Custodial Services - South Branches

ST. LOUIS COUNTY LIBRARY DISTRICT
REQUEST FOR PROPOSALS:
CUSTODIAL SERVICES - SOUTH BRANCHES
DATE ISSUED: October 1, 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 (RFP)
from qualified businesses to provide Custodial Services (the "Project") to be performed at the
South Branches of the St. Louis County Library District. (Cliff Cave, Daniel Boone, Eureka
Hills, Grand Glaize, Grant's View, Meramec Valley, Oak Bend, and for the third year only the
Guy and Judy Jaffe Family Branch)
See the attached instructions marked Attachment 1 and 2. Proposers are responsible for
examination of all instructions for the project.
Please visit each Library District Location to take measurements and examine field
conditions. Proposers 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.
All Proposals are due no later than 2:00 P.M. C.T., on October 21, 2026.
Proposers shall complete the Proposal as required in this Request for Proposals and
deliver the completed Proposal by email only to Kelli Reeves, Manager, Facilities,
kreeves@slcl.org. The email subject line should be "Request for Proposals - Custodial Services
for South Branches."
To protect the integrity of the Proposal selection process, any questions concerning this
RFP, the Proposal process, or Proposal specifications shall be e-mailed only to Kelli Reeves,
Manager, Facilities, at kreeves@slcl.org with a copy to Brett Boling, Manager of Custodial
Services, at bboling@slcl.org. The deadline for questions is 10:00 A.M. C.T. Wednesday,
October 14, 2026. Questions will be answered in an addendum posted on the Library's website
(http://www.slcl.org/proposal-opportunities).
It is anticipated that the Proposals will be considered by the Library District's Board of
Trustees at the November 16, 2026 meeting after consideration by the Selection Committee and
recommendation to the Director.
The Library District reserves the right to reject any and all Proposals and to waive
formalities in the best interest of the Library District.

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.
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.
Pursuant to Section 34.600, in the event that the contract for the services described in this
RFP 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, 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.
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.

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. Monday through Friday daily service as outlined in the cleaning schedule
(Attachment 1).
2. The Library will not offer paid holidays. The following holidays will not require
services: New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day,
Juneteenth, Independence Day, Labor Day, Thanksgiving Day, the day after
Thanksgiving, Christmas Eve, and Christmas Day. In addition, the library will close
at 5:00 on the day before Thanksgiving and the day before New Year's Day.
3. Changes in the Scope of Work, schedule, and total number of hours may be
accomplished after the execution of the Agreement, and without invalidating the
Agreement, by a written consent and modification. Any changes in the Scope of
Work, schedule, and /or total number of hours shall be performed under applicable
provisions of this document, and the Proposer shall proceed promptly, unless
otherwise directed by the Library.
4. All cleaning equipment and supplies will be provided by the St. Louis County
Library.
5. The work shall be done between 9:00 P.M. and 5:00 A.M. No employees from the
Proposer may be in the building before 9:00 P.M. or after 5:00 A.M. Only contracted
employees are allowed on library premises during nightly janitorial services.
Individuals who are not contracted employees (i.e. family members, friends, etc.)
shall not accompany contract employees to work locations.
6. The successful Proposer shall be responsible for not disrupting Library staff and
patrons.
7. The Proposer, at its sole cost and expense, shall furnish uniforms, which clearly
identify the Proposer's company, to be worn at all times by personnel performing
services as listed in this RFP. Workers must be neat and clean in appearance and have
good personal hygiene.
8. All custodial staff must wear a badge provided by the Library at all times while on
Library property. This I.D. badge is to be clearly visible while in the performance of
their duties.
9. All Proposer custodial staff assigned to any Library District location must provide
their name and contact information for emergency purposes.

