RFP 26-105 City of Wheaton Janitorial Services

Location:	Illinois
Posted:	Jun 30, 2026
Due:	Jul 21, 2026
Agency:	City of Wheaton
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	26-105
Publication URL:	To access bid details, please log in.

Bid Number:	26-105
Bid Title:	RFP 26-105 City of Wheaton Janitorial Services
Category:	City of Wheaton Bids - Facility Maintenance & Repairs
Status:	Open

Description:

The City of Wheaton (“City”) is accepting competitive sealed proposals for Janitorial Services for City Facilities. The Vendor shall be responsible for daily cleaning as well as scheduled seasonal cleaning.

Publication Date/Time:

6/30/2026 4:30 PM

Closing Date/Time:

7/21/2026 11:00 AM

Pre-bid Meeting:

July 14, 2026

Special Requirements:

MANDATORY PRE-BID MEETING/SITE VISIT
There will be a mandatory pre-proposal meeting followed by a site visit held on July 14, 2026, at 9:00 am (CST) at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. Attendance is required at the mandatory pre-proposal meeting for those wishing to submit a proposal. The City will not accept proposals from Vendors that did not attend and sign-in at the mandatory pre-proposal meeting. This will be
the only site visit offered.

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Issue Date:

NOTICE TO BIDDERS

REQUEST FOR PROPOSAL #26-105 CITY OF WHEATON JANITORIAL SERVICES

June 30, 2026

MANDATORY PRE-BID MEETING/SITE VISIT

There will be a mandatory pre-proposal meeting followed by a site visit held on July 14, 2026, at 9:00 am

(CST) at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. Attendance is required

at the mandatory pre-proposal meeting for those wishing to submit a proposal. The City will not accept

proposals from Vendors that did not attend and sign-in at the mandatory pre-proposal meeting. This will be

the only site visit offered.

Last Date for Questions: No later than July 16, 2026 at 11:00 am (CST)

Due Date:

No later than July 21, 2026 no later than 11:00 am (CST)

Prevailing Wages:

Prevailing Wage Act (820 ILCS 130/1-12) ☐ DOES APPLY ☒ DOES NOT APPLY

To be considered responsive, the following documents shall be included with your submittal:

Cost Proposal Form (Exhibit D)

Notice of Deviations Form (Exhibit E)

References Form (Exhibit F)

Listing of Subcontractors, Consultants and Agents Form (Exhibit G)

Vendor Certification Form (Exhibit H)

Vendor Information Reporting Form (Exhibit I)

W-9 Form

Return submittal to:

City of Wheaton

Procurement Services

303 W. Wesley Street

Wheaton, IL 60187

Attn: Tony Sperkowski, Procurement Officer

The successful Vendor will be required to submit the following additional documents:

• Certificate of Insurance with signed endorsements

• Performance and Janitorial Fidelity Bonds

• Signed Agreement (Exhibit B)

Page 1 of 1

Notice to Bidders

EXHIBIT A

RFP #26-105 JANITORIAL SERVICES

INTRODUCTION

The City of Wheaton (“City”) is accepting competitive sealed proposals for Janitorial Services for City Facilities. The

Vendor shall be responsible for daily cleaning as well as scheduled seasonal cleaning.

MANDATORY PRE-BID MEETING

There will be a mandatory pre-bid meeting followed by a site visit which will be held on July 14, 2026, at 9:00 am. in

City Council Chambers at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. This will be the only

site visit offered.

PREVAILING WAGE ACT

Illinois Prevailing Wage Act (820 ILCS 130/1-12). ☐ DOES APPLY ☒ DOES NOT APPLY

TERM OF CONTRACT

The contract term shall begin upon the execution of the contract and shall continue its initial term for one (1) year. The

City The initial term of the contract will be effective September 1, 2026, through August 31, 2027. The City may elect to

extend the term of the contract for two (2) additional one-year terms. The City intends to award the contract to one (1)

Vendor; however, the City reserves the right to award multiple Vendors if deemed in the best interest of the City.

VENDOR MINIMUM QUALIFICATIONS

The Vendor shall meet the minimum following qualifications:

• Be a full-time, commercially licensed and insured janitorial service provider.

• Minimum of five (5) years’ experience in cleaning and janitorial maintenance at municipal operations.

• Able to provide services for all City facilities listed in the Scope of Services.

• Supervisory personnel must be a competent, English-speaking individual(s) able to communicate with their staff

and act as a liaison between his/her firm and City staff; and be authorized by the Vendor to accept and act upon

all directives issued by the Facilities Manager or his designee.

• The Contractor shall provide references from at least three (3) commercial facilities and/or municipalities for

which work has been completed in the past 12 months. References shall be indicated on the included

Reference form.

