RFP for Custodial Services 2026.docx
DOCX document 39 KB Posted
- Attached to
- Custodial Services
- Solicitation number
- 35917
- Issued by
- Hartford County, Connecticut
About this file
This is a Request for Proposals issued by the Town of East Windsor, Connecticut Department of Public Works and Engineering for comprehensive custodial services across four municipal facilities. The Town seeks proposals to provide daily, weekly, and monthly cleaning services for Town Hall (8,750 square feet), Police Department/Town Hall Annex (21,920 square feet), Community Center (29,664 square feet), and Department of Public Works (4,500 square feet). Services shall be performed five days per week at the first three facilities and three days per week at the Department of Public Works. A mandatory site inspection walkthrough is scheduled for 9:00 AM on Thursday, April 23, 2026, beginning at East Windsor Town Hall. Sealed proposals must be submitted to Jason Bowsza, First Selectman, 11 Rye Street, Broad Brook, Connecticut 06016, clearly marked "Custodial Service" no later than 11:00 AM on Tuesday, May 19, 2026, followed by a public bid opening. The contract start date will be determined through mutual agreement between the selected contractor and the Director of Public Works.
Pricing shall be submitted as a lump sum monthly cost with an annual cost calculation based on twelve times the monthly price, which will control any awarded contract. Proposers must also provide separate pricing for additional services including emergency service response, pre- and post-event coverage on an hourly basis, carpet cleaning and shampooing, air return cleaning, and interior and exterior window washing. The contractor must obtain and maintain comprehensive insurance coverage including $1,000,000 limits for personal injury liability, property damage liability, and automotive liability, as well as Workers' Compensation Insurance as required by Connecticut law. All contractor personnel must pass security approval requirements including background checks and fingerprinting, with the Town charging $100 per employee for background checks. The contractor shall supply all labor, supervision, equipment, and materials except for paper products, soap, and trash liners, which the Town will provide. Materials purchased are exempt from Connecticut sales tax.
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Text version
TOWN OF EAST WINDSOR
Department of Public Works / Engineering
REQUEST FOR PROPOSALS
Custodial Services April 1, 2026
The Town of East Windsor will receive proposals for Custodial Services in the office of the First Selectman addressed to Jason Bowsza, First Selectman, 11 Rye St. Broad Brook, CT 06016, clearly marked “Custodial Service” no later than 11:00am Tuesday, May 19, 2026, followed by a public bid opening.
Documents comprising of the Request for Proposals may be obtained on the East Windsor Website at https://www.eastwindsor-ct.gov/invitations-bidrfps/pages/invitations-bidrfps and on the Connecticut Department of Administration Service (“DAS”) The Town of East Windsor reserves the right to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Town’s judgement, will be in the Town’s best interest.
TOWN OF EAST WINDSOR
ENGINEERING & PUBLIC WORKS
Mailing Address: 11 Rye Street, Broad Brook, CT 06016 Physical Address: 6 Woolam Road, East Windsor, CT 06088
Leonard J. Norton, P.E. - Director of Public Works/Town Engineer- Phone (860) 292-7073
RFP Documents – Custodial Services East Windsor, CT – April 1, 2026 East Windsor Request for Proposal Proposals will be submitted in the office of the First Selectman addressed to Jason Bowsza, First Selectman, 11 Rye St. Broad Brook, CT 06016, clearly marked “Custodial Service” no later than 11:00am Tuesday, May 19, 2026, followed by a public bid opening.
INFORMATION FOR BIDDERS
Custodial Specifications are attached in “Exhibit A”.
Tax Exemption – Purchase of materials are exempt from Connecticut sales tax.
Site Inspection – A mandatory walkthrough of all buildings is scheduled for 9:00am, Thursday April 23, 2026, starting at East Windsor Town Hall, 11 Rye St, Broad Brook, CT 06016.
Proposal – Each proposer shall fill in all blank spaces of the PROPOSAL FORM in ink with no changes made to the form. Each proposal must be in a sealed envelope, clearly marked “Custodial Service” submitted to the office of the First Selectman addressed to Jason Bowsza, First Selectman, 11 Rye St. Broad Brook, CT 06016, no later than 11:00am Tuesday, May 19, 2026, followed by a public bid opening.
Right to Reject Proposals – The town reserves the right to reject any or all proposals if it is the Town’s best interest to do so. Proposals submitted or received after the scheduled closing time for receipt of bids will be rejected.
Acceptance of Proposals – Acceptance of proposal will be by notice of the Director of Public Works.
The undersigned declares he has carefully examined the RFP Documents and location(s) of work for the above referenced project and proposes to perform the work at the following UNIT Prices:
| Item No |
| Brief Description |
Of Work
| Est Quantity |
| Monthly Price |
| Annual Cost |
12x Monthly
| 1 |
| Custodial Services |
Daily, Weekly, Monthly
| Lump Sum |
| $ |
| $ |
Additional Services:
A. Emergency Service (cell block, spills, weather-related issues, etc.)
Cost of Service ……………………………………………………………………… $__________________ B. Pre/ Post event coverage hour rate to include night and weekends Cost of Service ……………………………………………………………………… $__________________ C. Clean and shampoo all carpets Cost of Service ……………………………………………………………………… $__________________ D. Clean all air returns Cost of Service ……………………………………………………………………… $__________________ E. Wash all interior and exterior windows.
