Summary
1. Summary
The Alabama Board of Funeral Services intends to establish a Small Purchase Agreement for housekeeping and janitorial services at the facility identified above. The contract vendor shall furnish all labor, supervision, cleaning supplies, cleaning solutions, and equipment necessary to perform the required services, except for the agency-furnished consumable supplies specifically identified below.
Small Purchase Limitation. The maximum contract term will be determined at the time of award based on the awarded monthly price, anticipated usage, and the stated service period. The Supplier shall maintain consistent pricing, products, services, specifications, and contract deliverables throughout the agreement term. Under no circumstances shall the cumulative value of the agreement equal or exceed Twenty-Five Thousand Dollars ($25,000). No price increase is permitted during the agreement term. Any change affecting price, scope, quantity, or term must be handled in accordance with applicable State of Alabama procurement requirements and may require a new procurement or Quick Quote.
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Bid award: all or none basis.
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Service period: October 1, 2026 - September 30, 2027.
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Service location: 4276 Lomac Street, Montgomery, Alabama 36106.
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Approximate building area: 5,086 square feet. Square footage is provided as a courtesy; verification of actual building and service areas is the bidder's responsibility.
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Mandatory site visit: required. Failure to attend will disqualify a bidder.
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References: three (3) current commercial customers that have received at least twelve (12) cleaning services from the bidder during the preceding twelve (12) months, including company name, contact person, and current telephone number.
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Workers' compensation insurance: proof of coverage, as required by Alabama law, must be submitted with the bid.
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Service schedule: two days per week (Tuesdays and Fridays) during normal business hours, 8:00 AM - 5:00 PM.
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Minimum staffing: at least one (1) employee shall be assigned to each routine cleaning visit. The vendor shall provide any additional personnel necessary to complete all specifications, terms, and conditions within the required service window.
Agency-Furnished and Vendor-Furnished Supplies
The Agency will furnish paper towels, toilet paper, trash bags, and hand soap for Agency dispensers, as applicable. The contract vendor is responsible for refilling, installing, and replacing these consumable items as needed. The contract vendor shall furnish all labor, supervision, cleaning supplies, cleaning solutions, tools, and equipment required to perform the scheduled services.
2. Pricing and Line-Item Configuration
The Supplier shall quote one fixed monthly unit price for all housekeeping and janitorial services described in this Quick Quote and Scope of Work.
The monthly unit price shall constitute the Supplier's total compensation for all labor, supervision, equipment, materials, cleaning supplies, transportation, overhead, profit, and all other costs necessary to satisfactorily perform the required services, except for consumable supplies expressly identified as Agency-furnished.
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The Supplier shall review the entire Scope of Work and include in the monthly unit price the cost of all required services, including routine twice-weekly cleaning and all semi-annual services. A service that is performed less frequently than the routine cleaning schedule shall not entitle the Supplier to additional compensation.
The Supplier's monthly unit price shall remain firm for the entire five (5) year term of the resulting agreement. No price increase shall be permitted during the agreement term.
For bid evaluation and anticipated usage, the line item shall be configured as follows:
Unit of Measure: Monthly Housekeeping Service
Estimated Quantity: Sixty (60) Monthly Service Units
Service Period: October 1, 2026 – September 30, 2031
Agreement Term: Five (5) Years
Maximum Agreement Value: Less than $25,000 under the Small Purchase method
Estimated quantities are provided for evaluation and planning purposes only and do not guarantee a minimum purchase quantity or expenditure.
Award shall be made on an all-or-none basis to the responsive and responsible Supplier submitting the lowest acceptable quotation and meeting all requirements of this Quick Quote.
3. Scope of Work
The contract vendor shall maintain an adequate service organization with appropriate supervision and cleaning personnel. Individuals performing the services must be employees of the contract vendor on a full-time or part-time basis and not independent subcontract vendors. No subcontracting is permitted except with prior written approval by State Purchasing.
