RFP_2026_13_Town_of_Farragut_Janitorial_Services_Bid_Documents.pdf

PDF 3 MB Posted Aug 26, 2025

Attached to: Town of Farragut Janitorial Services
Solicitation number: 2026-13
Issued by: Knox County, Tennessee

About this file

Written by GovTribe AI · Jan 8, 2026

This Request for Proposals is issued by the Town of Farragut, Tennessee, seeking qualified firms to provide comprehensive janitorial services for municipal facilities. The Town is soliciting proposals for nightly cleaning services across four buildings: Town Hall (23,897 SF), Community Center (16,500 SF), Public Works (1,000 SF), and Campbell Station Inn (2,819 SF, currently under construction). Cleaning frequencies vary by location, with Town Hall, Community Center, and Public Works requiring nightly Monday through Friday service (with some Saturday service at Community Center), while Campbell Station Inn will require service three days per week. Non-mandatory pre-bid meetings are scheduled for September 11, 2025, at each facility location to allow prospective proposers to inspect sites and clarify specifications. Proposals are due September 25, 2025, at 2:00 PM to Town Hall. The evaluation committee will meet October 6, 2025, with intent to award issued October 7, 2025, and Board approval scheduled for October 23, 2025. The contract will run for three years from November 1, 2025, through October 31, 2028, with the potential option to renew for two additional one-year periods.

Proposers must submit pricing for both "with supplies" and "without supplies" options on a separate Proposal Cost Form, with supplies including all labor, equipment, cleaning products, and paper goods, while the without-supplies option covers labor and equipment only. All proposals must be accompanied by a bid bond or certified check equal to five percent of the total bid amount. Proposers must provide proof of insurance coverage meeting minimum requirements, including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), Worker's Compensation ($500,000 per accident), and Professional Liability ($1,000,000). Required certifications and affidavits include drug-free workplace compliance, non-collusion, statement of compliance regarding illegal immigrants, non-boycott of Israel certification, debarment and suspension certification, Byrd Anti-Lobbying Amendment certification, Title VI Assurance, and Equal Employment Opportunity/Affirmative Action Policy Statement. Proposals will be evaluated using an adjective-based scoring system with a maximum of 100 points across categories including Qualifications and Experience (25 points), Company Information (15 points), Scope of Services and Work Plan (20 points), Staffing and Supervision (15 points), Financial Stability and Insurance (15 points), and Pricing (10 points). In case of a tied bid, preference will be given to local companies.

View the file

Other files

File	Type	Posted
ITB_2026-10_Notice_of_Consideration_to_Award.pdf	PDF	Oct 20, 2025
RFP_2026_13_Janitorial_Services_RFP_Tabulation_-_Names_Only.pdf	PDF	Sep 30, 2025
prebid-attendance.pdf	PDF	Sep 13, 2025
RFP_2026_13_Town_of_Farragut_Janitorial_Services_Paper_and_Soap_Dispensor_Pictures.pdf	PDF	Aug 26, 2025

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Town of Farragut

Request for Proposals #2026-13 For

Janitorial Services

All Proposals Must be Submitted To:

Town Hall

11408 Municipal Center Dr, 2nd Floor Farragut, TN 37934

Deadline for Proposal Submissions: Date: September 25th, 2025, Time: 2:00 PM

PLEASE COMPLETE AND SUBMIT THIS FORM WITH YOUR BID

Company Name DBA, If Applicable

Street Address Phone Number

City, State, Zip Code Email Address

FEIN:

Are quotes firm for 120 days? Yes__ No__ Other_____ List of Deviations (if any) attached? Yes__ No__ Other_____

If submitting a “No Proposal” state reason ___________________________________

Authorized Signature Title (Printed)

Name (Printed) Date

RFP #2026-13 Town of Farragut Janitorial Services 1

RFP #2026-13 Janitorial Services

Table of Contents

1. RFP Overview

1.1. Purpose 3

1.2. Background 3

1.3. Procurement Schedule 3

1.4. Bid Documents 4

1.5. Communications 4

1.6. RFP Amendments & Cancellation 5

1.7. Proposal Submittal 5

• Bid Submittal Check List 6

• Bid Envelope Cover 7

1.8. Bid Bond/Guarantee 8

1.9. Post Bid Information 8

2. Project Scope of Work/Special Conditions 9

3. Cleaning Specifications 11

4. Proposal Format

4.1. Submittal Instructions 23

5. Evaluation Procedure

5.1. Selection and Award Process 24

5.2. Scoring 25

6. Proposal Cost Form 27

7. Bid Bond/Bid Guarantee Sample Forms 29

8. Town of Farragut General Terms and Conditions 32

9. Town of Farragut/Federal Governmental Regulation Addenda 39

10. Sample Professional Services Agreement 45

11. Required Forms

11.1. Addenda Acknowledgement & Proposal Certification 50

11.2. Drug-Free Workplace Affidavit 51

11.3. Non-Collusion Affidavit 52

11.4. Statement of Compliance Certificate Illegal Immigrants 53

11.5. Non-Boycott of Israel Certification 54

11.6. Certification Regarding Debarment, Suspension and other Responsibility Matters 55

11.7. Byrd Anti-Lobbying Amendment Certification 56

11.8. Owner’s Ethnicity and Gender of Contracts and Sub-Contractors 58

11.9. Iran Divestment Act Certification 59

11.10. Title VI Assurance 60

11.11. Equal Employment Opportunity/Affirmative Action Policy Statement 61

RFP #2026-13 Town of Farragut Janitorial Services 2

1. RFP Overview

1.1 Purpose

The Town of Farragut is seeking proposals with pricing from qualified firms or entities (herein referred to as “Proposers”) for engagement to perform all Janitorial services. The set of pricings will include the provision of all personnel/labor, supervision, and equipment for the complete servicing of all buildings included in this proposal request in accordance with the following specifications. All products utilized throughout the facility in the performance of the awarded proposer’s responsibilities shall be products of highest quality to effectively perform all duties.

