26P-2489 - WINNEBAGO COUNTY FACILITIES JANITORIAL SERVICES

Winnebago County - Purchasing Department
404 Elm Street Room 202
Rockford, Illinois 61101
(815) 319-4380
Purchasing@purchasing.wincoil.gov
REQUEST FOR
26P-2489 ISSUE DATE 09/09/2026
PROPOSALS
RFP TITLE 26P-2489 WINNEBAGO COUNTY FACILITIES JANITORIAL SERVICES
RFP DUE DATE 10/07/2026 DUE TIME (CST) 10:00 A.M.
SUBMIT PAPER ORIGINAL AND 1 COPY NONE
BOND REQUIRED
The County of Winnebago, Illinois, hereby solicits qualified and interested firms to submit proposals
for JANITORIAL SERVICES FOR WINNEBAGO COUNTY OWNED FACILITIES.
Proposals must be delivered by the date and time listed under Schedule of Events to:
Winnebago County Purchasing Department
404 Elm Street - Room 202 Rockford, IL 61101
OVERVIEW OF THE COUNTY OF WINNEBAGO:
The County of Winnebago is a unit of local government in the State of Illinois with a current population
of almost 300,000 as estimated by the US Census Bureau, within its 519 square miles. It is the 7th
most populous County in Illinois. The governing body is the County Board, which is comprised of
twenty members. The County has eighteen (14) constructed facilities in various locations totaling
approximately 1,684,230 SF.
GENERAL REQUIREMENTS
This is a County Request for Proposals. Proposals will be opened and evaluated in private and
submittal information will be kept confidential until a final selection is made.
There will be a MANDATORY PRE-PROPOSAL meeting on beginning at 10:30 A.M. on Wednesday,
September 16, 2026 in Room 303 of the Winnebago County Administration Building (404 Elm
Street). All interested bidders are required to sign in at 10:30 A.M. The Facilities tour will be
continuous, and locations are as follows:
LOCATION AND SITE VISIT
404 Elm Street, Room 303, Rockford, IL 61101 - Downtown Campus
555 N. Court Street, Lobby, Rockford, IL 61101 - Health Department
4517 N. Main Street, Rockford, IL 61103 - Animal Services
424 N. Springfield Avenue, Rockford, IL 61101 - Highway Department
5350 Northrock Drive, Rockford, IL 61103- Juvenile Detention Center
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SUBMISSION DATE AND TIME
No later than 10:30 a.m. (CST) on Wednesday, October 7, 2026 - Proposals received after the
submittal time will be rejected. (Refer to Schedule of Events)
CONTRACT TERM
The term of this contract will be for two (2) years with three (3) additional one-year renewal
options.
SCHEDULE OF EVENTS
09/09/2026
RFP Solicitation is made available on our website wincoil.gov
09/16/2026 Mandatory Pre-Proposal and Site Visit at 10:30 A.M.
At 404 Elm Street, Room 303, Rockford, IL 61101
09/23/2026 Questions emailed to purchasing@purchasing.wincoil.gov by 4:00 P.M.
09/30/2026 Questions answered via Addendum sent and posted on website by 4:00 P.M.
10/07/2026 RFP submittals due by 10:00 A.M. 404 Elm Street, Room 202, Rockford, IL
61101
BID SUBMITTAL CHECKLIST
1 Submit one (1) Original signed Bid, plus one (1) copy
. Bid Pricing & Schedule
2 Bid Form
. Responsible Bidder for Public Works Projects - Provide appropriate certificate
3 Business References
.
Form
4
Bidder's Subcontractor
.
Form
5
Bid Exception Form
Use of the Bid Return
Label
CONTACT PERSON: Kathy Clausen, Purchasing Coordinator - purchasing@purchasing.wincoil.gov
Any communication regarding this invitation between the date of issue and date of award is
required to go through a contact listed above. Unauthorized contact with other County Offices or
employees is strictly forbidden and may result in disqualification of Responder's Proposal.
