Janitorial Services, 56 Howe Street, Rutland VT

Agency of Administration/Buildings and General Services
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
SEALED BID
Request For Proposal
JANITORIAL SERVICES
56 Howe Street, Rutland, VT.
Department of Public Safety, Fire Protection
ISSUE DATE April 27, 2026
BIDDERS CONFERENCE May 6, 2026- 10:30 AM
QUESTIONS DUE May 12, 2026 - 4:30 PM TIME (EST)
RFP RESPONSES DUE BY May 19, 2026 - 4:30 PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
http://www.bgs.state.vt.us/pca/bids/bids.php
The state will make no attempt to contact interested parties with updated information. It is the
responsibility of each bidder to periodically check the above webpage for any and all
notifications, releases and addendums associated with this RFP.
STATE CONTACT: James Meyers
TELEPHONE: 802-828-2211
E-MAIL: BGS.OPCVendorDocs@vermont.gov
Revised: February 13, 2026

OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Administration/ Buildings & General Services (hereinafter the "State") is seeking to establish
contracts with one or more companies that can provide Janitorial Services at 56 Howe Street,
Rutland. This space is comprised of approximately 2,810 square feet of office space.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 24 months/ 2
years with an option to renew for up to one additional twenty-four-month period and a final
single year contract (for a sum of 5 years ). All extensions are based on mutual agreement
between both parties. The State anticipates the start date for such contract(s) will be
July 1, 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed
in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact
with any other individual from the State concerning this RFP is strictly prohibited and may result
in disqualification.
1.4. BIDDERS' CONFERENCE: A non-mandatory bidders' conference will be held at the date
and time indicated on the front page of this RFP.
1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this
RFP or wishing to comment on any requirement of the RFP must submit specific questions in
writing no later than the deadline for question indicated on the first page of this RFP. Questions
may be e-mailed to the point of contact on the front page of this RFP. Questions or comments
not raised in writing on or before the last day of the question period are thereafter waived. At
the close of the question period a copy of all questions or comments and the State's responses
will be posted on the State's web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort
will be made to post this information as soon as possible after the question period ends,
contingent on the number and complexity of the questions. All information provided by vendors
during this process will be public and bidders shall not provide confidential information, except
as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State
through the issuance of an Addendum to this RFP and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. This contract will be for janitorial services at 56 Howe St, Rutland for the Department of Public safety -
Fire Prevention. The area to be cleaned includes 1 public lobby area with a worktable and security
window, a kitchen/lunchroom (tile floor) 9 office rooms, and a hallway area. The offices use regular desks
(no modular furniture) and the floors area all carpeted. Total occupancy is 8 people and cleaning service
is 3x per week. There is no bathroom within this space. Staff utilize common bathrooms cleaned by the
by the building owner. The total square footage of office space to be cleaned under this contract is:
12,810 square feet.
2.2. JANITORIAL SERVICES AND SUPPLIES CONSISTENT WITH BGS POLICIES.
2.2.1. Janitorial Supplies
2.2.1.1. Administrative Policy #0032 Attachment D:
2.2.1.1.1. http://bgs.vermont.gov/commissioner/adminpolicies/0032
2.2.1.2. Environmentally Preferred Purchasing (EPP)Attachment E:
2.2.1.2.1. http://bgs.vermont.gov/sites/bgs/files/documnets/BGS-Purchasing-enviro.pdf
Revised: February 13, 2026