The Contractor may not sub-contract any part of the cleaning services without prior approval from the Facilities

Manager or his designee.

SAFETY AND SECURITY

All work shall be conducted with the utmost concern for the safety of the workers, City employees and the public, in such

manner as to cause the least possible interference. Vendors shall comply with all OSHA and other Federal and State safety

standards/laws. Vendor shall provide all barricades, warning signs, and other safeguards to protect its personnel, City

employees and the public from hazardous situations arising out of the performance of the work. Any practice obviously

hazardous in the opinion of the Facilities Manager or his designer shall be immediately discontinued by the Vendor upon

receipt of either written or oral notice to discontinue such practice.

Cleaning Products and Chemicals

The vendor shall provide training to each employee in the appropriate safety practices in handling chemicals. Any damage

or loss caused by the Vendor’s employees shall be the responsibility of the Vendor to correct to the satisfaction of the City

of Wheaton, at no expense to the City of Wheaton.

Page 1 of 12

Scope of Services

EXHIBIT A

RFP #26-105 JANITORIAL SERVICES

Security and Access

The Vendor shall be working in several areas which have limited access. All such areas shall always be maintained in a

secure condition, and these areas shall be locked immediately upon completing the required work. The Vendor and

his/her employees will receive keys that will enable them to gain access to all storage and areas of responsibility to

perform the required work. Any lost keys shall be reported immediately to the Facilities Manager or his designee. Any

breach of security or substantial loss of protection caused by the lost keys may, at the City’s discretion, result in charges

for labor and materials to rekey the building or buildings to re-establish security.

Due to meetings or other scheduled activities, the Vendor may have to revise his/her normal working schedule. All

activities of the Vendor shall be coordinated through the Facilities Manager or his designee. In various meeting rooms and

conference rooms, the daily janitorial services cannot be completed until completion of the meeting. The Vendor's

operations shall not interfere with the conduct of these meetings, and all required janitorial services shall be provided

regardless of the duration of the meeting.

Background Checks

Due to the presence of sensitive information within the City departments, the City will be conducting criminal background

checks and fingerprinting of all persons designated by the Vendor to provide services outlined by this contract. The city

may deny access to such facilities to any person without disclosure of reason to the Vendor. The Vendor shall identify the

number of crews assigned to the City contract.

CJIS Training

All employees assigned to the police department shall successfully complete Criminal Justice Information Security (CJIS)

training prior to providing unescorted janitorial services. CJIS training will be provided by the City upon the successful

completion of a criminal background check.

Employee Identification

The Vendor shall furnish, and each employee shall display identification while on City premises. The employees assigned

to the Police Station by the Vendor will remain consistent and will not rotate from week to week. On the initial visit to

the Police Station, each employee shall provide a government issued photo ID to a police designee. The police reserve

the right to reject any employee from the premises.

SCOPE OF SERVICES

The Vendor shall become fully acquainted with the nature of the work, the areas at which work is to be accomplished, and

the conditions affecting the cost and performance of the equipment necessary to complete the cleaning and janitorial

service in an acceptable manner in accord with these specifications. The Vendor shall provide those general janitorial

services defined in this section at all locations covered under this agreement.

Clean:

“Clean” means that all designated areas, surfaces, fixtures, and equipment have been serviced such that they are free of

visible dirt, dust, debris, litter, spills, residues, stains, smudges, cobwebs, and other foreign materials. A cleaned area shall

present a sanitary, orderly, and well-maintained appearance consistent with professional custodial standards. Tasks

associated with cleaning include, but are not limited to sweeping, mopping, vacuuming, removing trash and recycling,

wiping and disinfecting surfaces, cleaning glass, spot cleaning walls and doors, dusting, restocking restroom supplies, and

performing any other actions necessary to ensure the area meets the cleanliness standard described above.

The agreement under which these contractual services are to be provided will be under the direct supervision of the

Facilities Manager or his designee. Any alterations or modifications to the work performed under this agreement shall be

Page 2 of 12

Scope of Services

EXHIBIT A

RFP #26-105 JANITORIAL SERVICES

made only by written agreement between the Vendor and the City and shall be made prior to commencement of the

altered or modified work. No claims for any extra work or materials shall be allowed unless covered by written agreement.

The contractor shall be responsible for daily cleaning as well as scheduled seasonal cleaning for the following City Facilities

Facility

Location

City Hall basement

City Hall 1st floor

City Hall 2nd floor

City Hall Annex

Police Department

Fire Department #1 (38)

Fire Department #2 (39)

Fire Department #3 (37)

Public Works

Water Department

Countryside

President St

College Ave Train Station

Downtown Train Station

Downtown Parking Garage

Cross Street Parking Garage

303 W. Wesley St

900 W. Liberty Dr

1 Fapp Circle

1590 S. President St

1700 N. Main St

821 W. Liberty Dr

210 S. Reber St

615 Countryside Dr

1586 S President St

303 N. President St

402 W. Front St

232 W. Wesley St

220 S. Cross St

Viny

l Sq.

