TWRA HQ Janitorial Services - UPDATED

The Tennessee Wildlife Resources Agency (TWRA) is soliciting bids through an Invitation to Bid (ITB) for comprehensive janitorial services at its Headquarters facility located at 5107 Edmondson Pike in Nashville, Tennessee. The contract encompasses approximately 52,000 square feet of facility maintenance performed Monday through Friday, excluding legal holidays, over 260 business days annually. Required services include daily tasks such as garbage removal, bathroom sanitization, dusting, vacuuming, sweeping, and mopping; weekly responsibilities including windowsill cleaning, carpet vacuuming, and entrance area maintenance; monthly duties such as floor buffing and cabinet cleaning; and annual deep carpet cleaning. Work shall be performed by up to two individuals for a maximum of seven hours daily, with arrival no earlier than 6:00 AM and completion by 4:30 PM. TWRA will furnish all cleaning supplies, equipment, and materials, with the contractor responsible solely for labor costs compensated on a per-day basis for days worked. Prospective bidders must attend mandatory site visits scheduled for Monday, January 26, 2026, at 9:00 AM (CST) or Tuesday, January 27, 2026, at 1:00 PM (CST) to take exact measurements and examine the premises; no allowances will be made for quotation errors due to failure to visit the site. Written questions must be submitted by Monday, February 2, 2026, at 1:00 PM (CST), and bids are due February 9, 2026, at 2:00 PM (CST) through the State's Supplier Portal, with a service start date of February 14, 2026. The contract term is 12 months with one optional 12-month renewal period available. Award will be made to the single responsive bidder whose submission meets all requirements at the lowest cost. Bidders must provide unit pricing on a per-day basis and indicate their bid validity period, with a minimum of thirty days requested.

Respondents must meet several mandatory qualifications and compliance requirements to be eligible for contract award. All bidders must be registered with the Tennessee Department of Revenue for sales and use tax collection or hold an exemption letter prior to contract issuance, and must register with the State of Tennessee Supplier Portal before contract award. Contractors are required to maintain comprehensive insurance coverage including Workers' Compensation ($1,000,000), Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), and Automobile Liability ($1,000,000 per incident), with the State of Tennessee named as an Additional Insured on all applicable policies. All insurance providers must be authorized by the Tennessee Department of Commerce and Insurance and rated A-/VII or better by A.M. Best. Bidders must provide Certificates of Insurance on the ACORD #25 form with submission ten business days prior to the contract effective date and must certify non-debarment status, compliance with the Iran Divestment Act, and that bids are made without collusion or fraud. The document does not specify any set-aside designations for disadvantaged enterprises or restrict participation to particular organization types. No incumbent vendor information or budget range is provided in the procurement documents; pricing will be competitively determined through the bidding process, with the State retaining the right to terminate for convenience with 30 days' written notice or for cause if performance obligations are not met. All subcontractors require prior written approval from TWRA.