Agreement may be considered at renewal time each year thereafter and shall be equal to the lesser of: 1) consumer price index for that year, or 2) 5%. And at no time can the total increase be greater than 25% of the original unit price.

CONSUMER PRICE INDEX (CPI): Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index for all Urban Consumers (CPI-U), All Items.

The Price adjustment rate will be determined by comparing the percentage difference between: (a) the six month average unadjusted CPI using the most recent six months of available data at time of request, and

(b) the six month average unadjusted CPI for the same six month period in the preceding year. The percentage difference between (a) and (b) will be the maximum allowable price adjustment rate. Please see the example provided below.

No retroactive Agreement price adjustments will be allowed. CPI data can be found at the Bureau of Labor

Statistics, Consumer Price Index website here: http://www.bls.gov/cpi/

PROCEDURE TO REQUEST INCREASE: Email the written price increase request with the rate detail comparison and comprehensive calculation to the Purchasing Department a minimum of 30 days, but no sooner than 60 days, prior to each renewal period. The detailed written calculation will be verified and confirmed. All written requests for increases must include the City of Cedar Park contract number, solicitation reference information, and contact information for the authorized representative requesting the increase. Price increase requests shall be sent by mail to:

City of Cedar Park

Attn: Purchasing Department

450 Cypress Creek Rd, Bldg 1

Cedar Park, TX 78613 purchasing@cedarparktexas.gov

Upon receipt of the request, the City reserves the right to either accept the escalation and make changes to the Agreement within 30 days of the request, negotiate with the Vendor, or cancel the Agreement if an agreement cannot be reached on the value of the increase.

Example Scenario and Calculation:

http://www.bls.gov/cpi/

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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1. Agreement renewal date of December 1, 2024.

2. Price increase request due by: November 1, 2024.

3. Current period six month average will be calculated using unadjusted CPI data from May –

October 2024.

4. Previous period six month average will be calculated using unadjusted CPI data from May

– October 2023.

5. Current period six month average = 314.758

6. Previous period six month average = 306.236

7. Calculate % difference:

(314.758 - 306.236) / 306.236 x 100 = 2.782

8. Max allowable price increase at renewal is 2.8%

CONTRACT TIME: The proposer agrees, if awarded the Contract, to commence work within ten (10) calendar days after receipt of a notice of award or in accordance with the schedule provided by owner. The term of this agreement shall be for one (1) year, beginning on the date of the execution of the agreement, and shall automatically renew for up to four (4) additional one (1) year periods.

DOCUMENTS: Each proposer by submittal of their RFP response represents and warrants that they are satisfied as to the requirements and provisions of the RFP for this project and the documents describing the scope of work.

Signature: Click or tap here to enter text.

Title: Click or tap here to enter text.

Date: Click or tap to enter a date.

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6. DEMONSTRATION OF EXPERIENCE

Years in business under present business name: Click or tap here to enter text.

Total years of experience in work of the type called for in this contract:

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List in table below the contracts of similar scope and scale to the City’s RFP has your organization completed. List most recent FIRST:

Contract Amount Type of Work Date Completed Owner’s Name & Contact Info

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List in the table below what contracts your organization currently has:

Contract Amount Type of Work…