TOWNSHIP OF WEST ORANGE
COUNTY OF ESSEX
STATE OF NEW JERSEY
Request for Bid Proposal for Janitorial Services
Submission Date:
March 3, 2026
11:00 a.m.
Prevailing Time
TOWNSHIP OF WEST ORANGE * 66 MAIN STREET * WEST ORANGE, NJ 07052
(973) 325-4056
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Invitation to Bid
ADVERTISEMENT
The Township of West Orange is seeking bids for JANITORIAL MAINTENANCE SERVICES. The Bid
specifications can be obtained in person at the Township of West Orange, 66 Main Street, Purchasing Room
111, West Orange, NJ 07052, during regular business hours, 8:30 a.m. to 4:30 p.m. or by emailing
preynolds@westorange.org.
Sealed proposals, clearly marked with the title and name and address of party making same, addressed to
the Purchasing Department of the Township of West Orange will be received by mail, or hand delivery, at the
Municipal Building, 66 Main Street, West Orange, NJ 07052. Submission due date is Tuesday, March 3, 2026
at 11:00 a.m. and will be publicly opened and read at that time in the Council Chambers, located at 66 Main
Street, West Orange, NJ 07052 on the same day. No proposals received after that time will be considered.
A certified check or cashier’s check made payable to the Township, or a duly executed bid bond in
the amount of 10% of bid, not to exceed $20,000.00 must accompany each bid proposal. All
deposits from bidders other than the successful bidder will be returned after the award of the
contract.
Submitters are required to comply with the requirements of N.J.S.A. 10:5-31 et seq., N.J.A.C. 17:27.
Additional Pay to Play Requirements Contractors are advised of the responsibility to file an annual
disclosure statement on political contributions with the New Jersey Election Enforcement Commission,
pursuant to N.J.S.A. 19:44-20.13 (P.L. 2005, c, 271, s.3), if the contractor receives contracts in excess of
$50,000 in the aggregate from public entities during the calendar year. It is the contractor’s responsibility
to determine if filing is necessary. Additional information on this requirement is available from ELEC at 888-
313-3532 or at
www.elec.state.nj.us . Submissions by Corporations, Partnerships and sole proprietors must include a
completed Disclosure of Ownership (N.J.S.A. 52:25-24.2), a valid NJ Business Registration Certificate P.L.
2004, c57, and must comply with the Equal Employment Opportunity requirements of N.J.S.A. 10:5-31
et seq. and N.J.A.C. 17:27.
Panayiota Reynolds
Purchasing Agent
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GENERAL INSTRUCTIONS AND CONDITIONS FOR BIDDERS
A. INTENT
The Township of West Orange, hereinafter referred to as “the Township” requests bids for
janitorial services for Eight (8) of our buildings. The contract shall commence in April 1, 2026 for
a period of 24 Months with the option to extend for one (1) additional year.
All cleaning shall be performed in a workmanship like manner as described by this specification.
Deviations will not be considered unless the vendor can explain in detail that the deviation is of
material benefit to the Township and provides service levels at least equivalent to that specified.
The Superintendent of Public Works or their designee will be in charge of monitoring vendor
performance and compliance throughout the term of the contract.
B. PRE- BID TOUR
All prospective bidders are highly encouraged to visit each site. Available dates and times for
tours are:
Wednesday February 18, 2026 at 10:00 am and 12:00 pm
Tuesday February 24, 2026 at 10:00 am and 12:00 pm
Please contract Panayiota Reynolds at 973-325-4056 or by emailing preynolds@westorange.org
to make an appointment during the dates and times above. It shall be the responsibility of the
bidder to visit the sites and make a tour and inspection of the areas to be cleaned under the terms of
this bid.
C. BID OPENING
All bid proposals will be publicly opened and read aloud in the Council Chambers, Township of
West Orange, 66 Main Street, West Orange on Tuesday, March 3, 2026 at 11:00 A.M. Bids must
be received by hand, certified mail or messenger no later than 11 A.M. All bid proposal envelopes
should be clearly marked with name of bid and the submission date. Bidder is solely responsible
for the timely delivery of the bid proposal and no bids shall be considered after time specified.
