Restorative Carpet and Furniture Cleaning Services - All Buildings

ST. LOUIS COUNTY LIBRARY DISTRICT
REQUEST FOR PROPOSALS
RESTORATIVE CARPET AND FURNITURE CLEANING SERVICES - ALL
BUILDINGS
DATE ISSUED: JULY 8, 2026
The Board of Trustees of the St. Louis County Library District ("Library
District") is accepting proposals ("Proposal" or "Proposals") pursuant to this Request
for Proposals from qualified Proposers for providing Restorative Carpet and
Furniture Cleaning Services for all buildings in the St. Louis County Library System
(the "Project").
All Proposals are due no later than 1:00 P.M. C.D.T., on July 24, 2026.
Please visit each Library District Location as needed to take measurements and
examine field conditions. Bidders are responsible for examination of all locations,
specifications, schedules, and instructions for the Project. Addresses of the various
branches may be found on the Library's website at: https://www.slcl.org/branches.
Note, areas not available to the public, including all branch staff areas, the Guy and
Judy Jaffe Family Branch (which is currently under construction), as well as all areas
of the Lynn Beckwith, Jr. Administrative Building can be viewed on the floor plans
which have been provided in Exhibit A. There will not be a special project walk
through held for any of the branches.
Proposers shall complete the Proposal as required in this Request for Proposals
and deliver the completed Proposal by email only to Kelli Reeves, kreeves@slcl.org .
The email subject line should be "Request for Proposals - Restorative Carpet and
Furniture Cleaning Services."
To protect the integrity of the Proposal selection process, any questions
concerning this Request for Proposals, the Proposal process or Proposal specifications
shall be emailed only to Kelli Reeves at kreeves@slcl.org in accordance with this
Request for Proposals.
It is anticipated that the Proposals will be considered by the Library District's
Board of Trustees at the August 17, 2026 meeting after consideration by the Selection
Committee and recommendation to the Director & CEO.
The Library District reserves the right to reject any and all Proposals and to
waive formalities in the best interests of the Library District.
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BACKGROUND
The Library District is a political subdivision of the State of Missouri. The
Board of Trustees ("Board of Trustees") of the Library District is a body corporate with
all the powers and rights of like or similar corporations serving more than 863,000
Library District residents. All management and control of the Library District is vested
in a Board of Trustees consisting of five Trustees appointed by the County Executive
of St. Louis County, Missouri. The Trustees serve staggered four-year terms.
The Board of Trustees appoints a qualified librarian who holds that office at the
Board of Trustees' pleasure as the chief executive and administrative officer ("Director
& CEO") of the Library District.
The Board of Trustees has the power to purchase grounds, erect appropriate
buildings and improve existing buildings for the use of the Library District and its
branches out of funds available or through the issuance of bonds or otherwise.
This Request for Proposals is for the provision of Restorative Carpet and
Furniture Cleaning services for the Project.
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GENERAL REQUIREMENTS
The Project is subject to all applicable laws of the State of Missouri governing
the Library District including but not limited to the following:
Missouri law prohibits all employers from employing aliens unlawfully present
in the United States to perform work within the State of Missouri, including the Project
and Proposers must comply with the provisions relating thereto in Section 285.530
RSMo, as amended.
All Proposers on Library District contracts for services in excess of $5,000 must
provide the Library District with documentation and a sworn affidavit, with respect to
employees working in connection with the contracted services, affirming enrollment in
a Federal Work Authorization Program ("FWAP"). The affidavit shall also provide
that the Proposer does not knowingly employ any person in connection with the
contracted services who is an unauthorized alien. Such affidavits must be provided
with the Proposal.
In the event that the contract for the services described in this Request for
Proposals is for $100,000 or more, and the successful Proposer employs ten (10) or
more employees, the contract shall include a written certification that the Proposer is
not currently engaged in and shall not, for the duration of the contract, engage in a
boycott of goods or services from the State of Israel; companies doing business in or
with Israel or authorized by, licensed by, or organized under the laws of the State of
Israel; or persons or entities doing business in the State of Israel.
Every transient employer must comply with Sections 285.230 through 285.234
RSMo, as amended, when applicable.
Pursuant to Sections 34.070 and 34.073 RSMo, the Library District prefers to
purchase those materials, products and supplies which are produced, manufactured,
compounded, made or grown, within the State of Missouri when they are found in
marketable quantities and are a quality suited to the purpose intended, and can be
secured without additional cost over out-of-state products. Quality and fitness of
articles will be considered in making purchases or letting contracts. Similarly, in letting
contracts for the performance of any job or services, the Library District prefers
Missouri firms, corporations or individuals, or firms, corporations or individuals which
maintain Missouri offices, when the quality of performance promised is equal and the
price quoted is the same or less.
