Janitorial Services South Health and Dental Clinic

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Proposal (RFP)
Solicitation Number 6618
Description Janitorial Services South Health and Dental Clinic
Date of Issuance 7/16/2026
Inquiries Deadline Date & Time (local) 7/29/2026, 2:00 PM
Due Date & Time (local) 7/31/2026, 2:00 PM
Pre-Submission Conference Yes: Mandatory On-Site (attendance & sign in required)
Conference Date & Time (local) 7/24/2026 9:00 AM
Buyer Name Morris
INTRODUCTION
The Kent County Purchasing Division is soliciting proposals for janitorial services for the Kent County
South Health and Dental Clinic located at 4700 Kalamazoo Ave SE, Kentwood, MI 49508. The initial
contract terms shall be for three (3) years (October 1, 2026 - September 30, 2029). The County reserves
the right to renew the contract for two (2) additional one (1) year terms at the prices contained herein
and upon mutual agreement of both parties and approval of the Purchasing Manager. This contract
begins on October 1, 2026 following successful completion of security check.
MANDATORY PRE-SUBMISSION ON-SITE CONFERENCE
Conference Date 7/24/2026
Conference Time (local) 9:00 AM
Location 4700 Kalamazoo Ave SE, Kentwood, MI 49508
A mandatory pre-submission conference is scheduled for this Solicitation. Attendee should arrive a
minimum of 5 minutes before the conference scheduled date and time to sign-in. Attendee will not be
allowed to sign in after the conference has commenced at mandatory meetings and is disqualified
from participating in this Solicitation.
The conference provides equal opportunity to seek clarifications and inspect the location (if applicable).
Attendee shall have fully reviewed all Solicitation documents and correspondence prior to the
conference. Attendee is responsible for taking meeting notes and shall be an employee or authorized
reseller of the Respondent with requisite knowledge, skill, and abilities to participate.
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SCOPE
The Kent County South Health and Dental Clinic is a one (1) story building (with no basement/lower
level) consisting of 16,000 square feet. The Health Department utilizes approximately 11,000 sq. ft. and
the Michigan Community Dental Clinic (MCDC) utilizes approximately 5,000 sq. ft. Please refer to Exhibit
A for site plan.
The building will be available for cleaning from 6:00 p.m. to 11:30 p.m., Monday through Friday. Floor
care will also be done from 6:00 p.m. to 11:30 pm. If cleaning must take place on weekends, Respondent
must make arrangements with the Maintenance Supervisor. Respondent may be responsible for any
costs incurred by Kent County for weekend cleaning.
Space will be available for Respondent's on-site office and storage.
Contact information will be needed by Kent County Facilities Management and Purchasing Departments,
if problems arise.
WORK INCLUDED
It is the intention of this bid to provide and obtain a Custodial Maintenance Program for the facility. Such
services shall encompass furnishing adequate and appropriate labor, materials, supplies, equipment, and
supervision for the performance of the work.
The ultimate responsibility of the Respondent is to provide facilities that are uniformly clean, hygienic,
orderly, and attractive, which will reflect favorably upon the County, the Health Department, and the
Respondent. Variances in user traffic, building renovation work, weather conditions and other
uncontrollable and unpredictable factors will determine the actual frequency requirements necessary to
maintain County standards.
The County reserves the right to add similar items or services or delete items or services specified in the
Contract as requirements change during the course of the contract. Prices for items and services to be
added to or deleted from the Contract will be mutually agreed to by Kent County and the Respondent. A
Contract amendment will be issued for each addition or deletion.
KEY DEPOSIT
The Respondent shall be responsible for any lost keys, card keys and any damages resulting from the loss
(i.e., re-keying of whole facility). This cost shall be withheld from payment(s). The decision to re-key the
whole facility is solely that of the County Facility Manager.
EMPLOYEE IDENTIFICATION AND BUILDING ACCESS
* Access cards shall be furnished by the County and carried by all Contractor employees while on
Health Department premises. The fee is $10 for replacement access card issued to Contractor.
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Photo identification cards will be provided by the Contractor for their employees and must be
worn while in the Health Department.
* Access to the Health Department shall be as directed by the Facility Supervisor. Access to
designated restricted areas is forbidden to Contractor's employees. Restricted areas will be
designated by the authorized County representative.
* The Contractor shall require all employees performing under this contract to personally sign and
be responsible for electronic access card to gain entry to work areas and is to be used ONLY by
the individual who was assigned the card. If a card is lost, or when an employee is no longer
employed by the Contractor, the Facilities Operations Supervisor must be immediately notified.
Use of the access card by an unauthorized person will be cause for termination of the contract.
The County reserves the right to charge the Contractor to replace lost or damaged access cards.
