Janitorial and Grounds Maintenance-Ashland Port of Entry

The Oregon Department of Transportation (ODOT) is soliciting bids through an Invitation to Bid for one contractor to provide janitorial and grounds maintenance services at the Ashland Port of Entry, Interstate 5 Mile Post 18 in Ashland, Oregon, with bids due November 17, 2026. Cleaning products must meet Green Seal or UL certification standards and comply with contract limits on volatile organic compounds and prohibited chemicals.

The facility is 2,673 square feet: a 1,208-square-foot Truck Inspection Bay with hard flooring and a 1,465-square-foot Scale House/Enforcement Office with carpeting. Weekly janitorial service is performed on Fridays, with deep cleaning on the 2nd and 4th Fridays of each month. Periodic work includes interior and exterior window cleaning three times annually and carpet cleaning once per year. Grounds work includes monthly mowing March through October, quarterly hedge trimming, and annual tree trimming at two designated areas, the Safety Office and the Truck Inspection Building. The contractor supplies all staffing, training, supervision, equipment, tools, and cleaning supplies, and performs services between 8:00 a.m. and 10:00 p.m., excluding state holidays. ODOT furnishes toilet tissue, paper products, plastic liners, hand soap, toilet seat covers, light globes, fluorescent tubes, and ice removal chemicals.

A joint inspection determines whether initial cleanup is required before commencement; any such work must finish within 30 calendar days and is billed separately. Emergency and exception cleaning services are billed hourly.

Evaluation is based on cost-competitiveness and contractor qualifications. Initial pricing remains fixed for a minimum of 12 months. Afterward, the contractor may request one price increase per 12-month period, supported by documented justification for costs beyond its control. ODOT may conduct market research and negotiate, and approved adjustments are generally limited to the most recent year-over-year Consumer Price Index increase for the Pacific division. A draft contract with insurance and bonding requirements is attached, and funding comes from ODOT's operating budget. A site visit is available to prospective bidders.