In addition to the general requirements listed above, the successful Proposer
shall comply with all laws, ordinances, regulations, applicable zoning and building
requirements, and orders of federal, state, county, and local governing authorities
pertaining and applicable to each Library District Location, the successful Proposer
and/or the Library District.
Applicable insurance coverage must be provided by the successful Proposer
before any work can be started on the Project.
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These general requirements, this Request for Proposals, the Proposal and the
specifications, drawings, schedules and instructions of the Project shall be incorporated
in the contract and/or purchase order signed by the parties should the Proposer be
awarded a contract under this Request for Proposals.
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SCOPE OF WORK
The following Scope of Work provides an overview of the terms and conditions
being sought by the Library District for the Project:
1. The Library District seeks restorative carpet cleaning services for all carpeted
areas ("Carpet Cleaning") and restorative furniture cleaning services for all
fabric and/or vinyl furniture ("Furniture Cleaning") for all carpeted areas and
applicable furniture in each of the twenty-one Library District locations. The
Library District recognizes the quarters with the following dates: quarter 1:
January 1 - March 31; quarter 2: April 1 - June 30; quarter 3: July 1 -
September 30; and quarter 4: October 1 - December 31. The Library District
desires Carpet Cleaning once per quarter beginning October 1, 2026, through
September 30, 2029, and Furniture Cleaning once every six-months,
beginning January 1, 2027, through September 30, 2029. The RFP
contemplates the option of two additional one-year renewal terms on the
same schedule described herein.
- Note, the Library is in the midst of a construction project. A new Guy &
Judy Jaffe Family Branch library will be opened at 16400 Burkhardt Pl,
Chesterfield, MO 63017. Service will not be required on this facility
until 2027; please include pricing for this location for carpet cleaning
beginning October 1, 2027, and furniture cleaning beginning January 1,
2028. Thereafter, the schedule for this branch will continue as outlined
in Section 1.
2. Facility maps identifying furniture layouts and carpeted areas, including
square footage, will be provided to the Proposer. Proposers may visit and
inspect each Library District location prior to submitting a proposal. Access
during these visits will be limited to publicly accessible areas. Nonpublic
staff areas will remain in scope but can be estimated using the facility plan
provided. It is expected that all carpet and furniture contained in any one
Library District location can be cleaned in one visit. Work should not be
spread over multiple days without prior approval from the Library District.
3. Provide an hourly rate for service calls as necessary.
4. Provide a sq/ft rate for potential additional deep cleaning of LVT or tile
flooring including any minimum cost per trip, if applicable.
5. Coordinate all scheduling and building access with the Library's Manager of
Custodial Services.
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6. The successful proposer shall not disrupt the library staff and patrons while
performing the work. All work shall be performed outside of normal
Library operating hours.
7. Only contracted employees are allowed on Library District premises during
the hours that the library is closed to the public.
8. Sub-contracting of work is not acceptable; all work must be performed
directly by employees of the successful Proposer.
9. The selected proposer should supply all cleaning equipment and supplies to
complete the specified projects.
10. A sample contract for the work is attached as Appendix A. The final
agreement will be substantially similar.
Quality Standards
All carpeted areas and upholstered furniture shall be cleaned to remove visible
soil, stains, spots, dust, and debris to the greatest extent possible without causing
damage to the material.
Cleaning methods shall be appropriate for the carpet or upholstery type and shall
comply with manufacturer recommendations.
Areas shall be left visibly clean, free of residue, streaks, odors, and excessive
moisture.
The Proposer shall take reasonable measures to minimize drying times and
prevent issues related to over-wetting.
The Proposer shall make every reasonable effort to remove stains, spots, traffic
lane discoloration, and other visible soiling from carpets and upholstered
furniture using industry-approved cleaning methods and products.
Areas with noticeable staining shall receive appropriate spot treatment before
or during the cleaning process.
The Proposer shall identify and report any permanent stains, discoloration, wear
patterns, bleach damage, burns, dye loss, or other conditions that cannot be
corrected through normal cleaning processes.
The Proposer shall notify the Library District prior to performing any specialty
stain-removal procedures that may involve additional costs, extended drying
times, or increased risk to the material being treated.
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Protection of Property
The Proposer shall protect furniture, walls, floors, fixtures, and other property
from damage during the cleaning process.
Any damage caused by the Proposer or its employees, shall be reported
immediately and repaired or replaced at the Proposer's expense.
Furniture moved during cleaning shall be returned to its original location unless
otherwise directed by the Library District
Inspection and Performance
All completed work is subject to inspection by the Library District or designated
representative.
Any deficiencies identified during inspection shall be corrected by the Proposer
at no additional cost within the timeframe specified by the Library District.
Repeated failure to meet performance standards may be considered a breach of
contract and may result in corrective action, withholding of payment, contract
termination, or other remedies available under the contract.