MANDATORY QUALIFICATIONS FOR CONTRACTOR PERSONNEL
* The buildings shall be fully staffed on the first day of work under the contract. All personnel shall
receive close and continuing first-line supervision by the Respondent.
* Custodians employed by the Respondent shall be fully trained and skilled in safe and proper
housekeeping techniques. The use of custodians who are not adequately trained may be
sufficient grounds for termination of the contract. All contract employees shall wear the
appropriate attire with a photo identification badge including the company name and/or logo
and they must maintain a clean and professional appearance at all times. No subcontract labor is
to be used without written permission of the Purchasing Division.
* Respondent shall supply the Facilities Supervisor with a current list of all employees that will
perform work at the facility. Each of these employees shall be adequately trained and have had
criminal background checks completed prior to assignment.
SUPPLIES
Kent County Purchasing also encourages the janitorial Respondent to submit green cleaning methods,
equipment and supplies that are being used, in the proposed building. If the Respondent request has an
approved Green Clean program (LEED/LEED-EB) they are encouraged to submit it with this response. The
Respondent shall furnish all supplies necessary for the work of this Contract. The County will supply
paper products, trash liners, hand soap and hand sanitizer. A supply list must be filled out listing all
brands that will be used at the Health Department.
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OSHA GUIDELINE COMPLIANCE
SAFETY DATA SHEETS
Respondent shall furnish to the Facility Manager copies of Safety Data Sheets (SDS) for all products to be
used, within ten (10) days after the award of contract. Respondent shall update copies of the SDS each
time a new product is brought into the facility. In addition, each time a new chemical or cleaning product
is introduced into the facility, a copy of that product's SDS must be provided to the Facility Manager prior
to the product being used. The Safety Data Sheets must be in compliance with OSHA Regulation
1910.1200, paragraph g.
LABELING OF HAZARDOUS MATERIALS
Respondent shall comply with OSHA Regulation 1910.1200, paragraph f, concerning the labeling of all
chemical containers. CAUTION SIGNS - Respondent shall use caution signs as required by OSHA
Regulation 1910.144 and 1910.145 at no cost to the County. Caution signs shall be on-site on
commencement of Contract and remain during the duration of the contract.
OSHA GUIDELINES OF BLOOD PATHOGENS
Respondent shall comply with the OSHA Standard 29CFR1910.1030 Blood Borne Pathogens as it pertains
to the training, safety and equipment needed for all employees engaged in custodial service. Respondent
shall be responsible for compliance on date of Contract acceptance and shall provide proof to the Facility
Manager and Purchasing Division. Due to the nature of custodial work, proof of compliance with OSHA
regulation 1910.1200, Hazard Communication, shall be provided to the Facility Manager and Purchasing
Division upon commencement of this Contract. The Respondent shall use only germicidal disinfectants
that bare an Environmental Protection Agency (EPA) Registration Number.
Failure of the Respondent or their employees to comply with all applicable laws, regulations and rules
shall permit the County to immediately terminate this Contract without liability. The Respondent shall
purchase and issue all chemicals in their original containers. Materials that require precautionary
warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory
agencies or this Contract. Markings or labeling of materials containing hazardous or toxic substance or
wastes shall be in accordance with all Federal, State and County laws, ordinances, rules and regulations.
SLIP RESISTANCE
The Respondent shall verify that all floor finishes, seals, spray buff solutions and other such chemicals
applied to non-carpeted floors provide adequate protection against slippery floors. Any observed
instances of slippery or slick floors shall be corrected immediately upon discovery.
EQUIPMENT
All necessary cleaning equipment including power driven floor scrubbing machines, back pack vacuum,
high dusting equipment, waxing and polishing machines, industrial floor and upholstery vacuum cleaners
and like equipment that is needed for the performance of the work of this contract shall be furnished by
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the Respondent. Such equipment shall be of the size and type customarily used in work of this kind and
no equipment shall be used which is harmful to the buildings or its contents. An equipment list shall be
filled out listing all equipment proposed for use at the Health Department.
Electrical power (110) volts will be furnished by the County at existing power outlets for the
Respondent's use to operate such equipment as is necessary in the conduct of his work. The Respondent
shall be responsible for any damage caused to the electrical outlets and their covers caused by the
improper disconnection of equipment. Hot and cold water will also be made available as necessary for
cleaning.
NIGHTLY
PAPER AND TRASH COLLECTION
All trash and paper shall be collected and removed. Paper and cardboard are being recycled. Recycle
containers shall be emptied into the appropriate container. Recycle containers do not require liners.
Trash and recyclable items that are not in an appropriate container should be marked for disposal by a
tenant of that area. Contact a Facilities Management Staff member for questionable items.
