Janitorial Services

Location:	Kansas
Posted:	Mar 2, 2026
Due:	Mar 31, 2026
Agency:	City of Gardner
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

Attachment Preview

REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES

Issue Date:

03/03/26

Proposal Submittal Deadline:

03/31/26 at 10:00 a.m.

City of Gardner

City Clerk

120 E. Main St.

Gardner, KS 66030

Contact:

Pete Cappelatti, Building Maintenance Supervisor

Phone: (913) 231-2079

Email: pcappelatti@gardnerkansas.gov

A mandatory site visit of each facility will be conducted on March 9, 2026, starting at 8:30

a.m., at City Hall.

PURPOSE

The City of Gardner is seeking proposals from qualified contractors to provide janitorial services

for multiple City facilities. This project includes routine cleaning, waste disposal, floor

maintenance, restocking of supplies, and other related janitorial services. The contract will be for

a minimum term of three (3) years, with the option for renewal as mutually agreed upon. Interested

contractors are encouraged to thoroughly review this document to understand the instructions,

procedures, and requirements.

GENERAL BACKGROUND

The City of Gardner maintains several public facilities that require regular janitorial services. This

RFP aims to secure a contractor to ensure a clean and sanitary environment within these facilities.

SCHEDULE OF EVENTS

• 03/03/2026

• 03/09/2026

• 03/24/2026

• 03/31/2026

• 04/06/2026

• 04/07/2026

• 04/08/2026

• 04/10/2026

• 04/20/2026

• 05/01/2026

RFP issue date

Site visit at City Hall

Deadline for questions

Proposal submittal deadline at 10:00 am

Evaluation of proposals

Interviews, if necessary

Selection of preferred proposal

Contract negotiations

Recommendation to Council for awarding contract

Agreement Start Date

REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES

SCOPE OF SERVICES

The selected contractor will be responsible for providing janitorial services at each City facility

listed below. The table summarizes each building, its approximate square footage, and cleaning

frequency. Proposers must provide itemized pricing per facility in their fee proposal. Full task-

level maintenance requirements for each facility are provided in Appendix A.

Facility

Address

City Hall

Senior Building

120 E. Main St.

128 E. Park St.

Public Works Operations

Justice Center

Gardner Energy Administration

Bldg.

Gardner Energy Distribution

Bldg.

Gardner Electric Bldg. (NEW)

329 Meadowbrook

Cir.

16540 N. Moonlight

Rd.

1150 E. Santa Fe

St.

1450 E. Santa Fe

St.

1180 E. Santa Fe

St.

Approx.

Sq. Ft.

22,800

3,900

3,000

33,338

5,600

8,640

5,500

Cleaning Frequency

Monday–Friday (Daily)

Sunday–Saturday

(Daily)

Monday–Friday (Daily)

Monday–Saturday

(Daily)

Tue, Thu, Sun

(3x/week)

Tue, Thu, Sun

(3x/week)

Monday–Friday (Daily)

Note: Square footage should be confirmed during the mandatory site visit. Proposers must

provide itemized pricing per facility in their fee proposal. See Appendix A for detailed

maintenance requirements for each facility.

GENERAL STANDARDS

The following general standards apply to all facilities unless otherwise noted in Appendix A. The

contractor shall at all times maintain a clean, sanitary, and safe environment in all areas under

this contract.

• All work shall be performed after normal business hours unless otherwise directed by

the City.

• The contractor shall supply all labor, equipment, cleaning products, and consumable

supplies (trash liners, paper products, soaps, hand sanitizer, etc.) necessary to fulfill

this contract.

• Contractor personnel shall not disturb papers, personal items, or work materials on

desks or furniture.

• Defective plumbing, safety hazards, or maintenance issues observed during cleaning

shall be reported promptly to the Building Maintenance Department.

• No janitorial services will be required for mechanical rooms, file storage rooms, or other

restricted areas unless specifically noted in Appendix A.

• Janitorial closets, service sinks, and storage areas shall be maintained in a clean, safe,

and orderly condition at all times.

REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES

HOLIDAYS RECOGNIZED:

Janitorial services will not be required on the following holidays:

• New Year’s Day (January 1)

• Martin Luther King Jr. Day (Third Monday in January)

• Juneteenth (June 19)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Veterans Day (November 11)

• Thanksgiving Day (Fourth Thursday in November)

• Day after Thanksgiving

• Christmas Eve (December 24)

• Christmas Day (December 25)

PROPOSAL REQUIREMENTS AND SPECIFICATIONS

The submittal should be organized in a manner that will convey pertinent information. The

proposal should be formatted in the order shown below.

A. Title Page

Indicate the name of the business, address, telephone number, name of the contact person,

and the date.

B. Table of Contents

Include a clear identification of the material by section and by page number.

C. Transmittal Letter

A signed letter of transmittal by an authorized agent of the respondent briefly stating the

business understands the work to be done, the commitment to perform the work, the location

and hours of operation of the office from which work will be performed, and a statement why

the firm believes itself to be best qualified to perform the engagement. Shall be addressed to

Pete Cappelatti at pcappelatti@gardnerkansas.gov.

