2027 FCPL Janitorial

Forsyth County Public Library
INVITATION TO BID
The Forsyth County Public Library is soliciting competitive bids from qualified Suppliers until
2:00 P.M., October 22, 2026, for the following:
Janitorial services for five (5) branch locations and the administrative offices.
For bids to be considered, the potential bidder must attend the mandatory pre-bid meeting
for each location. Please see the next page for date and times.
An Insurance Certificate will be required showing Forsyth County Public Library as
additional insured. Requirements for insurance limits are listed in the terms & conditions.
Bid specifications can be obtained by visiting our website at
https://webpages.forsythpl.org/RFP/Janitorial2027/. Bid documents that can be downloaded at
no cost from our website can also be obtained directly from the Forsyth County Public
Library.
Bids should be typed or written legibly in ink and returned in a sealed envelope or sealed
container. All bid packages must be clearly marked on the outside lower left corner of the
package face with the name of Bidder, Bid Title, and closing date. Bid packages must be
complete in detail, with all required information and documents, and if not so completed, will
be rejected. Bids are to be delivered to and will be opened and read aloud at the Forsyth
County Public Library, 585 Dahlonega Street, Cumming, GA 30040. Bidders and the general
public are invited to attend the bid opening.
Bids are due by 2:00 P.M. on October 22, 2026. Office hours are Monday-Friday, 9:00 a.m.-
5:00 p.m. Any bid received after this date and time will not be accepted.
All bids must remain valid for a minimum of 60 days after the actual date of the opening.
Bids will be publicly opened and read aloud at 2:05 P.M. on October 22, 2026.
Bid tabulation will be available on the website the following morning at 8:30 A.M.
Award of the Bid will be made at a later date. Forsyth County Public Library reserves the right
to reject any or all bids, to waive technicalities, and to make an award deemed in its best
interest. Bids may be split or awarded in entirety.
** "Bidder," "Supplier" or "Vendor" shall be defined herein as someone who is submitting a Bid,
Proposal, or Quote in response to a solicitation from Forsyth County Public Library.
September 21, 2026 Page 1 of 29

Forsyth County Public Library
Invitation to Bid
Date Issued: September 21, 2026
For: Janitorial Services
Must attend the pre-bid meeting for each site to be eligible to submit a bid.
Mandatory Pre-Bid Meeting Thursday, October 1, 2026
Hampton Park 9:00 a.m.
Cumming/Admin. 10:00 a.m.
Sharon Forks 11:15 a.m.
Denmark 1:00 p.m.
Post Road 2:00 p.m.
Deadline for Receiving Sealed Bids 2:00 p.m. (EST)
Thursday, October 22, 2026
Bid Receiving Office Administrative Offices
585 Dahlonega Street
Cumming, GA 30040
Office Hours Monday-Friday
9:00 a.m.-5:00 p.m.
Bids will be opened at: 2:05 p.m. (EST)
Thursday, October 22, 2026
Administrative Offices
585 Dahlonega Street
Cumming, GA 30040
No Questions will be accepted after: October 8, 2026, 5:00 p.m. (EST)
Email: WallaceT@ForsythPL.org
Buyer Contact Information Tonya Wallace, Director of Support Services
WallaceT@ForsythPL.org
September 21, 2026 Page 2 of 29

Sealed bids in triplicate copy (one original unbound) subject to all provisions of the
Invitation to Bid, will be received and opened at the time, date and place shown above.
Award of Bid will be made later pending evaluations of all bids submitted.
Bids should be typed or written legibly in ink and returned in a sealed envelope or sealed
container. All bid packages must be clearly marked on the outside lower left corner of the
package face with the name of Bidder, Invitation to Bid number and opening date. Bid
packages must be complete, in detail with all required information, bonds or other
documents, and if not so completed, will be rejected.
Bids submitted after 2:00 P.M. (EST) on the date of the deadline will not be accepted under
any circumstances. Delivery of Bid to proper location by date/time of deadline is Bidder's
responsibility.
Bid tabulations will be furnished upon written request or may be viewed on our website:
https://webpages.forsythpl.org/RFP/Janitorial2027/.
September 21, 2026 Page 3 of 29