PUBLIC DOORS
Clean and disinfect handles, spot-clean, clean glass
RESTROOM CLEANING AND SERVICING
Restrooms shall be cleaned with proper dilutions of disinfectant/detergent cleaning products to control
disease-causing organisms and to prevent odors. Servicing shall be accomplished often enough to assure
adequacy of supplies and hygienic condition of restrooms. There are (11) public restrooms and (3) staff
restrooms. Restrooms are ceramic tile. There is approximately 6800 square feet of ceramic tile.
HIGH TOUCH AREAS
Clean and disinfect all high-touch surfaces. High-touch surfaces include sink handles, countertops, edges
of privacy curtains, doorknobs, light switches, drawer/cabinet handles, waiting room and clinic room
chairs, exam tables, drinking fountains, exam room doors, doors in public/common areas, windows and
mirrors in bathrooms and other public high-traffic areas, surfaces in and around toilets, refrigerator door
handles, and stair railings.
FLOOR MAINTENANCE
Floor surfaces include VCT, Quarry, and Ceramic Tile. Floors shall be swept or dust mopped to present a
clean and orderly appearance at all times with no loose dirt or debris in evidence including in corners,
expansion joints, and other places accessible to the broom or dust mop. Wet mopping and/or use of a
floor machine is required to present an orderly and uniform appearance. Moving of all floor mats,
furniture, wastebaskets, boxes, foot gear, etc., is required for proper cleaning and must be placed back in
the original position when finished.
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CARPET CARE
Carpets shall be vacuumed to remove accumulations of dust, dirt, stains, and soil. Spot cleaning areas as
needed. Carpets shall present a uniformly clean appearance at all times, free from spots, stains, chewing
gum, tar, grease, litter, etc. Any tears, rips, burns, or indelible stains shall be reported to the Facilities
Supervisor.
LOW-TOUCH SURFACES
Clean low-touch surfaces in waiting rooms and clinic exam rooms. Low-touch surfaces include tops of
cupboards, vents, walls, windows, cabinet doors, office doors, office windows, baseboards, corners,
window blinds, and window curtains.
HORIZONTAL SURFACE CLEANING
Horizontal surface cleaning shall be interpreted to mean those surfaces and objects not high enough to
require the use of a ladder that comprise the furnishings and structures of the facility including, but not
limited to office furniture (desks, chairs, tables, file cabinets), counter tops, ledges, rails, display cases
and the tops of those cases, typewriters, telephones, etc. NOTE: unless requested, objects (books,
papers, files, etc.) on horizontal surfaces should not be moved to accomplish cleaning. Office chair
extraction is not required. Sinks within the laboratory are an exception to the required cleaning surfaces
and shall not be touched.
VERTICAL SURFACE CLEANING
Vertical surface cleaning shall be interpreted to mean those surfaces not high enough to require the use
of a ladder that comprise the furnishings and structure of the facility and shall include, but not limited to
whiteboards, walls, doors, gates, baseboards, table and desk legs and sides, sides of file cabinets, frames,
pictures, wall hangings, maps, signs, ventilation louvers, etc.
DRINKING FOUNTAIN CLEANING AND DISINFECTING
Drinking fountains shall be cleaned with an appropriate disinfectant/detergent solution, wiped
thoroughly dry and polished. Plumbing problems shall be reported to the maintenance staff for
corrective action. Drinking fountains shall be free from trash and debris (gum wrappers, cigarette butts,
etc.), dirt, fingerprints, smudges, streaks, spots and stains.
ELEVATOR/STAIRWAY CLEANING
Elevators and stairways shall present a uniformly clean appearance. Elevator surfaces must be cleaned
with an appropriate cleaner that does not leave a residue.
WOOD SURFACE
Wood surfaces includes door frames, tables, podiums, customer service counters, bookshelves and
executive office furniture. Surfaces are to be cleaned and polished per manufacturing requirements.
They are to have an exceptional appearance at all times.
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WINDOWS EXTERIOR AND INTERIOR
Glass to be cleaned under this contract includes: Interior and exterior lobby doors and glass up to 6 feet
high only. All interior glass, up to 6 feet high, must be kept clean and free of fingerprints and smudges.
Thorough window cleaning will be performed through a separate contract.
WEEKLY
HIGH HORIZONTAL SURFACE CLEANING
High horizontal surface cleaning includes those areas that must be reached by a long reach-cleaning
device (no ladders).
HIGH VERTICAL SURFACE CLEANING
High cleaning are those vertical surfaces that will require the use of a long reach cleaning devices (no
ladders).
HIGH DUSTING (VERTICAL AND HORIZONTAL)
High surfaces shall be interpreted to mean those surfaces and objects high enough to be reached by a
telescoping tool (no ladders) and which comprise the structure and furnishing of the facility and shall
include, but are not limited to wall/ceiling junctures, light fixtures, ventilation louvers, overhead signs,
sills, ledges, etc. High surfaces and objects shall be free from dirt, lint, cobwebs, grease, grime, streaks,
spots, stains, insects, etc. and shall present an overall clean appearance.
