2026-2027 Janitorial Services

840 S . Telegraph Road * Monroe, Michigan 48161 * Phone: (734) 240-5102 * Fax: (734) 240-5101
REQUEST PROPOSAL
FOR
2026-2027 JANITORIAL
SERVICES
BID OPENING:
Monday, October 26, 2026 at 10:00 a.m.
BOARD OF COUNTY ROAD COMMISSIONERS
OF THE COUNTY OF MONROE
Greg W. Stewart, Chairman
Dan Minton, Vice Chairman
Jack Thayer P.E., Member
William Kipf, Member
James Jacobs, Member

MONROE COUNTY ROAD COMMISSION
PROPOSAL
2026-2027 Janitorial Services
TO: The Board of County Road Commissioners of the County of Monroe, Michigan
FOR: 2026-2027 Janitorial Services
Ladies and Gentlemen:
The undersigned bidder hereby affirms that:
1. The proposal is in all respects fair and without any collusion or fraud.
2. The undersigned agrees to furnish materials and equipment at the unit prices stated on the
attached bid forms.
Company:
Address:
City, State, ZIP:
Telephone:
Email:
By:
Title:
Date:

INSTRUCTIONS TO BIDDERS
and
GENERAL CONDITIONS
The Monroe County Road Commission, 840 S. Telegraph Road, Monroe, MI 48161 is seeking bids
from qualified Contractors for janitorial services at the Monroe County Road Commission Administration
Building, Maintenance Garage, Sign Shop and all other areas designated during the on-site inspection.
The contract will cover a one-year period with up to three additional one year extensions. Services will be
based on one of three options.
OWNER
The owner of the project is the Board of County Road Commissioners of the County of Monroe, also referred
to as the "Board."
BIDDER
The Bidder is one who submits a signed quote with the required documentation.
BID FORMS
Sealed proposals must be submitted on the bid forms furnished by the Board. The proposal shall be
submitted in its entirety with no modifications or changes except as authorized by an addendum and with
no pages removed. All proposals must be filled out in ink or typewritten and shall be legibly signed, giving
the complete name and address of the Bidder.
All bids must be in a sealed envelope and clearly marked "2026-2027 Janitorial Services"
INTERPRETATION AND ADDENDA
All questions about the meaning or intent of the Contract Documents are to be directed to the Purchasing
Agent. Interpretation or clarification considered necessary by the Purchasing Agent to such questions will
be issued by Addenda delivered to all parties recorded by the Purchasing Agent as having received the
Bidding Documents. Questions received less than seven days prior to the date for opening the bids may
not be answered. Only questions answered by formal written Addenda are binding. Oral and other
interpretations or clarifications will be without legal effect.
OPENING OF BIDS
Bids will be received by the Board at 840 S. Telegraph Road, Monroe, Michigan, 48161 until 10:00 a.m.
local time on Monday, October 26, 2026 at which time they will be publicly opened and read aloud.
SITE VISIT
The purpose of the site visit is to provide a briefing of the scope of work, the specifications, and conduct a
tour of the buildings so that all bidders will have an equal opportunity to view the facility and ask questions
that pertain to the requested services listed in the proposal documents.
ACCEPTANCE AND/OR REJECTION OF BIDS
The Board reserves the right to reject any or all bids, including without limitation the right to reject any or all
nonconforming, non-responsive, unbalanced, or conditional bids and to reject the bid of any Bidder if
the Board believes that it would not be in the best interest of the project to make an award to that
Bidder, whether because the bid is not responsive or if the Bidder is unqualified or of doubtful financial
ability or fails to meet any pertinent standards or criteria established by the Board. The Board also reserves
the right to waive all informalities in any bid should it be deemed in the best interest of the Road
Commission to do so. Discrepancies between the multiplication of units of work and the unit prices will
be resolved in favor of the unit price. Discrepancies between the indicated sum of any column of figures
and the correct sum will be resolved in favor of the correct sum. Discrepancies between words and
figure will be resolved in favor of words.
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TITLE VI ASSURANCE
The Monroe County Road Commission, in accordance with Title VI of the Civil Rights Act of 1964 (78 Stat.
252, 42 USC 2000d to 2000d-4) and Title 49, Code of Federal Regulations, Part 21, as they may be
amended from time to time, hereby notifies all bidders that it assures that in any contract entered into
pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids
in response to this invitation and will not be discriminated against on the grounds of race, color, national
origin, gender, age, or disability in consideration for an award.
PROHIBITION OF DISCRIMINATION
In accordance with Act No. 453, Public Acts of 1976, the Contractor and subcontractors hereby agree not
to discriminate against an employee or applicant for employment with respect to hire, tenure, terms,
conditions, or privileges of employment, or a matter directly or indirectly related to employment, because of
race, color, religion, national origin, age, sex, height, weight, or marital status. Further, in accordance with
Act No. 220, Public Acts of 1976 as amended by Act No. 478, Public Acts of 1980, the Contractor and
subcontractors hereby agree not to discriminate against an employee or applicant for employment tenure,
terms, conditions, or privileges of employment, or a matter directly or indirectly related to employment,
because of a disability that is unrelated to the individual's ability to perform the duties of a particular job or
position. A breach of the above covenants shall be regarded as a material breach of this contract.
TAXES
The Monroe County Road Commission is not subject to the Federal Excise Tax or the Michigan State Sales
Tax. The Bidder shall not include these taxes in the unit prices quoted.
SAFETY DATA SHEETS (SDS)
The vendor must comply with The Hazard Communication Standard (29 CFR 1910.1200(g)) as
amended. This standard requires Safety Data Sheets (SDS) (formerly MSDS or Material Safety Data
Sheets) for each hazardous chemical to downstream users which communicates information on these
hazards. The information contained in the SDS must be in the required 16-section format. SDS must be
made available to any and all downstream users at all times.
CONTRACT EXECUTION
The contractor to whom the contract is awarded shall, within ten (10) calendar days after notice of award,
enter into a written contract with the Board and furnish proof of insurance as hereinafter specified. Failure
to execute the contract or furnish satisfactory proof of insurance will be considered cause for annulment of
award.
TERMS OF CONTRACT
The terms of this Agreement shall be for one (1) year with the option to renew for two (2) more one
(1) year terms. Agreement will automatically renew unless canceled by the MCRC. The MCRC reserves
the right to terminate this Agreement at any time, without liability except for compensation due for the prior
services, by providing the Contractor with thirty (30) days advanced written notice. The Contractor has the
right to terminate the contract with or without cause with ninety (90) days written notice. The Contractor has
the right to reject the auto renewal by given ninety (90) days written notice prior to renewal date. If the
contractor terminates the contract without the ninety (90) days written notice, the Contractor shall pay an
early termination penalty $1,745.00. This Agreement is subject to the appropriation of funds by the MCRC
in any given year.
TIME OF COMPLETION
Services shall be performed between the hours of 5:00 p.m. and 6:00 a.m. with the awarding of one of two
options:
Option A: Bidder supplying cleaning necessities - May to October, Tuesday & Thursday. October to May,
Monday, Wednesday & Friday.
Option B: Board supplying cleaning necessities - May to October, Tuesday & Thursday. October to May,
Monday, Wednesday & Friday.
Page 3 of 11