Clarification and/or Questions shall be submitted by email to
purchasing@purchasing.wincoil.gov and no later than the question deadline indicated in the
Schedule of Events.
All proposals are subject to staff analysis. The County reserves the right to accept or
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reject any and all proposals received, and waive any and all technicalities.
Please review this document carefully.
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SECTION ONE: GENERAL CONDITIONS
AMERICANS WITH DISABILITIES ACT
The Proposer will comply with all applicable provisions of the Americans with Disabilities Act
(Public Law 101-336, 42 USC 12101-12213) and all applicable Federal Regulations under the Act,
including 28 CFR Parts 35 and 36.
CANCELLATION
The County of Winnebago reserves the right to cancel any Contract in whole or in part without penalty due
to failure of the Proposer to comply with terms, conditions and specifications of their awarded Contract.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION
The Proposer certifies, by submission of this Proposal or acceptance of this Contract, that neither
it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from participation in this transaction by any Federal department or agency.
It further agrees by submitting this Proposal that it will include this clause without modification in
all lower tier transactions, solicitations, proposals, Contracts, and Subcontracts. Where the
Proposer or any lower tier participant is unable to certify to this statement, it shall attach an
explanation in their proposal response.
Additionally, for all new Proposer's and Proposer's to be paid, the Purchasing Department will
review the Federal and State Excluded Parties List System prior to requesting the Proposer be
created in our accounting system.
COMPLIANCE WITH LAWS
All services, work and materials that in any manner affect the production, sale, or payment for the
product or service contained herein must comply with all Federal, State, County and Municipal laws,
statutes, regulations, codes, ordinances and executive orders in effect now or later and whether or
not they appear in this document, including those specifically referenced herein. The successful
Proposer must be authorized to do business in the State of Illinois, and must be able to produce a
Certificate of Good Standing with the State of Illinois upon request.
The Proposer must obtain all licenses, certificates and other authorizations required in connection
with the performance of its obligations hereunder, and Proposer must require any and all
Subcontractors to do so. Failure to do so is an event of disqualification and/or default and may
result in the denial of this Proposal and/or termination of this Agreement.
In the event Federal or State funds are being used to fund this Contract, additional certifications,
attached as addenda, will be required. Lack of knowledge on the part of the Proposer/Composer
will in no way be cause for release of this obligation. If the County becomes aware of violation of
any laws on the part of the Proposer, it reserves the right to reject any Proposal, cancel any Contract
and pursue any other legal remedies deemed necessary.
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COST OF THE PROPOSAL
Expenses incurred in the preparation of Proposals in response to this RFP is the Proposer's sole
responsibility. There is no expressed or implied obligation by the County to reimburse any
Individual or firm for any costs incurred in preparing or submitting Proposals, providing additional
information when requested by the County, or for participating in any selection interviews.
DISPUTES
In case of disputes as to whether or not an item or service quoted or delivered meet
specifications, the decision of the Director of Purchasing, or authorized representative, shall be
final and binding to all parties.
FREEDOM OF INFORMATION
Any responses and supporting documents submitted in response to a Proposal will be subject to
disclosure under the Illinois Freedom of Information Act. The County will assume that all
information provided in a Proposal is open to inspection or copying by the public unless clearly
marked with the appropriate exception that applies under the Freedom of Information Act.
Additionally, if providing documents that you believe fall under an exception to the Freedom of
Information Act, please submit both an un-redacted copy along with a redacted copy which has all
portions redacted that you deem to fall under a Freedom of Information Act exception.
INDEMNITY
The Proposer shall, at all times, fully indemnify, hold harmless, and defend Winnebago County and
their officers, agents, and employees from and against any and all claims and demands, actions,
causes of action, and cost and fees of any character whatsoever made by anyone whomsoever on
account of or in any way growing out of the performance of this Contract by the Proposer and its
employees, or because of any act or omission, neglect or misconduct of the Proposer, its employees
and agents or its Subcontractors including, but not limited to, any claims that may be made by the
employees themselves for injuries to their person or property or otherwise, and any claims that
may be made by the employees themselves or by the Illinois Department of Labor for the Proposer's
violation of the Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.).