2.3. CONTRACTOR'S ACKNOWLEDGEMENT: SECURITY BACKGROUND CHECKS may be required to
work under this contract.
2.4. JANITORIAL SERVICES:
2.4.1. REQUIRED DAILY ( Monday/Wednesday/Friday):
2.4.1.1. Standard Cleaning service 3 days per week - Monday, Wednesday, & Friday)
a. Restroom sinks, shelving, chrome fixtures, and toilets shall be washed inside and out with
disinfectant detergent.
Performance Standard:
Ensure that all restroom floors are clean and free of trash, litter, dust, spilled liquids
then mopped with disinfectant detergent.
b. Stock restrooms, kitchen/break areas on 3 times per week basis with toilet paper, paper towels
and hand soap.
Performance Standard:
Ensure restrooms are re-supplied with toilet paper, paper towels and hand soap so
that after re-supplying the restroom stock and supplies do not run out prior to the
next re-supply period.
c. Wastebaskets are to be emptied cartons and boxes next to a wastebasket and any other
waste, compost, or recycling are to be removed to the dumpster area. Plastic liner shall be
replaced as needed but shall be done at least once per week. Trash must be deposited in the
designated dumpsters nightly and should never be stored within the office area.
Performance Standard:
Ensure all wastebaskets, paper shredders, recycling, composting, and other
containers within the area are emptied and returned to their location.
Ensure boxes, cans and papers placed near a trash receptacle marked "trash" are
removed.
Ensure any obviously soiled or torn plastic trash receptacle liners in such receptacles
are replaced.
Ensure all trash is disposed of in plastic bags and securely tied.
Ensure any trash that spills from the dumper during the removal of collected trash is
picked up and collected.
Ensure all solid waste collected as a requirement of this contract is placed in
appropriate onsite dumpster containers marked trash or recycling.
Ensure plastic liners are replaced at least once a week.
Ensure compost is placed in the onsite compost container.
d. All reception areas, office, waiting rooms, and main corridors shall be vacuumed daily and wet
mopped daily.
Performance Standard:
Revised: February 13, 2026

Sweep non-carpeted floor surface areas daily, including corners and abutments;
chairs, trash receptacles, and easily movable items shall be moved to sweep
underneath areas.
Ensure the floors are free of spill, trash, visible litter, dust and debris. No dirt shall be
left in corners and abutments; chairs, trash receptacles, and easily movable items
shall be moved to sweep underneath areas.
Ensure caution signs are displayed when cleaning floors in an area where people
other than contract personnel are, or will be present, before the floors are dry.
e. High touch surface disinfecting.
Performance Standard:
All high touch surfaces are to be disinfected two times per day throughout this office.
2.4.2. JANITORIAL SERVICES: REQUIRED WEEKLY
a. All restroom mirrors, dispensers, chromium fixtures, and piping shall be damp-wiped and polished
dry.
Performance Standard:
Ensure all glass in doors, display cases and any other glass within approximately 7'0" of the
floor are free of film, dirt, smudges, water or cloudy surfaces.
b. All partitions and doors in restrooms shall be washed.
Performance Standard:
De-scale and disinfect partitions, stalls, in restrooms, to include toilet bowls, and
urinals, lavatories, showers, dispensers, and other such surfaces using germicidal
detergent weekly.
Damaged fixtures during de-scaling and disinfecting shall be the responsibility of the
contractor to repair or replace to the satisfaction of the state representative.
c. Glass in entry doors shall be washed on both sides.
Performance Standard:
Ensure that after the windows have been cleaned, all traces of film, dirt, smudges,
water and other foreign matter are removed from frames, casings, sill and glass, as
well as plexi-glass at all counters.
Ensure that all dust, lint, cobwebs, litter and dry soil is removed.
d. Dust and wash down all surfaces in the break room and holding cell area including sink.
Performance Standard:
Make sure that all countertops, tables and sinks are cleaned and disinfected. All food
that is found left out should be disposed of outside the building.
Revised: February 13, 2026

