RFP Document.pdf

REQUEST FOR PROPOSAL

Issued By

COUNTY OF PEORIA

PURCHASING DIVISION

PEORIA COUNTY COURTHOUSE

324 MAIN ST * ROOM 501

PEORIA, ILLINOIS 61602

PHONE (309) 672-6931

Sealed bids will be received at the Purchasing Office, Peoria County Courthouse, Peoria, Illinois until

October 15, 2025 at 2:00 PM for the goods or services described herein.

JJAANNIITTOORRIIAALL SSEERRVVIICCEESS

RFP #05-03-25

Company Name ______________________________

TABLE OF CONTENTS

LEGAL NOTICE

GENERAL INFORMATION

SCOPE OF WORK

EXHIBIT A – LOCATION INFORMATION

EXHIBIT B – CLEANING REQUIREMENTS

EXHIBIT C – BLOOD BORNE PATHOGENS (BBP)

PEORIA COUNTY PRICING SHEET*

SIGNATURE SHEET*

BOND INFORMATION

GENERAL INSTRUCTIONS TO BIDDERS

NON-COLLUSION AFFIDAVIT*

REFERENCE LIST*

EQUAL EMPLOYMENT OPPORTUNITY INFORMATION

FORM CC-1

*These forms must be included within your proposal.

The EEO certification will only be required of the awarded vendor(s). If applying for EEO certification or recertification, please include a copy of the CC-1 form with your bid and send the original and fee to the City of Peoria, 419 Fulton Street, Room 108, Peoria, IL, 61602.

If you have a current EEO certification number, include the number on the Signature Sheet where indicated. See "EEO Information" for further explanation.

LEGAL NOTICE

REQUEST FOR PROPOSAL

The County of Peoria is currently accepting proposals for the following goods or services:

JANITORIAL SERVICES

RFP # 05-03-25

Mandatory Pre-Bid:

September 24, 2025 @ 9:00 am CST

Peoria County Sheriff’s Office, 301 N. Maxwell Rd, Peoria IL 61604

Proposals will be received until:

October 15, 2025 at 2:00 p.m.

At the following location:

Peoria County Courthouse Purchasing Office

324 Main Street, Room 501 Peoria, IL 61602

Bid documents: https://www.bidnetdirect.com/illinois/peoriacounty mailto:bid_info@peoriacounty.org http://www.peoriacounty.org/ mailto:bid_info@peoriacounty.org

GENERAL INFORMATION

INTRODUCTION

The County of Peoria is currently accepting proposals from qualified vendors for Janitorial Services RFP 05-03-25.

MANDATORY PRE- BID MEETING

A mandatory pre-bid meeting will be held on September 24, 2025, at 9:00 a.m. at the Peoria County Sheriff’s Office, 301 N. Maxwell Rd., Peoria, IL 61604.

All prospective bidders must attend. The meeting will include a tour of all facilities listed in the RFP.

Please allow sufficient time to complete the tours. The purpose of this meeting is to provide potential service providers with the opportunity to view the locations and to gain a clear understanding of the requirements for each site.

RFP INFORMATION

Sealed proposals – one original and two copies will be accepted by the County of Peoria, Purchasing Division, 324 Main Street, Room 501, Peoria, Illinois, 61602, until 2:00 p.m. on October 15, 2025.

Proposals shall be submitted in a sealed envelope or package with the RFP name and number, due date and time marked on the outside. The vendor's name and return address should also be included on the outside of the envelope.

Proposals received after the stated date and time will not be considered and will be returned to the bidder unopened. Faxed proposals will not be accepted. Proposals will be opened and publicly recorded immediately following the closing time set for the receipt of proposals.

AWARD OF RFP

The RFP will be awarded to the lowest responsive responsible RFP based on the given requirements as outlined in this RFP. These are minimum specifications. The County of Peoria reserves the right to award to either a single or multiple vendors. The County reserves the right to waive technicalities and accept the proposal that best suits its needs.

QUESTIONS*

All questions regarding this solicitation must be submitted in writing. Questions must be received by the Purchasing Office no later than October 3, 2025 at 2:00 p.m. All inquiries must be directed in writing to:

https://www.bidnetdirect.com/illinois/peoriacounty

*Vendors may not contact any other County Departments or Staff with inquiries regarding this RFP.

SCHEDULE OF EVENTS

RFP Issued Mandatory Pre-Bid Meeting:

September 11, 2025 September 24, 2025 at 9:00 a.m.

Peoria County Sheriff’s Office, 301 N. Maxwell Rd., Peoria, IL 61604 Questions Due October 3, 2025 at 2:00 p.m.

Proposals Due October 15, 2025 at 2:00 p.m.

https://www.bidnetdirect.com/illinois/peoriacounty https://www.bidnetdirect.com/illinois/peoriacounty

I. INFORMATION TO VENDORS:

The County of Peoria (County) seeks proposals from qualified contractors to perform custodial services as outlined herein at the following facilities: Peoria County Courthouse, Peoria County Sheriff’s Office, Peoria County Election Commission, Peoria County Highway, and Peoria County Animal Protection Services (PCAPS). The most qualified vendor will be awarded a two (2) year contract to perform said services outlined in the Scope of Work section of this document. The County shall have the option of extending the two (2) year contract up to an additional three (3) years. Each additional extended term shall be at the quoted rates in this Request for Proposals. Vendors are encouraged to develop proposal response packages describing the ability of the vendor to meet the contract requirements outlined in this document and the proposed cost for performing the required scope of work. All proposals will be evaluated according to the “Evaluation Criteria” section contained herein.