The bulk of the services should occur between the hours of 5:00 p.m. and 6:00 a.m. The Road Commission
reserves the right to modify and/or change the cleaning days and hours if necessary. Days and times shall
not be flexed and/or altered without prior MCRC approval.
PERFORMANCE OF SERVICES
The Purchasing Agent will conduct a periodic review of the Contractor's performance. Any deficiencies in
performance will be relayed to the Contractor in writing. The Contractor will correct any deficiencies noted
by the Purchasing Agent at the next scheduled cleaning time.
PAYMENTS TO CONTRACTOR
The Contractor shall submit monthly invoices to the Road Commission electronically via email to
MCRC-FINANCE@MCRC-MI.ORG by the 5th of each month for their work on the contract.
CANCELLATION OF CONTRACT
The Board reserves the right to cancel any contract for unsatisfactory or unsafe work by the Contractor.
Upon the first occurrence of unsatisfactory or unsafe work, the Road Commission will arrange for a meeting
and issue a written warning of possible contract termination to the Contractor. Upon a second occurrence
of unsatisfactory or unsafe work, a written notice of contract termination will be sent to the Contractor.
ASSIGNMENT CLAUSE
The contract between the Board and the Contractor may not be assigned to a third party without the written
consent of the Board.
BOARD RESPONSIBILITY
The Board shall not be responsible for failure of Contractor to comply with laws and regulations applicable
to the furnishing or performance of the work unless otherwise specified in the Special Provisions.
INDEMNIFICATION, DAMAGE LIABILITY AND INSURANCE
A. Indemnification. The Contractor must hold harmless, indemnify, defend and represent the Board
and its officers, agents and employees against any and all claims for bodily injury or property
damage, or any other claim arising out of performance of the work on this contract. The Contractor
will not be responsible for claims that result from the sole negligence or willful acts of said
indemnitee.
B. Workers' Compensation Insurance. The Contractor must carry the necessary Workers'
Compensation Insurance and submit a certification that it carries Workers' Compensation to the
Board.
C. Bodily Injury and Property Damage. The Contractor must carry adequate insurance, satisfactory
to the Board, to afford protection against all claims for damage to public or private property and
injuries to persons arising out of performance of the work. Copies of completed certificates must
be submitted to the Board.
1. General Liability, Bodily Injury and Property Damage. The Contractor must provide the
following minimum limits of property damage and bodily injury liability:
Bodily Injury and Property Damage Liability: $1,000,000
Each Occurrence
Aggregate $2,000,000
D. Additional Insured. The Bodily Injury and Property Damage Policy must include the following
endorsements, verbatim:
Page 4 of 11