Cost of Service ……………………………………………………………………… $__________________ It is understood that the Lump Sum will control any contract awarded based on this proposal.
The above prices include the cost of all personnel, work and materials to complete the project, whether specifically stated or not.
The start date for services will be agreed upon with the selected contractor and the Director of Public Works.
The undersigned certifies that he has not colluded with any individual or firm that has a competitive interest in responding to this RFP.
Name of Firm: ________________________________________________________________________ Mailing Address: ______________________________________________________________________ Phone Number: ___________________________________ Signature of Proposer: _______________________________________ Title: ______________________ Name and Title (typewritten): ____________________________________________________________
Insurance – The Contractor shall have the required insurance which shall be maintained in force until all work performed on this project is completed. All policies shall hold harmless the Town of East Windsor and the Town and its agents shall be named additional insured. Each insurance certificate shall contain a statement by the insurance carrier not to cancel the policy except upon thirty – (30) days’ notice to the Town.
Schedule of Insurance:
Manufacturer’s and Contractor’s Liability:
| Personal Injury Liability | $1,000,000 Per Person | |
| $1,000,000 per occurrence | ||
| Property Damage | $1,000,000 per occurrence |
Automotive Liability:
| Personal Injury | $1,000,000 per person | ||
| $1,000,000 per occurrence | |||
| Property Damage Liability | $1,000,000 per occurrence |
Town’s Protective Liability:
| Personal Injury Liability | $1,000,000 per person | |||
| $1,000,000 per occurrence | ||||
| Property Damage Liability | $1,000,000 per occurrence |
The Contractor shall also carry Worker’s Compensation Insurance as required by the State of Connecticut and any other applicable laws and regulations for all employees engaged in work under the Contract.
Exhibit A Custodial Specifications
1. Scope of Services This contract is intended to provide comprehensive custodial and related services for Town facilities. The Contractor shall furnish all labor, supervision, and equipment necessary to perform services as specified herein.
Service shall be performed according to the following schedule:
· Town Hall (8,750sf) 11 Rye St Broad Brook: Five (5) days per week
· Police Department / Town Hall Annex (21,920sf) 25 School St East Windsor: Five (5) days per week
· Community Center (29,664sf) 28 Abbe Rd East Windsor: Five (5) days per week
· Department of Public Works (4,500sf) 6 Woolam Rd East Windsor: Two (3) days per week The Contractor shall coordinate staffing and schedules of cleaning hours for to Public Works Director.
Services shall include all rooms and areas on all floors within each facility.
2. Security / Background Checks All personnel assigned to perform services under this contract must obtain security approval from the Town prior to commencing work.
Security approval requirements include:
· Background check
· Fingerprinting The Contractor shall be fully responsible for all costs associated with these requirements. The fee for background checks conducted through the Town’s Police Department shall be $100.00 per employee.
3. Daily Service Log The Contractor shall maintain a Daily Service Sheet at each facility. This log shall clearly identify and track completion of all required tasks on a:
· Daily
· Weekly
· Monthly
· Bi-annual basis The log shall be available for inspection by the Town at all times.
4. Daily Services The following tasks shall be performed daily unless otherwise specified:
1. Sweep all resilient tile floor areas using a dust mop.
2. Vacuum all carpeted areas.
3. Empty all wastebaskets and receptacles; transport trash and recyclables to designated disposal areas.
4. Clean and sanitize all restroom facilities, including police cell block areas. This includes:
· Toilets, seats, and urinals
· Sinks and fixtures
· Shower stalls
· Floors
5. Clean and polish all chrome fixtures and mirrors.
6. Damp wipe partitions and sanitize backsplash areas; damp mop and disinfect floors.
7. Restock paper towels, toilet tissue, and soap (supplied by the Town).
8. Clean all interior glass and door glass.
9. Damp mop entranceways, corridors, and meeting/conference rooms.
· “Caution/Wet Floor” signage must be used at all times when applicable.
10. Spot clean carpets as needed.
11. Damp wipe and maintain cleanliness of:
· Tabletops
· Counters
· Desktops
12. Clean and sanitize kitchen areas, including tables, countertops, floor and sinks.
5. Weekly Services The following tasks shall be performed once per week:
1. Sweep all exterior stairs and walkways adjacent to building entrances.
2. Dust all office furniture, equipment, windowsills, ledges, and moldings, including desktops and personal workspace areas.
3. Damp mop all office floor areas.
4. Wash and sanitize all lavatory walls and stall partitions
5. Clean tile floors and walls
6. General Requirements
1. Cleaning services shall generally be performed after normal business hours, except for the following areas, which must be cleaned during regular operating hours:
· First Selectman’s Office
· Police Chief’s Office
· Detective’s Office
2. The Town shall supply the following consumable items:
· Paper products
· Soap
· Trash liners
3. The Contractor shall ensure all work is performed in a safe, professional manner and in compliance with applicable health and safety regulations.
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