Request for Proposals for Parks and Recreation Janitorial Services

NOTICE OF REQUEST FOR PROPOSALS
TOWN OF CHAPEL HILL, NORTH CAROLINA
FOR
PARKS AND RECREATION JANITORIAL SERVICES
DATE: April 13, 2026
RFP: Q26-112
To: All Prospective Vendors
From: Lenore Bishop, Purchasing & Contracts Manager
Subject: Parks And Recreation Janitorial Services
The Town of Chapel Hill is seeking proposals from qualified Companies to provide janitorial services at
multiple Parks and Recreation facilities in the Town of Chapel Hill.
Prospective Companies can view the Request for Proposal (RFP) on the Town of Chapel Hill website
(www.chapelhillnc.gov. Click on the "Town Government" menu, then "Doing Business with Chapel Hill"
option, then select "Bids: Current", then click on the name of this project).
A mandatory pre-proposal conference and site visits to each facility will be held on April 30, 2026, from
9:30 A.M. - 1:30 P.M., at the Homestead Aquatics Center, 300 Aquatic Drive, Chapel Hill, N.C. Site visits
will directly follow the meeting. All potential Companies are hereby notified that attendance at the pre-
proposal conference and all site locations is required for a proposal to be considered by the Town of
Chapel Hill; failure to attend will disqualify the proposal.
Questions concerning this RFP must be submitted in writing no later than 2:00 P.M. on May 6, 2026, to
Lizzie Burrill, Parks and Recreation via e-mail at lburrill@chapelhillnc.gov. All responses to submitted
questions will be sent through email to the pre-proposal conference attendees by May 12, 2026.
All proposal submittals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at
lbishop@chapelhillnc.gov. Proposals must be received by 2:00 P.M. on May 20, 2026. All submissions
must have the subject line - "RFP # Q26-112 - Parks and Recreation Janitorial Services - "Company
Name"".
If you have any questions concerning the solicitation process, please contact the Purchasing Division at
(919) 969-5022.
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 1
April 13, 2026

Section 1 - Procurement Process and Contract Guidelines
1.1 Project Schedule.
Date Event
RFP Released April 13, 2026
Pre-proposal Conference and Site Visits April 30, 2026
Deadline for Vendor Questions May 6, 2026
Responses to Vendor Questions Posted on Town website May 12, 2026
Proposals Due May 20, 2026
Evaluation Review to Short List Proposals May 20, 2026 - May 28, 2026
Contract Start July 1, 2026
1.2 Questions about the RFP.
Any questions regarding this RFP should be sent in writing via email to Lizzie Burrill via e-mail at
lburrill@chapelhillnc.gov with "Parks and Recreation Janitorial Services" in the subject line.
Questions should be sent no later than 2:00 P.M. on May 6, 2026.
Answers will be published in the form of an addendum by May 12, 2026, on the Town's website
site at www.chapelhillnc.gov, under Town Government > Doing Business with Chapel Hill > Bids:
Current > Parks and Recreation Janitorial Services.
No personal contact with Town of Chapel Hill employees or Town Council, except for the
designated project contacts, is allowed during the RFP process. Any vendors contacting Town
department(s) directly may subject the proposal to being rejected.
1.3 Proposal Submission.
Company's proposal must be emailed to the Purchasing and Contracts Manager, Lenore Bishop at
lbishop@chapelhillnc.gov. All proposals must be received by 2:00 P.M. on May 20, 2026. The
email subject line must read "RFP # Q26-112 - Parks and Recreation Janitorial Services - Company
Name"". Any submissions received after 2:00 P.M. on the Town's internal server will be rejected.
1.4 The Town's Rights and Options.
1.4.1 The Town reserves the right to take any action during the process of this RFP that is in the
best interest of the Town.
1.4.2 The Town of Chapel Hill reserves the right to reject any and all proposals.
1.5 Preparation Costs.
The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or evaluating
proposals.
Company must be registered with the Office of the North Carolina Secretary of State in order to
contract with the Town.
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 2
April 13, 2026

