Town of Apex RFP for Janitorial Services

TOWN OF APEX
NORTH CAROLINA
REQUEST FOR PROPOSALS
JANITORIAL SERVICES
TOWN OF APEX
Proposals due:
Thursday 4/23/2026
3:00 PM EST

JANITORIAL SERVICES FOR
TOWN OF APEX
Table of Contents:
BID SCHEDULE... ........................................................................................2
REQUEST FOR PROPOSALS... ..................................................................... 3
LEGAL NOTICE... ........................................................................................ 4
INSTRUCTIONS TO PROPOSERS.................................................................. 6
SITE VISIT SCHEDULE ................................................................................ 8
EUAL EMPLOYMENT OPPORTUNITY... ...................................................... 9
EVALUATION AND AWARD CRITERIA. .................................................... 10
SCOPE OF SERVICES... .............................................................................. 11
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JANITORIAL SERVICES FOR
TOWN OF APEX
BID SCHEDULE
(NOTE: Dates below are subject to change)
Advertisement date March 23rd, 2026
April 7th, 2026
Pre-Proposal Conference Date 9:00 AM
Pre-Proposal Site Visit Day 1 April 7th, 2026
(Immediately following Pre-Proposal) 9:00 AM
Pre-Proposal Site Visit Day 2 April 8, 2026
8:15 AM
April 16th, 2026
Last Question Date 3:00 PM
April 23rd, 2026
Proposal Due Date 3:00 PM
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JANITORIAL SERVICES FOR
TOWN OF APEX
Custodial Services for Town-Owned Buildings for the Town of Apex
Request for Proposals
March 23, 2026
The Town of Apex is in the piedmont area of North Carolina and is a part of the Triangle
(Raleigh-Durham-Chapel Hill) region. The Town is located west of the City of Raleigh and
southwest of the Town of Cary, in Wake County.
The Town of Apex is seeking the services of a qualified custodial service company to
provide services for properties and areas owned and/or utilized by the Town of Apex.
This request includes the following thirteen (15) buildings for the Town of Apex:
1. Town Hall 7. Public Works Administration Building
2. JB Community Center 8. Public Works Operations Building
3. Senior Center 9. Public Works Purchasing Building
4. Apex PD 10. Wastewater Treatment Plant
5. Halle Cultural Arts Center 11. Public Safety Station #4 (Apex PD portion only)
6. The Depot 12. Public Safety Station #5 (Apex PD portion only)
13. Public Safety Station #6 (Apex PD portion only)
14. Electrical Operations Center
15. Mason Street Municipal Building
Firms responding to this request must provide a minimum of three references that are
currently under contract with the firm, and which have similar scope of facilities. Firms
must be properly registered with the Office of the Secretary of State for/of North
Carolina and must submit a listing of the total number of full-time employees and
equipment (if not outsourcing). In the event a Firm plan to subcontract any of the work
required by this contract, a complete listing of all subcontractors must be provided.
The Firm must certify, in writing, that they have the financial resources and ability to
undertake the work in its entirety for the contract period. The Firm shall furnish proof of
professional liability insurance coverage in the amount of $1,000,000, general liability
insurance in the amount of $1,000,000, workers' compensation and employer's liability
insurance, and automobile liability insurance.
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JANITORIAL SERVICES FOR
TOWN OF APEX
All proposals received are subject to review by the Town of Apex.
LEGAL NOTICE
The Town of Apex will receive proposals for qualified Contractors to establish a contract
to provide Janitorial Services.
A Pre-Proposal Conference will be held at 9:00 A.M. Eastern Time, on Tuesday
4/07/2026, located at Town Hall 73 Hunter St, second floor Council Chamber room.
Site Visits will be conducted immediately following the Pre-Proposal Conference on
4/7/2026 and Wednesday 4/8/2026 according to the schedule listed on page 8.
RIGHT TO REJECT PROPOSALS - The Town reserves the right to reject any and all
Proposals. This request for Proposals is neither a contractual offer nor a commitment to
purchase services. The Town assumes no contractual obligation as a result of the
issuance of this request, the preparation or submission of a Proposal by a Contractor,
the evaluation of statements, or final selection.