10. Sub-contracting of custodial staffing is NOT acceptable; all work must be performed
directly by employees of the responding Proposer.
11. The Proposer must provide an easily accessible contact person, including adequate
telephone numbers, cell phone numbers, email addresses, etc. This contact person
should be reachable during business hours and during the work hours of the custodial
employees.
12. The Proposer must assign fully trained custodial employee(s) to perform daily duties.
It is the responsibility of the Proposer to train employees new to a job site or any
substitutes for a regularly assigned employee. Supervision is required as specified in
Scope of Work. All supervisory personnel must be competent, skilled, management-
type persons and have the utmost ability to supervise and assure quality performance
of the staff personnel. They shall have an intimate knowledge of the various cleaning
tasks, equipment, and materials so as to be able to both properly train and direct
effective inspection and follow-up program.
13. Proposer must train all personnel in emergency building procedures.
14. All custodial services must be completed in a professional manner according to
standard practices. Assigned workers must be familiar with and perform the "Scope
of Work" and have physical abilities to perform all job requirements.
15. A journal shall be provided by the Library for the sake of tracking duties and
facilitating communication. Every day the Proposer's employee(s) will review the
journal when starting and sign the journal when all assigned tasks are completed.
Custodians may use the journal to report concerns, request supplies, approvals, or
report any irregularity, for example defective plumbing or unlocked doors. The
Branch Managers at the South Branches will use the journal to communicate
feedback, request special attention to specific concerns, or notify custodian and/or
supervisor of new information, etc. The supervisor will review and sign the journal
monthly.
16. The Proposer shall schedule quarterly appointments to meet with the Manager of
Custodial Services to determine if any concerns exist that the Proposer needs to
address
17. The Proposer's employee(s) will take direction from the Library's Branch Manager
via the provided journal and the Library's Manager of Custodial Services. The
Proposer's supervisor must inspect the work of employees monthly to assure that the
Library facility is being properly maintained by the Proposer. The Proposer's
supervisory intervention may be required to resolve custodial issues.
18. St. Louis County Library retains the right to relieve a custodian from their position
for unacceptable performance or behavior, personality conflicts, and request
replacement with a qualified, fully-trained employee.

19. When a Proposer is notified that services were not provided on a scheduled date or
the overall quality level was unsatisfactory, an amount equal to one month's bill pro-
rated for the number of days of unsatisfactory or skipped services received in that
month shall be deducted from balances due or to become due to the Proposer. St.
Louis County Library reserves the right to consider a breach of contract for multiple
offenses.
20. In instances of unplanned closures due to inclement weather or other conditions, the
Proposer will be notified by the Library. The amount equal to one month's bill pro-
rated for the number of days of closure in the month shall be deducted from balances
due or to become due to the Proposer.
21. If a Proposer's employee cannot report to work on time due to an emergency or other
circumstances the Proposer must notify the Library designated contact, and the
Proposer should provide a substitute to report to duty at the regularly scheduled time.
22. Frequency of actual service may fluctuate from that listed in this RFP. Although prices
are being requested for certain quantities of work, only work that is actually performed
will be compensated.
23. Each assigned custodian will be given access to a lock box 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 shift. All keys provided to the Proposer shall not be duplicated, nor are they to
be removed from the property.
24. Lost keys shall be replaced by the St. Louis County Library at a cost of $45.00 each to
the Proposer.
25. Proposer shall be responsible for securing all buildings and setting alarms once work is
completed. Proposer must ensure employees are instructed in the process of arming and
disarming alarm systems as well as securing the building. 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.
26. A cleaning schedule outlining tasks, locations and frequency is provided in
Attachment 1.
27. The Proposer shall perform the tasks in the Cleaning Schedule (Attachment 1) in
accordance with good housekeeping practices included but not limited to the
following:
a. Rugs and carpets: after each vacuuming shall be clean and free of dust
balls, dirt and other debris and the nap shall lie in one direction. Spot clean
as necessary.

