Town Hall Building Interior Cleaning

DESCRIPTION
Town Hall Cleaning Bid
BID DUE DATE
Bids MUST be submitted to the Town by August 7, 2026 before 11:00 AM, at which time
all bids will be publicly opened and read. No bids will be received after 11:00 AM. The
entire bid proposal with all appropriate sheets completed in full by the bidder shall be
submitted as described herein, with all required submittals.
Proposals shall be delivered to Emily Costanza, Town Clerk, One Town Hall Plaza, Valhalla,
New York 10595.
Proposals received after the time stated in the bid due date will not be considered and will be
returned to the bidder unopened. The bidder assumes the risk of any delay in the mail or in the
handling of the mail by Town employees. The bidder assumes all responsibility for having the
proposal deposited on time at the place specified.
Bidding Documents can be picked up at the Office of the Town Clerk, 1 Town Hall Plaza,
Valhalla, New York 10595 during regular business hours.
The Town reserves the right to schedule a pre-bid meeting as necessary and reserves the right to
amend the request for bids based on questions raised at any pre-bid meeting.
SPECIFICATIONS AND SCOPE OF WORK
The Town of Mount Pleasant is requesting bids for the cleaning and maintenance of the interior of
the Town Hall Building. The cleaning contractor shall include: all departments' offices, holding
cells, stairways, public halls, lobbies, lounges, bathrooms, elevators, boiler and storage rooms.
Cleaning services in office areas shall be performed at times and in such a manner as not to
interfere with the business operations. Work to be performed Monday through Friday as follows:
Police Department 1:00 PM - 3:00 PM; Tower Room 3:00 PM - 4:00 PM; Main Floor and Lower
Level 4:00 PM - 8:00 PM. Two workers minimum at all times.
**ALL WORKERS WILL HAVE SUBMIT TO A BACKGROUND CHECK AND FINGER
PRINTING TO OUR POLICE DEPARTMENT ***
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DAILY WEEKLY AND MONTHLY CLEANNG MAINTENANCE
DAILY SERVICES:
The following shall comprise the daily cleaning services provided by the contactor:
1. Empty all waste receptacles.
2. Clean all desktops, cabinets, tables, chairs, windowsills, and other furniture.
3. Replace light bulbs and fluorescent tubes where required. Wash ceiling fixtures lenses
relating to those tubes or bulbs replaced.
4. Clean all interior glass, excluding windows.
5. Spot clean all carpets, doors woodwork and other metalwork.
6. Polish water fountains and other bright work.
7. Sweep dust and/or damp mop all vinyl or hard surfaced floors.
8. Vacuum all carpeting, including under desks.
9. Dust and wipe down all radiator covers.
10. Clean and disinfect all bathroom fixtures, including urinals, commodes and sinks.
11. Clean and polish bathroom fixtures, minors, and dispensers.
12. Refill dispensers with soap and/or paper products.
**Paper products to be provided by the Town of Mount Pleasant**
Spot clean all bathroom tile walls, and partitions. Damp mop all bathroom tile floor.
WEEKLY SERVICES:
The following will comprise weekly services:
1. Spray buff all vinyl floors.
2. Clean counter, dust lounge furnishings, and fixtures in all lounges.
MONTHLY SERVICES:
The following will comprise monthly services:
1. Clean baseboards, molding, radiator fins, ceilings, light fixtures, window, frames and
sills.
2. Wash vents and registers.
3. Strip and wax all lavatory floors once every three months.
4. Spot clean all: walls where required, shelving, counters, desks and other horizontal
surfaces.
5. Lobby Carpet Exchange.
ANNUAL SERVICES:
The following will comprise annual services:
1. Clean all wall fixtures, frames, signs, directories, picture, interior glass (excluding
windows), and mirrors.
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2. Strip, seal and wax all vinyl floors in April or May of each year. Where necessary, power
scrub and seal terrazzo and concrete floors.
3. Clean and polish all door knobs, handles, kickplates and signs.
4. Shampoo all carpeting and upholstered furniture twice a year (April and September)
Apply antistatic and soil retardant to carpeting and upholstery.
5. Wax all office and courtroom furniture
It is further understood that the Contractor will provide all labor and materials necessary to perform
the work in accordance with the specifications. The exception is the provision of materials relating
to paper products, light bulbs, and fluorescent tubes. It is further understood that the Contractor
will obtain all necessary insurance coverage and shall provide proof of same to the Town of Mount
Pleasant.
Bid shall be accompanied by fully executed Non-Collusive Declaration.