Security Procedures
The successful Proposer will be given access to a lock box at each Library
District location that contains a key fob that will provide access to the branch.
It is critical that the fob be returned to the lock box after each cleaning. All keys
provided to the Proposer shall not be duplicated, nor are they to be removed
from the property.
Lost keys shall be replaced by the St. Louis County Library at a cost of $45.00
each to the Proposer.
The Proposer shall be responsible for securing all buildings and setting alarms
once work is completed. Proposer must make reasonable efforts to ensure
employees are instructed in the process of arming and disarming alarm systems.
Repeated instances of improperly setting off alarms leaving buildings unsecured
or that prompt false alarms will result in monetary fines that will be deducted
from the monthly performance payment. Fines will be as follows: $100 for the
first instance and $200 for all instances after.
End of Scope of Work
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PROPOSAL REQUIREMENTS
1. The Proposal must be delivered and received not later than 1:00 P.M.
C.D.T. on July 24 2026. No Proposal will be accepted after this time and any Proposal
arriving after this time will be returned unopened.
The Proposal must be emailed to:
Kelli Reeves at kreeves@slcl.org
The email subject line shall read as follows:
"Request for Proposals - Restorative Carpet and Furniture Cleaning Services."
Each Proposer shall submit their Proposal as an electronic PDF. Blank pages and/or
electronic PDF tabs may be used to delineate discrete sections. Each Proposer shall
submit one (1) complete copy of the Proposal and one (1) "public/press" copy of the
Proposal in which the individual or firm should redact any information which it deems
confidential or proprietary.
Notwithstanding the foregoing, the Library District must comply with the Missouri
Sunshine Law; therefore, all Proposals and other documentation submitted to the
Library District in response to this Request for Proposals (including fees) may be
subject to disclosure pursuant to Missouri law and/or Library District policy.
2. Any Proposer desiring an explanation or interpretation of this Request
for Proposals must request it in writing no later than 1:00 P.M. C.D.T. on July 15, 2026
and such request shall be emailed only to Kelli Reeves, kreeves@slcl.org. Oral
explanations or instructions given before the award of the contract will not be binding.
Any information given to a Proposer concerning a solicitation will be furnished
promptly to all other Proposers as an amendment of this Request for Proposals, if that
information is necessary in submitting Proposals or if the lack of it would be prejudicial
to any other prospective Proposers.
3. If this Request for Proposals is amended, then all terms and conditions,
which are not modified, remain unchanged. Proposers shall acknowledge receipt of
any amendments to this Request for Proposals by: (i) signing and returning the
amendment; and (ii) identifying the amendment number and date in the space provided
for this purpose. The Library District must receive the acknowledgement by the time
specified for receipt of the Proposal.
4. No Proposal shall be withdrawn for a period of 90 days subsequent to
the opening of the Proposal without prior written consent of the Library District.
5. Each Proposal must include a COVER LETTER which must indicate
that the signer is authorized to bind the Proposer contractually and must identify the
title or position of the signer. The COVER LETTER shall also contain the following:
(i) The name of the Proposer, address, telephone number and email address;
(ii) A statement that (a) the Proposer is willing and able to provide the goods
and services required for a successful engagement; (b) the Proposer has read
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and understands the Request for Proposals; (c) the Proposer has visited and
examined each Library District Location; and (d) the Proposal is made in
accordance with the Request for Proposals and is based upon the materials,
products, systems and equipment required by the Request for Proposals.
(iii) The name of the individual within the Proposer, who will be the primary
contact concerning this engagement;
(iv) Copies of all license(s) from applicable governing authority to do
business at each Library District Location and certificate of good standing for
the State of Missouri, as applicable;
(v) Documentation and sworn affidavit with respect to employees working
in connection with the Proposal, affirming enrollment in a Federal Work
Authorization Program.
(vi) The Proposer's qualifications to provide and implement the Project, and
its experience in the provision and installation of similar projects, including
such projects for public or governmental entities, within the last five years.
10. An unsigned submission shall be rejected.
11. The Library District is not liable for any cost incurred by the Proposer
prior to issuance of a legally executed contract by the Library District and/or purchase
order authorized by the Library District.
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SELECTION PROCEDURES
1. Proposals shall be referred to and reviewed by a Selection Committee
composed of members selected by the Director & CEO.
2. Proposals that fail to adhere to the requirements of this Request for
Proposals may result in the Proposal being disqualified as non-responsive.
3. If necessary or desirable, selected firms may be asked to an interview.
4. The Proposal will be used to measure the lowest and best proposal. In
determining the best Proposal, among other factors, the Library District may consider
all factors in this Request for Proposals including, but not limited to, the proposed costs,
the location of the proposer, and prior performance.
5. The Selection Committee will make a recommendation to the Director
who will make a recommendation to the Board of Trustees.
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