FILE NO. COC-IFB-FY27-31068 Supplemental Janitorial Services for CPD;

SUBMIT INVITATION FOR BID PRIOR TO: 11:00 am on Thursday, August 6, 2026

1. INVITATION FOR BID

If, at the time of the scheduled bid opening, City Hall is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed to the same time on the next normal business day. Bids will be accepted until that date and time.

FILE #: COC-IFB-FY27-

31068

SERVICES: Janitorial Services

TO: Elizabeth Unger, Purchasing Agent PH: 617-349-4310

795 Massachusetts Avenue

Cambridge, MA 02139

The undersigned submits this sealed bid to provide the services identified above, described in the specifications herein and advertised in the Cambridge Chronicle on Thursday, July 16, 2026 which is to be opened at 11:00 am on Thursday, August 6, 2026.

This bid may be downloaded and submitted to the City’s e-Procurement Portal at:

https://procurement.opengov.com/portal/cambridgema, File No. COC-IFB-FY27-31068. Parking is limited at this location. It is strongly recommended that the bids are submitted online in advance of the due date and time. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. Late bids will not be accepted.

Sealed general bids will be received until Thursday, August 6, 2026 prior to 11:00 am. Bids will be accepted electronically via the e-Procurement Portal prior to the date and time above.

The undersigned certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid. The undersigned agrees to furnish the services in strict accordance with the bid documents, which consist of this Invitation for Bid and all attachments hereto. "The submitted bid must be without conditions, exceptions or modifications to the bid document”.

This bid process and the award of the contract are made in conformity with M.G.L. c. 30B, unless otherwise stated. See the below General Terms and Conditions that shall become part of any

Contract awarded through this Invitation for Bid.

https://procurement.opengov.com/portal/cambridgema

2. GENERAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

LAWS: All deliveries shall conform in every respect with all applicable laws of the

Federal government, Commonwealth of Massachusetts and City of Cambridge.

EQUAL

OPPORTUNITY:

The Vendor in the performance of the contract shall not discriminate on the grounds of race, color, religious creed, national origin or ancestry, age, disability, sexual orientation, marital status, family status, military status, source of income, or sex in employment practices or in the selection or retention of subcontractors, and in the procurement of materials or rental of equipment. The City may cancel, terminate or suspend the contract in whole or in part for any violation of this paragraph

TAXES: Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax (except for gasoline) and any such taxes must not be included in the bid prices.

QUANTITIES: Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY.

The City reserves the right to purchase the commodity(ies) specified in any amount less than the estimated amount.

BID PRICES: Bid prices shall include transportation and delivery charges fully prepaid to the

City of Cambridge destination. Where the unit price and the total price are at variance, the unit price will prevail.

PAYMENT SCHEDULE: Payment shall be in accordance with milestones specified in the scope of work.

The City shall not prepay for goods or services.

DELIVERY AND

PACKAGING:

Deliveries must be made in such quantities as called for in the purchase order and in the manufacturer's original packages. All deliveries must be “inside” delivery with no assistance from City personnel. Tailgate deliveries will not be accepted. Rejected material will be returned to the vendor at the vendor's expense.

MODIFICATION OF BIDS: Prior to bid opening, a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope indicating that it contains a modification or correction of the original bid submitted for the particular commodity and indicating the time and date of the bid opening.

REJECTION OF

BIDS:

The City reserves the right to reject, in whole or in part, any and all bids if it is in best interest of the City to do so.

AWARD OF CONTRACT: Contract(s) will be awarded within forty-five days of the bid opening unless award date is extended by consent of all parties concerned. The continuation of any contract into the next fiscal year shall be subject to the appropriation and availability of funds.

INDEMNITY: Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees

TERMINATION OF

CONTRACT:

Except as otherwise provided in the Articles of Agreement, the City may terminate the contract upon seven days’ notice.

ASSIGNABILITY: The Vendor shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City.

MATERIAL SAFETY DATA SHEETS: Pursuant to M.G.L. c. 111F, ss. 8, 9, and 10, any vendor who receives a contract resulting from this invitation agrees to submit a Material Safety Data Sheet for each toxic or hazardous substance or mixture containing such substance when deliveries are made. The vendor agrees to comply with all requirements set forth in the pertinent laws above.

3. CONTRACTOR'S INSURANCE OBLIGATIONS

Contractor must provide the City of Cambridge with insurance policies as stated below at the expense of the Contractor. The Insurance

Certificate must be written in the name of the City as an Additional Named Insured in order to protect the interest of the City from any liability which might be incurred against it as the result of any operation of the Contractor, its subcontractors or their employees.