Such indemnity shall not be limited by reason of the enumeration of any insurance coverage or
bond herein provided. Nothing contained herein shall be construed as prohibiting Winnebago
County and their officers, agents, or its employees, from defending through the selection and use
of their own agents, attorneys and experts, any claims, actions or suits brought against them.
The Proposer shall likewise be liable for the cost, fees and expenses incurred in Winnebago County's
or the Proposer's defense of any such claims, actions, or suits. The Proposer shall be responsible
for any damages incurred as a result of its errors, omissions or negligent acts and for any losses or
costs to repair or remedy construction as a result of its errors, omissions or negligent acts.
NON-COLLUSION
The Proposer, by its officers, agents or representatives present at the time of filing this RFP, say
that neither they nor any of them, have in any way directly or indirectly, entered into any
arrangement or agreement with any other Proposer's, or with any public officer of the County of
Winnebago, Illinois, whereby, the Proposer has not paid or is to pay to such Proposer or
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public officer any sum of money, anything of value or has not directly or indirectly entered into
any arrangement or agreement with any other Proposer(s). Whereby, no inducement of any form
or character other than that which appears upon the face of the RFP will be suggested, offered,
paid or delivered to any person whomsoever to influence the acceptance of the said RFP or
understanding of any kind whatsoever, with any person whomsoever to pay, deliver to, or share
with any other person in any way or manner, any of the proceeds on the Contract sought by this
RFP.
PROMPT PAYMENT ACT
The Proposal should provide that all payments are subject to Local Governmental Prompt Payment
Act.
PROTEST
Firms wishing to protest any RFP and/or awards shall notify the Director of Purchasing in writing
within five (5) calendar days after the RFP due date/opening. The notification should include the
RFP number, the name of the firm protesting and the reason why the firm is protesting the RFP.
The Director of Purchasing will respond to the protest within five (5) calendar days.
RESERVATION OF RIGHTS
Winnebago County reserves the right to reject any or all Proposals failing to meet the County
specifications or requirements and to waive technicalities. If, in the County's opinion, the lowest
Proposal is not the most responsible Proposal, considering value received for monies expended,
the right is reserved to make awards as determined solely by the judgment of the County.
Intangible factors, such as the Proposer's reputation and past performance, will also be weighed.
The Proposer's failure to meet the mandatory requirements of the RFP will result in the
disqualification of the Proposal from further consideration.
Winnebago County further reserves the right to reject all Proposals and obtain goods or services
through intergovernmental or cooperative agreements, or to issue a new and revised RFP. The
County reserves the right to award to more than one vendor.
Submission of a Proposal confers no rights on the Proposer to a selection or to a subsequent
Contract. All decisions on compliance, evaluation, terms and conditions shall be made solely at
Winnebago County's discretion and shall be made in the best interest of the County.
TERMINATION, CANCELLATION AND DAMAGES
The County may terminate based on the Proposer's breach or default. Unless the breach or default
creates an emergency, as determined in the County's sole discretion, the Proposer shall be given
notice and a five (5) day opportunity to cure before the termination becomes effective.
If the County terminates this Contract because of the Proposer's breach or default, the County
shall have the right to purchase items or services elsewhere and to charge the Proposer any
additional cost incurred, including but not limited to the cost of cover, incidental and consequential
damages and the cost of re-bidding. The County may offset these additional costs against any sums
otherwise due to the Proposer under this Proposal or any unrelated Contract. Winnebago County
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may terminate any Contract or agreement resulting from this RFP at any time for any reason by
giving at least thirty (30) days' notice in writing to awarded Proposer. If the Contract is terminated
by the County as provided herein, the Proposer will be paid a fair payment as negotiated with the
County for the work completed as of the date of termination.
