CLEANING PUBLIC RESTROOMS/FACILITIES

Town of North Kingstown, Rhode Island
100 Fairway Drive
North Kingstown, RI 02852-6202
Phone: (401) 294-3331
Fax: (401) 583-4140
Web: www.northkingstown.org
INVITATION FOR BIDS
CLEANING PUBLIC RESTROOMS/FACILITIES IN THE
TOWN OF NORTH KINGSTOWN - Three Year Contract
Sealed proposals for the above will be accepted by the Purchasing Agent, Municipal Offices Building,
100 Fairway Drive, North Kingstown, RI 02852-1799, until 10:00 AM, October 7, 2026 and will then be
publicly opened and read aloud.
NO BIDS WILL BE ACCEPTED AFTER THE 10:00 A.M. DEADLINE.
A pre-bid meeting will be held on Wednesday September 30, 2026, beginning at 10:00 a.m., starting
at the Public Works Facility, 2050 Davisville Road, North Kingstown, which will provide bidders
the only opportunity to view each location.
IT IS THE RESPONSIBILITY OF THE PROSPECTIVE BIDDERS TO MONITOR THE TOWN'S
WEBSITE FOR ANY SUBSEQUENT BID ADDENDUMS. NO ADDENDUMS WILL BE ISSUED
OR POSTED WITHIN FORTY-EIGHT (48) HOURS OF THE BID SUBMISSION DEADLINE.
The bid will be evaluated as to R.I.G.L. 45-55-5. (2) "Competitive Sealed Bidding" and the award shall be
made on the basis of the lowest evaluated or responsive bid price.
A Certificate of Insurance showing $1 million General Liability and $1 million Any Auto, with the
Town being named as an additional insured, and Worker's Compensation, with a waiver of
subrogation, will be required of the successful bidder.
The Town of North Kingstown reserves the right to reject any or all proposals or parts thereof; to waive
any formality in same, or accept any proposal deemed to be in the best interest of the Town.
The Town of North Kingstown will provide interpreters for the hearing impaired at any pre-bid or bid
opening, provided a request is received three (3) days prior to said meeting by calling 294-3331, ext. 142.
Tim McDavitt
Purchasing Agent
*BIDDERS MUST SUBMIT ONE ORIGINAL, ONE COPY OF THEIR BIDS
and (1) Electronic Copy(Thumb Drive)*

TOWN OF NORTH KINGSTOWN, RHODE ISLAND
INFORMATION FOR BIDDERS
ARTICLE 1. RECEIPT AND OPENING OF BIDS
Sealed bids must be submitted in SEALED ENVELOPES, addressed to the Purchasing
Agent, Municipal Offices Building, 100 Fairway Drive, North Kingstown, Rhode Island 02852,
and clearly marked with the name of the item bid, and the date and time of opening. Bids will be
received by the Purchasing Agent up to the specified time as noted on the Invitation to Bid, and
publicly opened and read aloud at the specified time. Proposals submitted for a specified item
must not be combined under the same cover with any other bid item.
It is the bidder's responsibility to see that his bid is delivered within the time and at the
place prescribed. Proposals received prior to the time of opening will be securely kept
unopened. No responsibility will attach to any officer or person for the premature opening of a
proposal not properly addressed and identified.
Any bid received after the time and date specified shall not be considered, by messenger
or by mail, even if it is determined by the Town that such non-arrival before the time set for
opening was due solely to delay in the mails for which the bidder is not responsible. Conditional
or qualified bids will not be accepted.
ARTICLE 2. PREPARATION OF BID
Each bid must be submitted on the prescribed form. All blank spaces for bid prices must
be filled in, in ink or typewritten, both in words and figures. Erasures or other changes must be
explained or noted over the signature of the bidder.
Each bid must be submitted in sealed envelopes, clearly labeled, so as to guard against
opening prior to the time set, therefore.
The Town may consider any bid not prepared and submitted in accordance with the
provisions hereof and reserves the right to reject any or all proposals in whole or in part, toward
any item, group of items, or total bid; to waive any technical defect or formality in same, or to
accept any proposal deemed to be in the best interest of the Town.
In the event more than one item is requested and/or listed on the Proposal Form, bidders
may bid on any or all items. The Town reserves the right to make award on an item for item
basis or aggregately, whichever may be in the best interest of the Town.
ARTICLE 3. TELEGRAPHIC MODIFICATION
Telephonic, telegraphic, or oral bids, amendments or withdrawals will not be accepted.