1,856

420

975

908

Cerami

c Sq.

Ft.

792

1062

1,721

1,008

3,040

967

685

836

2,109

Carpet Sq. Daily Supplemental

Ft. Cleaning Cleaning

744

Yes

4,432 Yes

6,023 Yes

1,096 Yes

6,561 Yes

5,568

1,374

1,524

2,376 Yes

3152

341

Yes

Weekly

1,104

Yes

2,601

Yes

171,000 sq. ft. All Concrete

Yes

140,836 sq. ft. All Concrete

Quality of service will be evaluated by periodic inspections, Vendor’s ability to minimize service complaints, and ability to

complete service requests in a timely manner. Unacceptable quality, identified by the Facilities Manager or his designee,

must be rectified within twenty-four (24) hours of notification.

VENDOR REQUIREMENTS

Training Requirements

The vendor agrees to provide initial training specific to the following topics at the beginning of this service agreement,

and for each new employee when assigned to perform the work covered under this agreement. Vendor shall provide

refresher training each year thereafter. All employees assigned by the Vendor should be fully capable, experienced, and

trained in the work listed in the Scope of Services.

• The Vendor and all employees assigned by the Vendor shall comply with all OSHA and other Federal and State

safety standards/laws including Employee Right to Know Programs.

• The Vendor shall provide evidence that each employee has received satisfactory training in Universal Precautions

and safe handling of materials regarding blood borne pathogens and other infectious waste. A letter of

compliance shall be provided to the Facilities Manager or his designee within 30 days of the beginning of the

contract period and annually thereafter.

Equipment Specific Training

Vendor shall provide training for each employee in the safe, proper use of Vendor’s equipment.

Page 3 of 12

Scope of Services

EXHIBIT A

RFP #26-105 JANITORIAL SERVICES

Uniforms and Identification

The Vendor and his/her employees shall wear identifying clothing that clearly displays the company name in bold, legible,

characters, printed in English. Each employee of the Vendor shall always maintain in his/her possession while they are on

the City’s premises, a valid legal form of identification with a photo, issued by a recognized City, State or Federal Agency.

All employees shall have the appropriate protective/safety equipment and clothing necessary to perform tasks safely in

compliance with federal and state regulations and product manufactures instructions. Vendor shall ensure that eye

protection, hearing protection and foot protection are used when conditions dictate.

Employees

• The Vendor shall provide an adequate amount of personnel and supervision.

• The Vendor shall provide a qualified Foreman to supervise each crew engaged in working under this agreement.

• All cleaning personnel shall have the ability to communicate effectively with City employees and understand oral

rules, regulations, and instructions and apply them in a mature professional manner.

CLEANING SUPPLIES

The City shall provide the following cleaning supplies.

• Paper towels.

• Toilet paper.

• Trash liners.

• Toilet seat covers.

• Hand soap.

The Vendor is responsible for providing the following cleaning products, supplies, and equipment to include but not be

limited to:

• All power and hand equipment including wiping and dust rags, wet and dry mops, mop buckets and wringers,

brooms, brushes, sponges, squeegees, vacuum cleaners, buffing machines, and portable trash containers. HEPA

vacuums are required.

The Vendor may from time to time be required to add products to his/her inventory to adequately provide the level of

cleanliness required by the contract documents. All products must be approved by the Facilities Manager or his designee

prior to use at City facilities. The Vendor shall not use any tools or equipment that the City determines would be unsuitable

for the intended purpose, or of improper type or design.

CLEANING EQUIPMENT REQUIREMENTS

Safety Data Sheet (SDS)

The Vendor shall deliver to the Facilities Manager or his designee a SDS for each product prior to delivering or using the

product at City facilities. Upon receipt of the Facilities Manager’s or his designee’s approval, the Vendor shall file all SDS

sheets for all products used and maintained at each site in a properly labeled 3-ring binder and stored in the same area as

the products. If at any time a product container label is removed or becomes illegible, it shall be relabeled or removed

from the City’s premises.

Mop Head and Towel Maintenance

• Vendor shall wash every mop head, cleaning rag, or towel in hot water with bleach after each use followed by

thoroughly rinsing out mop heads, cleaning rags, and towels with fresh water. Each item shall be saturated

Page 4 of 12

Scope of Services

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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RFP 26-105 City of Wheaton Janitorial Services

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