1.6 Contract Requirements.
The Town seeks to award a two-year contract with the selected Company starting on July 1, 2026,
with the option for the Town of Chapel Hill to continue services under the same terms and
conditions set forth herein for up to one (1) subsequent year. The Company shall sign a Contract
with the Town similar to Section 5 - Sample Contract before providing the Services.
1.6.1 The following Contract sections are required for Town contracts:
1.6.1.1 Indemnification and Hold Harmless: The Company agrees to indemnify and hold
harmless the Town of Chapel Hill and its officers, agents, and employees from all
loss, liability, claims, or expense (including reasonable attorneys' fees) arising from
bodily injury, including death or property damage to any person or persons
proximately caused in whole or in part by the negligence or willful misconduct of the
Company, except to the extent same are caused by the negligence or misconduct of
the Town. Contrary to any provision that may be contained in any exhibit attached
hereto, the Town shall not consent to limitations of Company liability for amounts
less than the amount of insurance coverage under this agreement. Any provision
that may be contained in any exhibit attached hereto that calls for the Town to
indemnify the Company shall be only to the extent allowed by law.
1.6.1.2 Insurance Provisions: The Company shall provide evidence of current valid
insurance (if applicable) for the duration of this agreement, with the Town named as
an additional insured under the Company's Commercial General Liability and
Business Automobile policies. The required coverage limits are: 1) Commercial
General Liability and Business Automobile - $1,000,000 per occurrence and 2)
Workers' Compensation - $100,000 for both employer's liability and bodily injury by
disease for each employee and $500,000 for the disease policy limit. Cyber Liability
Coverage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is
required for Company's having access to personal identifying information and/or
computer networks. The Town may also require evidence of supplementary
insurance coverages depending on the services provided under this agreement.
1.6.1.3 Non-Discrimination: The Company contractually agrees to administer all functions
pursuant to this agreement without discrimination because of race, creed, sex,
national origin, age, economic status, sexual orientation, gender identity or gender
expression.
1.6.1.4 Federal and State Legal Compliance: The Company must be in full compliance with
all applicable federal and state laws, including those on immigration.
1.6.1.5 E-Verify: The Company shall comply with the requirements of Article 2 of Chapter 64
of the North Carolina General Statutes. If any sub's are used, they also must comply
with these requirements. Pursuant to North Carolina General Statute 143-133.3
(c)(2), contracts solely for the purchase of apparatus, supplies, materials, and
equipment are exempt from this E-Verify provision.
1.7 Prohibited Contract Terms.
In no event shall there be any of the following unless Town's express written agreement is obtained:
(1) any limitation on, or disclaimer of, implied or express warranties or the liability of the Company;
(2) any limitation on damages, including a limitation of consequential damages; (3) any requirement
for arbitration or for mandatory mediation; (4) any requirement that Town officials or employees
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 3
April 13, 2026

keep information confidential or any requirement that records be kept confidential by the Town
unless the requirement for confidentiality meets the requirements of the Public Records Law.
1.8 Open Records.
Information submitted to the Town of Chapel Hill is public information and is available upon request
in accordance with the North Carolina Public Information Act. As provided by North Carolina statute
and rule, the Town will consider keeping confidential the trade secrets, which the Company does
not wish to be disclosed. For such information, the Company must mark each page in boldface at
the top and bottom as "CONFIDENTIAL." In spite of what is labeled as a trade secret, the
determination of whether it is or not will be determined by North Carolina General Statutes 132-
1.2(1). Once a final price is negotiated, the cost information will not remain confidential.
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 4
April 13, 2026

Section Two - Scope of Work
1. Overview.
The Town of Chapel Hill (hereinafter referred to as the "Town") is requesting proposals to establish a
contract to provide professional janitorial services, including labor, equipment, and supplies, at
identified Town Parks and Recreation owned and operated facilities.
Anticipated start date for services to begin will be July 1, 2026. The Town anticipates the contract term
to be for two (2) years with the option to renew for one (1) additional one-year term.
The Town reserves the right to enter into Contracts with one (1) or more Companies, whichever is
deemed to be in the best interest of the City.
2. Facilities.
The Town operates several types of facilities: each with its own unique combination of janitorial
services.
See Appendix I-V for detailed tasks, service frequencies and schedules.
2.1 Chapel Hill Community Center - provides athletic, aquatic, and recreational opportunities for
the community, located at 120 S. Estes Drive. This is a high-volume multi-use public building
located within the Community Center Park and serves two (2) greenways/walking trails. This site
fluctuates in their weekly and seasonal demand to meet the needs of the community. This facility
operates seven (7) days a week, evenings and weekends, with varying hours based on seasons.
This facility is approximately 5,500 square feet, and includes an indoor gymnasium with a climbing
wall, indoor pool, locker rooms, meeting room, lobby, restrooms, and staff offices.
2.2 Hargraves Center and Nate Davis Sr. Gymnasium - provides athletic and recreational
opportunities for the community, located at 216 N. Roberson Street. This is a high-volume multi-
use public building located within Hargraves Park. This site fluctuates in their weekly and seasonal
demand to meet the needs of the community. This facility operates seven (7) days a week, evening
and weekends, with varying hours based on seasons. This facility includes two (2) buildings, the
main building is approximately 6,200 square feet, and includes an auditorium, meeting space,
kitchen, bathrooms, lobby, and staff offices. The gym building is approximately 3,800 square feet,
and includes indoor gymnasium, meeting room, locker rooms, and staff offices.
2.3 Homestead Aquatics Center - provides aquatic and recreational opportunities for the
community, located at 300 Aquatics Drive. This is a high-volume multi-use public building located
within Homestead Park. This site fluctuates in their weekly and seasonal demand to meet the
needs of the community. This facility operates seven (7) days a week, early mornings, evenings
and weekends, with varying hours based on seasons. This facility is approximately 6,000 square
feet, and includes indoor pools, locker rooms, meeting room, lobby, restrooms, and staff offices.
2.4 Parks and Recreation Administrative Office and Community Clay Studio - provides art,
ceramic, and recreational opportunities for the community, located at 200 Plant Road. The
administrative offices operate five (5) days a week, Monday - Friday, from 8:30 a.m. - 5:00 p.m.
and is approximately 1,200 square feet of office space. The Community Clay Studio operates
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 5
April 13, 2026