The insurance required shall include all major divisions of coverage, and shall be on a comprehensive general basis including Premises and Operations (including X-C-U), Owner's and Contractor's Protective, Products and Completed Operations, and Owned, Non-owned, and Hired Motor Vehicles. Such insurance shall be written for not less than any limits of liability required by law or the following limits, whichever are greater.

Certificates must be presented to the City at the time the contract is signed by the contractor. The Contractor and all subcontractors waive subrogation rights against the City of Cambridge for all losses.

EACH POLICY SHALL CONTAIN A 30-DAY NOTICE OF CANCELLATION, CHANGE OR NON-RENEWAL.

NOTICE OF OCCURRENCE is to be given to the City Manager, City of Cambridge, City Hall, 795 Mass. Ave., Cambridge, MA 02139.

Carriers must have an A.M. Best rating of A X or better.

A. Owner's Protective Liability:

Each Occurrence: $1,000,000 Aggregate: $1,000,000

B. Commercial Liability:

General Aggregate: $2,000,000 Products Completed Operations Aggregate: $1,000,000 Personal Injury and Advertising Limit: $1,000,000 Each Occurrence: $1,000,000

C. Automotive-For all owned, non-owned, hired and leased vehicles:

Each Occurrence Combined Single Limit of: $1,000,000 Bodily injury - each person: $1,000,000

- each accident: $1,000,000 Property damage-each occurrence: $1,000,000

D. Umbrella:

Combined single limit: $2,000,000 General aggregate: $2,000,000

E. WORKER'S COMPENSATION

Coverage A STATUTORY Coverage B Each Accident: $1,000,000 Disease-Policy Limit: $1,000,000 Disease-Each Employee: $1,000,000

THE CONTRACTOR MAY PURCHASE AND MAINTAIN EXCESS LIABILITY INSURANCE IN THE UMBRELLA FORM IN ORDER TO

SATISFY THE LIMITS OF LIABILITY REQUIRED FOR THE INSURANCE TO BE PURCHASED AND MAINTAINED IN

ACCORDANCE WITH THE REQUIREMENTS SET FORTH ABOVE (IN ADDITION TO THE UMBRELLA LIMITS REQUIRED).

EVIDENCE OF SUCH EXCESS LIABILITY SHALL BE DELIVERED TO OWNER IN THE FORM OF A CERTIFICATE INDICATING

THE POLICY NUMBERS AND LIMITS OF LIABILITY OF ALL UNDERLYING INSURANCE.

THE CITY OF CAMBRIDGE MUST BE AN ADDITIONAL NAMED INSURED ON ANY SUCH UMBRELLA POLICY.

THE CITY RESERVES THE RIGHT, AT ITS SOLE DISCRETION, TO AMEND THE INSURANCE REQUIREMENTS SET FORTH

ABOVE.

4. INFORMATION AND INSTRUCTIONS FOR BIDDERS

TO: Elizabeth Unger, Purchasing Agent

795 Massachusetts Avenue

Cambridge, MA 02139

The undersigned hereby proposes to provide all labor, materials, equipment necessary to provide the

Janitorial Services for the City of Cambridge all in accordance with the attached specifications and following proposal schedule.

One award will be made to the lowest responsive and responsible bidder providing the lowest price as a result of this Invitation for Bid.

A contract will be awarded within forty-five days of the bid opening, unless the award date is extended by consent of all parties concerned.

Prior to the Bid opening, a bidder may correct, modify or withdraw its Bid by unsubmitting their response in the portal. All corrections and modifications must indicate that it contains a modification or correction of the original Bid submitted for the particular commodity and indicating the date and time of the Bid opening.

A sample contract can be found in the attachments. The bidder must be willing to sign the

City’s contract. The City will not accept a bidder’s terms & conditions.

The City reserves the right, in its discretion, to extend the life of the contract at any time.

Living Wage Requirements

The City of Cambridge has a Living Wage Requirement that establishes minimum hourly rates for all

Personnel that work on any City contract. The City of Cambridge's Living Wage as of March 1, 2026 is $20.32 per hour. The Living Wage Requirements can be found in the attachments section.