D. Qualifications & Experience

• Relevant experience with similar contracts, particularly in municipal or government facility

janitorial services. Provide details of past contracts including scope, duration, and client

satisfaction.

• List of key personnel and their roles, including cleaning staff and/or supervisors. Include

information on their experience, certifications, and relevant training.

• Provide at least three (3) references (preferably governmental clients or organizations of

a similar size) the City may contact as references with respect to the business’s work

performance. For each reference include name, title, address, phone number and e-mail

address.

REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES

E. Disclosures

• Disclosure of any bankruptcy or insolvency, false declarations, significant or persistent

deficiencies in performance of any substantive requirement or obligation under a prior

contract or contracts, final judgement in respect of serious crimes or other serious

offences, professional misconduct or acts or omissions adversely reflecting on the

commercial integrity of the firm, or failure to pay taxes.

F. Insurance Requirements

Describe amounts and types of insurance carried, including the deductible amount, to cover

errors and omissions, improper judgements or negligence.

G. Fee Proposal

In a sealed envelope, please submit a fee proposal which includes the following:

• Propose the total cost to be charged by your business for each type of service. Pricing

must be itemized per facility (as listed in the Scope of Services table) and must reflect the

minimum three (3) year contract term, with annual pricing provided for each year of the

contract.

• Identify any additional fees that may be included. Identify the rates and descriptions of the

additional fees. Please see Appendix B below for a cost breakdown sheet.

H. Exceptions to this Request for Proposals

• Exceptions which are desired by the respondent shall be specifically noted in the proposal

submitted. If not so noted, compliance with the provisions of the Request for Proposals

shall be assumed.

SUBMISSION INSTRUCTIONS

Respondents must submit four (4) printed copies and one (1) digital copy (USB flash drive or CD)

of the proposal no later than 10:00 AM on Tuesday, March 31, 2026. Any proposals received after

10:00 A.M. will be deemed ineligible. Please submit the proposal in a sealed envelope.

Submit proposals to:

Renee Rich

City Clerk

120 E. Main St

Gardner, KS 66030

PROPOSAL EVALUATION

A selection committee consisting of the Public Works Director, the Finance Director, a designee

from the City Administrator, and the Project Manager will evaluate the proposals.

The proposals will be evaluated on the following criteria:

• Qualifications of the company (20 points)

• Experience and quality of references (20 points)

• Cost (40 points)

• Quality of the proposal and responsiveness to the RFP (20 points)

REQUEST FOR PROPOSAL

FOR

JANITORIAL SERVICES

The maximum possible score is 100.

The selection committee will evaluate the written proposals and will select the respondent(s)

which meets the best interests of the City. After evaluating the proposals, the City may request

additional information. At its discretion, the City may require any respondent(s) to make an oral

presentation of the proposal. These presentations provide an opportunity for the respondent(s) to

clarify the proposal for the City. The City will schedule any such presentations. After completing

the selection process, the reviewers will present a recommendation for approval by the City

Council at its April 6, 2026 meeting.

The City shall be the sole judge of its own best interests, the proposals, and the resulting

negotiated agreement. The City's decisions will be final.

The City reserves the right to negotiate any and all elements of this proposal, including but not

limited to the fee structure and length of the contract, with the business selected.

It should be further noted that the proposals, during the evaluation processes, will be proprietary

working documents and as such are not subject to public opening or inspection. Once an official

recommendation for award has been made and forwarded to the Gardner City Council for

approval, all information associated with the proposals, including pricing, become available as

public records. Should any items within your proposal be deemed confidential, under the

provisions of the State of Kansas Open Records laws, they must be so marked and submitted as

a separate document.

PROTEST PROCESS

Any actual or prospective bidder, contractor or vendor who is aggrieved in connection with the

solicitation or award of a contract/purchase order may protest to the City Administrator or his/her

designee. The protest shall be submitted in writing to the City Administrator or his/her

designated representative within 10 working days after the aggrieved party knows or should

have known of the facts giving rise to the grievance.

The City Administrator or his/her designee shall have the authority to settle and resolve a

protest of an aggrieved bidder, contractor or vendor, actual or prospective, concerning a

solicitation or award of a contract. A written decision regarding the protest shall be exercised in

accordance with the City’s procurement regulations contained in this policy.

APPROPRIATIONS CLAUSE

The City is subject to the Kansas Cash Basis Law. Accordingly, execution and continuation of

the contract is contingent upon annual appropriation of funds by its legislative body in an amount

sufficient to allow performance in accordance with the terms and conditions of the contract. The

City shall, upon receipt of notice by its City Administrator, Finance Department or other

appropriate authority that sufficient funds are not available to continue full and faithful

performance of the contract, provide prompt written notice to the advisor of such event, and

effective thirty (30) days after giving such notice or upon the expiration of the period of time for

which funds were appropriated, whichever comes first, be thereafter released of all further

obligations in any way related to the contract.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.