e. Transfer recycling from the 5th floor hallway tote bin to Recycling bin outside of building.
Performance Standard:
Plastic bags may be used in totes to eliminate need to return bin to 5th floor, however,
plastic bags must be emptied into exterior recycling bin and bag not recycled..
2.4.3. JANITORIAL SERVICES: REQUIRED QUARTERLY:
a. Buff and/or wax all tile flooring.
Performance Standard:
:
Strip was and apply new was to all hard surface floors. Apply a new base coat of wax
on floor if required. The products used for the procedure should be those that are
recommended by the material manufacturer and must provide a non-slip surface.
Ensure a uniform coating of no-slip floor finish is applied bi-annually so that the floor
presents a uniform glossy appearance.
b. Remove recycling and place in the exterior recycling container.
Performance Standard:
Empty blue recycling tote(s) to designated recycling containers provided on-site
(inside or outside). Tote liners may be used to avoid return trips with empty tote.
Remove any cardboard box material as needed to designated recycling container(s).
NOTE: trash liner cannot go into recycle dumpster. (Hauler deems these as
contamination)
2.4.4. JANITORIAL SERVICES: REQUIRED Annually:
a. Dust all file cabinets; dust furniture in waiting, lunch, and conference rooms and all wall surfaces to
full ceiling height shall be thoroughly dusted.
Performance Standard:
Ensure all horizontal surfaces and furniture up to 7'0" above the floor is free of dust,
lint, litter, cobwebs and that dry soil is removed from surfaces of cleared disks, chairs,
file cabinets and other types of office furniture and equipment, ledges, windowsills,
and hand rails.
Ensure a streak free surface. Ensure corners, crevices, moldings and ledges are free
of all dust, oil, spots, or smudges caused by dusting tools.
The contractor SHALL NOT dust computers, and other computer equipment,
business machines, and equipment of a similar nature as well as personal items
located on desks.
b. Remove insect remains from light fixtures.
Revised: February 13, 2026

Performance Standard:
Ensure that after cleaning; both the interior and exterior of the light fixtures are free of
bugs, dirt, dust, grease or other foreign matter.
c. Wash all plastic and walk off floor mats.
Performance Standard:
Ensure all carpet-type entrance mats are removed of soil and grit and restored
resiliency of the carpet pile is maintained on a bi-weekly basis.
d. Wash all building glass, inside and outside, and as needed.
Performance Standard:
Ensure that after the windows have been cleaned, all traces of film, dirt, smudges,
water and other foreign matter are removed from frames, casings, sill, and glass.
e. Wash all partitions - glass and metal surfaces.
Performance Standard:
Ensure all glass and plexi-glass counter windows are free of film, dirt, smudges, water
or cloudy surfaces.
f. Wash all plastic covers for fluorescent light fixtures and ceiling air exchanges.
Performance Standard:
Ensure covers for lighting fixtures and ceiling air exchanges are free of dust and
debris.
g. Steam clean all carpeted areas.
Performance Standard:
Vacuum and pore-treat high traffic and visibly stained areas and steam shampoo
entire carpet. Notice to tenant shall be given 1 week in advance of cleaning. Vacuum
any residue once dry.
2.4.5. JANITORIAL SERVICES- AS NEEDED:
a. Remove/Wash fingerprints and marks on walls.
Performance Standard:
Ensure bi-weekly cleaning, spot cleaning and polishing of walls, partitions,
windowsills, baseboards, doors, floors and fixtures ensuring surface has a clean
uniform appearance free from smudges, spots, finger prints, marks, streaks, and
other evidence of soil
b. Wash/Polish tops of conference tables and common area surfaces.
Revised: February 13, 2026

Performance Standard:
Ensure bi-weekly cleaning, spot cleaning and polishing of conference tables reception
end/coffee tables and breakroom tables ensuring surface has a clean uniform
appearance.
c. Vacuum/Spot clean upholstered seating, wash vinyl and plastic chairs.
Performance Standard:
Ensure bi-weekly cleaning, as needed, spot cleaning of seating furniture and removal
of visible staining, spills, lint and debris for a presentable and uniform appearance.
d. Contractor shall notify state representative if work cannot be performed to standards herein due to
inaccessible, damaged or defective surfaces, or materials.
e. The contractor shall furnish paper products, hand soap, and associated dispensers, janitorial
equipment and cleaning supplies. One dry mop and one wet mop and bucket will be available to
the state for emergency cleaning.
2.4.6. JANITORIAL SERVICES: CALL-IN BASIS:
a. Contractor shall perform additional janitorial services, upon request of the State, on a call-in basis
to address unplanned janitorial needs not described above. Call-in services are performed at the
hourly rate, including travel time to, and from, the site. Cleaning supplies are not billable unless
special cleaning supplies are required that are not included in the regular operational cleaning
inventory. If this arises, the call-in service labor and material fee will be broken out separately on
the monthly invoice. The type, and amount, of special material will be outlined clearly on that
corresponding monthly invoice.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs
that Bidder wishes the State to consider must be submitted for consideration. If applicable, all
equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra
delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready
for immediate use, unless otherwise requested by the State.
3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy
submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the
full spectrum of materials and/or services required.
3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a
competitive bidding process with another state and/or cooperative are welcome to submit
the pricing in response to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select
the Bidder(s) as may be determined to be in the best interest of the State and consistent with the
goals and performance requirements outlined in this RFP. The State of Vermont reserves the
right to obtain clarification or additional information necessary to properly evaluate a proposal.
Failure of bidder to respond to a request for additional information or clarification could result in
rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of
the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with
or without cause, and to waive technicalities in submissions. The State also reserves the right to
make purchases outside of the awarded contracts where it is deemed in the best interest of the
State.
3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the
final selection of Bidder(s) for Contract negotiation or execution, the State may invite
Revised: February 13, 2026

Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those
Bidders that meet the minimum qualification requirements and/or have not been eliminated
from consideration during the evaluation process.
3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the
State if it will help the State's evaluation process. The State will factor information presented
during presentations into the evaluation. Bidders will be responsible for all costs associated
with providing the presentation.
3.3. CONFLICTS OF INTEREST:
3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a
business entity has interests (for example, customers, partners, contracts) that could
undermine, or reasonably be perceived to undermine, its faithful and unbiased performance
of a contract with the State that may result from this solicitation.
3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an
individual, agent or employee of a bidder could undermine, or reasonably be perceived to
undermine, its faithful and unbiased performance of a contract with the State that may result
from this solicitation.
3.3.3. Requirements: The State does not seek to contract with any individual or business entity
having a conflict of interest which cannot be mitigated to the State's satisfaction. To ensure
the State's awareness of actual, potential, or reasonably perceived PCOIs and OCOIs,
bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations and
activities and identify actual, potential, or reasonably perceived PCOIs or OCOIs relative
to a contract with the State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any
facts that may cause a reasonably prudent person to perceive a PCOI or OCOI with
respect to a contract with the State that may result from this solicitation. Disclose, also,
any actions proposed to mitigate the PCOI or OCOI.
3.3.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be
mitigated to the State's satisfaction and may discuss the conflict with the bidder if and to the
extent the State deems discussion necessary to its determination. The State reserves the
right to (a) reject from further consideration any proposal having a PCOI or OCIO that cannot
be mitigated to the State's full satisfaction and (b) terminate a contract upon discovery that a
contractor failed to disclose facts pertaining to a PCOI or OCOI in its proposal, or otherwise
misrepresented relevant information to the State.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32
of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with
the following provisions and requirements.
3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the
appropriate section in the attached Certificate of Compliance for purposes of self-reporting
information relating to past violations, convictions, suspensions, and any other information
related to past performance relative to coding and classification of workers. The State is
requiring information on any violations that occurred in the previous 12 months.
3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby
notified that upon award of contract, and prior to contract execution, the State shall be
provided with a list of all proposed subcontractors and subcontractors' subcontractors,
together with the identity of those subcontractors' workers compensation insurance
Revised: February 13, 2026