"Additional Insured: The Board of County Road Commissioners of the County of Monroe,
the Monroe County Road Commission and its officers, agents and employees."
"Provide written notice ten (10) days prior to cancellation, expiration, termination or
reduction in coverage for nonpayment of the premium and written notice thirty (30) days
prior to cancellation, expiration, termination or reduction in coverage for all other reasons."
E. Notice. The Contractor must ensure that all insurance policies and binders include an endorsement
by which the insurer agrees to notify the Department in writing at least 30 days before there is a
cancellation or material change in coverage. The Contractor must stop operations if any insurance
is canceled or reduced, and must not resume operations until new issuance is in force.
SERVICE AREAS
The areas to be cleaned under this contract include the administrative building, garage, yellow maintenance
garage, sign shop and drainage office located at 840 S. Telegraph Road, Monroe MI 48161. Following are
approximate areas for each of the buildings:
Administration Building: Carpeted Floor Area = 4,350 square feet
Tile Floor Area = 2,700 square feet
Bathrooms = 4
Stairwells = 3
Mechanics Garage: Hand Washing Station
Bathrooms = 1
Maintenance Garage B: Carpeted Floor Area = 1,900 square feet
Tile Floor Area = 1,050 square feet
Concrete Floor Area = 600 square feet
Bathrooms and Locker rooms = 2
Stairwells & Balcony = 1
Maintenance Garage C: Ceramic Tile Floor Area = 1,201 square feet
Luxury Vinyl Tile = 1,989 square feet
Concrete Floor = 3,762 square feet
Bathrooms/Locker Rooms = 2
Stairwells/Balconies = 4
Hand Washing Station = 2
Drinking Fountain
SERVICES TO BE PROVIDED
The Contractor shall perform the following cleaning services:
1. Empty all wastebaskets, replace liners and dispose of trash in dumpster.
2. Vacuum all carpeted areas.
3. Sweep and damp mop tile floors with a suitable cleaner.
4. Sweep and damp mop stairs and stairwells with a suitable cleaner.
5. Wipe down all stairwell handrails with a suitable cleaner.
6. Sweep concrete floors in the sign shop, and walkway in the maintenance garage.
7. Clean and disinfect tables and counters in all the lunchrooms and meeting rooms.
8. Spot clean all doors with glass windows in Maintenance Building C.
9. Clean inside of microwaves in lunchrooms - all buildings.
10. Clean and disinfect sinks, toilets, urinals, showers, locker rooms, door handles, dispensers
and mirrors in all restrooms
11. Clean and disinfect the drinking fountain in the lobby, and Maintenance garage B & C.
12. Clean and disinfect the hand washing stations in the Mechanics Garage & Maintenance
Building C.
13. Fill all hand towel dispensers and stock toilet paper.
14. Fill soap dispensers as needed.
15. Clean the entry and foyer doors in the administrative office
16. Clean the tables and seating in the lobby of the administrative office
17. Clean the bugs and cobwebs away from outside the main entryway doors of the
administrative office building.
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Monthly (First week of each Month)
1. High dust walls, ceilings and vents
2. Spot clean walls
3. Clean and remove fingerprints and smudges around light switches and door handles in the
reception/foyer area, bathrooms and lunch rooms
4. Damp mop chair floor mats if needed
5. Wash stall partitions in restrooms
6. Damp mop concrete floors in the sign shop
7. Dust windowsills
8. Clean elevator floor, walls and doors
9. Clean baseboards in administrative building
10. Clean refrigerators in 3 lunchroom areas (one-week prior reminder requested by posting
on appliance door)
11. Clean glass dividers in administrative building
Semi-Annually (March and September)
1. Wash the interior and exterior surface of all windows on the first floor of the administration
building
2. Wash the interior surface of all windows on the second floor of the administration building
3. Wash the interior and exterior surface of all windows in Maintenance Building B
4. Wash the interior and exterior surface of all windows in Maintenance Building C
Upon the completion of each cleaning, Contractor personnel shall close all doors and turn off all lights in
unoccupied areas unless otherwise directed.
All of the above services are included in the monthly price for Janitorial Services.
ANNUAL CLEANING SERVICES (Approximately within June)
The Contractor may provide unit pricing for the following additional cleaning services that would be
performed once per year in the Administration Building:
Machine strip, seal, wax and buff vinyl tile floors - Refinish the following vinyl tile floor areas in the
Administration Building: main lobby, hallways, bathrooms, lunchrooms, copy rooms and upstairs
lobby. Refinishing of the floors includes machine stripping with a commercial stripping solution,
applying two coats of a commercial grade sealer such as Armstrong S-495, Zep Stain Resistant
Sealer or equivalent, applying four coats of commercial grade acrylic floor wax such as Armstrong
S-480, Zep High Traffic Floor Finish or equivalent, and buffing the floors.
Steam clean carpet - Professionally clean the carpet in all areas using the hot water extraction
method. The carpet cleaning shall be performed with a truck mounted machine where accessible.
ADDITIONAL CLEANING
Wash the exterior surface of the windows on the second floor - Wash the exterior surface of the windows
on the second floor of the Administration Building.
CLEANING SUPPLIES AND EQUIPMENT
The Contractor will provide all cleaning products including:
* Urinal screens
* Toilet bowl blocks
* Disinfectant
* Glass cleaner
* Gloves
* Floor cleaner
* Toilet bowl cleaner
Page 6 of 11

