Request for Proposals for Parks and Recreation Janitorial Services

The Town of Chapel Hill, North Carolina, is issuing a Request for Proposals (RFP Q26-112) to procure comprehensive janitorial services at five municipally-operated Parks and Recreation facilities. The procurement seeks qualified vendors to provide daily cleaning, restroom maintenance, trash removal, floor care, and disinfection services at hospitality-level standards across the Community Center, Hargraves Center and Nate Davis Sr. Gymnasium, Homestead Aquatics Center, Parks and Recreation Administrative Offices and Community Clay Studio, and Teen Center, with facilities ranging from approximately 2,100 to 10,000 square feet. Vendors must include all labor, materials, equipment, and applicable taxes in their pricing for the service period of July 1, 2026, through June 30, 2028, and may submit proposals for individual facilities or all five locations as desired. Eligible vendors must be registered with the North Carolina Secretary of State, have been established in commercial janitorial service contracting for a minimum of three years in North Carolina, and maintain required insurance including Commercial General Liability and Business Automobile coverage of $1,000,000 per occurrence, Workers' Compensation of $100,000, and Cyber Liability of $1,000,000 per occurrence and $2,000,000 aggregate. A mandatory pre-proposal conference and site visits are scheduled for April 30, 2026, from 9:30 a.m. to 1:30 p.m. at the Homestead Aquatics Center; attendance is required for proposal eligibility. Questions must be submitted by May 6, 2026, with responses posted by May 12, 2026, and proposals are due by 2:00 p.m. on May 20, 2026, via email to the Purchasing and Contracts Manager. The contract will commence July 1, 2026, for an initial two-year term with an option to renew for one additional one-year period, and evaluation will consider performance standards requiring hospitality-level cleanliness with a deduction schedule for deficient performance ranging from 5% to 25% of monthly fees depending on violation severity.

This procurement contains no specific set-aside designations for disadvantaged enterprises or minority-owned businesses; however, all vendors must comply with E-Verify requirements, non-discrimination standards, and all federal and state legal requirements. The RFP does not identify any incumbent contractors or current service providers. Optional additional services are available, including gymnasium floor maintenance and floor scrubbing, waxing, and buffing services at specified frequencies, which vendors may propose separately. The Town reserves the right to award the contract to one or more vendors as deemed in the Town's best interest and may terminate the contract with 30 days' written notice for continued non-compliance with performance standards. No specific budget range or award value is disclosed in the RFP documentation provided.