SELECTION CRITERIA - Town of Apex staff will evaluate individual submittals in context
of the Contractor's overall capabilities, quality control of contract, experience,
references, records, cost submittals and the information provided in each response.
Cost will not be the sole factor in awarding the contract. Any firm determined to be
technically unqualified, or whose submittal is deemed unresponsive, will not be
considered.
The Town of Apex will select the most qualified firm based on the evaluation of the
proposal, the firm's ability to exhibit and reference current or past experience of a
similar nature, and demonstrate capability to complete the work.
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JANITORIAL SERVICES FOR
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All firms submitting proposals will be notified on the next business day following the
date of selection, anticipated to be within 5-10 business days of the submittal
deadline.
Firms submitting proposals are encouraged to carefully check them for conformance to
the requirements stated below "instructions to proposers". If proposals do not meet
ALL requirements they will be disqualified. No exception will be granted.
If you feel information provided is inadequate to submit a proposal, please contact:
Town Hall, Public Works Buildings (Contract Administrator)
Patrick Springle, Facilities & Grounds Supervisor at Patrick.Springle@apexnc.org.
The firm(s) selected will be notified by email. Notification will also be sent by email to
firms not selected.
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JANITORIAL SERVICES FOR
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1. PROPOSALS: In order for a proposal to be considered, it must be based on terms,
INSTRUCTIONS TO PROPOSERS
conditions and scope of services contained herein and other attachments/exhibits and
must be a complete response to this RFP. All bids must be for the entire scope, and
no partial bids will be accepted. One (1) hard copy Original, one (1) electronic copy
in PDF format of your proposal. The original proposal should be marked "Original".
The copies must consist of all documents that are included in the "Original" Proposal
and must be signed by an authorized representative. The Town may elect to require
oral presentations after receipt of the proposals.
2. PRE-PROPOSAL CONFERENCE: A Pre-Proposal Conference will be held at
9:00 A.M. Eastern Standard Time, on 4/7/2026, located at Town Hall 73 Hunter St.
Apex NC, 27502. In the second floor Council Chambers. The purpose of this
Conference is to allow all potential Proposers an opportunity to present questions and
obtain clarifications relative to this solicitation. While attendance at this Conference
will not be a prerequisite to submitting a proposal, all potential Proposers are strongly
encouraged to attend and read the entire solicitation in advance. Any changes
resulting from this Conference will be issued in a written Addendum to the
solicitation.
3. SITE VISIT: Site Visits will be conducted on 4/7/2026 and 4/8/2026.
a. See Schedule below (pg. 8). While attendance at site visits will not be a
prerequisite to submitting a proposal, all potential Proposers are strongly
encouraged to attend to determine the ability to perform the work required. As
indicated herein, Contractor(s) will be responsible for the complete cleaning
of all building areas listed and as such shall properly inform themselves of
areas to be cleaned, size of buildings, existing conditions, existing dispensers,
etc. Failure to familiarize yourself with the buildings and conditions will not
relieve the Contractor of their responsibilities under any contract.
4. LATE PROPOSALS: Proposals received after the date and time specified will not be
considered for award and will be returned to the Proposer unopened.
5. DISCREPANCIES AND OMISSIONS: Should a Proposer find discrepancies in, or
omissions from the documents, or should be in doubt as to their meaning, he/she
should at once notify the Town of Apex, and a written Addendum shall be issued.
The Town will not be responsible for any oral instructions. Acknowledgment of any
Addendum received shall be noted on the Addendum. Acknowledgement Form
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JANITORIAL SERVICES FOR
TOWN OF APEX
included in the Proposal. In closing of a contract, any Addendum issued shall
become a part thereof.
6. E-VERIFY: As a condition of payment for services rendered under this agreement,
CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the
General Statutes. Further, if the CONTRACTOR provides the services to the Town
utilizing a subcontractor, the CONTRACTOR shall require the subcontractor to
comply with the requirements of Article 2 of Chapter 64 of the General Statutes as
well. CONTRACTOR shall verify, by affidavit, compliance of the terms of this section
upon request by the TOWN.
7. For additional Site Visit information contact:
Facilities & Grounds Supervisor: Patrick Springle
Cell: 919.723.0690 / email: Patrick.Springle@apexnc.org
8. Bids should be submitted to: Town of Apex
Patrick Springle, Facilities & Grounds Supervisor
P. O. Box 250
105-A Upchurch St.