A. PROPOSAL FORMAT:

The proposal should be submitted in the order of the materials to be evaluated according to the “Evaluation Criteria.” All materials and information the respondent wishes to be considered in the evaluation process shall be included in the proposal. The County requires one-(1) original and two-(2) paper copies of each respondent’s proposal.

ONE CONTRACT:

The County will award this procurement as one (1) contract. Respondents shall only be considered for evaluation and contract award if the proposal request contains a proposal for all services requested herein. All services, including extra work, shall be priced for each location.

CONTRACT ADMINISTRATOR:

The County Administrator, or his designee shall administer this contract. The designated representative for administration of this contract shall be the Facilities Manager, Peoria County Courthouse, 324 Main Street, Room 502, Peoria, Illinois 61602, phone 309.672.6056.

All actions or modifications concerning contract language, extensions, cost adjustments, or other technicalities regarding the contract shall be administered by the County Administrator, Peoria County Courthouse, 324 Main Street, Room 502, Peoria, Illinois 61602, phone 309.672.6056.

B. EEO REQUIREMENT:

The County of Peoria, Illinois, is an equal opportunity employer. Its Affirmative Action program has been developed to adhere to all state laws and regulations. It requires proper utilization of protected classes of employees and strives for an increase in their

County of Peoria Request for Proposal for Janitorial Services employment whenever possible. Section 6.5-19 of the Peoria County Code refers to the EEO guidelines which businesses and/or organizations must comply in order to do business with the County of Peoria. Therefore, to become an authorized vendor of Peoria County, all EEO/Affirmative Action standards as set forth in Section 19 of the Ordinance shall be met.

C. RFP SCHEDULE:

The County expects to award this contract at its November or December Board meeting.

Therefore, proposals are due to the Peoria County Finance Office by the specific dates that are identified in “Exhibit A, Scope of Work,” herein. All vendors will be given an opportunity to see the spaces subject to this RFP during a mandatory pre-proposal meeting/walk-through. The walk through is incredibly important to understanding the unique building types, our expectations of cleanliness, and scope of buildings in RFP.

D. ONE CONTRACT:

It is the desire and preference of the County to award this RFP as one (1) contract as it is determined to be in the best interest of Peoria County. Vendors shall only be considered for evaluation and contract award if the proposal request contains a response for all services requested herein.

E. INFORMATION TO BE INCLUDED IN RFP SUBMITTAL:

At a minimum, the following shall be included in a vendor’s submittal.

1. RFP Proposal Form – Completed.

2. RFP Cost Form – Completed.

3. Blood Borne Pathogen Certifications and Training documentation.

4. Documentation that supports the vendor's qualifications and experience to be awarded this contract, maximum 5 pages.

5. Non-collusion Affidavit – Completed.

6. References

F. CONTRACT ADMINISTRATOR:

The Peoria County Facilities Department shall administer this contract. The designated representative for administration of this contract shall be Calvin Kerley, Peoria County, 324 Main Street B01, Peoria, IL 61602, (309) 495-5098.

All actions or modifications concerning contract language, extensions, cost adjustments, or other technicalities regarding the contract shall be administered by Peoria County Administration.

G. INSURANCE PROTECTION:

Please refer to the General Instruction to Bidders section for coverage requirements.

I. RFP SCHEDULE & IMPORTANT DATES:

RFP Released: September 11, 2025

Mandatory Pre-Proposal Meeting: September 24, 2025 @ 9:00 a.m.

The mandatory pre-proposal meeting will begin at the Peoria County Sheriff’s Office, 301 N.

Maxwell Road, Peoria, IL 61604. Following the tour of the Sheriff’s Office, the schedule for visiting the remaining facilities will be provided and discussed with attendees.

Questions due: October 3, 2025 @ 2:00 p.m.

RFP DUE: October 15, 2025 by 2:00 p.m.

II. PROPOSAL EVALUATION CRITERIA

A. TRAINING (0-10 POINTS):

The highest rating will be achieved by those proposals demonstrating an active routine training program with emphasis on material safety.

B. QUALITY CONTROL (0-30 POINTS):

The highest rating will be achieved by those proposals demonstrating a comprehensive performance evaluation process, proactive quality control program and communications process. Examples include, but are not limited to routine programs for review of employee performance; regular site inspections with printed checklists, owner/contractor communications notebooks, etc. The hard floor finishing program materials will be considered in this section.

C. CONTRACT COST (0-20 POINTS):

Following a determination that all other specifications and criteria are met, the proposals shall be rated on the proposed cost during the contract period. This rating will include annual costs, any cost escalation proposed for contract extension and total contract cost. The highest rating in this area will be achieved by the proposal with the lowest net cost to the County.

D. WORK LOADING SCHEDULE (0-20 POINTS):

The highest rating will be achieved by those vendors providing a sample printout of the required work loading schedule that best demonstrates an understanding of the tasks to be performed, and the time required to complete each task.

E. REFERENCES (0-20 POINTS):

The highest rating will be achieved by references that are able to substantiate the vendor’s above average performance on janitorial service contracts similar in scope.