Wage Theft Prevention Certification

In Executive Order 2016-1, the City of Cambridge established requirements for City contracts in an effort to prevent wage theft. Prospective vendors must provide certifications or disclosures with their bids/proposals. Failure to provide the certifications or disclosures shall result in rejection of the bid/proposal. Please see the Wage Theft Prevention Certification form in the attachments section.

Questions

Bidders shall submit all inquiries regarding this bid via the City’s e-Procurement Portal, located at https://procurement.opengov.com/portal/cambridgema. Questions concerning this Invitation for Bid must be submitted to the procurement portal prior to 11:00 am on Tuesday, July 21, 2026. All answers to inquiries will be posted on the City’s e-Procurement Portal and an addendum will be posted to the portal notifying all bidders of the questions and answers. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the portal for answers to inquiries and any addenda. Bidders will be required to acknowledge any addenda prior to the submission of their bids.

https://procurement.opengov.com/portal/cambridgema

Bid Results

The tab sheet and the contract award information will not be individually mailed to the bidders. A tab sheet with the bid results will be posted to the portal soon after the bid opening. The tab sheet will include the “contract award” information as soon as it is determined.

Confidentiality and Public Records Law

All bids or other materials submitted by the vendor in response to this Invitation to Bid will be open for inspection by any person and in accordance with the Massachusetts Public Records Law.

Performance Bond Requirement

The successful bidder shall provide the City annually with a performance bond securing its satisfactory performance in an amount equal to fifty (50) percent of the annual contract price. The performance bond shall be issued by a surety authorized to do business under the laws of the

Commonwealth of Massachusetts and shall be in a form acceptable to the City.

All bids must be submitted with a commitment letter by a surety securing the 50% Performance

Bond. The surety shall be authorized to do business under the laws of the Commonwealth of

Massachusetts.

Prevailing Wage Requirements

The equivalent of Prevailing Wage Rates must be paid in the manner prescribed by the attached

Living Wage Ordinance. Please also refer to the Living Wage Ordinance attached herein for other wage requirements. Please review and fill out all pricing worksheets in the attached documents.

5. SCOPE OF SERVICES

Scope Of Services

Background

An estimated 100,000 square feet of cleanable floor space and vertical/horizontal surface areas must be maintained in first-class condition.

The Robert W. Healy Public Safety Building: consists of five floors and is divided into two departments including the Police Department and Emergency Communications Center with several different functional areas: including, general office space, laboratories, restrooms, public areas, lunchroom, and fitness center. There are several different flooring finishes, including terrazzo, resilient sheet flooring, carpeting and seamless flooring systems. The facility is designed with corridors lined with marble and display cases.

The cleanable sq. footage of each floor is 20,000 sq. ft. It contains a variety of VCT, Terrazzo, seamless floor which would require stripping, finishing and burnishing as well as area in offices with

Carpet, common hallways containing Vinyl Tile and Strip Flooring, Terrazzo, Ceramic Tile, Seamless

Epoxy, Rubber Flooring Stair Cover Non-Skid, Resilient Sheet Flooring and Marble.

General Conditions, Cleaning Standards and schedule of Cleaning

Walkthrough - will be on Tuesday

July 28th, 2026, at 10:00AM

Address: Meet Peter Boudreau at

CPD Building, 125 Sixth Street , Cambridge, MA 02142

General Conditions

It is the intent of these specifications to document all services, supplies and equipment required to clean and keep clean all areas not specifically excluded. It is not represented that the following is a complete list of operations to be performed, but it is understood that all items not listed, but required to properly clean and maintain the facilities at a “High Standard of Cleanliness”, shall be included as well as those enumerated in detail.

Contractor’s employees shall report daily, through their supervisor, all conditions not included in the contract, requiring attention of the owner such as broken fixtures, leaking pipes, defective electrical equipment, etc. Unusual conditions shall also be reported, such as unlocked doors, non-routine occupancy, etc.

Equipment and materials are to be supplied by the Contractor, except as noted herein. All vacuum cleaners are required to have HEPA filtered and all cleaning products must be US Green Sealed cleaning products.

Payment of State, Federal and FICA taxes are the responsibility of the Contractor.

Detailed Billing/ Invoice(s) Invoicing after each month’s service shall be no later than the 10th of the month following the work period. All invoices shall be sent to the Cambridge Police Department, 125

Sixth Street, Cambridge, MA 02142.

Extra work supplies and or project cleaning shall be invoiced separately with time sheets. All extra work shall be authorized in advanced by the Cambridge Police Department Facility Manager.