PROPOSAL SHEETS AND BID EVALUATION
Instructions to Bidders
The Town reserves the right to reject any bids which are nonconforming, nonresponsive,
conditional, and/or unbalanced as judged by the Town.
Town will interpret the submission of a proposal to mean that the bidder is fully informed as
to the extent and character of the services, supplies and materials required and that the bidder
can furnish same in complete compliance with the bid documents.
No interpretation of the meaning of the bid documents, contract terms, or these conditions
and requirements will be made to any bidder orally. Every request for such interpretation
should be in writing, addressed to Town. If deemed necessary, in the sole discretion of the
Town, any interpretations issued will be in the form of addendum/addenda to the bid
documents that will be sent to all bid solicitors of record. All addendum/addenda so issued
shall become a part of the bid documents. Any addenda sent to the bidders shall be binding
and take precedence over the section of the original bid documents which it replaces. Each
bidder shall ascertain prior to submitting his/her proposal that he/she has received all
addenda issued. Copies of addenda will be made available for inspection at the Town for
that purpose.
Addenda will be mailed, emailed or delivered to the best of the Town's ability to all who are
known by the Town to have requested and been furnished with the bidding documents. It
will be the bidder's responsibility to ascertain that they have received all addenda. The Town
is in no way liable for a bidder not having all addenda and cannot be held accountable in any
respect for noncompliance or financial or physical loss due to proposer not having required
addenda.
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Bidders desiring clarification or interpretation of the bid documents shall make a written
request to the Town at least seven (7) days prior to the closing date for receipt of bids.
The Town may, in its discretion, make an investigation(s) as it deems necessary or desirable to
determine the qualifications of the bidder to perform the work, and the bidder shall furnish
additional information and data for this purpose as may be required. The Town reserves the right
to reject any bid if any additional information requested from the bidder, or the investigation of
such bidder, fails to demonstrate that the bidder is properly qualified to carry out the obligations
of the contract and to complete the work contemplated therein within the time frame designated.
By submitting a bid, bidders will be presumed to be thoroughly familiar with all documents
and terms of the bid documents issued in connection with the request for bids solicitation
and failure of any bidder to receive or examine the documents shall in no way relieve the
bidder from performing any obligation required thereby.
In submitting a bid, bidder agrees to all of the terms and conditions set forth in the Contract
attached to this request for bids and all additional information necessary for the Contract
will be completed based upon the proposal.
Tax exemption
The Town of Mount Pleasant is exempt from payment of all Federal and New York State Tax.
Tax exemption certification will be issued to the successful bidder.
Bid Submittals
Bidder must submit an original proposal (identified as such) and two (2) copies in a sealed
envelope and must indicate the following information on the outside of the package:
(a) Bidder's name and address
(b) Request for Bids number and title
(c) Request for Bids due date
On a cover sheet to the proposal, provide the official legal name, all d/b/a names, address,
phone number, email address and website of the applicant, as well as the name of the principal
contact person and the name of the person authorized to execute the contract.
If the bid is made by an individual, it shall be signed by the individual, giving the individual's
full name and address; if the bid is made by a firm or partnership, its name and the principal
office address of such firm or partnership shall be stated, and the bid shall be signed by one
or more of the partners, and the names of all the partners shall be listed; and if the bid is made
by a corporation, it shall be signed with the name of the corporation, and the principal office
address of the corporation and the State of incorporation shall also be entered thereon.
Non-Collusive Bidding Certification, Sexual Harassment Training Certification, Labor Law
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Violation Certification, Iranian Energy Sector Divestment Statement, as well as
Indemnification and Hold Harmless Agreement forms shall be fully signed and executed and
included with the proposal. Failure to sign and execute these documents and include same with
the proposal shall invalidate the proposal.
Insurance Certificates
If required by the Contract, submit proof that your insurance is current and submit a certificate
indicating the coverage amounts, in accord with the Town's minimum insurance requirements.
Proposal Attachments
The attachments listed below must be completed and included with each proposal and all
bidders must sign all the Bidding Documents where indicated.
Attachment A - Non-Collusive Bidding Certification
Attachment B - Iran Divestment Act of 2021 Certification
Attachment C - Sexual Harassment Training Certification
Attachment D - Labor Law Violation Certification
Attachment E - Indemnification and Hold Harmless Agreement
Attachment F - Services Agreement
Rejection of Proposals
The Town reserves the right to reject any and all proposals upon its sole discretion. The
Contract will be awarded to the lowest responsible bidder offering a proposal response that
best meets the terms, conditions and criteria stated in the Bidding Documents and as will
best promote the public interest, taking into consideration the reliability of the bidder and
the quality of the services to be furnished. The listed factors will be considered in any award
of contract and all work will be performed under the statutes and regulations of the Federal
Government, the State of New York and the policies of the Town that relate to the work.
