Janitorial Services for Bixby Municipal Building

Separate sealed Bid/Request for Proposals (R.F.P.) For Janitorial Services for Bixby Municipal Building for the City of Bixby, Oklahoma will be received by the City of Bixby, Oklahoma at City Hall, 116 West Needles, Bixby, Oklahoma 74008, until 4:00 PMon February 17, 2025, for furnishing tools, materials and labor, and performing the work necessary for the location above.

All bid proposals that have been duly received will be opened and reviewed by the City Clerk, and/or her designated representative, at the time and date shown above.

The information for Bidders, Specifications, and other Contract Documents may be examined at the following location:

City of Bixby, Oklahoma

116 W Needles

Bixby, Oklahoma 74008

An electronic copy may be obtained via email from Shannon Duran at the City of Bixby. If you wish to bid proposals on the project, please email

Respondents must attend a walk-through on February 4, 2025, at 10:00 a.m. at the Bixby Municipal Building, 211 N. Cabaniss Ave, Bixby, Oklahoma 74008.

The Owner reserves the right to waive any informality or to reject any or all Request for Proposals.

The sealed proposal of each bidder shall be accompanied by the following:

• Description of Company: An introductory letter including background on Respondent’s company, number of years in business, types of businesses served, and business locations.  Clearly indicate the designated contact and authorized representative (principal-in-charge) with mailing address, business telephone, emergency telephone, e-mail, and facsimile numbers;
• Cost of Services: A fixed monthly cost for the services identified in the scope of Work and summarized on the Attached Proposal Form;
• References: At least three recent references documenting the Respondent’s experience.   Each reference should include the individual’s name, title, company, current telephone number, and number of years served by Respondent and in what capacity;
• List of Companies: A list of all companies where Respondent is currently providing janitorial service;
• Qualifications of Personnel: Information on the experience and/or qualifications of the personnel to be assigned to project.

Submit one (1) original and two (2) copies of your proposal. Proposals are to be submitted inside a sealed envelope marked on the outside with “Janitorial Services for Municipal Facilities”.

All proposals must be received, at the City Clerk’s Office, no later than 4:00 p.m. on Monday, Feb. 17, 2025.

No late or faxed proposals will be accepted.

Bid proposals received more than ninety-six hours, excluding Saturdays, Sundays, and holidays, before the time set for opening of bids, as well as bids received after the time set for opening of bids, will not be considered and will be returned unopened.

No bidder may withdraw his bid within sixty (60) days after the actual date of the opening.

1/17/25                                                                                                             Shannon Duran

Date                                                                                                     Shannon Duran, City Clerk

_______________________________________________________________________________________________

Addendum #1

February 12, 2025

To:                  All Bidders

Project:          Janitorial Services for Bixby Municipal Building

This addendum is issued as part of the Contract Documents for this project, and amends only those items specifically defined herein. This addendum must be attached to the front of your set of Bid Documents.

In preparing bids, the Bidder shall take into consideration the following items.Information shown herein supersedes requirements issued under previous dates.

Item #1-Scope of Project:

Provide Janitorial Services for one Municipal Buildings as described on the Request for Proposal.

Item #2- Security Window Protective Glass:

Contractor must purchase, provide appropriate care, and adhere to the cleaning instructions in Attachment “A” for all specialized glass. Contractor to supply approved disinfectant and shall protect all glass materials.

• Counter Windows
• Drive-Thru Windows
• Utility Billing Supervisor Windows

Attachment “A” Recommended cleaning/Polishing Solutions as proposed in Attachment:

**ANY SOLUTIONS WITH AMNONIA/BLEACH WILL DAMAGE PRODUCT**

1. 210 Plastic Cleaner & Polish
2. Brilliance Acrylic Cleaner and Polish
3. Mild Detergents like Dawn Dish Soap

Item #3-Dusting and cleaning of6 Television Screens:

• Daily Cleaning:
  1. Dusting and cleaning all Television screens and other equipment in Conference Room, Council Chambers, and Entry Foyer. Must use microfiber cloth only.
• Contractor must supply all cleaning equipment and supplies to complete the scope of work.  This includes, but is not limited to dusting supplies, dusting cloths, polishes, and vacuum cleaners.

Item #4- Calendar:

VII. Calendar

Issue RFP to Potential Bidders                      Jan. 15, 2025 (on or about) Walk Through Feb 4th, 2025 at 10 a.m.

Deadline for Proposals                                   Feb 18th, 2025 at 4 pm

Contract before Council                                 March 10 ^th , 2025

Award of Contract                                           Immediately after Council approval

Start of Contract                                              April 1, 2025

Item #5- XI. Submittal Requirements and Contact Information

Submit one (1) original and two (2) copies of your proposal. Proposals are to be submitted inside a sealed envelope marked on the outside with “Janitorial Services for Municipal Facilities”.

All proposals must be received, at the city clerk’s office, no later than 4:00 p.m. on Tuesday, Feb. 18, 2025. no late or faxed proposals will be accepted.

*Note: Address to submit bids will be effective as of 2/13/25*

City of Bixby, City Clerk’s Office, 111 Cabaniss Ave., Bixby, Ok. 74008

Attention: Shannon Duran, City Clerk For security reasons, you must enable JavaScript to view this E-mail address. 918-366-4430

Acknowledgment of Addendum:

CONTRACTOR:

By

_______________________________________________________________________________________________

Addendum #2

February 18, 2025

To:                  All Bidders

Project:          Janitorial Services for Bixby Municipal Building

This addendum is issued as part of the Contract Documents for this project, and amends only those items specifically defined herein.

In preparing bids, the Bidder shall take into consideration the following items.    Information shown herein supersedes requirements issued under previous dates.

City Offices are closed due to inclement weather and for the safety of staff and our citizens.

*All janitorial service bids will now be due by 2/20/25*

Item #1- Calendar:

VII. CALENDAR

Issue RFP to Potential Bidders                          Jan. 15, 2025 (on or about) Walk Through                           Feb 4th, 2025 at 10 a.m.

Deadline for Proposals                          Feb 20th, 2025 at 4PMContract before Council                    March 10 ^th , 2025

Award of Contract                                      Immediately after Council approval

Start of Contract                                                  April 1, 2025

All proposals must be received, at the City Clerk’s Office, no later than 4:00 P.M. on Tuesday, Feb. 20, 2025. No late or faxed proposals will be accepted.

*Note: Address to submit bids will be effective as of 2/13/25*

City of Bixby, City Clerk’s Office, 111 Cabaniss Ave., Bixby, Ok. 74008

Attention: Shannon Duran, City Clerk For security reasons, you must enable JavaScript to view this E-mail address. 918-366-4430