Performance Contractors are expected to maintain an overall cleaning performance level at or above the standards listed. The cleaning standards outlined in this IFB are the minimum acceptable level of performance. Police Department staff inspections will be based on the standards listed. Failure of the contractor to meet an acceptable performance level at any time during the contract period may result in the contractor being placed on probation or contract cancellation.

Labor/Full-time Contractor shall provide an adequate number of competent properly trained personnel with qualified supervision to provide the services required at all times. Contractor shall provide all personnel with a complete set of specifications and cleaning schedules to ensure all required services are completed. Any Contractor’s employee whose employment or performance is objectionable to the City shall be immediately removed from this Contract.

Contractor shall insure satisfactory security clearance for all employees who will perform work on the premises.

All Contractor employees shall be required to comply with the work rules established for the facilities to be cleaned; by shirt, blouse or smock indicating the company name or logo in print large enough to be easily read, and safety shoes and other appropriate gear.

Equipment All tools or equipment required to carry out the operations within the scope of this contract shall be provided by the contractor and shall meet the standards of the Federal Occupational

Safety and Health Act and Commonwealth of Massachusetts Safety Codes. All vacuum cleaners must utilize HEPA filtered.

Security the Contractor is to conduct a CORI, in compliance with the City of Cambridge Cori Policy and then certify to the Police Department that prospective employees pass the CORI review. The City of Cambridge Cori Policy is attached.

In addition, the City through its Police Department reserves the right to conduct its own criminal history background screen pursuant to state and federal laws and regulations.

All Contractor employees, prior to starting work, shall be required to sign in at the Cambridge Police

Department front desk and obtain a Cambridge Police Department access card and a Company ID which must be visibly worn at all times while on premise. They shall swipe their card at the beginning of the shift and at each entry point to gain access and again when they leave.

The Contractor shall be responsible for use of all access cards and/or keys issued. Under no circumstances shall Contractor’s employees admit anyone to areas controlled by an access card or key in their possession. All doors and windows shall be closed and locked upon completion of cleaning operations. All areas shall be double-checked by the on-site cleaning supervisor at end of shift to verify the areas are secured. The Contractor shall not duplicate any keys under any circumstances. Any lost access cards or keys, or need for additional access cards or keys, shall be promptly reported to the Police Department Facility Manager.

To avoid the possibility of tracing lost keys to the premises, the Contractor shall not leave the premise with access cards or keys.

Contractor employees shall not disturb papers or personal effects on desks, open drawers, or cabinets, use telephone, computer equipment, radio or television sets, or tamper with other personal or City property.

Energy Conservation Contractor shall use energy conservation measures for lighting. Only those lights necessary for cleaning in the areas where Contractor’s employees are working shall be illuminated. All lights should be turned off upon completion of cleaning operations in the area.

Inspection the Police Department Facility Manager will conduct periodic inspections of the work. Inspections can occur weekly or on a daily basis depending on any issues that arise with the quality of the work. Contractor’s supervisor shall be available upon request, for joint inspections with the Facility Manager. Contractor’s supervisor to perform nightly inspections utilizing a checklist for all areas and must leave in logbook for City Facility Manager to view next morning.

Extra Work or Project Cleaning Work not considered to be routine, not done on a regular schedule, and not considered under the Special Cleaning section of this contract shall be considered extra work. Extra work shall be performed by the Contractor only at the request of the Facility Manager and must be provided in writing. Extra work and project cleaning shall be at the hourly rate established by contract, which includes overhead, equipment and supplies.

Special Cleaning Floors in heavy traffic areas such as vestibules, lobby, reception areas, waiting areas, self-service areas, require daily vacuuming, wet mopping, spot cleaning and/or spray buffing.

Spot clean glass, inspect, monitor and restock all supplies within restrooms. This shall be done to maintain the building at a high standard of cleanliness.

Materials and Supplies The City shall provide paper products, hand soaps, plastic trash can liners, feminine products and dispensers for those products. All other materials and supplies required to carry out the cleaning operations within the scope of this contract shall be provided by the Contractor and shall be Environmentally Preferable. Environmentally Preferable cleaning product lines must meet the following criteria: the chemicals contain no carcinogens, ozone-depleting substances, formulations with excess phosphate concentrations and volatile organic compounds. Proposed products must be submitted to the City for acceptance before utilization in the facility.

Trash Removal Trash removal shall be to a disposal site designated by the Facility Manager.