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ARTICLE 4. WITHDRAWAL OF BIDS
Bids may be withdrawn personally or by written request at any time prior to the time
specified for the opening. Bids may be modified in the same manner. Negligence on the part of
the bidder in preparing the bid confers no right of withdrawal or modifications of his bid after
such bid has been opened.
ARTICLE 5. QUALIFICATIONS OF THE BIDDER
The Town reserves the right to request each bidder to present evidence that he is
normally engaged in purveying the type of product or equipment bid on. No bid shall be
considered from bidders who are unable to show that they are normally engaged in purveying the
type of product or equipment specified in the bid proposal.
To receive full consideration, the bidder must submit literature and necessary details,
when applicable, on the material or service he proposes to furnish in order that the Town may
have full information available when analyzing the proposals.
ARTICLE 6. OBLIGATIONS OF THE BIDDER
At the time of opening of bids, each bidder will be presumed to have inspected the
Specifications and Contract Documents (including all addenda) which has been sent to the
address given by such bidder. The failure or omission of any bidder to receive or examine any
form, instrument, or document shall in no way relieve any bidder from any obligation in respect
to his bid.
Any exceptions or deviations from the provisions contained in this Specification must be
explained in detail and attached to proposal. If such deviations do not depart from the intent of
this notice and are in the best interest of the Town, the proposal will receive careful
consideration.
ARTICLE 7. PRICES
Bidders shall state the proposed price in the manner as designated in the Bid Proposal
Form. In the event that there is a discrepancy between unit prices and the extended totals, the
unit prices shall govern. In the event that there is a discrepancy between the price written in
words and written in figures, the prices written in words shall govern.
In the event a column headed "Vendor's Offering" is provided in the bid proposal, enter
your offering, compliance, or non-compliance in each space. DO NOT enter dollar amounts.
The prices in this bid shall be irrevocable for ninety (90) days, or until the bid is awarded
by the Town Council. After award by the Town Council, said prices shall then remain firm for
the duration of the Contract.
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ARTICLE 8. TAX EXEMPTIONS
The Town is exempt from payment of the Rhode Island Sales Tax under the 1956
General Laws of the State of Rhode Island, 44-18-30 Para. I, as amended. The Town is exempt
from payment of Federal Excise Taxes. The prices bid must be exclusive of taxes and will be so
construed. Exemption certificates will be completed as required by the successful bidder.
ARTICLE 9. CONTRACT PERIOD AND TERM OF AGREEMENT
Contract period: NOVEMBER 9, 2026 - JUNE 30, 2029. If financially advantageous to
the Town of North Kingstown, these contracts may be renewed or extended, from time to time,
when agreed to, in writing, by both parties.
ARTICLE 10. INSURANCE
The Contractor shall assume responsibility and liability for all injuries to persons or
damages to property, directly or indirectly due to, or arising out of, his operations under the
contract and shall be responsible for the proper care and protection of all work performed until
completion and final acceptance by the Town.
The Contractor shall also indemnify and save harmless the Town of North Kingstown
against any and all claims of whatever kind and nature due to, or arising out of, his breach or
failure to perform any of the terms, conditions, or covenants of the contract resulting from
acceptance of his bid.
The Contractor shall furnish the Finance Department with certificates of insurance from
companies acceptable to the Town of North Kingstown. All insurance companies listed on
certificates must be licensed to do business in the State of Rhode Island. The Contractor shall
provide a certificate of insurance as specified on the bid proposal form attached. Contracts of
insurance (covering all operations under this contract) shall be kept in force until the contractor's
work is found acceptable by the Town.
The limits of the insurance must be at least in the amounts specified below:
1. Commercial General Liability-Occurrence Form $1,000,000/$1,000,000.
2. Automobile Liability - $1,000,000.
With both of the above naming the Town as additional insured.
3. Worker's Compensation
Waiver of subrogation applies to Worker's Compensation
The Contractor shall secure, pay for, and maintain insurance as necessary to protect
himself against loss of owned or rented capital equipment and tools, with provision for waiver of
subrogation against the Owner.
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The Contractor shall require similar insurance in the above amounts to be taken out and
maintained by each sub-contractor. The Contractor shall be fully responsible for the acts and
omissions of his sub-contractors and of persons employed either directly or indirectly by him.
Nothing contained in the contract shall create any contractual relation between any sub-
contractor and the Town of North Kingstown.