Buildings include:

• Town Hall 11408 Municipal Center Dr 23,897 SF

• Community Center 239 Jamestown Blvd 16,500 SF

• Public Works 727 Fretz Rd 1,000 SF

Future Buildings:

• Campbell Station Inn 11409 Kingston Pike 2,819 SF

1.2 Background

The Town of Farragut is in Knox County in the State of Tennessee. The Town was incorporated in 1980.

The Town’s population was 23,506 at the 2020 census. The Town is governed by the Board of Mayor and Alderman. Currently there are 97 budgeted employees. Of those 97 employees, 71 are full-time, 24 part-time and 2 contracted.

1.3 Procurement Schedule

RFP Issue 08/28/2025

Non-Mandatory Bid/RFP Meeting 09/11/2025*

Deadline for Proposer Questions 09/18/2025, 5:00PM

Proposal Due 09/25/2025, 2:00 PM

Evaluation Committee Meets 10/06/2025

Intent to Award/ Contract Negotiations Begin

10/07/2025

Board of Mayor and Alderman Approves/Contract Signed

10/23/2025

*A series of Non-Mandatory Pre-Bid Meetings will be conducted on Thursday, September 11, 2025, at the times and locations specified below:

• Town Hall – 11408 Municipal Center Drive, Admiral Room – 10:00 a.m.

• Community Center – 239 Jamestown Boulevard, Assembly Hall – 11:00 a.m.

• Public Works – 727 Fretz Road, Front Office – 12:00 p.m.

Attendance at the Non-Mandatory Pre-Bid Meetings is not a prerequisite for submitting a response to this Request for Proposal. However, all prospective Proposers are strongly encouraged to attend, as the meetings will provide an opportunity to examine the facilities, obtain clarification of the specifications, and address any questions pertaining to the scope of services. Any verbal information provided at the meetings shall not be considered binding. Any material changes or clarifications resulting from the meetings will be issued in the form of a written addendum to the solicitation.

Information in this document is the minimum necessary to define the work required. It shall be the responsibility of all proposers to inspect the sites to fully evaluate existing conditions. Site inspections are limited to the Pre-Bid Meeting date and times.

RFP #2026-13 Town of Farragut Janitorial Services 3

1.4 Bid Documents

The solicitation documents for the project may be obtained on the following sites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragu t.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorli nk.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.

com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

All proposals submitted must be prepared with documents obtained from the Town of Farragut or its designee.

1.5 Communications

All communication regarding this RFP must be submitted via email to the Finance Department representative identified below:

Anissa Pratte, Staff Accountant apratte@townoffarragut.org

The Staff Accountant will be the sole point of contact for this RFP.

Proposers’ contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer’s bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance

Department representative.

RFP #2026-13 Town of Farragut Janitorial Services 4 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://www.demandstar.com/app/login mailto:apratte@townoffarragut.org

1.6 RFP Amendments and Cancellation

The Town reserves the right to amend this RFP in writing at any time. The Town also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, it will be posted on these four websites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffar ragut.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvend orlink.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaco nbid.com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

It is the Proposer’s responsibility to ensure that the Town’s website, Beacon, EUNA/Demandstar or Vendorlink is reviewed for RFP changes prior to submission of proposal.

The Owner reserves the right to reject any and all proposals and to waive any formalities in the solicitation process, and to evaluate proposals, and to accept any proposal which, in its opinion, may be in the best interest of the Town. The Town of Farragut reserves the right to terminate said contract for convenience upon written notice as provided for herein.

The Town of Farragut will not be liable in any way for costs incurred by any proposer in the preparation and submission of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any required meetings, discussions or negotiations.

1.7 Proposal Submittal

Proposals are to be received by the Town no later than the date and time indicated in Section 1.3.

Proposers assume the risk of the method of delivery. The Town assumes no responsibility for delays caused by any delivery service. Postmarks will not be accepted as proof of receipt. Emailed proposals will not be accepted. A Proposer’s failure to submit a proposal as required before the deadline may cause the proposal to be disqualified.

Proposers must submit in a sealed package:

• One (1) bound paper copy clearly marked “Original”

• One (1) electronic copy (a single .pdf file containing all submitted material including the pricing sheet), on a USB drive. In the event of a discrepancy between the electronic version and hard copy, the response in the hard copy (Original) will prevail.