Police Department staff will deposit paper and all other recyclable materials in designated office recycle containers. The Contractor shall dispose of office paper, recyclable materials, and all other waste materials on a daily basis, to appropriate locations, and pack it in such a manner that trash will not fly around causing a mess or nuisance.

Work Schedules Work schedules will be established to meet the daily demands based on the work schedule of the building occupants. Contractor will be given a one-week notice of changes in hours, which might necessitate changes in daily demand. Work to be performed:

A. Daily Business Days (Mon. through Fri.) between 4:00P.M. and 11:00 P.M.

B. Weekend (Saturday and Sunday) between 11:00 A.M. and 11:00 P.M.

C. Weekend Public Restrooms (after 4pm during winter months-after 6pm during spring- fall months)

Note: weekend work is only to be utilized to clean areas that during the workweek would have a negative impact on Police Department or Emergency Communications business or employees, i.e.;

when restorative maintenance is performed on the cafeteria flooring, carpet areas or when floors are stripped and waxed in high traffic areas. However, the daily cleaning requirements should be followed as a reference for weekend work as all restrooms, kitchen/break rooms and fitness center should be cleaned.

During the City’s 12 1/2 days that are observed holidays, coverage is needed for the public restrooms and Emergency Communications only.

Organizational Experience Proposers must provide a narrative of training provided to personnel, experience of the work force, organization/supervision, and hourly wage breakout to demonstrate that they possess or have access to the capabilities/specialties requested in this Invitation for

Bid. Certificates of training completion will be required of the Contractor.

Cleaning Standards

The contractor shall agree to meet the following cleaning standards when performing the cleaning schedule outlined in this Invitation for Bid. These cleaning standards shall be used to assess the quality of cleaning performance of the contractor during inspection(s).

Entrances

A. Ashtrays - Shall be free of debris and wiped clean. They shall appear uniformly clean.

Surrounding area shall be swept and clear of debris.

B. Mats and Carpet - Shall be free of spots, stains, gum, dirt, and debris without causing damage.

They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil, and cleaner residue.

C. Glass and Metal Surfaces - Shall appear streak-free, film-free, and uniformly clean. This shall include the elimination of dust and soil from sills, ledges, and heat register.

D. Corners/Thresholds - Shall be free of dust, dried-soil, crud, finish build-up and debris. These areas shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue and dried slurry.

E. Floors - Shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of slip-resistant seal and finish applied that results in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

F. Walls and Fixtures - Shall be free of dust, dried-soil, and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, or cleaner residue.

Restrooms

Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection, is considered of the highest priority! Sanitation levels shall be closely monitored by inspection.

Dispensers - Shall be free of dust, dried-soil, bacteria, and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and cleaner residue. Soap should run freely, and dispensers should be cleaned of hardened or clogged soap. Dispensers shall be refilled when required with proper expendable supply item.

Hardware - Shall be free of dust, soil, bacteria, and scale without causing damage. Bright work shall appear visibly and uniformly clean, disinfected, and polished to a streak-free shine. This shall include the elimination of polish residue.

Sinks - Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage.

They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.

Mirrors - Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free, and uniformly clean.

Toilets and Urinals - Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue, and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected, and polished-dry. This shall include the elimination of streaks, film, and water spots.

Partitions - Shall be free of dust, soil, and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected, and polished-dry. This shall include the elimination of streaks and film.

Lockers – Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage.

They shall appear visibly and uniformly clean, polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.

Floors - Shall be free of dust, dried-soil, gum, spots, stains, and debris. Hard/resilient floors shall have multiple coats of slip-resistant seal and finish applied that results in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

Waste Containers - Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers will be wiped clean and shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

Walls, Doors, and Cabinetry - Shall be free of dust, soil, spots and stains without causing damage.

These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and cleaner residue. Ceramic walls and wainscots metal kick plates, handles and push plates on doors shall also be polished-dry. Ceramic tile grout shall be kept clean.

Floor and Baseboards – Same as Floors above. In addition, floors and cove bases shall appear visibly and uniformly clean and disinfected.

Air Vents - Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents.

They shall appear visibly and uniformly clean. Caution is to be taken to protect vents and components.

Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position and appear streak-free and uniformly clean.

Offices / Conference Rooms / Dispensaries / Kitchen & Vending Areas

Recycling Bins and Paper Shredders - These recycle bins and shredders are to be checked daily and emptied. Note: Not all recycle bins and shredders are located in offices and copy rooms.

Furniture and Equipment - Shall be free of dust, dried-soil, and soil without causing damage.