III. SCOPE OF WORK

The work of this contract is for janitorial services for the buildings listed in Exhibit A. The successful vendor shall supply all labor, materials, equipment, tools, and other items associated with this work as may be necessary to meet the requirements of these specifications (Please see Section III-N).

A. DESCRIPTION OF SERVICES:

Some of the work included in Exhibits B and C may require the contractor’s employees to perform tasks on ladders or other situations were there may be a higher risk of contractor employee injury. As such, the successful vendor shall have and maintain during the life of the contract sufficient insurance for its employees so as to enable the contractor’s employees to perform the tasks required by the contract.

B. LENGTH OF CONTRACT:

The term of this contract shall be for an initial period of two (2) years. The contract will commence on January 1, 2026 and terminate on December 31, 2027. Based on the contractor’s performance as may be determined by the County Administrator, the County may offer to extend the contract for up to an additional three (3) years. The terms of the renewed contract shall be as specified, and the renewal cost shall be the renewal rate bid. The County shall send written notification to the contractor in the event the County desires to exercise the extension option. Additionally, The County shall send written notification to the contractor in the event the County desires to not renew the extension option.

C. ADDITIONS AND DELETIONS:

The County reserves the right to add and/or delete services at the building locations as listed in Exhibits B and C as may become necessary. Cost for such additional work shall be negotiated on a case-by-case basis and shall be treated and considered as amendments to this contract. The amount to be deducted for deletion of janitorial services shall be the unit price bid for the services to be deleted. Should any building be deleted, the contractor shall be notified in writing thirty (30) days preceding termination of janitorial services to that facility.

D. CONTRACTOR’S SUPERVISION:

The contractor, at no additional cost to the County, shall provide all supervision necessary to manage and fulfill the terms of this contract. The contractor shall provide daily supervision of all contractor personnel to ensure attendance/time reporting, training, and quality control. The contractor shall submit, with the proposal, information regarding the procedure utilized to verify employee attendance.

E. PAYROLL DOCUMENTATION:

Pursuant to State Statute, the contractor shall furnish a weekly payroll report to the contract administrator.

F. BACKGROUND CHECKS:

The contractor shall furnish the contract administrator, with the names and descriptive information of all employees and supervisors prior to their assignment to work under this contract. All employees added during the term of this contract shall be subject to this requirement. This information will be for the purpose of conducting police background checks on personnel who may be assigned to work in areas determined as sensitive in nature by the County. The County reserves the right to approve or reject all names submitted by the Contractor who may be employed to work under this contract. The County also reserves the right to prohibit or exclude certain employees of the Contractor from working in certain rooms or areas of any building covered by this contract.

G. SECURITY:

The contractor shall be responsible for locking and re-locking all spaces not occupied at the time the service is provided. All operable windows and doors shall be left in the closed and locked position prior to leaving the facility.

H. BREAKAGE / LOSS:

The contractor shall be responsible for any breakage, damage, or loss incurred as a result of carelessness of any of its employees. Breakage or loss that may occur shall be compensated by replacement of the item at an equal value.

I. UNIFORMS / IDENTIFICATION:

Uniforms can create a positive perception of the janitorial service contractor and contribute to pride and professionalism of the janitorial staff. Contract cleaning personnel shall be required to wear readily identifiable contracting company uniforms and name badges at all times while performing janitorial services under this contract.

Uniforms shall bear the contractor’s company name clearly visible from the front and/or back. Uniforms for all employees shall be consistent in style and color. The photo ID badge shall be worn by the contractor’s employees at all times while on the grounds or in the building of any County facility covered by this contract.

J. WORK LOADING SCHEDULE:

The contractor shall provide an individual computerized work-loading schedule covered by this contract. A sample work loading schedule representing the format and information to be produced for this contract shall be submitted with the RFP document. The sample work loading schedule shall be used in the evaluation of the proposals. The final work loading schedules shall be delivered to the contract administrator within thirty (30) calendar days of notification of contract award. The schedule shall list all tasks (according to Exhibits B and C) to be performed, the amount of time allocated for completion of each of the tasks, and a summary of total hours.

Failure to provide an acceptable final work loading schedule shall be grounds for termination of the contract.

K. AUTHORIZING WORK:

Only the Contract Administrator can authorize additional work.

L. VERIFICATION OF COMPLETED WORK ORDERS:

The contractor shall be responsible for obtaining a work verification signature on the printed work order from the contract administrator to determine that the requested work was completed satisfactorily.

M. RESPONSE TIME:

The contractor, in addition to the normally scheduled work, may be required to respond to additional requests for janitorial service. In the case of non-emergency requests, on-site response to additional janitorial service requests shall be within four (4) hours.

N. CONTRACTOR PROVIDED SUPPLIES AND EQUIPMENT:

The Contractor shall provide all necessary supplies and equipment (other than those specifically listed herein as to be supplied by the County), which are required to fulfill the terms of this contract. In addition to those items normally associated with the performance of this type of work, scrubbers, buffers, vacuums, brooms, mops, buckets, ladders, chemicals, soaps, floor finishes, and stripping agents shall be furnished by the contractor at no additional cost to the County. Material Safety Data Sheets (MSDS) shall be provided to the County prior to use of any chemical products for work covered by this contract. Additionally, MSDS information stations shall be placed and maintained by the contractor within the janitorial closets in each building. No chemicals shall be maintained in other than properly labeled containers as supplied by the manufacturer or secondarily labeled on site in accordance with OSHA Hazard Communications Standards.