providers, and additional required or requested information, as applicable, in accordance
with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This
requirement does not apply to subcontractors providing supplies only and no labor to the
overall contract or project. This list MUST be updated and provided to the State as additional
subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is
not required to be submitted with the bid response.
3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE
PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of
Compliance for this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that
promote clean energy and address climate change as identified in the Certification, shall be
given favorable consideration in the competitive bidding process. Such favorable consideration
shall be consistent with and not supersede any preference given to resident bidders of the State
and/or products raised or manufactured in the State, as explained in the Method of Award
section. But, such favorable consideration shall not be employed if prohibited by law or other
relevant authority or agreement.
3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may
award one or more contracts and reserves the right to make additional awards to other compliant
bidders at any time if such award is deemed to be in the best interest of the State. All other
considerations being equal, preference will be given first to resident bidders of the state and/or to
products raised or manufactured in the state, and then to bidders who have practices that
promote clean energy and address climate change, as identified in the applicable Certificate of
Compliance.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder's proposed cost,project
approach and methodology, qualifications and experience, ability to provide the services
within the defined timeline, positive feedback from references provided, and/or success in
completing similar projects and/or service work.
3.7. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select
one or more bidders with which to negotiate a contract, based on the evaluation findings and
other criteria deemed relevant for ensuring that the decision made is in the best interest of the
State. In the event State is not successful in negotiating a contract with a selected bidder, the
State reserves the option of negotiating with another bidder, or to end the proposal process
entirely.
3.8. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this RFP and shall be responsible for all expenses associated with
any presentations or demonstrations associated with this request and/or any proposals made.
3.9. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State,
including the Standard Contract Form and Attachment C as attached to this RFP for reference. If
IT Attachment D is included in this RFP, terms may be modified based upon the solution
proposed by the Bidder, subject to approval by the Agency of Digital Services.
3.9.1. Business Registration. To be awarded a contract by the State of Vermont a bidder
(except an individual doing business in his/her own name) must be registered with the
Vermont Secretary of State's office Secretary of State and must obtain a Contractor's
Business Account Number issued by the Vermont Department of Taxes
http://tax.vermont.gov/ .
Revised: February 13, 2026

3.9.2. The contract will obligate the bidder to provide the services and/or products identified in its
bid, at the prices listed.
3.9.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices;
however, such discounts must be in effect for a period of 30 days or more in order to be
considered in making awards.
3.9.4. Retainage. In the discretion of the State, a contract resulting from this RFP may provide
that the State withhold a percentage of the total amount payable for some or all deliverables,
such retainage to be payable upon satisfactory completion and State acceptance in
accordance with the terms and conditions of the contract.
3.9.5. Quality. If applicable, all products provided under a contract with the State will be new
and unused, unless otherwise stated. Factory seconds or remanufactured products will not
be accepted unless specifically requested by the purchasing agency. All products provided
by the contractor must meet all federal, state, and local standards for quality and safety
requirements. Products not meeting these standards will be deemed unacceptable and
returned to the contractor for credit at no charge to the State.
4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are
the minimum requirements for State evaluation. These requirements are not intended to limit the
content of a Bidder's proposal. Bidders may include additional information or offer alternative
solutions for the State's consideration. However, the State discourages overly lengthy and costly
proposals, and Bidders are advised to include only such information in their response as may be
relevant to the requirements of this solicitation.
4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly
directed not to include any confidential information in their proposal submissions, except as
specifically permitted below. By submitting a proposal in response to this RFP, bidders
acknowledge and agree to abide by the terms and conditions outlined in this document, including
the prohibition on submitting confidential information. This prohibition reduces the burden on the
State while preventing bidder-confidential information from entering the public record.
4.2. Disclosure under Public Records Act. All information received by the State in response to this
solicitation will become part of the contract file and subject to public disclosure in accordance
with the State's Public Records Act, 1 V.S.A. 315 et seq. The State may also choose to
publicly post responses to this solicitation and the resulting agreement(s), following conclusion of
this procurement process.
4.3. Unsolicited Confidential Materials. The State intends to redact or withhold only those
confidential materials specifically requested below. All other materials, including those marked
as confidential by bidders, are subject to disclosure if requested under the Public Records Act, or
public posting.
4.4. State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is
the sole responsibility of the bidder to ensure that, other than where specifically directed or
permitted by this RFP and accordingly marked as described below, no information that should
not be publicly disclosed is included in their proposal materials, including any 1) trade secrets or
intellectual property, 2) proprietary financial or business information, 3) personal information, or
4) any other information that should not be disclosed to the public. For example, bidders should
avoid including specific details of their proprietary technologies or methodologies that they
consider confidential, and any references to previous client engagements should be presented in
a manner that does not disclose the client's confidential information.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.6. COVER LETTER:
Revised: February 13, 2026