Request for Bids for Janitorial Services at the Chapel Hill Police Department

NOTICE AND INSTRUCTIONS TO BIDDERS
FOR
JANITORIAL SERVICES
AT
CHAPEL HILL POLICE DEPARTMENT
TOWN OF CHAPEL HILL, NORTH CAROLINA
BID: Q26-113
TO: ALL PROSPECTIVE BIDDERS
FROM: LENORE BISHOP, PURCHASING & CONTRACTS MANAGER
SUBJECT: JANITORIAL SERVICES at the CHAPEL HILL POLICE DEPARTMENT
DATE: MAY 18, 2026
The Town of Chapel Hill is soliciting bids for Janitorial Services at a Town of Chapel Hill building housing the Chapel
Hill Police Department, and the Technology Services and Emergency Management offices. Each space should be
itemized separately to indicate the cost for each department's space in the building.
If you are interested in bidding on this project, you must attend the Mandatory Pre-bid Meeting held on May 26,
2026, at 2:00 P.M. in the Training Room at the Chapel Hill Police Department, 7300 Millhouse Rd, Suite 150, Chapel
Hill, NC 27516, to review the bid package and specifications. A mandatory site visit of the facility will follow the
pre-bid meeting. All potential bidders are hereby notified that attendance at the pre-bid conference is required
for bids to be considered by the Town of Chapel Hill; failure to attend will disqualify the bid.
Bids are due by 2:00 P.M. on June 10, 2026. Please email bids to Lenore Bishop, Purchasing and Contracts
Manager, at lbishop@chapelhillnc.gov.
Questions concerning this Bid Notice must be submitted in writing no later than 9:00 A.M. on June 1, 2026, to
Brittany Johnson via email at bjohnson2@chapelhillnc.gov. Responses to questions received will be emailed to
the pre-bid meeting attendees as an addendum by close of business on June 3, 2026.
If you have any questions concerning the bidding procedures, please contact the Purchasing Division at (919) 969-
5022.
The Town of Chapel Hill reserves the right to reject any and all bids for any reason or no reason and to accept the
bid most favorable to the Town of Chapel Hill.
Janitorial Services at Chapel Hill Police Department
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May 18, 2026

I. DETAILS OF BID SUBMISSION.
1. Schedule.
A tentative timeline is provided below:
DATE EVENT
05/18/2026 Bid Notice posted
Mandatory Pre-bid Meeting at 2:00 P.M. EST in the Training Room at Chapel
05/26/2026
Hill Police Department.
Questions due in writing by 9:00 A.M. EST to Brittany Johnson at
06/01/2026
bjohnson2@chapelhillnc.gov.
Answers to questions received by the deadline will be emailed to the pre-bid
06/03/2026
meeting attendees as an addendum.
06/10/2026 Bids due by 2:00 P.M. EST
06/18/2026 Selection and Notification
2. Pre-Bid Conference.
A mandatory pre-bid conference will be held on Tuesday, May 26, 2026, at 2:00 P.M. in the Training
Room at the Chapel Hill Police Department, 7300 Millhouse Rd, Suite 150, Chapel Hill, NC 27516, to
review the bid package and specifications
A mandatory site visit will follow the meeting. A floor plan for the building with general labels will be
provided at the end of the meeting. The site visit is expected to last until 3:30 P.M.
3. Questions about the Bid.
Any questions regarding this Request for Bids (RFB) should be sent in writing via email to Brittany
Johnson at bjohnson2@chapelhillnc.gov with "RFB # Q26-113 - Janitorial Services at Police
Department" in the subject line. Questions should be sent no later than 4:00 P.M. on June 1, 2026.
Answers will be published in the form of an addendum by June 3, 2026. The addendum will be
emailed to the pre-bid meeting attendees.
No personal contact with Town of Chapel Hill employees or Town Council, except for the designated
project contacts, is allowed during the RFB process. Any vendors contacting Town department(s)
or representatives directly may subject the bid to being rejected.
4. Bid Submission.
Bids must be submitted as a pdf file attached to an email message and sent to
lbishop@chapelhillnc.gov with the following inserted in the "subject" line of the email: "RFB # Q26-
113 - Janitorial Services at Police Department." All bids must be received by 2:00 P.M. EST on June
10, 2026. Please note that emailed bids must be received by the specified deadline according to the
internal clock of the Town of Chapel Hill's server. Bids received after the deadline will not be
considered. Please do not submit paper copies.
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May 18, 2026

5. Bid Documents.
All Forms must be submitted for the Bid to be considered responsive.
All information submitted on the bid form will ultimately be considered an integral part of the
Contract executed with the successful bidder.
The submission of a bid from any interested Contractor is in and of itself evidence that the Contractor
has (a) examined the Contract for Janitorial Services and Bid Letting Documents thoroughly, and (b)
visited the site (s) where the work is to be performed and familiarized himself with all conditions
affecting his bid and the possible performance of the work.
Any bid may be withdrawn up until the due date and time set for bids. