RFP 27-06 City of Mableton Janitorial Services

Request for Proposal RFP 27-06
City of Mableton Janitorial Services
Procurement Schedule of Events
The schedule below establishes the City's anticipated procurement sequence. The City may revise the schedule by
written addendum. Respondents are responsible for monitoring the Georgia Procurement Registry (GPR) for updates.
RFP Event Information Date Time
RFP Issued 08.25.26 4:00 PM EST
Pre-Proposal Conference / Site Visit 09.02.2026 10:30 AM EST
Questions Due 09.09.2026 4:00 PM EST
Addendum Issued (if any) 9.16.2026 4:00 PM EST
Proposals Due 09.25.2026 4:00 PM EST
Evaluation Deadline 10.07.2026 4:00 PM EST
Interviews / BAFO, if requested TBD TBD
Notice of Intent to Award (NOIA) TBD TBD
Mayor and Council Consideration TBD TBD
Notice to Proposers
The schedule is provided for informational purposes and is subject to change at the sole discretion of the City
of Mableton. Respondents shall not contact elected officials, evaluators, or City personnel regarding this
solicitation unless specifically authorized in writing. Revisions will be issued by written addendum and posted
on the GPR. Selection or proposal acceptance is not a contract; final award is subject to required City approvals
and execution of a formal agreement.
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Project Overview
The City of Mableton is seeking proposals from qualified, experienced, and responsible contractors to provide
comprehensive janitorial services for approximately 11,630 square feet across the City's Municipal Court and
administrative office facilities. The selected contractor shall provide all labor, supervision, equipment, cleaning
products, disinfectants, tools, trash liners, personal protective equipment, transportation, quality-control
documentation, and other resources necessary to perform the required services.
The scope includes recurring janitorial services five days per week, Monday through Friday, generally after 6:00
p.m., unless otherwise authorized by the City. The contractor may also be required to provide emergency,
event-related, deep-cleaning, floor-care, carpet-cleaning, or other supplemental services on an as-needed
basis. Services will cover courtrooms, judicial chambers, holding cells, offices, cubicles, conference rooms,
public lobbies, waiting areas, restrooms, breakrooms, hallways, secure corridors, entrances, and other
designated areas.
The successful contractor must maintain each facility in a consistently clean, sanitary, safe, secure, and
professional condition. Services must be performed in a manner that supports uninterrupted City operations,
protects employees and visitors, preserves City property, and reflects the professional standards expected of
public-facing governmental facilities.
Background
The City of Mableton operates facilities that support administrative, judicial, and public-service functions. These
locations experience regular interaction with residents, employees, elected officials, court personnel, law-
enforcement representatives, vendors, and other visitors. Because the facilities include public areas, restricted
workspaces, secure corridors, holding cells, sensitive records, and confidential administrative areas, janitorial
services must be performed with a high degree of reliability, professionalism, discretion, and security
awareness.
The contractor must provide dependable and properly trained personnel who have completed all required
background screening, safety training, and facility-specific security requirements before receiving access to City
facilities. Contractor personnel must wear professional uniforms and visible company-issued identification,
comply with all key, badge, alarm, and access-control procedures, and protect confidential information, City
records, equipment, and property. Unauthorized individuals will not be permitted to enter or perform services
at any City facility.
The City intends to establish a performance-based janitorial services contract with a contractor capable of
providing stable staffing, qualified backup personnel, responsive supervision, and consistent service delivery.
The contractor will be expected to maintain written cleaning schedules, daily service logs, inspection records,
deficiency reports, corrective-action documentation, employee training records, and other quality-assurance
materials required by the City.
The contractor must promptly address missed services, complaints, security concerns, hazardous conditions,
and other deficiencies within the correction periods established by the City. Repeated performance problems,
unauthorized personnel substitutions, access-control violations, failure to maintain adequate staffing, or failure
to correct documented deficiencies may result in payment deductions, corrective action, suspension of facility
access, or termination in accordance with the executed agreement.
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All services must comply with applicable federal, state, and local laws; City policies and procedures;
occupational safety requirements; product-label and Safety Data Sheet requirements; infection-control
practices; background-screening requirements; E-Verify requirements; and the terms of the final executed
agreement. The City's objective is to secure a reliable janitorial partner that will maintain high service standards,
protect secure municipal environments, respond quickly to operational needs, and support the City's
commitment to providing safe and professional facilities.
Service Locations
Facility Address / Principal Areas Approx. Sq. Ft.
Municipal Court Facility 1245 Veterans Memorial Highway SW, Suite 30 5,030
Courtroom, chambers, clerk offices, lobby/waiting, restrooms, holding cells,
secure corridors, conference rooms, entryways
Administrative Offices 1245 Veterans Memorial Highway SW, Suite 20 5,000
Offices, cubicles, conference rooms, breakroom, restrooms, hallways,
common/public service areas
City Administrative Offices 6116 Mableton Parkway, Suite 144 1,600
Executive offices, reception, conference rooms, breakroom, restrooms,
shared common areas
Total Approximate Area All listed facilities 11,630
Square footage is approximate and is provided for pricing and planning. Proposers are responsible for reviewing the stated
conditions and identifying material assumptions. Minor square-footage variations will not support a price adjustment unless
approved by written contract amendment.
Minimum Service Schedule
Recurring services: five (5) days per week, Monday through Friday.
Standard cleaning window: after business hours, beginning at 6:00 PM or later, unless the City approves a
different schedule.
Emergency, event related, or special cleaning may be requested on an as-needed basis under the approved
unit rates.
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Intent to Submit a Proposal
Interested firms are strongly encouraged to notify the Procurement Division of their intent to submit by
emailing purchasing@mableton.gov and identifying RFP 27-06. This notice allows the City to provide courtesy
communications; however, each proposer remains solely responsible for monitoring the GPR, and failure to
submit an intent notice will not disqualify an otherwise timely and responsive proposal.
Proposal Submission Requirements
All proposals must be submitted electronically on one USB flash drive enclosed in a sealed package. Files must
be searchable, readable, unencrypted, and free of password protection. Paper proposals and email submissions
will not be accepted. All issued addenda must be acknowledged in the signed Proposal Letter and Certification.
The sealed package must clearly identify:
Proposer's legal name and return address
Solicitation number: RFP 27-06
Project title: Janitorial Services
Proposal due date and time
Deliver proposals to:
City of Mableton - Procurement Division
Finance Department
1400 Veterans Memorial Highway SE
Suite 134-200
Mableton, Georgia 30126
Proposal Due Date:09.25.2026
Time: 4:00 PM Eastern Time
LATE PROPOSALS WILL NOT BE ACCEPTED. TIMELINESS AND SIGNATURE REQUIREMENTS MAY NOT BE
WAIVED.
Proposal Receipt
The City will date- and time-stamp each sealed package and secure it until the designated opening. A proposal
is received only when it is in the City's possession at the stated location. The proposer bears all delivery risk,
including courier delay, misrouting, weather, security screening, or delivery to another City office.
Proposal Opening
Proposals will not be opened before the time stated in the public notice. The City will prepare a record
identifying the solicitation and each proposer. Pricing and proposal content will be handled in accordance with
the City's purchasing policy and applicable public records law.
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Questions Regarding the Solicitation
Telephone calls regarding this solicitation will not be accepted. Questions, requests for clarification, and
requests for interpretation must be emailed to purchasing@mableton.gov by the deadline in the procurement
schedule and must identify RFP 27-06 in the subject line. Only written addenda issued by the Procurement
Division may modify this RFP.
GPR CONTROLS: All solicitation notices, clarifications, corrections, and addenda will be posted on the Georgia
Procurement Registry. Each proposer must monitor the GPR before submitting a proposal.
Proposal Correction and Withdrawal
Before the deadline: a proposer may submit a clearly labeled corrected proposal that supersedes the
earlier submission or may request withdrawal in a signed letter on company letterhead.