They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film. Wooden furniture and accessories are to be waxed and polished to a high sheen without leaving an undue residue.

Walls and Doors - Shall be free of dust, dried-soil, and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.

Fitness Center

The Fitness Center shall be free of dust, dried-soil, and soil without causing damage to the equipment. All equipment shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.

Walls and Doors - Shall be free of dust, dried-soil, and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.

Floors - Shall be free of dust, dried-soil, gum, spots, stains, and debris. Hard/resilient floors shall have multiple coats of slip-resistant seal and finish applied that results in a consistent high-shine.

Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

Windows, Sills, and Other Glass Surfaces

Windowsills, blinds, and framework shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. All glass entry doors, both exterior and interior and mirrors in rest rooms shall be cleaned including the elimination of streaks, film, and cleaner residue.

Miscellaneous Locations

Air Vents - Shall be free of dust and soil. This also applies to air distribution units and exhaust vents, and they shall appear visibly and uniformly clean.

Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position and appear streak-free and uniformly clean.

Janitor Closet and Storeroom must remain clean and orderly.

Schedule of Cleaning

In order to ensure a high standard of cleanliness the following requirements are mandatory specifications, representing the basic frequency of cleaning required. It is intended that the Police

Department Facility will be clean and presentable seven (7) days a week.

The City has specified the Janitorial Services that will be required and the number of times that these services must be performed.

1. Mandatory Five Days a week cleaning requirements.

2. Mandatory Once a week cleaning requirements.

3. Mandatory Once a month cleaning requirements.

4. Mandatory Quarterly cleaning requirements.

5. Mandatory Semi-Annually cleaning requirements.

1. Five days a week mandatory cleaning requirements ( Monday through Friday)

Entry Ways/Interior Entry Ways/Exterior (2 entrances)

Clean glass doors and all glass surface to 8’ height

Damp wipe metal surfaces

Empty and damp wipe waste containers

Remove stains on carpet as they occur

Remove all trash to appropriate containers

Remove all trash to appropriate containers

Remove all accumulated debris Vacuum carpet

Mop vinyl tile or concrete surfaces

Walk-off mats - clean floor beneath, vacuum mats

Spot clean walls and glass

Restrooms/Lockers Restrooms/Lockers, continued

Empty waste containers Damp clean mirrors, fixtures, and

Furniture

Empty sanitary containers Spot clean walls

Damp wipe/disinfect waste containers Spot clean entry/exit doors

Replace can liners Spot clean push and kick plates, polish dry

Refill soap and paper towel dispensers Dust mop floors

Refill sanitary dispensers Wet mop/disinfect floor

Damp wipe/disinfect dispensers Damp wipe/disinfect bright work, polish dry

Unclog soap dispensers

Clean/disinfect sinks

Clean/disinfect urinals

Clean/disinfect toilets and seats

Spot clean metal composite partitions

Fitness Center

Clean glass doors and all glass surface to 8’ height

Damp wipe metal surfaces

Empty and damp wipe waste containers

Remove all trash to appropriate containers

Empty waste containers

Damp clean mirrors, fixtures, and fitness equipment

Spot clean entry/exit doors

Refill paper towel dispensers

Dust mop floors

Vacuum floors

Damp mop floors

Office/Conference Rooms/Hallways

Empty waste containers

Replace can liners as needed

Dust all furniture

Dust accessible window ledges

Dust desk horizontal surfaces

Dust and/or damp wipe vacant desks/tables

Spot clean interior doors

Spot clean interior partitions

Damp wipe drinking fountains

Remove stains from carpet as they occur

Vacuum carpet

Spot clean walls

Kitchen/Snack Areas

Empty waste containers (once per shift, more often if needed)

Damp wipe waste containers

Wash waste containers as needed

Replace can liners

Clean disinfect tables

Spot clean chairs as needed

Damp wipe equipment/furniture

Dust mop floor

Damp mop floors

Damp wipe ledges

Janitorial Service Room - Must be clean and orderly

Recycling Bins And Paper Shredders - Empty shredder machines and paper recycling into large recycle bins

2. Once a week mandatory cleaning requirements

Entry Ways/Interior/Lobby Restrooms/Shower Stalls/Locker Rooms

Remove cobwebs Acid clean and de-scale urinals

Dust baseboards and flat surfaces Acid clean and de-scale toilet bowls

Dust all wall fixtures and furniture Damp wipe metal partitions

Wash stainless, aluminum surfaces Clean/Wash shower stalls

Spray buff non-carpeted floors Damp wipe and polish ceramic tile walls

Clean and polish drinking fountains Damp wipe handles, push & kick plates, polish dry