O. COUNTY PROVIDED SUPPLIES:

Toilet paper, hand soap, trash can liners, “C” fold / lavatory towels, shall be furnished by, and to be used at the County, at no cost to the contractor. Sufficient quantities of these items will be located in each janitor closet. The contractor shall coordinate restocking with the Contract Administrator.

P. INSPECTIONS:

In addition to other routine inspections scheduled by the contractor, the contract administrator and a representative of the contractor will conduct bi-weekly inspections during the first 90 days of the contract. After 90 days, if work is satisfactory (as determined by the contract administrator), monthly inspection shall take place through the first year. If work remains satisfactory, for the duration of the contract, inspections can be scheduled on a quarterly basis. All facilities will be scheduled to ensure that the terms of this contract are being met. It shall be the responsibility of the contractor to schedule said inspection with the contract administrator. This inspection shall occur during normal business hours, unless otherwise agreed to by the contractor representative and the contract administrator.

Q. TRAINING AND QUALITY CONTROL:

The contractor shall have an active training program designed to provide its employees with the knowledge and skills necessary to perform the work of this contract. Each vendor shall submit, as part of the RFP request, a printed copy of their training program materials. Each contractor employee shall be provided a copy of the contract cleaning requirements and task list for reference on the job site. A copy of the task list is to be kept on-site at each location for ready reference by assigned employees.

R. SERVICE HOURS:

The assigned buildings shall be cleaned during the hours as noted on Exhibit A. The contractor shall make reasonable accommodation of activities within the building when scheduling cleaning. The contractor shall be required to staff each facility for the personnel hours necessary to complete all scheduled tasks. In order to achieve the level of service required by this contract, the contractor shall provide the minimum number of janitorial service man hours as listed on Exhibit A. Exhibit A details each building and the corresponding hours in which the cleaning shall be performed.

No shows: if someone calls in sick, is on vacation, quits, etc. the contractor is still required to supply the contract agreed upon staff on a regular basis. If contractor is unable to supply the contract agreed upon staff, the contractor shall notify the contract administrator and provide a credit on the next invoice for a prorated amount of time missed.

S. OBSERVED HOLIDAYS:

The County observes the following holidays:

New Year's Day Martin Luther King Jr. Day Presidents Day Good Friday Memorial Day Independence Day Labor Day Thanksgiving and the day following Christmas Eve Christmas Day

T. EXTRA WORK:

Extra work shall be performed on an as requested basis and negotiated per engagement.

Exhibit B tries to detail our cleaning requirements. However, unique projects/circumstances may be above ordinary and customary that may beget extra work. Potential extra work could include: washing of window treatments, carpet extraction and cleaning, deep cleaning, blood borne pathogen clean-up, bodily fluid cleanup (outside of restrooms), debris removal, hard floor care, floor sealing/waxing and similar requests. Unit prices for any of these services, should be noted in the RFP Cost Form.

U. MINIMUM WAGE AND WAGE ADJUSTMENTS:

The minimum wage rate for all employees on this contract shall be the minimum rate as posted by the State/Federal Law. The County of Peoria shall not allow any contract change for wage adjustments during the term of this contract other than those mandated by changes in laws pertaining to the federal or state minimum wage or national health insurance legislation effective after the date of this agreement. The contractor shall be entitled only to the mandated increase in wages and related payroll taxes.

V. BASIS OF PAYMENT:

Unit of payment shall be one-twelfth (1/12th) of the annual cost per site, as bid on the RFP Cost Form, and shall include all workmen, benefits, overhead, profit, equipment, tools, transportation, and other incidental items required to complete these units of work as described in Exhibits B and C. Payment for authorized extra work shall be at the unit price shown on RFP Cost Form.

W. INVOICING:

An invoice shall be prepared and submitted monthly. The invoice shall include the site location, date(s) of service and any extra work verification documents in the form of a printed work order or Blood Borne Pathogen clean-up worksheet (provided at no cost to the contractor by the County of Peoria). The invoice shall be submitted on a company letterhead or numbered invoice. All invoices shall be submitted to the attention of Calvin Kerley, Peoria County Courthouse, 342 Main St. Rm B01 Road, Peoria, IL 61602.

X. METHOD OF PAYMENT:

Within thirty (30) days of receipt of an invoice, the County shall pay the contractor for completed work contained in the invoice. Invoices submitted without the proper documentation will not be considered for payment and will be returned to the contractor for re-submittal.

Y. CANCELLATION:

If the contractor fails to perform work to the standards as determined by the County, and recognized within the community as being standard, or does not complete the assigned work within reasonable times as determined by the County, then the County shall have the right to cancel this contract upon a ten (10) day written notice, delivered by certified mail to the contractor’s address of record.

Exhibit A

Location Peoria County Courthouse Address 324 Main Street Peoria, IL Facility Description The hub of county government – building includes offices and courthouses. Specialty areas include boardroom, some courtrooms, and holding areas for defendants of serious crimes.