Vendor Oversight
The contract vendor shall designate a site manager/supervisor who will serve as the primary point of contact for the Agency. The site manager/supervisor may be a working supervisor but must conduct sufficient inspections and maintain a follow-up program to ensure all services are performed as specified. After award, the vendor shall provide the supervisor's name, business address, telephone number, and email address to Agency oversight personnel. The vendor shall also maintain a current cleaning schedule and detailed checklist for employees and in the janitorial room/closet.
Routine Cleaning Service
Lobby Area / Waiting Area: Dust/clean chairs, tables, and glass; wipe and disinfect lobby chairs; clean and wipe countertops and furniture; clean security glass doors on both sides and all glass windows; dust/vacuum window sills; remove fingerprints and marks around light switches and door frames; sweep and mop all floors.
Offices: Wipe down office doors; empty and remove trash; replace trash liners; damp wipe trash cans as needed and return them to original locations; dust all furniture; sweep or vacuum floors.
Janitorial Storage Closet: Keep the janitorial closet clean, neat, and orderly.
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Restrooms: Four (4) restrooms. Clean and disinfect toilets and urinals inside and out; clean and disinfect both sides of toilet seats, sinks, and chrome; clean mirrors; empty trash and sanitary napkin receptacles; damp wipe and disinfect receptacles; refill toilet paper, hand soap, and paper towels; sweep and wet mop restroom floors with disinfectant.
Breakrooms: Two (2) breakrooms. Clean countertops, sinks, and faucets; remove debris from tables and chairs; clean exterior surfaces of appliances and microwave interiors; check walls and cabinets for splash/spill marks; empty trash, replace liners, damp wipe trash cans as needed, return cans to original locations; sweep and mop floors.
Wastebaskets / Trash Containers: Empty and remove trash; replace liners; damp wipe trash cans as needed; return trash cans to original locations.
Carpets, Floors, & Stairwells: Sweep and mop all tile floors; sweep and damp mop all LVT flooring; vacuum all carpet areas; wipe all hand/stair rails.
Other Items: Clean/dust air vents and returns; turn off lights except in designated areas; sweep front and back entryway areas inside and outside.
Noted / Observed Problems: Immediately report maintenance issues, damage, safety concerns, supply shortages, or other observed problems to the designated Agency contact.
Semi-Annual Cleaning Duties
Semi-annual services shall be coordinated with the Agency and scheduled in writing in advance. All semi-annual services are included in the fixed monthly unit price and shall not be separately invoiced.
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Clean and wipe all baseboards and molding.
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Sweep, mop, and wax all tile floors.
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Clean all windows (inside).
4. Mandatory Site Visit
A mandatory site visit is required. Failure to attend the site visit will disqualify a bidder. Date / Time
Wednesday, September 23, 2026, 10:00 am Location
4276 Lomac Street, Montgomery, AL 36106 Requirement
Attendance is mandatory; failure to attend will disqualify a bidder. Must be on time or you will not be permitted to enter.
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5. Bidder Response Requirements
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Provide references from three (3) current commercial customers that have received at least twelve (12) cleaning services from the bidder during the preceding twelve (12) months, including company name, contact person, and current telephone number.
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Provide proof of workers' compensation insurance, as required by Alabama law.
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Attend the mandatory site visit.
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Provide sufficient staffing, supervision, supplies, and equipment to fulfill all specifications, terms, and conditions.
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Use employees of the contract vendor to perform the work. No subcontractors or volunteers may be used except with prior written approval by State Purchasing.
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After award, provide the site manager/supervisor's name, business address, telephone number, and email address to Agency oversight personnel.
6. Service Administration
The vendor shall coordinate with the designated Agency contact regarding scheduling, access, service issues, and observed maintenance concerns. The site manager/supervisor shall conduct sufficient inspections and follow-up to ensure the cleaning services are performed in accordance with the Scope of Work. Deficiencies identified by the Agency shall be corrected promptly at no additional cost when the deficiency results from the vendor's failure to perform the required service.
Cleaning Schedule at a Glance Frequency Required Service Timing
Twice weekly
Routine cleaning services described in the Scope of Work
Tuesday & Friday, 8 AM-5 PM
Semi-annually
Baseboards/molding; tile floor waxing; inside windows
Schedule in writing in advance
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