* Mop heads,
* Vacuum bags,
* Swiffers/dusters
* Cleaning cloths, etc.
Safety Data Sheets (SDS) for all chemicals used in the buildings will be given to the Purchasing
Agent before cleaning products are brought into the building. Storage of cleaning products shall
be limited to the area(s) designated by the Purchasing Agent.
All power and hand equipment will be furnished by the Contractor including, but not limited to:
* Vacuums,
* Mop buckets,
* Carpet cleaners,
* Dry mops,
* Dusters, etc.
The Contractor shall be responsible for keeping all equipment and tools in good repair. Any
damage caused to the building or furnishings shall be the responsibility of the Contractor. The
Contractor is solely responsible for equipment and tools stored on the property.
Cleaning supplies and equipment is subject to change in the advent the awarded bid states the
MCRC is responsible for providing all supplies and equipment for the vendor's use.
The Road Commission will provide:
* Hand soap for dispensers
* Paper products such as roll towels, self-fold towels, toilet paper
* Trash bags and trash receptacles
* Facial tissues
* Toilet seat liners
* Sanitary bags for bathrooms
Mop heads and cleaning cloths are to be replaced by new/clean ones at the beginning of each
week.
CONTRACTOR PERSONNEL
Custodians employed by the Contractor shall be fully trained and skilled in safe and proper cleaning
techniques, and to be able to communicate with Road Commission personnel.
Contractor personnel performing work on this contract shall be neat in appearance at all times and shall
have an identification badge or company uniform. The Road Commission reserves the right to require the
replacement of any employee whose deeds or conduct reflects negatively on the Monroe County Road
Commission.
The Contractor shall provide the Road Commission a list of employees, by name, which are under the
employ of the Contractor and assigned to clean at the Road Commission.
ADDITIONAL REQUIREMENTS
Prior to the award of the contract, the low bidder will be required to submit to the following information to
the Purchasing Agent:
1. List of equipment that will remain at each building
2. Insurance certificates for Workers' Compensation not less than the Statutory Limit and General
Liability
Page 7 of 11

SECURITY REQUIREMENTS
1. Children or other family members of Contractor's employees are not allowed at the Road
Commission facility during working hours
2. Employees of the Contractor are not allowed to use the equipment, telephones, vehicles,
computers, or any other item or service belonging to the Monroe County Road Commission
3. A key will be provided to allow access to all areas designated to be cleaned. If key becomes lost
or stolen, it must be reported immediately to the Purchasing Agent. This key must be promptly
returned to the road commission up completion of the contract period
4. Contractor shall be responsible for ensuring buildings are secured and locked each day when work
is completed
5. Failure to adhere to security requirements will result in termination of the contract
COMMUNICATIONS
Any questions regarding this bid shall be directed to the Monroe County Road Commission's purchasing
agent listed below:
Name: Chloe Ruschel
Phone: 734-240-5109
Email: CRuschel@mcrc-mi.org
Page 8 of 11

MONROE COUNTY ROAD COMMISSION
PROPOSAL
FOR
JANITORIAL SERVICES
TO: Board of County Road Commissioners of Monroe County, Michigan
The undersigned, having full knowledge of the proposal and specifications for the Janitorial
Services including Bidders' Addenda _______________ and the conditions of these Contract Documents,
hereby agrees to furnish materials at the unit prices named below:
Hours/Time: May to October - Tuesday & Thursday. October
to May - Monday, Wednesday & Friday. Both between the hours Unit Price Unit
of 5:00pm and 6:00am
Janitorial Services at 840 S. Telegraph Road, Monroe, MI 48161 $ Month
Additional Terms and/or Remarks:
Additional Terms and/or Remarks:
Additional Terms and/or Remarks:
Page 9 of 11