PROPOSER'S RESPONSIBILITY FOR SERVICES PROPOSED
The Proposer must thoroughly examine and will be held to have thoroughly examined and read
the entire RFP document. Failure of Proposer's to fully acquaint themselves with existing
conditions or the amount of work involved will not be a basis for requesting extra compensation
after the award of a Contract.
WITHDRAWAL OF PROPOSALS
Proposals may be modified or withdrawn by an authorized representative of the Proposer or by
formal written notice prior to the final due date and time specified for Proposal submission.
Submitted Proposals will become the property of the County of Winnebago after the Proposal
submission deadline.
However, no Proposer shall withdraw or cancel their Proposal for a period of sixty (60) days after
said advertised closing time for the receipt of Proposals; the successful Proposer shall not withdraw
or cancel their Proposal after having been notified by the Director of Purchasing that said Proposal
has been accepted by the County Board.
The Proposer, by signing the Proposal Bid Form, acknowledges, understands and abides by all of the
above "Requirements for Bidding and Instructions to Proposers".
END OF SECTION ONE: GENERAL CONDITIONS
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SECTION TWO: INSTRUCTION TO PROPOSERS
INTRODUCTION/BACKGROUND
The County of Winnebago is seeking proposals for JANITORIAL SERVICES FOR WINNEBAGO
COUNTY OWNED FACILITIES.
COPIES OF RFP DOCUMENTS
A. Only complete sets of RFP solicitation documents should be used for preparing proposals. The
County does not assume any responsibility for errors or misinterpretations resulting from the
use of incomplete sets.
B. Complete sets of RFP solicitation documents must be obtained on the County's website.
C. Submitted Proposals MUST include all forms and requirements as called for in the Request
for Proposals. Failure to include all necessary forms will result in a non-responsive proposal.
EXAMINATION OF RFP DOCUMENTS
A. Each Proposer shall carefully examine the RFP and other documents, and inform himself
thoroughly regarding any and all conditions and requirements that may in any manner affect
cost, progress, or performance of the work to be performed under the proposal. Ignorance
on the part of the Proposer shall in no way relieve him/her of the obligations and
responsibilities assumed under the proposal.
B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the specifications,
or should he/she be in doubt as to their meaning, he/she shall at once notify the County by
email at purchasing@purchasing.wincoil.gov by the Schedule of Events deadline.
INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA
No oral interpretations will be made to any Proposer as to the meaning of the documents. Any
inquiries or requests for interpretation must be received in writing by the date specified, in the
Schedule of Events, emailed to purchasing@purchasing.wincoil.gov
All such changes or interpretation will be made in writing in the form of an addendum and, if issued,
shall be posted on the County's website no later than five (5) business days prior to the established
Proposal due date. It shall be the Proposer's sole responsibility thereafter to find and download the
addendum.
Each Proposer MUST acknowledge receipt of such addenda on the Proposal Signature Form. All
addenda are a part of the documents and each Proposer will be bound by such addenda, whether
or not received by him/her. It is the responsibility of each Proposer to verify that he/she has received
all addenda issued before proposals are opened.
GOVERNING LAWS AND REGULATIONS
The Proposer is required to be familiar with and shall be responsible for complying with all Federal,
State, and local laws, ordinances, rules, and regulations that in any manner affect the work.
Knowledge of occupational license requirements and obtaining such licenses for Winnebago County
and municipalities within Winnebago County are the responsibility of the Proposer.