ARTICLE 11. LAWS, ORDINANCES AND CODES
All applicable Federal and State Laws, Ordinances and Codes of the Town of North
Kingstown and regulations of all authorities having jurisdiction over this Project shall apply to
this contract the same as though written herein in full.
The Town of North Kingstown will not award the Contract to any Contractor who is, at
the time, ineligible under the provisions of any applicable regulations issued by the Secretary of
Labor, United State Department of Labor, or is not qualified under applicable Ordinances of the
Town of North Kingstown, or the laws of the State of Rhode Island.
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SELECTION CRITERIA
The bid will be evaluated as to R.I.G.L. 45-55-5. (2) "Competitive Sealed Bidding", and the
award shall be made on the basis of the lowest evaluated or responsive bid price.
The following factors will be considered in determining the lowest evaluated or responsive bid
price:
Demonstrated experience in the type of work required;
References;
Similar Municipal experience;
Quality of work previously performed by the firm for the Town of North Kingstown, if any;
Bid Price;
Overall low evaluated/responsive bidder in each option;
Insurance minimums, as listed;
Proximity to North Kingstown;
Years in business;
Early Payment Discount;
Attendance at Pre-Bid meeting (vendors not familiar with facilities)
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BID SUBMISSION REQUIREMENTS:
1. Bid Proposal Forms must be signed by the authorized individual(s).
2. Signature page from the Town's contract, signed by an authorized individual as a good
faith statement that the Contractor is willing to enter into the Town's standard contract
form.
3. Current Certificate(s) of Insurance.
4. Company History:
o Years in janitorial business
o Key personnel and their experience, including key personnel that shall be
involved with this contract.
o Average length of employment for managers, supervisors, and janitors.
5. Reference List
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CONTRACT CLEANING
PUBLIC RESTROOMS/FACILITIES, TOWN OF NORTH KINGSTOWN
SCOPE OF SERVICES
The Town of North Kingstown, Department of Public Works, is seeking professional cleaning
services for various facilities at locations within the Town of North Kingstown. A list of fixtures
in the various restrooms is provided with each bid option; list of observed holidays is provided at
the end of the bid package.
The bid is comprised of four sections/options (with a fifth option to allow for an all options
price); any business or individual wishing to submit a bid on any portion of the bid package is
welcome to do so. A Bid Proposal form is included for each bid option to allow vendor to bid
options separately, as well as a Bid Proposal form for any business or individual wishing to
provide an entire package bid price.
The Town of North Kingstown reserves the right to award each Bid Option separately to overall
lowest responsive bidder for each bid option, or as one award, whichever is deemed to be in the
best interest of the Town.
Award(s) shall be made for Bid Option Lump Sum Bid Price; the cleaning dates are
approximate. The Town reserves the right to increase or decrease the number of days
required to clean each facility. Should this occur during the duration of this contract,
pricing, and scheduling of cleaning for each facility will be negotiated at the Per Day price
indicated on bid form.
It is strongly suggested that before any bids are submitted, the bidder check with his insurance
agent as to any added charges that may be incurred for the insurance requirements asked for on
this bid.
Contract Duration: The contract will be for a term of three (3) years, year one guaranteed; years
two and three based on satisfactory performance and available funds. Contract year one shall
commence on: NOVEMBER 9, 2026 - JUNE 30, 2029.
Buildings/Facilities [hereinafter "Facilities"] included in this Bid:
Wilson Park Baseball Field & Soccer Field Restrooms - Roosevelt Ave.
McGinn Park Restrooms - 174 School Street
Ryan Park Restrooms - 210 Oak Hill Road
Signal Rock Park Restrooms - 299 Signal Rock Drive
Town Beach Restrooms - 15 Beach Street
Community Center - 30 Beach Street
Wickford Restrooms - 57 Brown Street
North Kingstown Golf Course (Restrooms/Hallways) - 615 Callahan Road
North Kingstown Transfer Station - 345 Devils Foot Road
David R Burnham Public Works Facility - 2050 Davisville Road
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Contractor - The successful bidder (hereinafter "Contractor") receiving award of this contract
shall be responsible for providing all labor, insurance, equipment, and supplies except where
noted, necessary for the cleaning of the Facilities at Contractor's expense.
Cleaning Complaints - If a cleaning complaint is received and cannot be resolved and cleaning
procedures do not meet the Town of North Kingstown's cleaning standards, there will be a
deduction from the monthly invoice at the discretion of the Director of Public Works. The
Director of Public Works or his designee will contact the cleaning contractor with the pertinent
information, and he/she will be given sufficient time to resolve any issues.