• Four (4) bound paper copies clearly marked “Copy”

• Proposal Cost Form in a separate sealed envelope

RFP #2026-13 Town of Farragut Janitorial Services 5 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://www.demandstar.com/app/login

The proposal package shall be mailed, couriered, or hand delivered to the Town at:

Town Hall

Attn: Finance Department, Anissa Pratte

The package should be clearly labeled with the following:

• Confidential

• Proposal for RFP# 2026-13 Janitorial Services

• Proposal Due Date and Time

• Proposer Name

• Proposer Address

• Proposer Phone Number

For your convenience, the following page includes a Proposal Envelope cover sheet that you may use.

Please affix it to the outside of your submission package.

Bid Submittal Checklist o Cover page with signature o Proposal Cost Form (In a separate sealed Envelope) o Addenda Acknowledgment form and Bid Certification signed o Drug-Free Workplace form signed o Non-Collusion Affidavit form signed o Statement of Compliance Certificate Illegal Immigrants o Non-Boycott of Israel Certification o Certification Regarding Debarment, Suspension and other Responsibility Matters o Byrd Anti-Lobbying Amendment Certification o Owner’s Ethnicity and Gender of Contracts and Sub-Proposer s o Iran Divestment Act Certification o Title VI Assurance o Equal Employment Opportunity/Affirmative Action Policy Statement

RFP #2026-13 Town of Farragut Janitorial Services 6

Bid Envelope Cover

11408 Municipal Center Dr

Farragut, TN 37772

Confidential

Request for Proposals

SEALED Proposal – DO NOT OPEN

ITB No. 2026-13 Janitorial Services

Bid Opening Date & Time: September 25th, 2025 @ 2:00pm

Company Name: ______________________________________________________________________

Company Address: ____________________________________________________________________

Contact Name: _______________________________________________________________________

Telephone Number: ___________________________________________________________________

Email Address: _______________________________________________________________________

Vendors are highly encouraged to carefully review all solicitation documents related to this project

RFP #2026-13 Town of Farragut Janitorial Services 7

1.8 Bid Bond/Guaranty

Each bid shall be accompanied by a Bid Guaranty in the form of cash deposit or certified check drawn on a bank or a Bid Bond completed by a trust company insured by the FDIC or a surety company’s standard form and properly executed by a corporate surety licensed under the laws of Tennessee to execute such bonds. The amount of the bid bond shall be equal to five percent (5%) of the total of the bid. The bid deposit shall be retained by the Owner if the successful bidder fails to execute the contract or fails to provide the required bonds, as stated above, within fifteen (15) calendar days after the proper notice of award of the contract.

1.9 Post Bid Information

Any actual or prospective bidder, proposer, or Proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the Town of Farragut Finance Department Procurement Division.

Protest Filing Requirements

• Identification of the solicitation (ITB or RFP);

• A detailed statement of the legal and factual grounds for the protest, including all supporting documentation; and

• The specific relief requested.

Deadlines

• Award Protests (for ITBs and RFPs): Must be received within seven (7) calendar days after the Town issues the Notice of Intent to Award.

• Late protests will not be considered.

Submission Address

Attn: Finance Department – Procurement

Protest Bond Requirement

• All protests must be accompanied by a protest bond in an amount equal to five percent (5%) of the Town’s estimated contract value.

• The bond shall be made payable to the Town of Farragut.

• If the protest is upheld, the bond will be returned in full.

• If the protest is denied, the bond will be forfeited to the Town to cover administrative costs.

Protest Review Process

• Upon receipt of a timely and complete protest, the Finance Department/Procurement Division will review all relevant information.

• No award will be made during the pendency of a timely protest unless the Town Administrator or Finance Director determines that proceeding without delay is in the Town’s best interest.

• A written decision will be issued within fourteen (14) calendar days of receipt of the protest, unless extended for good cause.

• The decision shall be final unless appealed in accordance with Tennessee law.

Failure to strictly follow these protest procedures will result in dismissal of the protest without further consideration.

END OF THIS SECTION

RFP #2026-13 Town of Farragut Janitorial Services 8

2. Special Conditions

The Town of Farragut is soliciting proposals for Janitorial Cleaning Services for Farragut Town Hall, Community Center, Public Works and Campbell Station Inn, with the intent to secure a three (3) year contract that shall run from November 1st, 2025, through October 31st, 2028, with the potential option to renew for (2) additional one-year periods.

Scope of Work The specifications for this contract and the work to be performed as directed shall consist of:

Materials and Equipment:

The proposer shall supply all labor as needed for the annual Janitorial cleaning service at Farragut Town

Hall, Community Center, Public Works and Campbell Station Inn. The awarded proposer shall be responsible for the complete performance of all work under this contract; for the methods, means and equipment used; and for furnishing all materials, tools and apparatus of every description used in connection therewith.

Non-Scheduled Response:

• Proposer shall, in a good workmanlike manner, perform all work and furnish all labor to perform and complete the work required by these specifications, within the time specified, and in accordance with the directions of the Public Works Director as given from time to time during the progress of the work.

• Proposer shall comply with and be subject to all terms, conditions, requirements, and limitations of the contract and specifications and shall do, carry on, and complete the entire work to the satisfaction of the Public Works Director and/or his designee.

Supervision and Safety:

• The awarded Proposer shall be responsible for the supervision and direction of the work performed by his employees.

• The manager or crew leader shall have the authority to act as agent for the awarded Proposer in his absence and shall be fully qualified to implement the proposed specifications.

• The awarded Proposer shall be responsible for instructing his employees in all safety measures.