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HOLD HARMLESS CLAUSE
The Proposer covenants and agrees to indemnify, hold harmless and defend Winnebago County, its
Board members, officers, employees, agents and servants from any and all claims for bodily injury,
including death, personal injury, and property damage, including damage to property owned by
County, and any other losses, damages, and expenses of any kind, including attorneys' fees, costs
and expenses, which arise out of, in connection with, or by reason of services provided by the
Proposer or any of its Sub-consultant(s) in any tier, occasioned by the negligence, recklessness, or
intentionally wrongful conduct of the Proposer, or its Sub-consultant(s) in any tier, their officers,
employees, servants or agents. In the event that the completion of the project (to include the work
of others) is delayed or suspended as a result of the Proposer's failure to purchase or maintain the
required insurance, the Proposer shall indemnify the County from any and all increased expenses
resulting from such delay.
Should any claims be asserted against the County by virtue of any deficiency or ambiguity in the
plans and specifications provided by the Proposer, the Proposer agrees and warrants that Proposer
shall hold the County harmless and shall indemnify it from all losses occurring thereby and shall
further defend any claim or action on the County's behalf.
PREPARATION OF PROPOSALS
Signature of the Proposer: The Proposer must sign the proposal forms in the space provided for the
signature. If the Proposer is an individual, the words "Doing Business As", or "Sole Owner" must
appear beneath such signature. In the case of a Partnership, the signature of at least one of the
partners must follow the firm name and the words "Member of the Firm" should be written beneath
such signature.
If the Proposer is a limited liability company, the title of person signing the Proposal on behalf of the
limited liability company must be stated and evidence of his authority to sign the Proposal must be
submitted.
SUBMISSION OF PROPOSALS
A. Proposals shall be submitted to Winnebago County at the designated location not later than
the time and date for receipt of proposals indicated in the RFP solicitation, or any extension
thereof made by Addendum. Winnebago County's representative authorized to open the
proposals will decide when the specified time has arrived and no Proposals received
thereafter will be considered. Proposals received after the time and date for receipt of
Proposals will be returned unopened.
B. Winnebago County Purchasing Department receives proposals by paper only. Please DO NOT
email or faxed proposal.
C. Each Proposer shall submit with his Proposal the required evidence of his qualifications and
experience.
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MODIFICATION OF PROPOSALS
Written modification will be accepted from firms if addressed to the entity and address indicated
in the Request for Proposals and received prior to Proposal due date and time. Prior to the time
and date designated for receipt of Proposals, any Proposal submitted may be modified by delivery
to the County Purchasing Department of a complete Proposal as modified.
All emails shall be marked "Modified Proposal" delivery shall comply with requirements for the
original proposal.
RESPONSIBILITY FOR PROPOSAL
The Proposer is solely responsible for all costs of preparing and submitting the proposal, regardless
of whether a contract award is made by the County. Unless otherwise specified by the Proposer,
the County has no less than one hundred twenty (120) day to make a final selection.
RECEIPT AND OPENING OF PROPOSALS
The properly identified Proposals received on time will be opened by the County Purchasing Department.
Any Proposal not received by the Purchasing Department on or before the deadline for receipt of proposals
designated in the solicitation or Addendum(s) will not be opened.
AWARD OF CONTRACT
The cleaning proposal will be awarded to the bidder that the County determines will be the most
qualified to perform the services. While the County would prefer to award the cleaning services to
one Bidder, the County reserves the right to award to more than one Bidder, if it is in the best interest
of the County. All buildings may or may not be awarded. Award will not be based solely on price but
on the criteria listed under proposal award.
All required information must be included with this proposal. Any bidder not providing complete
information may have their bid rejected.
A. The County reserves the right to waive any informality in any proposal, or to re-advertise for
all or part of the work contemplated. If proposals are found to be acceptable, written notice
will be given to the selected Proposer of the award of the contract. The County reserves the
right to reject any and all proposals.
B. If the award of a contract is annulled, the County may award the contract to another
Proposer(s), or the work may be re-advertised or may be performed by other qualified
personnel as the County decides.
C. A contract will be awarded to the Proposer(s) deemed to provide the services which are in the
best interest of the County.
D. The County also reserves the right to reject the proposal of a Proposer who has previously
failed to perform properly or to complete contracts of a similar nature on time.
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