Est. Gross Square Feet* 198,000 Building Availability 8:30 am – 9:00 pm weekdays Frequency Every weekday, excluding holidays Notes Cleaning staff required during building operating hours Diagram n/a Location Peoria County Sheriff’s Office/Jail Address 301 N. Maxwell Road Peoria, IL 61604 Facility Description The jail includes the professional offices of the Sheriff and staff of the jail and the jail facility. Inmates clean their cells and pods, but cleaning contract includes secured areas. The contractor will clean:

jail facility circulation, intake, records, meeting/classrooms, detective, undersheriff, guard stations, tech box, employee and public bathrooms, bonding, and crime lab.

Est. Gross Square Feet* 204,000 Building Availability 4:30 am - 8 pm weekdays Frequency Every weekday, excluding holidays Notes n/a Diagram Not to Scale, shaded area within scope

Continued next page

Location Peoria County Election Commission at Brandywine Bldg Address 4422 W Brandywine Dr.

Facility Description Professional offices for the election commission.

Est. Gross Square Feet* 10,915 Building Availability 5:00 – 9:00 pm weekdays or 8:00 am – 5:00 pm weekends Frequency Once per week (another day arranged if regular cleaning day falls on holiday) Notes n/a Diagram n/a Location Peoria County Animal Protection Services (PCAPS) and Peoria

Humane Society Address 2600 NE Perry St.

Facility Description Facility includes professional offices of PCAPS and Humane Society staff, public areas, visitation rooms, and break room. The contract does not include the cleaning of kennels or interaction with animals.

Est. Gross Square Feet* 7,000 Building Availability 7:00 AM – 8:00 AM Frequency Monday through Saturday, except holidays Notes Cleaning time is limited to non-public hours Diagram Not to Scale, shaded area within scope

Continued next page

Location Peoria County Highway – Administration Building Address 6915 West Plan Rd. Peoria, IL 61604 Facility Description Facility includes professional offices of Highway staff Est. Gross Square Feet* 8,800 Building Availability Administration Bldg 5:00 PM – 8:00 PM, Monday through Friday or

8:00 AM to 5:00 PM Saturday Frequency Once per week (another day arranged if regular cleaning day falls on holiday) Notes n/a Diagram n/a Location Peoria County Highway – Fleet Building Address 6917 West Plan Rd. Peoria, IL 61604 Facility Description Offices and break areas of Highway Fleet mechanics Est. Gross Square Feet* 12,000 Building Availability 8:00 AM-5:00 PM, Monday through Friday Frequency Once per week (another day arranged if regular cleaning day falls on holiday) Notes n/a Diagram Not to scale, shaded areas in scope:

Location Peoria County Fleet - Maintenance Office Address 6915 West Plan Rd. Peoria, IL 61604 Facility Description Office and break areas for maintenance staff.

Est. Gross Square Feet* 2,000 Building Availability 8:00 AM-5:00 PM, Monday through Friday Frequency Once per week (another day arranged if regular cleaning day falls on holiday) Notes n/a Diagram Not available

Location Peoria County North Station Highway Campus Address 15017 N Evans Mill Rd Princeville IL 61559 Facility Description Facility includes office, breakroom, and restroom for Highway staff Est. Gross Square Feet* 3,575 Building Availability 8:00 AM-5:00 PM, Monday through Friday Frequency Once per week (another day arranged if regular cleaning day falls on holiday) Notes n/a Diagram Not to scale, shaded areas in scope.

*Estimated gross square feet is provided to give context on the scale of the building. However, the diagrams and mandatory walkthrough will better detail what spaces within each building that will be under contract.

Exhibit B

Peoria County is committed to serving all. Our buildings are the backdrop to county government.

Cleaning should reflect our mission. The care and stewardship of our assets is of the utmost importance to the Peoria County Board. Anticipating cleaning needs, beyond the cleaning requirements in this exhibit, and engagement with facilities staff on problem solving is appreciated.

Cleaning Requirements for All Buildings

DAILY

All Areas

• Empty trash receptacles and reline

• Empty recycling, take away boxes

• Vacuum carpets and mats

• Dust/Damp mop resilient floors (damp mop during inclement weather)

• Spot clean areas of spillage

Entrances, Lobbies, Corridors, Hallways & Elevator

• Spot clean entrance glass

• Wipe railings

• Vacuum elevator cab floor and shaft door tracks

Restrooms

• Clean and polish mirrors

• Clean basin, polish bright work (materials used shall not attack fixture plating)

• Clean toilets, urinals, and showers, inside and out. Polish bright work. (Materials used shall not attack fixture plating)

• Dust partitions, ledges, doors, top of mirrors, and vanity lights.

• Spot wash walls

• Empty and damp wipe trash receptacles with disinfectant

• All dispensers cleaned and restocked

• All floors swept and damp mopped with disinfectant

All Work Areas / Break Rooms

• Clean all chrome and other metal work

• Spot clean spillage

• Clean wipe counters, tables, and equipment

During inclement weather

• Keep entrance areas and stairwells clean and dry, notify facilities of saturated rugs and walk-off mats

WEEKLY

Entrances, Lobbies, Corridors, Hallways & Elevator

• Dust all surfaces in corridors and lobbies

• Polish bright work

• Wet wipe elevator walls

• Wet wipe lobby doors

• Dust/Damp wipe walls, wipe metal work

• Dust/Polish control panels

• Dust ledges and vents

All Work Areas / Break Rooms

• Wipe out microwaves

• Wheel recycle and shred bin toters to receiving area and return (biweekly)

Stairways and Stairwells

• Sweep or dust mop stairs and landings

• Wipe banisters and rails with damp cloth

MONTHLY

• Clean all vertical and horizontal aluminum bright work in entrances, lobbies, corridors, hallways & elevators

• Dust moldings, baseboards, ledges, windowsills, etc.