All equipment used by the awarded Proposer shall be maintained in safe operating conditions.

• All employees shall wear proper personal protective equipment while working on the Town premises.

Accidents:

• The awarded proposer will report to the Town’s Public Works Director all accidents involving any property damage or personal injury immediately following said accident or discovery of accident damage

• The Town shall be indemnified and held harmless for each accident.

Should there be any conflict between these Special Conditions and the General Conditions, the Special

Conditions supersede the General Conditions.

RFP #2026-13 Town of Farragut Janitorial Services 9

The proposer shall always exercise proper precautions for the protection of persons and property and shall be responsible for all damage to person or property, either on or off the site, which occur because of his prosecution of the work. The safety provisions of applicable laws shall be observed. Machinery, equipment, and all hazards shall be guarded in accordance with the safety provisions of the "Manual of

Accident Prevention in Construction" published by the Associated General Proposer s of America, Inc., to the extent that such provisions are not in conflict with applicable local laws.

The following Exhibits detail the cleaning requirements at each location encompassed by this contract:

Location Frequency Begin Time Finish Before

Time

Town Hall Nightly Monday through

Friday After 10:00pm 6:00am

Community Center Nightly

Monday through Thursday

After 10:00pm

6:00am Friday and Saturday

After Midnight (12:00am)

Public Works Nightly Monday through

Friday After 5:00pm 5:00am

Campbell Station Inn

Nightly Tues, Thurs, Sat. After 10:00pm 6:00am

RFP #2026-13 Town of Farragut Janitorial Services 10

3. Cleaning Specifications

Town Hall

11408 Municipal Center Dr

Main Lobby & Entrance

a) Daily

1. Clean all doors and entrance glass

2. Clean all glass partitions and walls

3. Empty and damp clean all trash receptacles and replace liners as needed

4. Police exterior of entrances and immediate walkways to remove debris, trash, and cigarette butts

5. Sweep/dust mop all flooring

6. Spot mop to remove spills

7. Vacuum walk off mats

b) Weekly:

1. Clean exterior of trash containers

2. Clean benches (Inside and Outside)

3. Wipe Monitors

4. Damp clean baseboards and windowsills

5. Clean and polish all metal door handles and kick plates

6. Remove cobwebs and dust from ceilings, corners, and air vents, utilizing an extension pole where needed.

7. Wipe and clean handrails and touch surfaces

c) Monthly:

1. Low dust all horizontal surfaces to hand height (70")

2. High dust above hand height all horizontal surfaces including any shelves, moldings, ledges, pipes, ducts, vents, baseboards, monitors, and heating outlets

3. Remove dust and cobwebs from high ceiling areas with extension pole

4. Clean LVT with PH neutral cleaner and thoroughly rinse

d) Semi-Annually:

1. Refinish tile floors

Corridors, Rotunda Stairs and Stairwells

a) Daily:

1. Empty and damp clean all trash receptacles and replace liners as needed

2. Spot sweep and police stairwells for trash

b) Weekly

1. Clean all door handles and kickplates

2. Spot cleaning all walls to hand height

3. Clean the rotunda stair glass banisters

4. Clean the vertical face of the stairs

5. Clean the rotunda 2nd floor overlook glass

6. Clean and sanitize water fountains

7. Sweep/dust mop all floors, stairs, and landings

8. Mop all flooring and stairs

9. Dust handrails and low reach areas

c) Monthly:

1. Clean LVT with a PH Neutral cleaner and thoroughly rinse

2. Clean the windows and glass doors leading to the flat roof space

RFP #2026-13 Town of Farragut Janitorial Services 11

Town Hall Continued

Elevators

a) Daily.

1. Vacuum or sweep, as appropriate, elevator cab floor

2. Spot clean carpet/damp mop floors, as necessary

3. Wipe down all surfaces to remove handprints, smudges, etc.

4. Clean elevator tracks, doors, frames, walls, and saddles on each floor level

Administrative Offices, Boardroom, Conference Rooms and Associated Areas

1. Empty wastebaskets and replace liners as needed

2. Remove fingerprints from doors, frames, light switches, kick, and push

3. Spot-check desktops (paperwork not to be disturbed)

4. Spot clean door glass, partition glass where appropriate

5. Sweep and mop where applicable

b) Weekly:

1. Vacuum carpets

2. High dust to hand height all horizontal surfaces, including shelves, moldings, ledges, pipe, ducts, and HVAC vents

3. Clean entire desktops (where possible)

4. Clean baseboards, corners, around and under desks plates, handles, and moldings around doorways

5. Dust all exposed filing cabinets, bookcases, and shelves

6. Clean counter tops as specified

c) Monthly:

1. Remove dust and cobwebs from ceiling areas

2. Damp wipe all baseboards

3. Clean all partition glass thoroughly

4. Dust window blinds

5. Clean LVT with a PH Neutral cleaner and thoroughly rinse

Restrooms

1. Pull trash

2. Clean and disinfect sinks

3. Clean and disinfect toilets and urinals

4. Damp mop all floors with disinfectant

5. Clean mirrors

6. Clean, Sanitize changing stations

7. Empty feminine hygiene containers

8. Wipe metal partitions and lockers

9. Refill all dispensers to normal limits; soap, tissue, and towels

10. Remove fingerprints from doors, frames, light switches, handles, etc.

1. Wash and sanitize metal partitions and lockers

2. Spot clean tile walls

3. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and heating outlets

4. Low dust all surfaces to hand height including sills, moldings, ledges, shelves, frames

RFP #2026-13 Town of Farragut Janitorial Services 12

Town Hall Continued

Breakrooms

a) Daily

1. Empty and remove trash from receptacles, replace liners as needed

2. Sweep/dust mop floor

3. Damp mop/disinfect floors

4. Clean high touch surfaces

5. Damp wipe and disinfect tabletops and chair seats

6. Clean microwaves (inside and outside) and front of refrigerators

b) Weekly:

1. Damp wipe table and chair legs

2. High dust above hand height

3. Spot clean all vertical and horizontal surfaces

4. Damp wipe appliances and fixtures as specified

5. Clean LVT with a PH Neutral cleaner and thoroughly rinse

Museum

1. Sweep all flooring

2. Damp mop all floors

b) Weekly

1. Spot clean walls

2. High dust corners & ledges

3. Low dust walls and vents

4. Clean baseboards and corners

Miscellaneous Maintenance

a) Monthly:

1. Clean LVT with a PH Neutral cleaner and thoroughly rinse

c) Semi-Annually:

1. Clean all interior window glass, windowsills, frames

d) Annually:

1. Carpet extraction

2. Deep clean LVT per manufactures recommendations, DO NOT WAX.

RFP #2026-13 Town of Farragut Janitorial Services 13

Community Center 239 JamesTowne Blvd

Main Lobby, Entrances & Corridors

1. Clean all door and entrance glass (inside and outside) including back doors

2. Empty and damp clean all trash receptacles and replace liners as needed

3. Remove debris, trash and cigarette butts from exterior walkways, entrance areas and parking lot

4. Sweep/dust mop all flooring

5. Machine scrub all floors

6. Damp clean windowsills

7. Vacuum rugs

8. Clean and sanitize water fountains

9. Low dust all horizontal surfaces to hand height (70")

b) Weekly:

1. High dust above hand height all horizontal surfaces including any shelves, moldings, ledges, pipes, ducts, vents, baseboards, monitors and heating outlets

2. Clean exterior of trash containers

3. Clean benches (Inside and outside)

4. Damp clean baseboards and windowsills

5. Remove cobwebs and dust from ceilings, corners, and air vents utilizing an extension pole where needed.

6. Clean and polish all metal door handles and kick plates

Stairwell (2nd Floor)

1. Dust handrails and low reach areas

2. Clean all door handles and kickplates

3. Spot cleaning all walls to hand height

4. Spot mop all flooring to remove spills

5. Vacuum

b) Weekly:

1. High and low dust, remove dust and cobwebs from high ceiling areas with extension pole.

Elevator

a) Daily:

1. Clean elevator tracks, doors, frames, walls, and saddles on the Community Center floor level.

Offices/Workroom (1st & 2nd Floors, including 2nd floor storages)

1. Empty wastebaskets and replace liners as needed

2. Vacuum all carpets

3. Remove fingerprints from doors, frames, light switches, kick, and push

4. Spot clean door glass, partition glass where appropriate

b) Weekly

1. High dust to hand height all horizontal surfaces, including shelves, moldings, ledges, pipe, ducts, and HVAC vents

2. Clean baseboards, corners, around and under desks plates, handles, and moldings around doorways

3. Dust and damp wipe or clean glass on all exposed filing cabinets, bookcases, countertops, tables, and shelves

4. Damp wipe windowsills

5. Clean cubicle partitions

6. Dust Window blinds

RFP #2026-13 Town of Farragut Janitorial Services 14

Community Center Continued

Restrooms & Dressing Room Areas (7 Areas)

a) Daily:

1. Empty and damp clean all trash receptacles and replace liners as needed including those in stalls

2. Clean sinks and countertops

3. Clean toilets and urinals

4. Damp mop all floors with disinfectant

5. Clean mirrors

6. Wipe metal partitions, lockers, hand dryers and wall panels

7. Refill all dispensers to normal limits; soap, tissue, and towels

8. Remove fingerprints and sanitize doors, frames, light switches, handles, etc.

9. Clean and sanitize baby changing stations

10. Damp wipe windowsill

1. Spot clean tile walls

2. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and

c) Twice Weekly:

1. Clean showers

2. Low dust all surfaces to hand height including sills, moldings, ledges, shelves, frames

d) Annually:

1. Machine Scrub Title and Epoxy Floors

Catering Kitchen

1. Empty and remove trash from receptacles, replace liners as needed

2. Sweep/dust mop floors

3. Damp mop/disinfect floors

4. Clean high touch surfaces

5. Damp wipe and disinfect tabletops and counters

b) Weekly:

1. High dust above hand height

2. Spot clean all vertical and horizontal surfaces

3. Damp wipe appliances, cabinets, and handles

c) Monthly

1. Machine scrub floors

Gymnasium

1. Dust mop floors

2. Clean all windowsills

3. Remove scuff marks from gym flooring

4. Damp wipe windowsills

b) Weekly:

1. Spot clean walls

2. Low dust walls and vents

3. Clean baseboards and corners

4. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and heating outlets.