Bid Specifications
Potential bidders are required to visit each site prior to submitting a bid.
Scope of Work
The work covered in this contract includes furnishing all labor, equipment, and materials
necessary to perform the services as outlined herein, for the entire areas of the library
facilities listed below:
Cumming Public Library
585 Dahlonega Street
Cumming, GA 30040
Total Square Feet 26,999 s/f
Carpet 25,900 s/f approximate
Hard Floor N/A
# Restrooms 2 public, 1 family, 2 staff
Special Instructions:
Excludes Server Room, 2 Electrical Rooms, all Storage Closets.
Forsyth County Public Library Administrative Offices
585 Dahlonega Street
Cumming, GA 30040
Total Square Feet 14,493 s/f
Carpet 11,689 approximate
Hard Floor 1,742 s/f approximate
# Restrooms 4 staff
Special Instructions:
Excludes Server Room, Electrical Rooms, File Room, all Storage Closets.
Click here for scope of work regarding cleaning tasks for the Cumming Library
and Administrative Offices
Sharon Forks Public Library
2820 Old Atlanta Road
Cumming, GA 30041
Total Square Feet 39,183 s/f
Carpet 36,870 s/f approximate
Hard Floor 1,384 s/f approximate
# Restrooms 2 public, 2 family, 2 staff
Special Instructions:
Excludes Server Room, Electrical Rooms, all Storage Closets.
Click here for scope of work regarding cleaning tasks for the Sharon Forks
Library
September 21, 2026 Page 4 of 29

Hampton Park Library
5345 Settingdown Road
Cumming, GA 30041
Total Square Feet 22,858 s/f
Carpet 18,334 approximate
Hard Floor 3,796 s/f approximate
# Restrooms 2 public, 1 family, 2 staff
Special Instructions:
Excludes Server Room, Electrical Rooms, all Storage Closets.
Click here for scope of work regarding cleaning tasks for the Hampton Park
Library
Post Road Library
5010 Post Road
Cumming, GA 30040___________
Total Square Feet 24,580 s/f
Carpet 22,231 s/f approximate
Hard Floor 1,803 s/f approximate
# Restrooms 2 public, 1 family, 2 staff
Special Instructions:
Excludes Server Room, Electrical Rooms, all Storage Closets.
Click here for scope of work regarding cleaning tasks for the Post Road Library
Denmark Library
530 Fowler Road
Alpharetta, GA 30004___________
Total Square Feet 22,504 s/f
Carpet 17,437 s/f approximate
Hard Floor 3,186 s/gf approximate
# Restrooms 2 public, 1 family, 2 staff
Special Instructions:
Excludes Server Room, Electrical Rooms, all Storage Closets.
Click here for scope of work regarding cleaning tasks for the Denmark Library
ADDITIONS/DELETIONS OF SERVICE: Forsyth County Public Library reserves the right
to add and/or delete products and/or services provided under this Contract. If a
requirement is deleted, payment to the Contractor will be reduced proportionately to
the amount of service reduced in accordance with the proposal price. If additional
services and/or products are required from this Contract, prices for such additions will
be negotiated between the Contractor and Forsyth County Public Library.
September 21, 2026 Page 5 of 29

Personnel Requirements
Contractor's Supervisor:
Contractor shall employ a competent Supervisor who will have full authorization to act on
Contractor's behalf. All communications given to this Supervisor shall be as binding as if
given to the Contractor. The Library will be kept informed at all times of the assigning of a
new Supervisor.
Contractor's Supervisor will:
Ensure that all personnel are trained in proper cleaning and janitorial methods
and techniques to properly and satisfactorily maintain the facilities on a day-to-
day basis during the scheduled times indicated.
Ensure that all personnel are knowledgeable regarding the cleaning tasks that
need to be performed nightly at each location.
Must demonstrate the ability to provide trustworthy, reliable employees and
shall make a good faith effort to retain the same employees on the same
schedule in the same area for as long as possible.
o If a change of staff is to occur, the Facilities & Construction Supervisor
shall be notified prior to the change when possible or as quickly as
possible thereafter.
o Supervisor will ensure that new or temporary personnel are trained in
building security and tasks BEFORE new personnel are assigned.
o If personnel set off the building security alarm from any location after the
first month of service, $50 per occurrence will be deducted from the
monthly bill to offset Library staff time spent investigating.
Shall establish a mutually agreeable regular line of communication with the
Facilities & Construction Supervisor.
o Contractor's Supervisor will inspect all facilities at least every other
month and will sign off and return checklist to the Facilities &
Construction Supervisor.
o Meetings every other month will be conducted with Facilities &
Construction Supervisor to ensure that tasks are being completed
correctly.
The Contractor's Supervisor and/or Crew Foreman must be literate in the English
language. There is to be at least one (1) person available when the cleaning crew
is on site who can speak, read, and write English.
Ensures that no janitorial employee assigned to the Library shall be under the
age of 18. Janitorial employees will not be assisted, accompanied, or visited by
September 21, 2026 Page 6 of 29