• Wash interior glass

QUARTERLY

• Granite tile sealing

• Air supply/return dusting

Exhibit C

Blood Borne Pathogens (BBP) – Building Clean up

1. The County will notify the Contractor whenever a building area requires BBP cleaning services.

The Contractor shall be required to respond with personnel on site and complete clean up of affected area within two (2) hours from the time the request is placed.

2. All materials necessary for the safe clean up of the contaminated area shall be provided by the Contractor. All these materials may be stored on-site at the buildings covered by the contract, but in all instances, must be readily available to perform work.

3. Each time work is performed, a Blood Borne Pathogen Hazard Clean-Up Report shall be completed by the Contractor. The original copy shall be sent to The County of Peoria, Risk Manager, 324 Main Street, Peoria, IL 61602. A copy sent to, Calvin Kerley at the Peoria County, 324 Main Street., Peoria, IL 61602. A copy is to be retained by the Contractor.

4. The Contractor shall hold the County harmless from all possible effects of contaminated products or sources with respect to its employees.

5. The County shall be responsible for the disposal of the contaminated materials at no charge to the Contractor.

Peoria County Courthouse Pricing for all work outlined in RFP Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Total Peoria County Sheriff's Office/Jail

Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Total Peoria County Election Commission

Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Total Peoria County Animal Protection Services/PCAPS

Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Peoria County Highway Administration Building Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Peoria County Highway Fleet Building Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Peoria County Highway Maintenance Building Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

North Station Highway Office Year One (1) Year Two (2) Year Three (3) Year Four (4) Year Five (5)

Total Extra Work Contractor will provide trained janitorial personnel, when requested, for Extra Cleaning at a rate of: Hour/Employee Cost per hour/ per employee:

Contractor will provide Blood Borne Pathogen Clean-Up at a rate of: Per Occurrence Cost per Occurrence:

Contractor will provide Additional Carpet Cleaning at a rate of: Per Square Foot Cost per square foot:

Contractor will provide resilient/hard floor stripping/waxing Care at a rate of: Per Square Foot Cost per square foot:

Contractor will provide Additional Venetian Blind Cleaning at a rate of:

Linear Foot Cost per linear foot:

Contractor will provide deep cleaning services when required: Per Square Foot Cost per square foot:

Pricing Sheet - Peoria County RFP 05-03-25 Janitorial Services

Company Name ______________________________________________________________

Pricing for all items shall be completed for your proposal to be considered

County of Peoria Signature Sheet

EXECUTION OF THIS FORM CERTIFIES UNDERSTANDING AND

COMPLIANCE WITH THE TOTAL BID PACKAGE.

THIS FORM SHALL BE COMPLETED FOR THIS BID TO BE EVALUATED.

Please print or type:

THIS BID SUBMITTED BY:

Company Name:

Authorized Agent Name & Title:

Contact Person:

Company Address:

City, State Zip Code

Daytime Telephone:

Daytime Fax:

Daytime E-Mail (if available):

EEO Certificate of Compliance Num.:

Addenda Received: _______ _______ _______ _______ _______

Attach statement that firm has sexual harassment and drug-free workplace policies in place.

Attach statement of ability to meet the specified requirements of this invitation to bid.

Signature of Authorized Agent Date

Peoria County reserves the right to reject any and all bids, to wave technicalities and select the equipment/services best suited to the county.

DO NOT FAX OR EMAIL YOUR BIDS

PLEASE NOTE:

In the General Instructions to Bidders, Section 5-A (Performance and Payment Bond) and Section 24 (Prevailing Wages) shall not apply for this bid letting.

GENERAL INSTRUCTIONS TO BIDDERS

Revised 6/2025

This document ("General Instructions to Bidders") is for your information and does not need to be submitted with your response. The terms "bid" and "proposal" or "RFP" are interchangeable when referenced in this document as are the terms "vendor" and "contractor." The information contained within this document may not pertain to certain types of professional or consulting services.

1. Bid Submittals:

Copies of the bid proposal form and other documents shall be submitted by bidders as noted or requested. This includes pamphlets and product literature when requested. All bid documents shall be submitted in duplicate unless otherwise noted.

Submission of Bids:

A. Bids will be received until the time and date specified at the place set forth in the invitation to bid.

B. Bids shall be submitted in a sealed envelope or package and shall be addressed as follows:

County of Peoria Purchasing Division Courthouse, Room 501 324 Main Street Peoria IL 61602

Bidders are requested to write the bid/RFP name and number and the date and time the bid is due in the lower left-hand corner of their envelope.

Bids received at the above address after the deadline will be marked "Late" and will be returned to the bidder unopened. It is the Vendor's responsibility to ensure that the bid or proposal submission is received prior to the stated deadline no matter what method is used to submit the bid.

2. Preparation of Bid:

A. Bids shall be submitted on forms included in bid documents unless otherwise specified.

B. All information requested on bid forms shall be typewritten or written in ink. Where both written words and numerical figures are required, the written words shall apply in the event of a conflict.