5. Wipe blinds and spot clean windows

6. Clean and sanitize doors and handles

7. Machine Scrub Flooring

RFP #2026-13 Town of Farragut Janitorial Services 15

Commercial Kitchen

a) Daily:

1. Empty and remove trash from receptacles, replace liner as needed.

2. Sweep and dustmop floors

3. Clean stovetop & ovens

4. Damp wipe and disinfect tabletops and counters.

b) Weekly:

1. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and heating outlets

2. Damp mop/disinfect floors

3. Spot clean all vertical and horizontal surfaces

4. Damp wipe appliances, cabinets, and handles

1. Machine Scrub Floors

Stage Area

a) Weekly:

1. Sweep and dustmop stage floor

2. Sweep and damp mop vinyl floor

3. Spot clean walls

4. Low dust walls and vents

5. Clean baseboards and corners

6. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and heating outlets

7. Clean and sanitize doors and handles

8. Vacuum inside of lift

Classrooms

1. Clean all door and entrance glass (inside and outside) including back doors

2. Empty and damp, clean all trash receptacles and replace liner as needed

3. Wipe down cabinets, counters and sinks

4. Sweep/dust mop all flooring

5. Damp clean windowsills

6. Low dust all horizontal surfaces to hand height (70")

7. Damp mop spills on floors

b) Twice Weekly:

1. Clean exterior of trash containers

2. Wipe down monitors

3. Damp clean baseboards and windowsills

4. Clean and polish all metal door handles and kick plates

5. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and heating outlets

c) Monthly:

1. Machine scrub all floors

RFP #2026-13 Town of Farragut Janitorial Services 16

Assembly Hall and Pre-Function Area

a) Daily:

1. Take down and put away tables and chairs (as needed)

2. Clean all door and entrance glass (inside and outside)

3. Empty and damp clean all trash receptacles and replace liners as needed

4. Sweep/dust mop all flooring

5. Damp clean windowsills

6. Vacuum rugs

7. Clean and sanitize water fountains

8. Low dust all horizontal surfaces to hand height (70")

9. Dust and damp wipe furniture and tabletops

b) Weekly:

1. High dust above hand height all horizontal surfaces including any shelves, moldings, ledges, pipes, ducts, vents, baseboards, and heating outlets

2. Clean exterior of trash containers

3. Damp clean baseboards and windowsills

4. Clean and polish all metal door handles and pick plates

5. Wipe down window blinds and area

c) Annually:

1. Machine scrub all floors

Storage Areas

1. Vacuum floors

2. Damp mop spills and dirt

1. Clean LVT with a PH neutral cleaner and thoroughly rinse.

b) Semi-Annually:

1. Clean all window glass

RFP #2026-13 Town of Farragut Janitorial Services 17

Public Works 727 Fretz Rd

Main Lobby & Entrance

1. Clean all door and entrance glass

2. Empty and damp clean all trash receptacles and replace liners as needed

3. Police exterior of entrances and immediate walkways to remove debris, trash, and cigarette butts

4. Sweep/dust mop all flooring

5. Spot mop to remove spills

6. Vacuum walk off mats

7. Clean exterior of trash containers

8. Damp clean baseboards and windowsills

9. Clean and polish all metal door handles and kick plates

10. Wipe and clean handrails and touch surfaces

b) Monthly

1. Low dust all horizontal surfaces to hand height (70")

2. High dust above hand height all horizontal surfaces including any shelves, moldings, ledges, pipes, ducts, vents, baseboards, and heating outlets

3. Remove cobwebs and dust from ceilings, corners, and air vents utilizing an extenuation pole where needed.

4. Spray buff VCT

c) Semi-Annually:

1. Refinish tile floors

Corridors

1. Empty and damp clean all trash receptacles and replace liners as needed

2. Sweep/dust mop all flooring

3. Dust low reach area

4. Clean all door handles and kickplates

5. Spot cleaning all walls to hand height

6. Mop all flooring

Administrative Offices

1. Empty wastebaskets and replace liners as needed

2. Remove fingerprints from doors, frames, light switches, kick, and push

3. Spot clean desktops (paperwork not to be disturbed)

4. Spot clean door glass

5. Sweep and mop where applicable

6. Vacuum rugs

7. High dust to hand height all horizontal surfaces, including shelves, moldings, ledges, pipe, ducts, and HVAC vents

8. Clean baseboards, corners, around and under desks plates, handles, and moldings around doorways

9. Dust all exposed filing cabinets, bookcases, and shelves

b) Monthly

1. Remove dust and cobwebs from ceiling areas

2. Damp wipe all baseboards

3. Dust window blinds

RFP #2026-13 Town of Farragut Janitorial Services 18

Public Works Continued

a) Daily:

1. Pull trash

2. Clean and disinfect sinks

3. Clean showers

4. Clean and disinfect toilets and urinals

5. Damp mop all floors with disinfectant

6. Clean mirrors

7. Wipe metal partitions and lockers

8. Refill all dispensers to normal limits; soap, tissue, and towels

9. Remove fingerprints from doors, frames, light switches, handles, etc.

10. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and

11. Low dust all surfaces to hand height including sills, moldings, ledges, shelves, frames

1. Empty and remove trash from receptacles, replace liners as needed

2. Sweep/dust mop floor

3. Damp mop/disinfect floors

4. Clean high touch surfaces

5. Damp wipe and disinfect tabletops and chair seats

6. Clean microwaves (inside and outside) and front of refrigerators

7. Damp wipe table and chair legs

8. High dust above hand height

9. Spot clean all vertical and horizontal surfaces

10. Damp wipe appliances and fixtures as specified

Miscellaneous Maintenance

a) Monthly:

1. Spray buff VCT

b) Semi-Annually:

1. Clean all interior window glass

1. Strip and wax VCT

RFP #2026-13 Town of Farragut Janitorial Services 19

Campbell Station Inn 11409 Kingston Pike

This location is under construction and will not be open until October 2025. There will be specialized cleaning care for preservation of mantles, fireplaces and artwork that will be discussed and negotiated when the building opens.