Damp wipe return air grills and door grills

Damp wipe entry/exit doors

Offices

Edge –vacuum carpet

Dust/vacuum chairs

Damp wipe waste containers

Dust and Damp wipe and polish furniture

Dust return air grills and door grills

Dust/damp wipe hat and coat racks

Damp wipe metal, vinyl surfaces on partitions

Damp wipe interior doors and doorknobs

Damp wipe shelves and top of workstation shelves

Kitchen/Snack Area

Wash completely all tables and chairs

Wash and wipe clean, including the tops of all vending equipment

Buff vinyl floors

Clean glass

Burnishing of entry ways, hallways (Burnishing is defined as spray buffing the floors)

Fitness Center

Clean glass doors and all glass surface to 8’ height

Damp wipe metal surfaces

Empty and damp wipe waste containers

Remove all trash to appropriate containers

Mop vinyl tile or concrete surfaces

Empty waste containers

Damp clean mirrors, fixtures and fitness equipment

Spot clean walls

Damp wipe/disinfect waste containers

Spot clean entry/exit doors

Spot clean push and kick plates, polish dry

Refill paper towel dispensers

Wet mop/disinfect floor

Damp wipe/disinfect dispensers

Custodial/Service Room - Restock all paper supplies as required to meet minimum on hand supply

3. Once a month mandatory cleaning requirements

Offices/Conference Rooms/ /Office hallways

Polish all wooden furniture

Vacuum all partitions

Damp wipe all partition tops

Vacuum behind PC monitors on desks

De-lime water fountains and clean outside of fountain cabinet

Remove ceiling cobwebs

Vacuum and wash lighting grills

4. Quarterly (Once Every Three Months) mandatory cleaning requirements

Kitchen/Snack Area - Strip and wax vinyl floor, weekend work

Office/Conference Rooms/ Hallways

Vacuum and dust all blinds

Dust all up lighting fixtures

Vacuum ceiling vents all carpet

Deep shampoo all carpets This procedure is to include the application of 3M Carpet Protector.

This is weekend work.

5. Semi Annually Mandatory Cleaning Requirements (Once Every Six Months)

Entry Ways/Kitchen/Snack Areas

Strip and wax hard floor surfaces May and November, weekend work

Strip and seal ceramic tile floors and cove base during the months of February, May, August, and

November

Offices/Conference Rooms - Strip, seal and wax tile floors and cove base during the months of

February, May, August and November, weekend work

Problems that must be brought To the Police Department Facility Manager or Designee’s

Attention:

Safety hazards

Light fixtures lenses broken, yellowing

Ceiling tiles--broken, stained, dirty .

Plumbing leaks

Loose or stained carpet

Storage problems

6. PRICING PROPOSAL

One contract will be awarded to the responsive and responsible bidder offering the lowest total price(s) to provide all the tasks described in this bid document for Year One. Bidder shall submit a price proposal for Year One and the two subsequent option years. Bidder shall complete the pricing worksheets for each contract year. The rates must remain firm throughout the contract term. The total price(s) shall include all labor, materials, and expenses. The hours listed in the table below are best estimates based on prior years. The City reserves the right to add or remove locations or hours at the listed rates below.

PRICE PROPOSAL- YEAR 1

Est. 08/01/2026 - 05/17/2026

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Cleaning Hours Mon-Fri 4:30pm-

9:30pm and Sat-Sun 4:00pm-

7:30pm for 52 weeks x 96 hours

4,992 hours per year

TOTAL

PRICE PROPOSAL- YEAR 2

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Cleaning Hours Mon-Fri 4:30pm-

9:30pm and Sat-Sun 4:00pm-

7:30pm for 52 weeks x 96 hours

PRICE PROPOSAL- YEAR 3

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Cleaning Hours Mon-Fri 4:30pm-

9:30pm and Sat-Sun 4:00pm-

7:30pm for 52 weeks x 96 hours

7. VENDOR SUBMISSIONS

BIDDERS INFORMATION

My business is a:*

Please select one

☐ Corporation

☐ Partnership

☐ Individual

*Response required

Please insert the requested information:*

If a corporation, include the State in which you are incorporated in.

If a partnership, include the names of partners.

If an individual, include relevant information.