family, friends, or associates during their work shifts unless FCPL
representatives have granted specific, written authorization.
Foreman
The Contractor's Supervisor will assign a Foreman(s) for each cleaning crew. The Foreman
will be part of the daily cleaning crew at all locations and will monitor the cleaning crew to
ensure they are fulfilling the specifications of the contract.
Foreman will:
Ensure that all cleaning tasks are completed properly nightly, weekly and
quarterly.
Will be issued a personal security system pass code and appropriate keys that
will allow them to enter only the designated library branches that they are
responsible for cleaning.
o Foreman will ensure that building security is turned off/on correctly
nightly.
If personnel set off the building security alarm from any location
after the first month of service, $50 per occurrence will be
deducted from the monthly bill to offset Library staff spent to
investigate.
Will ensure that all outside doors are closed while performing work and that all
outside and office doors are locked upon leaving. If no FCPL personnel are in the
building, the security alarm is to be set by the cleaning crew foreman upon
exiting the building.
o If the building is occupied by FCPL personnel after normal working hours
when the Contractor has completed his service, they will notify FCPL
personnel of their departure and leave the door locked.
Will maintain a daily log with any comments relative to the facilities. The
foreman will leave a notice advising of any irregularities or problems noted
during servicing (e.g., defective plumbing fixtures, doors left unlocked, security
alarm not armed when cleaning crew arrived).
Ensures that no personnel are smoking, using tobacco, or electronic cigarettes in
library buildings or within 50 feet of any library entrance or exit, on loading
docks, in courtyards, or in any of the demonstration gardens on library grounds..
Ensure that only Contractor's employees are in the building and that no one is
under 18 years of age.
Safety Precautions
September 21, 2026 Page 7 of 29

Contractor shall be responsible for instructing its employees in the safe work
habits and requirements to comply with the 1970 Williams-Steiger Occupational
Safety & Health Act.
The Contractor shall adhere to and enforce all applicable local, state, federal, and
OSHA safety rules and regulations. All personnel will wear Personal Protective
Equipment as required.
Any accidents, injuries, fires or other incidents of a serious nature or incidents
requiring emergency response must be immediately reported to the Facilities
Manager.
Scheduling of Work
All facility cleaning will be done when facilities are closed to the public.
The Cumming Library, the Sharon Forks Library, the Hampton Park Library, the Post
Road Library, and the Denmark Library will be cleaned (7) seven days a week during
the following days and hours:
Monday through Thursday 9:15 P.M. till 6:00 A.M. the following day.
Friday through Sunday 5:45 P.M. till 6:00 A.M. the following day.
The Forsyth County Public Library Administrative Offices are to be cleaned (5) five
days a week during these hours:
Monday through Friday from 6:00 P.M. till 6:00 A.M. the following day.
If a required service is not provided by Contractor at the proper time stated in the
Schedule of Work, Forsyth County Public Library retains the right to require
Contractor to return within 24 hours or less at no charge to perform such service. If
required service is not provided within 24 hours, payment will be deducted
calculated on the percentage of work not performed.
The buildings do not need to be cleaned on days for which there are no
occupants. The library is closed for a total of 12 holidays: New Years Day, MLK Day,
President's Day, Easter, Memorial Day, Independence Day, Labor Day, Veterans Day,
Thanksgiving, the day after Thanksgiving Day, Christmas Eve, Christmas Day.
Contractor is responsible for calculating appropriate man hours at each building to
assure proper cleaning of library facilities.
Security Alarm System and Keys
If personnel set off the building security alarm from any location after the first
month of service, $50 per occurrence will be deducted from the monthly bill to
offset Library staff spent to investigate.
September 21, 2026 Page 8 of 29