3. Bid Surety This is not required for this RFP When indicated in the advertisement for bids and/or the general information, all bidders shall be required to submit a bid surety with their bid submittal. The amount of the bid surety shall be specified in the bid documents but shall never be greater than ten percent

(10%) of the total bid price. The bid surety shall be in a form acceptable to the County.

The Vendor shall pay all premiums and costs associated with this bid surety.

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4. Inquires:

All inquires, outside of the prebid conference when applicable, that concern the bid request shall be submitted in writing to the Purchasing Division, which shall respond to such inquiries upon consultation with the Project Manager and/or the County Legal Counsel. If the nature and volume of inquiries indicate a substantial defect in the bid specifications, terms, or conditions, the Purchasing Division will either schedule an additional prebid conference, extend the deadline for submission of bids, or cancel the bid and reissue corrected or appropriately modified specifications, terms and/or conditions.

ALL BIDDERS ARE ADVISED THAT ANY COMMUNICATION WITH ANY COUNTY

EMPLOYEE, OFFICIAL OR OFFICER CONCERNING THE SPECIFICATIONS, TERMS, OR

CONDITIONS OF A PROPOSED BID COULD CONSTITUTE A VIOLATION OF THE

CRIMINAL CODE OF ILLINOIS, 720 ILCS 5/33E. ACCORDINGLY, BIDDERS SHALL ONLY

CONTACT THE PURCHASING DIVISION WITH QUESTIONS OR CONCERNS AS

AFORESAID.

5. Contract to be Awarded/Terms and Conditions:

The following general contract terms and conditions are included in these instructions to inform vendors of those terms and conditions that the County will require the successful vendor to agree to. It is to be understood that this listing is not intended to be exclusive, and that additional terms and conditions may be required by the county. Nor are these terms and conditions to be considered non-negotiable but are provided to put the vendors on notice that these terms and conditions are considered of substantial importance by the County and the acceptance of these terms and conditions may be considered necessary to the awarding of a contract to any particular vendor. By inclusion in bid or RFP documents, this document becomes a part of the bid and any subsequent contract.

A. Performance/Payment/Maintenance Bond: This is not required for this RFP When indicated in the notification the Vendor shall deliver a performance bond to the County using a bond form acceptable to the County. This bond shall be in the amount of 100% of the Contract amount and it shall be maintained in force for one (1) full year after completion of project.

The Vendor shall pay all premiums and costs of this bond. Attorney-in-fact who signs the bond must file with the bond a certified and effectively dated of copy of their power of attorney.

B. Assignment of Contractual Rights:

It is agreed that the Vendor shall not assign, transfer, convey, or otherwise dispose of the Contract or its right, title or interest in or any part thereof, without previous written consent of County and the sureties.

"County" includes all offices of the County unless an individual officer is exercising independent contractual authority. Contact the County Administrator's office at

(309) 672-6056 if this is an issue.

C. Contract Management:

The Vendor shall appoint an individual person as an Agent who, when requested, shall be available for discussions concerning the fulfillment of the

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Contract. The County will deliver official documents addressed to the Vendor to the Agent of the Vendor. The Agent shall be available at the time of Contract award.

The name, address and telephone number of the person to be designated as Agent shall be included in the bid or proposal submittal.

D. Meetings:

After the award of the Contract, technical, scheduling and/or status meetings may be held. These meetings will be for the purpose of, but are not limited to the following:

- Establishing the project schedule

- Establishing functional details of the construction or equipment

- Delivery, installation and maintenance of equipment or hardware

- Progress meetings

The vendor shall provide the services of his technical staff and/or Agent for these meetings.

E. Progress Reports:

The Vendor is required to submit monthly reports on the status of the project so that the County Project Manager is kept fully informed of progress. The information required will be specified at the meetings with the Vendor.

F. Notice and Service Thereof:

Any notice to Vendor from the County relative to any part of this Contract shall be considered delivered, and the service thereof completed, when said notice is posted by U.S. mail to the said Vendor at his last given address or delivered in person to Vendor’s Agent.

G. Copeland “Anti-Kick Back” Act

The Vendor/Contractor shall comply with the Copeland “Anti-Kick Back” Act (18 USC 874) as supplemented in the Department of Labor Regulations (29 CPR Part 3). This Act provides that each contractor or subcontractor shall be prohibited from inducing, by any means, any person employed in the construction, completion or repair of public work to give up any part of the compensation to which he is otherwise entitled.

H. Conflict of Interest

A vendor submitting a bid or proposal thereby certifies that no officer, agent or employee of the County who has a pecuniary interest in the bid or proposal has participated in the contract negotiations on the part of the County, that the bid/proposal is made in good faith without fraud, collusion, or connection of any kind with any other Vendor for the same ITB/RFP, and that the Vendor is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

I. Law of State of Illinois:

Contracts shall be entered into within the State of Illinois, and the laws of said state, whether substantive or procedural, shall apply to the Contract. All statutory, charter and ordinance provisions applicable to public contracts in the County of Peoria and the State of Illinois shall be followed with respect to the Contract.

J. Preference for Illinois Products and Labor:

Vendors' attention is called to the fact that the Statutes of Illinois provide that, on public improvements, preference shall be given to products and provisions grown and coal produced in the State of Illinois and with Illinois labor. The Vendor will be required to conform to all such Statutes as are applicable.