LOW-TOUCH SURFACES
Clean and dust low-touch surfaces in hallways, stairwells, offices, and non-clinic common areas. Low-
touch surfaces include tops of cupboards, vents, walls, windows, cabinet doors, office doors, office
windows, baseboards, corners, window blinds, and window curtains.
SEMI-ANNUAL
VCT CARE
VCT flooring shall be stripped and waxed (2) times a year. An annual schedule shall be given to the
Facilities Custodial Supervisor showing the dates this floor care will be done. There is approximately
9,000 square feet of VCT currently.
MONTHLY
CLEAN WINDOW BLINDS
CLEAN CLINIC PRIVACY CURTAINS
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ANNUALLY
CLEAN WINDOW CURTAINS
AS NEEDED
CLEAN/DUST LOW-TOUCH SURFACES IN HALLWAYS, STAIRWELLS, OFFICES, & NON-CLINIC COMMON
AREAS
CLEAN WINDOW BLINDS
CLEAN WINDOW CURTAINS
CLEAN CLINIC PRIVACY CURTAINS
The information provided in this document is not a substitute for a thorough inspection of the Health
Department. Each Respondent should rely on his/her professional experience to determine the level of
effort required to keep the facility in the first-class condition.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
SECURITY
Contract employees requiring access to County facilities must undergo a criminal background check
before starting work. This means EVERYONE including visitors from the "home office," substitute
workers, regional supervisors, etc.
Kent County will conduct a thorough criminal background check of all contractor employees assigned to
this facility. Kent County shall be the sole determiner of the suitability of potential contract employees to
work in this facility. The Respondent should expect that it will take up to three weeks to conduct a
criminal background check. Inquiries on the status of background checks will not be permitted during
this time. The Respondent should have sufficient personnel approved by Kent County so that absences
can be covered. Criminal background checks will be done at no cost to the Respondent. Excessive
background checks may constitute a cost to be determined by Kent County. The County reserves the
right to permanently bar any contract employee for behavior it deems inappropriate.
A list of employees for background checks must be available no later than a day after the Respondent is
awarded the contract so that adequate staff is approved for at the start of this contract.
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Reading or removal of files, forms or other paperwork which may be on desks and/or files will not be
permitted and shall be basis for immediate termination of this contract by the County. Service providers
must always have proper identification (inclusive of a picture). This identification must be presented
upon request by any County staff member.
Kent County will award and contract for the goods and services in this Solicitation in an efficient and
timely manner. In no event will notification of award be more than 45 days from the date of submission.
REFERENCES
Provide 3 references of current/past customers who can verify the quality of products and/or services of
similar size and scope your company provides. References may not include any current/past Kent County
employees.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
REQUEST FOR PROPOSAL SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed submissions will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete proposal as 1 non-password
protected PDF document.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including technological difficulties, and deems the County and its service provider
harmless and without fault. Successful electronic submissions are confirmed via Respondent's email.
Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time.
Submissions must be in the format outlined below:
Executive Summary - One (1) page maximum
Summarize the Respondent's strong points and how experience, particularly with similar
responsibilities, will benefit the stakeholders.
Business Organization - One (1) page maximum
State the full names, addresses, phone numbers, emails, and websites of any parties and their
prospective roles.
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Recommendation - Ten (10) pages maximum
Provide a recommendation focusing on the technical specification. Emphasize clarity and detail.
Sales and Marketing material will not be used to determine the award.
Timeline & Expectations - Two (2) pages maximum
Provide a timeline to implement the recommendation efficiently and effectively with emphasis on
key deliverables and milestones. Disclose necessary County resources, staffing and/or other
requirements to implement each phase of the recommendation.
Pricing Methodology - Two (2) pages maximum
Provide a detailed pricing methodology for an all-inclusive, implemented recommendation including
payment terms, unit costs, billable costs, and all other expenses.
Project Staffing - One (1) page maximum plus resumes
Provide a chart with the staff committed to the recommendation. Show lines of authority and
provide a brief role description with responsibilities as they relate to the recommendation. Include
only relevant resumes.
References - One (1) page maximum
Provide 3 relevant references, preferably for projects of similar scope and complexity. Include the
organization, contact person, current telephone number, email address, description, and dates of
service and total cost. Do not include any current/past Kent County employees as a reference.
Contract - Unlimited
Provide any contract and/or applicable agreements Kent County may be asked to sign. Kent County
reserves the right to present its own contract.
Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is
not liable for costs incurred prior to award. A submission constitutes an irrevocable offer for a period of
45 days from the due date/time. In the event the notification of award is not made within 45 days from
the due date/time, the Respondent may withdraw or provide a written extension of their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
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