Apex, NC 27502
Proposals must be received no later than 3 pm on April 23, 2026, to be eligible
for consideration. No requests will be accepted after that time.
END OF INSTRUCTIONS TO PROPOSERS
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JANITORIAL SERVICES FOR
TOWN OF APEX
Tuesday, April 7th, 2026 SITE VISIT SCHEDULE
BUILDING ADDRESS FLOORS TIME DURATION
Town Hall 73 Hunter St. 3 9:00-9:45 AM 45 min.
JB Community Center 53 Hunter St. 1 9:50-10:30 AM 40 min.
Senior Center 63 Hunter St. 2 10:35-11:20 AM 45 min.
Mason St. Municipal 320 N Mason St. 2 11:30 AM-12:15 45 min.
PM
BREAK/LUNCH Resume at Apex PD 45 min.
Apex Police Dept. 205 Saunders St. 2 1:00-1:30 PM 30 min.
The Depot 220 N. Salem St. 1 1:40-2:05 PM 25 min.
Electric Utilities Bldg 2850 Milano Ave. 1 2:30 - 3:00 PM 30 min.
Wednesday, April 8th, 2026
BUILDING ADDRESS FLOORS TIME DURATION
Public Works Ops 105 Upchurch St. 1 8:30-9:15 AM 45 min.
Building "A"
Public Works Admin. 105 Upchurch St. 2 9:20 - 9:55 AM 40 min.
Building "B"
Purchasing & Inventory 105 Upchurch St. 1 10:00 - 10:20 20 min.
Building "C" AM
Fire Admin. Building 315 W. Williams St. 1 10:30-10:50 AM 20 min.
Cultural Arts/Halle 237 N. Salem St. 2 11:00 -11:45 AM 45 min.
BREAK/LUNCH Resume at PSS #4 75 min.
Public Safety Station #4 1615 E. Williams St. 1 1:00-1:20 PM 20 min.
PD side only
Waste Water 300 Pristine Water 1 1:30-2:00 PM 30 min.
Dr.
Public Safety Station #5 2050 Kelly Rd. 1 2:20-2:40 PM 20 min.
PD side only
Public Safety Station #6 1201 Wimberly Rd. 1 3:00-3:20 PM 20 min.
PD side only
* Site Visits are Rain or Shine.
* Site visits times are fluid. Tours will start at main entrances and proceed from there.
Some buildings are small, and the tours will be quick, highlighting specific areas.
If you are running late, try to catch up.
* Private areas will be accessible only during scheduled site visits.
* Proposers are welcome to return to any public building to view public areas only.
Do not request tours from site occupants outside these scheduled dates & times.
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JANITORIAL SERVICES FOR
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During the performance of this contract, the Contractor agrees as follows:
EQUAL EMPLOYMENT OPPORTUNITY
A. The Contractor will not discriminate against any employee or applicant for
employment because of race, handicap, age, color, religion, sex, or national origin. The
contractor will take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to race, handicap, age, color,
religion, sex or national origin. Such action shall include but not be limited to the
following: employment, upgrading, demotion or transfer, recruitment or recruiting
advertising, layoff or termination rates of pay or other forms of compensation, and
selection for training including apprenticeship. The Contractor agrees to post in
conspicuous places available to employees and applicants for employment notices
setting forth the provisions of the nondiscrimination clause.
B. The Contractor will in all solicitations or advertisements for employees placed by or
on behalf of the Contractor state that all qualified applicants, receive consideration for
employment without regard to race, handicap, age, color, religion, sex, or national
origin.
C. The Contractor will send to each labor union or representative of workers with which
he has a collective bargaining agreement or other contract or understanding a notice to
be provided advising the labor union or workers' representative of the contractor's
commitments under the Equal Employment Opportunity section of this contract and
shall post copies of the notice in conspicuous places available to employees and
applicants for employment.
D. In the event of the Contractor's noncompliance with nondiscrimination clauses of this
contract or with any such rules, regulations or orders, this contract may be canceled,
terminated, or suspended in whole or in part and the contractor may be declared
ineligible for further Town contracts.
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