The Town reserves the right to reject, any proposal in whole or in part, and to waive non-
material defects, qualifications, irregularities, and omissions, if, in its judgment, the best
interests of Town will be served.
Grounds for rejection of proposals include, but shall not be limited to:
1. Failure of a proposal to conform to the essential requirements of the
specifications.
2. Failure of a proposal to conform to the specifications contained or referenced in
the specifications.
3. Failure of a proposal to conform to the delivery or completion dates established
in the specifications.
4. Submission of a proposal that imposes conditions that would modify the terms
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and conditions of the bidding documents or limit the proposer's liability to the
Town on the contract awarded on the basis of such proposal.
5. Submission of a proposal determined by the Town to be unreasonable as to price.
6. Submission of a proposal determined not to be from responsible proposers.
7. Failure of a proposal to meet guarantees, where required.
Technicalities or minor irregularities in proposals which may be waived when the Town
determines that it will be in the Town's best interest to do so, are mere matters of form not
affecting the material substance of proposal or some immaterial deviation from, or variation
in, the precise requirements of the specifications and having none or a trivial or negligible
effect on price, quality, quantity or performance of the services being procured, the
correction or waiver of which will not affect the relative standing of or be otherwise
prejudicial to other proposers. The Town may either give a proposer an opportunity to cure
any deficiency resulting from a technicality or minor irregularity in his/her proposal, or
waive such deficiency where it is advantageous to the Town to do so.
Town reserves the right to reject incomplete proposals. Town also reserves the right to
request additional data or material at any time. All material submitted in response to this
request for bids will become the property of Town upon the opening of the proposals.
Town reserves the right to reject proposals that impose conditions that would modify the
terms and conditions of the Bidding Documents or limit the bidder's liability to Town on
the Contract awarded on the basis of such proposal.
Town reserves the right to reject any proposal where investigation and evaluation of the
bidder's qualifications indicate that the bidder may not promptly and efficiently complete
the services or provide the materials as per the specifications.
Prohibition Against Conflicts of Interest, Gratuities and Kickbacks
Any employee or any official of the Town, elective or appointive, who shall take, receive,
or offer to take or receive, either directly or indirectly, any rebate, percentage of contract,
money, or other things of value, as an inducement or intended inducement, in the
procurement of business, or the giving of business, for, or to, or from, any person,
partnership, firm or corporation, offering, proposing for, or in the open market seeking to
make sales to the Town, shall be deemed guilty of a felony and upon conviction such persons
shall be punished to the full extent of the law.
Every person, firm, or corporation offering to make, or pay, or give, any rebate, percentage
of contract, money or other things of value, as an inducement or intended inducement, in
the procurement of business, or the giving of business to any employee of the Town, elective
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or appointive, in his efforts to propose for, offer for sale, or to seek to make sales to the
Town, shall be deemed guilty of a felony and upon conviction such persons shall be punished
to the full extent of the law.
Interpretations
No oral interpretations of specifications, contract terms, or these conditions and
requirements will be made to any proposer or if made, will not be binding on the Town.
Written requests mailed to the attention of the Town before the specified bid opening date;
and if deemed necessary, in the sole discretion of the Town, will be answered in writing by
the Town in the form of addenda to the bid solicitation that will be sent to all proposers of
record. The mailing address shall be:
Office of the Town Clerk
1 Town Hall Plaza, Valhalla
New York 10595
Examination of Documents
Bidders are encouraged to review the bidding documents as they contain detailed
information. By submitting a proposal, proposers will be presumed to be thoroughly
familiar with all documents and terms of the Bidding Documents issued in connection with
the solicitation and failure of any bidder to receive or examine the document shall in no way
relieve the bidder from performing any obligation required thereby.
Award of Contract
The issuance of an award of the contract is contingent upon securing an acceptable proposal
within the Town's discretion.
The Town reserves the right to reject any and all proposals and to re-advertise for new
proposals. The bidder awarded the contract shall not assign, transfer, convey, sublet or
otherwise dispose of the contract or of his right, title or interest therein, or his power to
execute such contract, to any other person, company or corporation, without the previous
consent, in writing of the Town.
Award of contracts will be made as soon as practicable after bid opening. All proposals
shall be deemed continuing offers, firm and open for acceptance by the Town for forty-five
(45) days following the bid opening.