Main Lobby and Entrance

1. Clean all door and entrance glass

2. Empty and damp clean all trash receptacles and replace liners as needed

3. Police exterior of entrances and immediate walkways to remove debris, trash, and cigarette butts

4. Sweep/dust mop all flooring

5. Spot mop to remove spills

6. Vacuum walk off mats

b) Weekly:

1. Clean exterior of trash containers

2. Damp clean baseboards and windowsills

3. Clean and polish all metal door handles and kick plates

4. Remove cobwebs and dust from ceilings, corners, and air vents utilizing an extension pole where needed.

5. Wipe and clean handrails and touch surfaces

c) Monthly:

1. Low dust all horizontal surfaces to hand height (70")

2. High dust above hand height all horizontal surfaces including any shelves, moldings, ledges, pipes, ducts, vents, baseboards, and heating outlets

3. Remove dust and cobwebs from high ceiling areas with extension pole

4. Clean LVT with a PH neutral cleaner and thoroughly rinse.

Corridors and Stairwells

1. Empty and damp clean all trash receptacles and replace liners as needed

2. Spot sweep and police stairwells for trash

b) Weekly

1. Dust handrails and low reach areas

2. Clean all door handles and kickplates

3. Spot cleaning all walls to hand height

4. Clean and sanitize water fountains

5. Sweep/dust mop all floors, stairs, and landings

6. Mop all flooring and stairs

Administrative Offices and Associated Areas

1. Empty wastebaskets and replace liners as needed

2. Remove fingerprints from doors, frames, light switches, kick, and push

3. Spot-check desktops (paperwork not to be disturbed)

4. Spot clean door glass, partition glass where appropriate

5. Sweep and mop where applicable

b) Weekly:

1. Vacuum carpets

2. High dust to hand height all horizontal surfaces, including shelves, moldings, ledges, pipe, ducts, and HVAC vents

3. Clean entire desktops (where possible)

4. Clean baseboards, corners, around and under desks plates, handles, and moldings around doorways

5. Dust all exposed filing cabinets, bookcases, and shelves

6. Clean counter tops as specified

RFP #2026-13 Town of Farragut Janitorial Services 20

Campbell Station Inn Continued

1. Remove dust and cobwebs from ceiling areas

2. Damp wipe all baseboards

3. Clean all partition glass thoroughly

4. Dust window blinds

5. Deep clean LVT per manufactures recommendations. DO NOT WAX

1. Pull trash

2. Clean and disinfect sinks

3. Clean and disinfect toilets and urinals

4. Damp mop all floors with disinfectant

5. Clean mirrors

6. Empty feminine hygiene containers

7. Wipe metal partitions and lockers

8. Refill all dispensers to normal limits, soap, tissue, and towels

9. Remove fingerprints from doors, frames, light switches, handles, etc.

b) Weekly:

1. Wash and sanitize metal partitions and lockers

2. Spot clean tile walls

3. High dust above hand height including sills, moldings, ledges, shelves, frames, ducts, and

4. Low dust all surfaces to hand height including sills, moldings, ledges, shelves, frames

1. Empty and remove trash from receptacles, replace liners as needed

2. Sweep/dust mop floor

3. Damp mop/disinfect floors

4. Clean high touch surfaces

5. Damp wipe and disinfect tabletops and chair seats

6. Clean microwaves (inside and outside) and front of refrigerators

b) Weekly:

1. Damp wipe table and chair legs

2. High dust above hand height

3. Spot clean all vertical and horizontal surfaces

4. Damp wipe appliances and fixtures as specified

5. Machine scrub floors

Basement/Catering Space

1. Empty and remove trash from receptacles, replace liners as needed

2. Sweep/dust mop floors

3. Damp mop/disinfect floors

4. Clean high touch surfaces

5. Clean dumbwaiter

5. Damp wipe and disinfect tabletops and counters

b) Weekly:

1. High dust above hand height

2. Spot clean all vertical and horizontal surfaces

3. Damp wipe appliances, cabinets, and handles

c) Monthly

1. Machine scrub floors

RFP #2026-13 Town of Farragut Janitorial Services 21

Campbell Station Inn Continued

1. Clean LVT with a PH Neutral cleaner and thoroughly rinse

b) Semi-Annually:

1. Clean all interior window glass

c) Annually:

2. Deep clean LVT per manufactures recommendations. DO NOT WAX

Termination for Cause

The Town reserves the right to terminate the Contract, in whole or in part, for cause upon written notice to the Contractor. Cause shall include, but not be limited to:

1. Failure to perform the services in accordance with the specifications, schedules, or standards of quality required under this Contract;

2. Failure to provide adequate staff, supervision, or equipment to perform the work;

3. Repeated or material deficiencies in performance, including failure to correct deficiencies after written notice by the Town;

4. Failure to comply with any applicable laws, regulations, or contractual provisions;

5. Evidence of fraud, misrepresentation, or improper conduct in relation to performance of the

Contract.