seven (7) days a week, evening and weekends, with varied hours based on seasons and is
approximately 1,300 square feet.
2.5 Teen Center - provides recreational opportunities for the community, located at 179 East Franklin
Street. This is a public building located downtown Chapel Hill. This site fluctuates in their weekly
and seasonal demand to meet the needs of the community. This facility operates six (6) days a
week, Monday - Saturday, evenings, with varying hours based on seasons. This facility is
approximately 2,100 square feet, and includes a main space with game room, additional
programming rooms/spaces, restrooms, and staff offices.
3. Work Schedules, Inclement Weather, Holidays.
3.1 Work Schedules.
Facilities shall be cleaned in accordance with assigned schedules. Work will be performed during
the hours stipulated in Appendix I-V, however the Town Contract Manager shall inform the
Company as necessary to avoid interfering with rentals, classes, and other meetings that may go
beyond regular facility hours. Failure to provide service as scheduled is subject to Deficient
Performance Notification (Section 5.3) that could result in a possible probationary period
determined by the Town Contract Manager. See Appendix I-V for each site's cleaning schedule.
3.2 Inclement Weather.
The Company is expected maintain normal working schedules during inclement weather (snow,
ice, rain) unless otherwise instructed by the assigned Town Contract Manager.
3.3 Holidays Observed.
The Town closes most of its facilities in observance of thirteen (13) holidays a year.
Regularly scheduled janitorial services will not be conducted at Town facilities during the following
holidays:
1. New Year's Day
2. Martin Luther King Jr. Day
3. Easter Sunday
4. Memorial Day
5. Juneteenth
6. Independence Day
7. Labor Day
8. Veteran's Day
9. Thanksgiving (2 days)
10. Christmas (3 days)
4. Service Provider Responsibilities.
The Town is seeking a service provider that can meet the following services and expectations.
4.1 Personnel.
The Company shall provide qualified persons in all areas of operations. Personnel employed by
the Company shall be competent, trustworthy, and properly trained for the work requirements. All
personnel furnished by the Company will be considered employees of the Company and will not
for any purpose be considered employees or agents of the Town. The Company and all its
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Town of Chapel Hill, North Carolina 6
April 13, 2026