K. Fiscal Funding:

If Illinois state laws are changed resulting in failure to appropriate funds or a means of funding for the contract, the obligation of the County shall cease immediately and without penalty.

L. Non-Discrimination:

The Equal Employment Opportunity provision of Peoria County (copy attached) shall be incorporated into every agreement entered into by Peoria County.

M. Liability and Insurance:

The County does not assume any liability for acts or omissions of vendor and such liability rests solely with vendor.

Vendor’s Insurance – The Vendor and all its subcontractors shall secure and maintain such insurance policies as will protect itself from claims for bodily injuries, death or property damage which may arise from operations under this Contract whether such operations be by itself, or anyone employed by Vendor directly or indirectly. The following insurance policies are required:

- Statutory Worker’s Compensation

- Comprehensive General Liability

Combined Single Limit $ 1,000,000.00 Property Damage $ 1,000,000.00

- Automobile Public Liability and Property Damage

Combined Single Limit $ 1,000,000.00 Property Damage $ 1,000,000.00

Insurance Inclusions – The comprehensive general liability insurance shall include independent contractors’ protective liability, products and completed operations broad-form property damage coverage. The completed operations and products liability shall be maintained for two years after final payment.

Contractual Liability – The insurance required above shall include contractual liability insurance coverage for the Vendor’s obligations under Section N below entitled, “Hold Harmless and Indemnification Agreement”.

Certificates of Insurance – Certificates of insurance acceptable to the County indicating insurance required by the Contract is in force shall be included in the bid submittal when stated or filed with the County prior to approval of the Contract by the County. These certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the County.

N. Hold Harmless and Indemnification Agreement:

The Vendor shall save and hold harmless and indemnify the County and the citizens of Peoria County against any and all liability, claims and costs of whatever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the use, service, operation or performance of work under the terms of this contract, resulting from the negligent acts or omissions of Vendor, or any employee, agent or subcontractor. Vendor is not responsible for consequential damages.

O. Limited Distribution or Use of Certain Data and Information:

Performance of this contract may require the Vendor to have access to and use of data and information which may be considered proprietary to a government agency or government contractor, or which may otherwise be of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interest of the County or others.

Vendors agrees that Vendor personnel will not divulge, or release data or information developed or obtained in connection with their performance of the resulting contract, unless made public by the County, except to authorized County personnel or upon written approval of the Peoria County Administrator.

Except as may be otherwise agreed to with a data owner, the Vendor agrees not to use, disclose or reproduce proprietary data, other than as required in performance of this contract; provided, however, that nothing herein shall be construed as precluding the use of any data independently acquired by the Vendor without such limitation.

All proprietary information and all copies thereof shall be returned to the County upon completion of the work for which it was obtained or developed.

P. Ownership of Equipment, Information and Materials:

If the agreement is for sale of goods, Vendor will pass title to the County after completion of the County’s obligation and will warrant title. Title to all source data, information and materials furnished to the County, together with all plans, system analysis and design specifications and drawings, completed programs and documentation thereof, reports and listings, all test data and test procedures, and all other items pertaining to the work and services to be performed pursuant to this agreement, including any copyright, shall rest with the County. Such ownership does not extend to proprietary materials brought in by the Vendor for use on any project. Upon project completion, the County shall have the full right to use each of the above for its purposes without compensation or approval by the Vendor. The County shall at all reasonable times have the right to inspect the work and shall have access to and the right to make copies of the above-mentioned items.

Q. Responsibility for County Property:

The Vendor assumes full responsibility for and shall indemnify the County for any and all loss or damage of whatsoever kind and nature to any and all County property (and/or property belonging to other governmental agencies within Peoria County), including any equipment, supplies, accessories, or parts furnished, while in Vendor’s custody and care for storage, repairs, or services to be performed under the terms of the resultant contract, resulting from the negligent acts or omissions of Vendor or any employee, agent or representative of Vendor including its subcontractor(s) and its employees.

The Vendor shall do nothing to prejudice the County’s right to recover against third parties for any loss, destruction of, or damage to County property (and/or property belonging to other governmental agencies within Peoria County), and upon the request of the contracting officer shall, at the Vendor’s expense furnish to the County all reasonable assistance and cooperation, including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the County in obtaining recovery.

R. Right to Audit:

Vendor agrees that the County or its representatives shall have the right to examine any Vendor records which directly relate to this contract.

S. Breach:

Any breach of this contract by Vendor will allow the County to cancel without penalty and have any other available relief.

T. Taxes:

The County is exempt from all State and City sales tax and will provide documentation upon request.

U. Change Orders:

While the Contract is in effect, if unforeseen conditions require a change or major variations from the original plans, such work will be covered by a Change Order.

The Change Order shall be outlined in complete detail the nature of the change and its reasons, therefore. Whether it is an addition or reduction with respect to the original Contract price is to be covered in detail as well as any extension or reduction of the completion date. Any work requiring a Change Order shall receive prior approval from the Project Manager before commencing.

6. Examination of Site:

When specified in bid documents, prior to submitting a bid each bidder shall visit the site of the proposed work and fully acquaint himself with conditions as they exist, so that he may fully understand the facilities, difficulties and restrictions which may affect the work and cost thereof. Bidders shall also thoroughly examine and become familiar with the specifications as set forth for a project.

7. Interpretations:

No oral interpretations will be made to any bidder as to the meaning of the contract documents or specifications outside of prebid conferences.