In the event of termination for cause, the Contractor shall be liable to the Town for any and all damages sustained as a result of Contractor’s default, including the cost of procuring substitute services. Any such termination shall not relieve the Contractor of its obligations or liabilities accruing prior to the effective date of termination.

The Town’s decision to terminate for cause shall be final and binding.

RFP #2026-13 Town of Farragut Janitorial Services 22

4. Proposal Format

4.1 Submittal Instructions

Proposals should be prepared simply and economically, and provide a straightforward, concise description of proposed products and services to satisfy the requirements of the RFP.

Emphasis should be on completeness and clarity of content.

Proposals must be organized in an outline as follows:

• Cover Letter

• Table of Contents

• Section 1 – Company Information o Legal name, address, and contact information of the firm.

o Type of business entity (corporation, partnership, LLC, sole proprietorship).

o Year established and years in business providing janitorial services.

o Identification of parent company or subsidiaries, if applicable.

o Proof of proper licensure to conduct business in the State of Tennessee.

• Section 2 – Qualifications and Experience o Description of experience with janitorial services of similar size and complexity.

o List of at least three (3) comparable clients, including contact information for references.

o Description of key personnel assigned to this contract, including résumés.

• Section 3 – Scope of Services and Work Plan o Narrative demonstrating understanding of the required scope of work.

o Detailed plan for providing services, including staffing levels, cleaning scheduled, and quality control measures.

o Identification of proposed equipment and supplies to be used.

• Section 4 – Staffing and Supervision o Organizational chart showing supervisory structure for this contract.

o Proposed staffing plan, including anticipated number of full-time and part-time employees o Procedures for employee training, background checks, and compliance with safety standards.

• Section 5 – Financial Information o Statement of financial stability o Proof of insurance coverage meeting the requirements of this solicitation.

• Section 6 – Required Forms and Certifications o All forms listed under section 1.7

Cost is to be filled out on the Proposal Cost form provided in this RFP and submitted in a sealed separate envelope with the proposals.

RFP #2026-13 Town of Farragut Janitorial Services 23

Proposals should be on 8 ½ x 11 paper and be printed on both sides. Responses should have no more than one hundred (100) pages of content. The following items do not count toward the total content page limit:

• Cover page with signature

• Proposal Cost Form (In a Separate Sealed Envelope)

• Addenda Acknowledgment form and Bid Certification signed

• Drug-Free Workplace form signed

• Non-Collusion Affidavit form signed

• Statement of Compliance Certificate Illegal Immigrants

• Non-Boycott of Israel Certification

• Certification Regarding Debarment, Suspension and other Responsibility Matters

• Byrd Anti-Lobbying Amendment Certification

• Owner’s Ethnicity and Gender of Contracts and Sub-Contractors

• Iran Divestment Act Certification

• Title VI Assurance

• Equal Employment Opportunity/Affirmative Action Policy Statement

5. Evaluation Procedure

All proposals will be subject to a review and evaluation process. It is the intent of the Town that all proposers responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The Town will consider all responsive and responsible proposals received in its evaluation and award process.

5.1 Selection and Award Process

The Town will follow the evaluation steps outlined below:

a. Compliance: After receiving all submittals by the due date and time, a preliminary evaluation by the Town may determine whether each received proposal is complete and compliant with all instructions and/or submittal requirements in the RFP. Any proposals that are incomplete or that do not comply with the instructions and/or submittal terms and conditions may be rejected and excluded from further consideration. Vendor Proposals, which are compliant, are advanced to the written evaluation stage.

b. Evaluation: The Town will evaluate proposals according to the criteria outlined in the RFP section 4.1.

c. Negotiations: The Town will select a finalist vendor to begin negotiations. The final contract award recommendation will be made to the Town Administrator.

d. Contract Award: The contract for this RFP will be approved and awarded by the Board of Mayor and Aldermen.

RFP #2026-13 Town of Farragut Janitorial Services 24

5.2 Scoring

An adjective-based scoring system shall be applied to the non-price factors throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews (if requested). A score of 0 is the least favorable and a score of 5 is the most favorable in all sections. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

The Proposer’s response will be scored by Committee members in accordance with the following scale:

0= No information provided for the specific criteria. Proposer failed to address the criteria.

No documentation was provided.

1= “Poor”: Proposal is lacking or inadequate in most basic requirements for the specific criteria.

2= “Below Average”: Proposal meets many of the basic requirements for the specific criteria but is lacking in some essential aspects.

3= “Average”: Proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

4= “Above Average”: Proposal more than adequately meets the minimum requirements of the specific criteria and exceeds those requirements in some respect.

5= “Excellent”: Proposal exceeds the minimum requirements in most aspects of the specific criteria Note: The Evaluation Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 5 X’s weighted value of 10 = Maximum of 50 points).

Criteria Possible Scores

Weighted Value

Possible Over all Scores

Qualifications and Experience

• Demonstrated experience with contracts of similar size and complexity

• Quality and relevance of references provided

• Qualifications of key personnel

5 25