Award of the contract will be made only to the lowest responsible bidder as will best
promote the public interest, taking into consideration the reliability of the bidder, the quality
of the materials, equipment, supplies or services to be furnished, conformity with
specifications, all for the purpose for which they are required and the terms of delivery of
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the materials or services. The Town reserves the right, in its discretion, to reject any or all
bids or to waive any informality or irregularity in the bids received.
Prices
All prices quoted by various proposers must be firm prices for a period of forty-five (45)
days to allow acceptance by the Town. If awarded the contract, the prices will then be firm
during the time period indicated by the proposer.
All prices and quotations must be in ink or typewritten. No pencil figures will be accepted.
Mistakes are to be crossed out and corrections inserted adjacent thereto and initialed by the
person signing the proposal. Also, corrections made with correction tape or fluids are to be
initialed. The Town shall interpret or reject illegible or vague bids and its decision shall be
final.
INTERPRETATION OR CORRECTION OF PROPOSALS
Proposers shall promptly notify the Town of any ambiguity, inconsistency or error, which
they may discover upon examination of the specifications or of the local conditions.
Proposers desiring clarification or interpretation of the specifications shall make a written
request to the Town at least seven (7) days prior to the closing date for receipt of proposals.
Any interpretation of, or correction, or change to the specifications will be made by
addendum, issued by the Town. Interpretations of, or corrections, or changes to the
specifications made in any other manner will not be binding and proposers shall not rely
upon such interpretations, corrections and changes.
TREATMENT OF PROPOSALS
Proposals will not be open to public inspection nor be disclosed to unauthorized persons
prior to award of contract. However, after award of contract, all proposals shall be open for
public inspection, subject to any continuing prohibition on the disclosure of confidential
data which is designated as such in any proposal and consistent with New York State law.
A contract may be awarded on the proposals as submitted, or the Town may elect to negotiate
as to technical performance or price, or both, with proposers whose proposal falls in the
competitive range as defined in the specifications.
MODIFICATION OR WITHDRAWAL OF PROPOSAL
A proposal may not be modified, withdrawn or canceled by the proposer following the time
and date designated for the receipt of proposals.
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Prior to the closing time and date designated for the receipt of proposals, proposals
submitted early may be modified or withdrawn only by notice to the party receiving
proposals at the place and prior to the closing time designated for receipt of proposals. Such
notice shall be in writing with the signature of the proposer prior to the official closing time
and date of proposals.
Any modification shall be so worded as not to reveal the amount of the original proposed
sum. To do so will render the modification and original proposal invalid.
Withdrawn proposals may be resubmitted up to the closing time designated for the receipt
of the proposals provided that they are then fully in conformance with these instructions to
proposers.
ADDENDA
Addenda will be mailed, emailed or delivered to the best of the Town's ability to all who
are known by the Town to have requested and been furnished with the bidding documents.
It will be the proposer's responsibility to ascertain that they have received all addenda. The
Town is in no way liable for proposer not having all addenda and cannot be held accountable
in any respect for noncompliance or financial or physical loss due to proposer not having
required addenda.
Copies of addenda will be made available for inspection.
Each proposer shall ascertain prior to submitting his/her proposal that he/she has received
all addenda issued.
CONFIDENTIAL DATA
Proposers may designate those portions of the initial proposal that contain trade secrets or
other proprietary data that is to remain confidential.
If the Town does not agree with the confidentiality of such data, or any portion thereof it
shall inform the proposer in writing what portions of the proposal will be disclosed and that,
unless the proposer protests the determination of the Town or unless the proposer withdraws
his/her proposal, the portions of the proposal so determined to be non-confidential will not
be treated as confidential.
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TAXES AND PAYROLL DEDUCTIONS
General Labor Requirements
The bidder awarded the contract shall and will be required to conform to the "Labor Laws,"
as amended, of the State of New York, and shall also comply with all rules and regulations,
and Labor Laws of the Federal Government, and the various acts amendatory and
supplementary thereto, and all other laws, ordinances and legal requirements.
The bidder awarded the contract shall indemnify and hold harmless the Town, its agents,
officers or employees from any and all claims demands, actions, losses and damages arising
by reason of a breach of any of the provisions of this article. Should such eventuality occur,
the contract may be canceled or terminated and all money due or to become due hereunder
shall be forfeited by the contractor.
The contractor shall notify the Town of any violations or alleged violations of the state or
federal law related to the contractor's business or the contractor's performance of this
agreement.
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