Supervisor - The Contractor shall assign a supervisor to be assigned to the Town of North
Kingstown to oversee all cleaning procedures and must make routine visits during their
employees work hours to evaluate the work and provide monthly cleaning surveys to the
Director of Public Works or as directed; contact information shall be provided to the Department
of Public Works. The Supervisor must meet with the Director of Public Works or his designee
when requested to discuss cleaning status and any issues of concern. The Supervisor will be
responsible for all cleaning procedures. Supervisor must be able to communicate verbally and in
writing in English regarding all cleaning responsibilities.
Contractor's Personnel - The Contractor shall employ only those persons qualified and trained to
provide the services stated herein. The Contractor further warrants that his/her employees, and
any other personnel providing services under these specifications, are duly qualified to perform
the services required and that the personnel agree to perform services in a professional manner
utilizing appropriate procedures and methods in accordance with any applicable local, state, or
federal laws, rules, or regulations.
The Contractor must provide the Town with a current list of all personnel employed by
Contractor cleaning the Facilities, including telephone numbers and addresses if requested.
Should the Town advise the Contractor that any agent, employee or other person under its
jurisdiction or supervision relative to this contract, is for any reason objectionable,
unsatisfactory, or undesirable, the Contractor shall replace the individual.
Billing - Contractor shall bill the Town in twelve (12) monthly invoices for each contract year.
Invoices shall be submitted by the third day of the month for work performed the previous
month.
References - A list of references with the company's name, a contact person and a telephone
number shall be included with the bid return.
Sanitary Standards - To ensure a healthy and safe municipal facility environment for the public's
use, all cleaning procedures must adhere to the highest standards as they relate to the health and
well-being of users of these facilities. It should not be assumed that the level of cleanliness that
presently exists in each of the contracted facilities meets these specifications or is satisfactory to
the Town of North Kingstown. The contractor shall be required to assure that all provisions of
the specifications are met entirely, and that the Town is provided with clean and presentable
facilities/buildings.
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Responsibilities - The Contractor shall be responsible for cleaning and sanitizing all surfaces
within the restroom areas including walls, floors, ceiling (if necessary), toilet partitions,
porcelain/stainless steel fixtures, dispensers & mirrors. Restrooms must be free of dust, dirt,
bodily fluids, or excrements, as well as have evidence that surfaces were disinfected, wet mop
entire floor surface on a daily basis. Garbage will be bagged and carried to the area designated
for disposal; new can liners placed in wastebaskets. In locations that recycle, recycling will be
collected and placed (loose) in designated outdoor recycling receptacles.
Where applicable, eyewash stations will be free of particle and dirt and show evidence that they
were disinfected. Hard surfaces, such as and including but not limited to, counters, handrails,
kitchen equipment, refrigerators, sinks, basins, stove tops, and equipment will be free of dirt,
dust and other particles and show evidence that they were sanitized. Carpeted areas will be free
of dirt, litter, and debris. Locker rooms, showers, drains will be free of dust, dirt, hair and show
evidence that they were disinfected.
Schedules for each option will be adhered to; Contractor is responsible for securing rest rooms at
parks each night. Once Contractor has cleaned, facilities should be locked and secured for the
night, whether or not park/fields are still in use.
The Contractor shall check and restock all paper towels, toilet paper and soap dispensers (as
needed) and ensure that each is full and has an adequate supply for next day's use.
The Contractor shall use the following paper and soap products, no substitutions, for locations
supplied as noted in bid option:
2-ply, 1000 sheet Compact Coreless Toilet Tissue
enMotion Paper Towel Refill - 10" width, 800' roll
enMotion Foam Soap with Moisturizers, 1000 ml
The Contractor shall test all plumbing fixtures and report any deficiencies or problems to the
Director of Public Works on the next working day. The Contractor shall carry a plunger and
plunge toilets found to be clogged by paper; reporting any problems that persist after initial
plunging.
All vandalism to the restroom facilities, both to the interior and to exterior portions of the
building, shall also be reported to the Police Department.
Security - All exterior doors of all the Facilities must be locked by the Contractor as indicated.
The Contractor must securely lock doors once verifying all persons have exited the facility when
closing and turning off the lights. Keys shall be issued to the Contractor by the Department of
Public Works. Duplicate Keys: Should the Contractor lose a key or keys; the Contractor
shall be responsible for the cost of having all affected door locks re-keyed. The Town will
arrange for this to be done and bill the Contractor or subtract the cost from that month's
invoice.
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