*Response required

Bidder's Federal ID#:

Authorized representative information:*

Please include the name, title, telephone and email address of the authorized representative

*Response required

This bid includes addenda numbered:

Debarment or Suspension*

The Vendor/Contractor certifies that it has not been and currently is not debarred or suspended by any federal, state, or municipal governmental agency under G. L. c. 29, § 29F or other applicable law, nor will it contract with a debarred or suspended subcontractor on any public contract.

☐ Please confirm

*Response required

Certificate of Good Standing or Certificate of Registration*

The Awarded Vendor must comply with the City’s request for a current Certificate of Good Standing or current Certificate of Registration from the Commonwealth of Massachusetts provided by the

Secretary of the Commonwealth’s Office. Foreign Corporations not registered in the Commonwealth must comply with the City’s request for the Certificate of Good Standing from the state of incorporation.

☐ Please confirm

*Response required

QUALITY REQUIREMENTS

An unchecked response, a failure to respond, or a failure to meet to any of the following Quality

Requirements will result in a rejection of your bid. Please check each of the following Quality

Requirements as confirmations.

Quality Requirement 1*

Bidder has been in business providing Janitorial Services in Massachusetts under present business name for a minimum of five years.

☐ Yes

☐ No

*Response required

Quality Requirement 2*

Bidder has three years of experience providing cleaning and janitorial services to at least three (3) secure municipal, state or federal facilities consisting of a minimum of 100,000 square feet of cleanable floor space.

☐ Yes

☐ No

*Response required

Quality Requirement 3*

The bidder has submitted with their bid a commitment letter from a surety confirming bidder’s ability to secure a 50% Performance Bond and the surety issuing the commitment letter is authorized to do business in the Commonwealth of Massachusetts.

☐ Yes

☐ No

*Response required

Quality Requirement 4*

The bidder conducts CORI checks on all its employees and is in compliance with the City of

Cambridge Cori policy included in the bid documents.

☐ Yes

☐ No

*Response required

Quality Requirement 5*

The bidder’s Local Main Office must be located within an hour radius of the Robert W. Healy Public

Safety Facility, 125 Sixth Street Cambridge, Ma 02141.

☐ Yes

☐ No

*Response required

REFERENCES

Bidders shall submit a list of three references for which the bidder has supplied similar services.

References shall include contact information including contact name, addresses and telephone numbers for each to inquire as to their satisfaction with the bidders’ product and service. In addition, the City reserves the right to use itself as a reference, to contact references not listed and to otherwise perform its own due diligence when making a responsibility determination. A bid maybe rejected on the basis of one or more references reporting less than excellent past performance.

Reference 1*

Include contact name, address and telephone #

*Response required

Reference 2*

Include contact name, address and telephone #

*Response required

Reference 3*

Include contact name, address and telephone #

*Response required

Bid Submissions

Has your present organization ever defaulted on a contract? If so, state where, when, and why.*

*Response required

Provide names of Environmentally Preferable cleaning products you will supply and use cleaning the

Robert W. Healy Public Safety Facility.*

*Response required

Who will be the Bidder’s area manager? State such person’s qualifications. *

*Response required

Provide Staffing Plan for Janitorial Services at the Robert W. Healy Safety Facility.*

*Response required

Bidders may use additional sheets if necessary *

*Response required

City of Cambridge Standard Compliance Forms

Please Upload the Signed Standard Compliance Forms *

Please electronically sign and upload the following documents using this

URL: https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD

4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI*

*Response required https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI* https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI*

Non Collusion Statement*

Bidder certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid.

☐ Please confirm

*Response required

SUBMISSION REQUIREMENTS

Performance Bond Requirements*

All bids must be accompanied with a commitment letter from a surety confirming bidder’s ability to secure a 50% Performance Bond. The surety shall be authorized to do business under the laws of the

Commonwealth of Massachusetts

*Response required

Pricing Worksheet*

Please download, fill out, and upload the attached pricing worksheet from the attachments section.

PLEASE NOTE: The equivalent of Prevailing Wage Rates must be paid in the manner prescribed by the attached Living Wage Ordinance. Please also refer to the Living Wage Ordinance attached herein for other wage requirements. Please review and fill out all pricing worksheets in the attached

Price Proposal.

*Response required

Attachments:

A - CITY OF CAMBRIDGE CORI POLICY

B - Living Wage Ordinance(2026)

C - Truck Safety Ordinance

D - Truck Safety Ord Regs 01.15.2025

E - Sample Contract

F - Pricing_Worksheets_(fillable)