After opening: only an obvious clerical error may be considered for correction upon a written request
submitted within two (2) business days and supported by clear and convincing evidence. Other
modifications are not permitted.
Withdrawal after opening: requires a signed written request with documented facts submitted within
two (2) business days. The Procurement Official will determine whether withdrawal is allowed under
the City's purchasing policy.
Business License and Vendor Registration
A City of Mableton business license is not required at proposal submission. A current license issued by another
municipality, county, or state is acceptable for proposal purposes. The successful proposer must satisfy all
applicable City registration and licensing requirements before contract execution.
The successful proposer will be required to submit post-selection documents, including a W-9, certificate of
insurance, E-Verify affidavit(s), business license documentation, and other compliance documents requested
by the City. Vendor information is available at www.mableton.gov under Finance Procurement How to
Become a Vendor.
Documents Submitted with the Proposal
Signed Proposal Letter and Certification.
Technical proposal addressing all required sections.
Copies of required certifications and training records.
Background-check policy documentation confirming use of Cobb County background checks.
At least three references from similar government or secure public facilities.
Completed Exhibit E Cost Schedule and Exhibit F Submission Checklist.
A complete exceptions and assumptions statement.
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PROPOSAL LETTER
The undersigned proposer offers to furnish all labor, supervision, equipment, supplies, documentation, and
services required by RFP 27-06 and the proposer's accepted response. The pricing in Exhibit E will remain firm
for the initial contract term and each stated renewal option, subject only to the executed agreement.
The proposer acknowledges review of the RFP, scope of work, addenda, City requirements, and available site
information. Every exception, exclusion, assumption, or requested change is stated in a separate exceptions
matrix. Silence constitutes acceptance for evaluation purposes, subject to the final negotiated agreement.
This proposal is an offer and will remain valid for one hundred twenty (120) calendar days after the proposal
due date. The City may reject any or all proposals, waive nonmaterial irregularities except timeliness and
signature requirements, request clarification, conduct interviews, seek a best and final offer, negotiate, cancel
or reissue the solicitation, and make an award in the City's best interest as permitted by policy and law.
Acceptance of this proposal, an evaluation ranking, selection notice, or Notice of Intent to Award does not
create a contract or authorize work. A binding agreement exists only after all required approvals, including
Mayor and City Council approval when applicable, execution by authorized parties, and issuance of a written
Notice to Proceed.
The proposer certifies that the proposal was prepared independently and without collusion, fraud, conflict of
interest, or improper communication; that it will comply with applicable law, City ethics and procurement
requirements, O.C.G.A. 13-10-91, required E-Verify affidavits, and the final agreement; and that no public
officer or employee has an undisclosed direct financial interest in the proposed contract.
The proposer acknowledges that records submitted to or created for the City may be subject to the Georgia
Open Records Act, O.C.G.A. 50-18-70 et seq. The proposer will identify any information it believes protected
and state the legal basis, but the City will make final disclosure decisions under applicable law.
PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)
I certify that I am authorized to bind the proposer; that the proposal is true and complete to the best of my
knowledge; and that the proposer acknowledges all issued addenda and will comply with the solicitation and
final executed agreement.
________________________________ ________________________________
Authorized Signature Date
________________________________ ________________________________
Printed Name / Title Legal Company Name
________________________________ ________________________________
Primary Contact Email Addenda Acknowledged (Nos.)