b. After sweeping and dust mopping operations: all floors shall be clean and
free of dust streaks. No dirt shall be left in corners, under furniture, behind
doors or at door jambs. No dirt shall be left where sweepings were picked
up.
c. Wet mopping: all floors shall be properly prepared, thoroughly swept to
remove visible dirt and debris and removal of gum, tar, and similar
substances from the floor surface. On completion of the mopping and
scrubbing, the floor shall be clean and free of dirt, water streaks, mop
marks, strings, etc. A clean mop head and clean water must be used at all
times. After use mops must be rinsed with clear water and hung up to dry.
Mops used for restrooms shall not be used in the lobby areas.
d. Dirty water and cleaning solutions shall be disposed of immediately in
designated drain. Particular care should be taken to prevent mop shreds
and other material from getting into drains.
e. Porcelain ware cleaning: porcelain fixtures (urinals, toilets, etc.) shall be
clean and bright; there shall be no dust, spots, stains, rust, encrustation or
excess moisture. Walls and floors adjacent to fixtures shall be free of
spots, drippings and water marks.
f. Bright metal polishing (drinking fountains and wash basins): may be
performed by damp wiping and drying with a suitable cloth, provided a
polished appearance is obtained by this method. However, if a polished
appearance cannot be produced, an appropriate metal polish shall be used.
g. Damp wiping: this task consists of using a clean damp cloth or sponge to
remove all dirt, spots, streaks, and smudges from walls, glass, and other
specified surfaces and then drying to provide a polished appearance. The
wetting solution shall contain an appropriate cleaning agent. When damp
wiping in toilet areas, a multi-purpose (disinfectant/deodorizer) cleaner
shall be used.
28. All chairs located at tables and small trash cans should be moved aside when
vacuuming to allow for a thorough cleaning of the area.
29. For all operations where furniture and equipment must be moved, no chairs, trash
cans, or similar items shall be stacked on desks, tables, or window sills. Furniture
must be picked up when moved and not dragged across floors. Upon completion
of work, all furniture and equipment must be returned to its original position.
30. Performance, labor and materials insurance shall be provided by a company rated A+
in Best. All other coverage shall be provided by companies rated A or above in Best.
31. A sample three-year contract is included as Exhibit A. This is the form the successful
Proposer will be asked to execute.

PROPOSAL REQUIREMENTS
1. The Proposal must arrive no later than 2:00 P.M. C.T. on October 21, 2026. No Proposal
will be accepted after this time and any Proposal arriving after this time will be unopened.
2. The Proposal must be emailed to:
Kelli Reeves, Manager, Facilities, kreeves@slcl.org
3. The email subject line shall read as follows:
Request for Proposals - Custodial Services for South Branches
4. 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 complete copy of the Proposal and one "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 proposal amounts)
may be subject to disclosure pursuant to Missouri law and/or Library District policy.
5. Any Proposer desiring an explanation or interpretation of this Request for Proposals must
request it in writing no later than 10:00 A.M. C.T. on Wednesday, October 14, 2026, and
such request shall be emailed only to kreeves@slcl.org with a copy to
bboling@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 RFP, if that information
is necessary in submitting Proposals or if the lack of it would be prejudicial to any other
prospective Proposers.
6. If this RFP is amended, then all terms and conditions which are not modified remain
unchanged. Proposers shall acknowledge receipt of any amendments to this RFP 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.

7. If this RFPis amended, the Amendment will be posted on the Library's website at
https://www.slcl.org/proposal-opportunities. Please be sure to check for Amendments prior
to submitting a proposal.
8. 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.
9. The COVER LETTER 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:
(a) The name of the Proposer, address, telephone number, and email address;
(b) 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 and
understands the RFP; (c) the Proposer has visited and examined each Library
District Location; and (d) the Proposal is made in accordance with the RFP and is
based upon the materials, products, systems and equipment required by the RFP;
(c) The name of the individual within the Proposer, who will be the primary contact
concerning this engagement;
(d) 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;
(e) Documentation and sworn affidavit with respect to employees working in
connection with the Proposal, affirming enrollment in a Federal Work
Authorization Program.
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.

SELECTION PROCEDURES
1. Proposals shall be referred to and reviewed by a Selection Committee composed of
individuals selected by the Director & CEO.
2. If necessary or desirable, selected firms may be asked to an interview.
3. Proposals that fail to adhere to the requirements of this RFP may result in the Proposal being
disqualified as non-responsive.
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 RFP
including, but not limited to, the location of the proposer and prior performance.
5. The Selection Committee will make a recommendation to the Director & CEO who will make
a recommendation to the Board of Trustees.