Commercial cleaning equipment and supplies

The City of Philadelphia Free Library is seeking bids on commercial cleaning equipment and supplies for a one-time purchase of 48 units across seven line items under Small Order Purchase B2727926, with bids due September 16, 2026. Vendors must quote all items to be eligible for award; the City will award as a whole or by line item to the lowest responsive and responsible bidder.

The scope comprises six cordless electrostatic handheld sprayers, two cordless electrostatic backpack sprayers, ten commercial backpack vacuums, eight heated carpet extractors, sixteen commercial floor dryers, four boxes of replacement boot soles (twelve pairs total), and two commercial floor machines with attached solution tanks. All items must be new, unused, and delivered complete with standard components and accessories. The product reference sheets identify specific manufacturer models and equivalent products with sufficient product literature demonstrating compliance. Delivery is required to Parkway Central Library Environmental Services at 1901 Vine Street, Philadelphia, PA 19103, attention Kelvin Rowe. All quoted prices must include shipping, freight, delivery, and handling; no additional costs are permitted post-award. Equipment is subject to inspection and may be rejected if damaged, defective, used, refurbished, or noncompliant, requiring replacement at no cost to the City.

The contract term is one year commencing on the effective date with options to renew for up to three additional one-year periods, not to exceed four years total. Pricing must not exceed $99,000, adjusted annually by CPI-U increase from January 1, 2020. All prices are FOB Destination and must be net, exclusive of taxes. Quotes must be submitted electronically through PHLContracts with a completed, signed Consent and Authorization Agreement. Vendors must maintain workers' compensation insurance at statutory limits, general liability insurance of $500,000 per occurrence, and automobile liability insurance of $300,000 per occurrence, naming the City as additional insured. Payment follows delivery and City acceptance via electronic deposit. The LGBTQ Applicant Data Form is optional but encouraged.