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Table of Contents
Contents Page
RFP Overview and Procurement Schedule 1
Project Overview, Locations, and Service Schedule 2
Proposal Submission Requirements 3
Questions, GPR, Vendor Registration, and Proposal Administration 4
Proposal Letter and Certification 5
Section 1: Purpose and Background 7
Section 2: Program Goals and Contract Governance 7
Section 3: Scope of Services 8
Section 4: Deliverables, Standards, and Acceptance 11
Section 5: Schedule and Contract Term 12
Section 6: Proposal Format and Submission Requirements 13
Section 7: Minimum Qualifications and Responsibility 13
Section 8: Evaluation and Selection 14
Section 9: Contract and Compliance Requirements 15
Section 10: Reservations, Public Records, and Protests 16
Procurement Schedule and Exhibit Submission Timing 18
Exhibit A: E-Verify Contractor Affidavit 19
Exhibit B: E-Verify Subcontractor Affidavit (If Applicable) 20
Exhibit C: Non-Collusion Affidavit 21
Exhibit D: Drug-Free Workplace Certification 22
Exhibit E: Cost Schedule 23
Exhibit F: Submission Checklist 25
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City of Mableton
City of Mableton Janitorial Services
RFP No. 27-06
Section 1: Purpose and Background
1.1 Purpose
The purpose of this RFP is to select one responsible and responsive contractor to provide recurring and
as-needed janitorial services for approximately 11,630 square feet across three City facilities. The
contractor will furnish trained labor, supervision, cleaning equipment, chemicals, disinfectants, tools, trash
liners, personal protective equipment, quality-control documentation, and responsive corrective service.
1.2 Background
The facilities include public-facing administrative offices and the Municipal Court. The Court contains
holding cells, restricted corridors, secure work areas, and sensitive records. The successful contractor must
integrate cleaning performance with controlled access, confidentiality, employee screening, identification
badges, and City security protocols.
The City seeks consistent service delivery, stable staffing, proactive supervision, measurable quality
assurance, and transparent pricing. The resulting contract will be administered as a performance-based
service agreement; recurring deficiencies, unauthorized personnel changes, access violations, or failure to
meet correction deadlines may result in deductions, corrective action, suspension of access, or
termination under the executed agreement.
Section 2: Program Goals and Contract Governance
2.1 Goals
Maintain clean, sanitary, safe, and professional facilities every business day.
Protect secure areas, City property, records, keys, access credentials, and confidential information.
Provide qualified, screened, identifiable, and properly trained personnel with dependable backup
coverage.
Use documented inspections, service logs, and rapid correction to prevent recurring deficiencies.
Deliver best value through complete, transparent pricing and efficient methods without reducing service
quality.
2.2 Roles and Responsibilities
Role Primary Responsibilities
Procurement Division Controls solicitation communications, addenda, evaluation records, negotiations, contract
changes, and award administration.
City Contract Administrator Coordinates schedules and access; performs or assigns inspections; documents
performance; verifies invoices; directs corrective action.
Municipal Court Coordinates authorized access to holding cells and restricted Court areas; identifies security
Representative restrictions and facility-specific requirements.
Contractor Account Manager Serves as the single accountable point of contact for staffing, supervision, training, quality
control, incident response, reporting, and invoicing.
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Role Primary Responsibilities
On-Site Supervisor Verifies attendance and task completion; performs inspections; resolves deficiencies;
maintains service logs; reports access or safety issues immediately.
CONTRACT CONTROL: Contractor personnel may receive directions only from the City's authorized Contract
Administrator or designee. No change in scope, price, staffing requirement, or schedule is valid unless authorized in
writing under the executed agreement.
Section 3: Scope of Services
The scope establishes minimum performance requirements. Proposers may recommend methods that
improve efficiency, safety, or quality, but every deviation, exclusion, and assumption must be clearly
identified. The City may adjust sequencing, facility access, or individual tasks through the executed contract
without waiving minimum standards.
3.1 Locations and Conditions
Facility Minimum Coverage
Municipal Court - Suite 30 All public, staff, restroom, courtroom, lobby, waiting, conference, entrance, secure
corridor, holding-cell, and other City-authorized areas.
Administrative Offices - Suite 20 Offices, cubicles, conference rooms, breakroom, restrooms, hallways, public
counters, and common areas.
City Administrative Offices - Suite Executive and staff offices, reception, conference rooms, breakroom, restrooms, and
144 shared common areas.