employees will conduct themselves in a professional manner that promotes a safe, healthful,
inclusive, and productive work environment that aligns with the Town's core values of
Responsibility, Equity, Safety, Professionalism, Ethics, Communication, and Teamwork.
The Company and its employees shall be required to comply with all applicable regulations of the
Town, as directed, and full cooperation shall be always required. The Company shall notify the
Contract Manager in writing of all changes to contract personnel's employment or termination.
The Company shall not hire any current Town employee. Any subcontracted staff will be
considered Company employees and subject to all the same personnel requirements.
The Town requires the Company to immediately remove any and all personnel from Town property
who have been identified by the Town Contract Manager to be detrimental to the normal conduct
of its businesses. Employees terminated by the Company shall be reported the same day to the
Contract Manager in writing unless it is after hours, in this case the next business morning is
acceptable. The Company is responsible for confiscating any and all forms of access to Town
facilities from employees who leave or are terminated by the Company.
Employees of the Company shall not be assisted nor accompanied by any individual that is not an
employee of the Company while performing duties related to the contract. This includes friends,
children and/or other relatives.
The Company's employees shall be prohibited in the use or possession of the following items
while working on Town premises: guns, knives, other weapons, alcohol and/or controlled
substances.
4.2 National Background Check and Sex Offender Registry.
The Company's and all employees who will work in facilities owned and operated by the Town
shall be required to have an initial background screening with annual renewal background
screenings performed throughout the contract. The Company will provide the initial background
screening to the Town Contract Manager for approval before an employee is allowed to work on
Town premise. The Company will be responsible, at the cost of their company, to provide
background screening on each employee working under the awarded contract. The background
investigation shall at a minimum include a search of the Statewide Felony and Misdemeanor
database, the National Criminal and Sex Offender Public Protection Registration Program, the
Sexually Violent Predator Registration Program, and the National Sex Offender Registry and a
Social Trace of the individual.
Upon request, Company shall provide documentation that criminal background checks were
conducted on each of the applicants prior to hiring. The background investigation shall be
conducted in compliance with all federal and state statutes and regulations, and Company should
be mindful of requirements to obtain candidates'/employees' written authorization before
obtaining a criminal background check. Any person who has been found, through this
investigation to have been (1) listed on any of the above-referenced registries; (2) convicted of a
felony; (3) convicted of any crime, whether misdemeanor or felony, involving sex, violence, or
drugs; or who has engaged in any crime or conduct indicating that the individual may pose a threat
to the safety or well-being of children or the general public will be disqualified and prohibited from
working on Town premises.
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 7
April 13, 2026

Failure to provide an employee who can successfully pass a background check, that is expected
to perform janitorial services for the Town, may result in a rejection of the proposal and if awarded
a contract, probable termination of the contract.
4.3 Health.
The Company is responsible for the safety of all its personnel and for assuring the continuing
safety in connection with the services it provides hereunder. The Company shall comply with all
Federal, State, and local laws safety and health standards, rules and regulations, including but
not limited to the Occupational Safety and Health Act (OSHA), Contract Work Hours, Equal
Employment Opportunity Act, Safety Standards Act, and any licensing, bonding and permit
requirements in connection with its' performance of the work. The Company must have each
employee trained and/or certified in Bloodborne Pathogen Safety and ensure that they are
provided with and utilize the appropriate Personal Protective Equipment.
4.4 Equipment and Supplies.
The Company shall provide all equipment, paper products, hand soap, air fresheners, disposable
trash/liner bags, urinary screens, and cleaning supplies (adequate in kind, quantity and quality)
for maintaining and cleaning to hospitality level of cleanliness. Paper and soap products
provided should be specific to fit the dispensers. If the Company wishes to switch out dispensers
it must first be approved by the Town Contract Manager and at no additional cost to the Town. All
mop heads must be kept in a condition that is clean and odor-free. Must be replaced at a minimum
weekly. All supplies shall be stored in the designated Janitorial Storage Closest, and the Company
is responsible for receiving and distributing all supplies.
The Company will provide Town staff with access to additional toilet paper, paper towels, soap,
and trash bags so that we may replenish supplies during high volume times (Summer and/or
Winter), equivalent to one (1) week of supplies.
The Company shall use paper products that have at least 50% post-consumer recycled content
and the paper towels shall be bleach-less. All toilet paper is required to be two-ply.
The Company shall provide a detailed list of all products used at each site location, the proposed
use, and three (3) copies (Contract Manager, Site Supervisor, and Janitorial Storage Area) of each
product Safety Data Sheet (SDS) before commencement of work. All products must be approved
by the Town Contract Manager and/or Site Supervisor. Specific products may be required to clean
specific surfaces. The Company must use only approved products for the designated uses and all
products must be clearly marked and identified.
4.5 Legal Requirements.
The Company shall adhere to all currently applicable federal, state, and local laws, codes,
ordinances, and requirements including, but not limited to, those promulgated by OSHA,
Environmental Protection Agency (EPA), the North Carolina Department of Labor, and the North
Carolina Department of Health Services.
4.6 Billing Requirements.
Company billing shall be done on a timely basis. The Company shall submit monthly invoices for
work completed in the previous month with the purchase order number clearly shown on the
invoice to accounts payable (accountspayable@chapelhillnc.gov).
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 8
April 13, 2026