D. BID WITHDRAWAL
Sealed bids received by the Township before the designated time of the bid opening, may withdraw
said bid in writing with evidence showing that the individual is or represents the principal or
principals involved in the bid. Once bids have been opened, they shall remain firm for a period of
Sixty (60) calendar days.
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E. BID PROPOSAL FORMS
All prices and amounts must be written in ink or preferably machine printed. Bids containing any
conditions, omissions, unexplained erasures or alterations, items not called for in the bid proposal
form, attachment of additive information not required by the specifications, or irregularities of any
kind, may be rejected by the Township.
F. BID SECURITY
A certified check or cashier’s check made payable to the Township, or a duly executed bid bond in
the amount of 10% of bid, not to exceed $20,000.00 must accompany each bid proposal. All
deposits from bidders other than the successful bidder will be returned after the award of the
contract.
G. INSURANCE REQUIREMENTS
Worker’s Compensation and Employer’s Liability Insurance:
This insurance shall be maintained in full force during the life of this contract by the vendor
covering employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and
N.J.A.C. 12:235-1.6. Minimum Employer’s Liability $1,000,000.00.
General Liability Insurance:
This insurance shall have limits of not less than $3,000,000.00 any one person and $3,000,000.00
any one accident for bodily and $3,000,000.00 aggregate for property damage, and shall be
maintained in force during the life of the contract.
Automobile Liability Insurance:
This insurance covering vendor for claims arising from owned, hired and non-owned vehicles with
limits of not less than $3,000,000.00 any one person and $3,000,000.00 any one accident for bodily
injury and $3,000,000.00 each accident for property damage, shall be maintained in force during
the life of this contract.
Certificates of Required Insurance:
Certificates as listed above shall be submitted along with the contract as evidence covering
Comprehensive General Liability, Comprehensive Automobile Liability, and where applicable,
necessary Worker’s Compensation and Employer’s Liability Insurance. Such coverage shall be
with acceptable insurance companies operating on an admitted basis in the State of New Jersey and
shall name the Township as an additional insured. Self-insured vendors shall submit an affidavit
attesting to their self-insured coverage and shall name the Township as an additional insured.
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Indemnification:
Successful vendor shall indemnify and hold harmless the Township from all claims, suits or actions
and damages or costs of every name and description to which the Township may be subjected or
put by reason of injury to the person or property of another, or the property of the Township,
resulting from negligent acts or omissions on the part of the vendor, the vendor’s
agents, servants, or subcontractors in the delivery of goods and services, or in the performance of
the work under this contract.
The Vendor shall take out and maintain during the life of the contract adequate workmen’s
compensation and employer’s liability insurance for all employees employed in connection with
the work, and in case any work is sublet, the Vendor shall require each sub-contractor similarly to
provide workmen’s compensation and employer’s liability insurance for the latter’s employee’s,
unless such employees are covered by the protection afforded by the Vendor’s insurance. A
Certificate of Insurance evidencing General Liability and Excess Liability (Worker’s
Compensation) coverage shall be provided by a carrier(s) satisfactory to the Township. An original
Certificate shall be filed with the Township before the Contract can be executed. The Township
will also be named as an additional insured as it relates to all liability policies for work performed
by the Contractor with Certificate evidencing this endorsement.
All of the Contractor’s insurance coverage shall contain a clause indemnifying and saving the
Township harmless and its agents from any liability arising from the work to be performed under
the contract. This includes but not limited to Attorney’s fees and costs in connection with defense
of such claims.
H. MANDITORY FORMS
Vendor shall supply a copy they their NJ Business Registration Certificate, Disclosure of
Ownership, Affirmative Required Evidence, Iranian Investment Disclosure form, Addenda
Acknowledgment and bid deposit.
I. QUALIFICATION OF BIDDERS
Bidders shall be of known reputation and shall have sufficient qualified personnel and equipment
to perform adequately the prescribed services as per the specifications. Bidders shall submit
evidence of qualifications to meet all requirements by Township.
As evidence of bidder’s qualifications, bidders shall submit the following information with their
bids:
1. The number of years the firm has been performing janitorial services.
2. Names of Supervisors to be assigned to work on this contract. Include the number
of years the individual has worked for bidder.
3. Location of bidder’s offices and facility where bidder’s equipment may be
inspected.
4. Name(s) and telephone number(s) of management and service personnel for
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