3.2 General Requirements
Provide all labor, supervision, transportation, equipment, cleaning chemicals, disinfectants, tools, trash
liners, and PPE necessary to perform the services. Restroom consumables may be City-provided at the
City's discretion and must be priced as an alternate in Exhibit E.
Perform recurring cleaning five days per week, Monday through Friday, after 6:00 PM unless the City
approves another schedule in writing.
Use commercial-grade products appropriate for each surface; maintain Safety Data Sheets (SDS) on site
or immediately accessible; and follow manufacturer dilution, labeling, storage, and disposal instructions.
Use color-coded or otherwise controlled cleaning tools to prevent restroom, breakroom, holding-cell,
and general-area cross-contamination.
Do not handle, move, open, review, photograph, or disturb desks, papers, files, evidence, computer
equipment, or sensitive materials. Clean only accessible surfaces authorized by the City.
Report damage, leaks, pests, safety hazards, unsecured doors, lost keys/badges, suspicious activity, and
other incidents immediately to the City's designated contact.
Maintain sufficient staffing and backup personnel to complete every scheduled service despite absence,
turnover, or emergency.
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3.3 Daily Cleaning Services
Area Minimum Daily Requirement
General and Public Areas Empty trash and recycling; replace liners; dust and wipe accessible surfaces; disinfect high-touch
points; vacuum carpets; mop hard floors; spot-clean walls, interior glass, doors, and entry
surfaces; leave areas orderly.
Restrooms Clean and disinfect toilets, urinals, sinks, counters, partitions, mirrors, dispensers, fixtures, and
touchpoints; restock available soap, paper towels, and toilet tissue; empty receptacles; mop
floors with approved disinfectant; report plumbing issues.
Breakrooms Clean and disinfect counters, sinks, tables, cabinet exteriors, and appliance exteriors; remove
trash; spot-clean floors and touchpoints. Do not wash personal dishes or clean appliance
interiors unless directed.
Courtroom / Offices Vacuum or mop floors; empty waste; clean accessible public counters, furniture, touchpoints,
and authorized surfaces; preserve room setup; do not disturb records, evidence, or desk
materials.
Holding Cells / Secure Areas When access is authorized, clean and disinfect floors, benches, fixtures, doors, and touchpoints;
use dedicated tools; follow escort and access procedures; immediately report sharps,
blood/body-fluid contamination, contraband, damage, or unsafe conditions.
Entrances and Interior Glass Remove fingerprints, smudges, debris, and visible soil from entrance doors, sidelights, vestibules,
lobby glass, and reachable interior glass.
3.4 Weekly, Monthly, Quarterly, and As-Needed Services
Frequency Minimum Requirement
Weekly Detail dust baseboards and reachable ledges; clean interior glass beyond daily spot cleaning;
sanitize shared equipment surfaces authorized by the City; detail edges and corners; spot extract
carpets as needed.
Monthly Dust vents and high surfaces; perform high dusting; detail doors, frames, wall marks, corners, and
floor edges; deep-clean hard flooring and carpeted areas using surface appropriate methods.
Quarterly / As Strip and recoat resilient floors; shampoo or extract carpets; deep-clean interior or exterior glass;
Requested perform one-time or seasonal deep cleaning. These services require written authorization unless
expressly included in the accepted base price.
Emergency / Event Provide responsive cleaning for spills, unplanned events, special meetings, facility incidents, or
Related other City directed needs. The proposer must state response time, minimum call-out, and unit
rates in Exhibit E.
3.5 Supplies and Equipment
Maintain equipment in safe, sanitary, and serviceable condition; use HEPA filtration where appropriate
and non-damaging floor care equipment suitable for each surface.
Store products only in locations approved by the City. All containers must be labeled. No product may be
left in a public, unlocked, or unauthorized area.
Use low-odor, non-abrasive, and environmentally responsible products where practicable, provided
performance and disinfection requirements are met.
Do not use City equipment or supplies without prior written authorization.
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