5. Performance Standards.
5.1 Expectation.
The Company shall provide Town facilities with quality cleaning to hospitality level of
cleanliness, defined as the standard of cleanliness and hygiene maintained in hospitality
facilities, such as hotels and restaurants. It includes but is not limited to cleaning and disinfecting
surfaces, keeping equipment in good working order, and ensuring staff use proper protective
equipment. This level of cleaning should result in unsolicited compliments and minimize cleaning
complaints.
5.2 Proof of Performance and Adherence.
The proof of performance and adherence to standards and specifications set in this RFP are the
responsibility of the Company. Supporting documentation such as daily checklists, photos/video
or other pertinent information will be submitted by the Company to the Town Contract Manager
upon request, at no cost to the Town. The Town shall be the sole judge as to the adequacy of
supporting documentation.
5.3 Deficient Performance.
The Town Contract Manager will notify the Company of performance issues and complaints
received in writing. The Town reserves the right to deduct from the payments due or to become
due to the Company for deficient performance. The amount of the deductions will be based on
the value and extent of the deficiency. A written explanation will be furnished to the Company
prior to a deduction being made. All work determined by the Town Contract Manger to be
deficient, in any of the requirements, shall be remedied by the Company at the Company's
expense. The inability of the Company to correct and eliminate reoccurring performance
deficiencies may result in the Town initiating a probation period and a monthly deduction
(determined by the assigned Town Contract Manager) on the selected contracted vendor and may
result in the termination of this contract upon continuous neglected items.
In the event the Company does not complete all required services as scheduled and outlined in
the specifications, the Company will be required to make corrections of all discrepancies within
four (4) hours of notification of an occurrence of nonperformance for that location.
5.4 Negligence, Non-Performance, Security Breaches, and Deduction Schedule.
5.4.1 Scope of Violations.
The Company is responsible for providing high-quality janitorial services in compliance with
this contract. Violations may include, but are not limited to, the following:
A. Negligence and Failure to Perform Duties.
i. Missed services or tasks (e.g. overflowing trash bins, unclean restrooms).
ii. Substandard work does not meet quality standards outlined in the contract.
B. Security and Access Breaches.
i. Unauthorized individuals allowed into the buildings.
ii. Failure to lock and secure the facility.
iii. Failure to immediately contact the alarm monitoring station for false alarm
activations.
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Town of Chapel Hill, North Carolina 9
April 13, 2026

C. Failure to Comply with Health and Safety Standards.
i. Violations of OSHA regulations or mishandling hazardous materials.
ii. Failing to properly address biohazards (e.g. bodily fluids or hazardous spills).
D. Inadequate Staffing or Untrained Personnel.
i. Failure to provide sufficient staff or use of untrained or unauthorized personnel.
E. Repeated Missed Services or No-Shows.
i. Multiple incidents of missed or rescheduled services without proper notice.
F. Poor Quality Control or Substandard Work.
i. Multiple failed inspections due to poor service quality (e.g. dirty restrooms, dust
accumulation, etc.).
G. Damage to Property.
i. Damaging Town owned property, furnishing, or equipment during service.
H. Unauthorized Use of City Facilities or Equipment.
i. Use of Town facilities or equipment for personal or non-approved purposes.
5.5 Deduction Schedule for Violations.
For non-critical violations, one warning with a timeline for expected improvements will be
provided by the Company. If corrective actions are not satisfactory at the conclusion of the time
period, the Town may place the Company into a probationary status and apply the following
schedule of deductions:
A. Level 1 Probation - Deduction of 5% of the monthly fee. The Town will place Company on
probation for a period of 30-90 days. If performance has not improved after 90 days of
probationally period, Company will move to Level 2 Probationary status.
B. Level 2 Probation (same type or unresolved prior violation) - Deduction of 10% of the monthly
fee. The Town will place Company on probation for a period of 30-90 days. If performance
has not improved after 90 days of probationally period, Company will move to Level 3
Probationary status.
C. Level 3 Probation (same type or unresolved prior violation) - Deduction of 15-20% of the
monthly fee.
D. Critical Violation Probation (e.g. significant safety violation, damage to property) - Deduction
of 20-25% of the monthly fee. Due to the severity of the violation, this level of probation does
not follow a progressive level of disciplinary action and can be applied at any point during the
contract.
Deductions are cumulative and may remain in place for the duration of any probation period or
until full compliance is achieved.
5.5.1 Probationary Measures.
For each level of probation, the Company must submit a Corrective Action Plan (CAP)
within five (5) business days of receiving the invoice. The CAP must outline corrective
actions, timelines, and preventive measures.
RFP Q26-112 - Parks and Recreation Janitorial Services
Town of Chapel Hill, North Carolina 10
April 13, 2026