NO BUILDING KEYS MAY BE COPIED.
It will be the responsibility of the Contractor to immediately notify the Facilities &
Construction Supervisor whenever the holder of a security system pass code is
no longer employed by the Contractor or has been transferred to a non-library
site. Library personnel will issue a new pass code to the designated Contractor
representative.
It will be the responsibility of the Contractor to ensure that all library keys are
retrieved from cleaning personnel who are no longer in the employment of the
Contractor. If library facility keys are not returned by former employees, or if any
keys are lost or stolen, the Contractor shall notify the Facilities & Construction
Supervisor immediately of the loss with written follow-up as to which keys were
lost.
Expenses related to the rekeying of building(s) or portions of building(s) made
necessary because of the duplication and/or loss of keys by the Contractor shall
be paid by the Contractor.
Inspection
All work, equipment and supplies furnished in the performance of contract shall be
subject to inspection at any and all times by the Facilities & Construction Supervisor
or authorized library representative. If not otherwise provided, materials or work
called for in this contract shall be furnished and performed in accordance with best
established practice and standards recognized by the contracted industry and
comply with all codes and regulations which shall apply.
Liability
Contractor shall be responsible for any such loss or damage to property including
money, securities, merchandise, fixtures, and equipment belonging to the Forsyth
County Public Library or Forsyth County Public Library employees or to any other
person or organization to such extent as the Forsyth County Public Library or
Forsyth County Government is legally liable for such loss or damage, if any such loss
or damage was caused by an employee of Contractor.
Janitorial Equipment and Supplies
The Contractor must furnish all necessary janitorial equipment, tools, supplies,
transportation and all effort necessary to perform the required services at the
designated locations.
The Contractor will furnish a commercial-grade vacuum, mops and brooms. All
equipment must be capable of providing high quality, commercial-grade janitorial
service.
September 21, 2026 Page 9 of 29

The Contractor will furnish all soaps for cleaning, disinfectants, glass cleaners, spot
cleaner for carpets, and trash can liners as part of the contract cost.
The Library will furnish toilet paper, C-fold paper towels, multifold towels, toilet seat
protectors, liquid hand soap, urinal splash pads, and air freshener.
Use of Library Storage Areas
Space for the storage of janitorial equipment, materials, and supplies will be set
aside for the Contractor at each library facility. Storage area will have proper
ventilation and access to water.
Janitorial staff will keep the storage area clean and will use and dispose of all
cleaning products and chemicals appropriately.
Janitorial Services for New Library Facilities Added During Contract and Contract
Renewal Periods
If other library facilities are built, renovated, or expanded during this contract or
during one of the contract renewal periods, the library will have the option to add
janitorial services for the new, renovated, or expanded facility to this contract. The
janitorial services cost and materials costs for this new, renovated, or expanded
facility will remain the same as the bid cost per square foot utilized at the time this
contract was awarded. The new, expanded, or renovated facility will receive the
same terms, conditions, and cleaning specifications as provided by this contract.
Specific Contract Service Requirements
Forsyth County Public Library highly values the image presented to the public. The library
takes pride in all its buildings and facilities. The purpose of this agreement is to provide
janitorial service resulting in neat, clean, and attractive facilities.
Unless otherwise noted, the tasks below should be carried out daily. In some cases,
monitoring daily with occasional cleaning (e.g., weekly, bi-weekly) may be sufficient. If
there is a question as to how frequently a task should be performed, the library's preference
and standards shall prevail.
Carpet cleaning for the entire facility and exterior window cleaning are not included in this
contract. These services will be procured separately by obtaining quotes. Spot cleaning on
the carpets and regular cleaning of entry ways is the responsibility of the Contractor and
are listed in these bid specifications.
September 21, 2026 Page 10 of 29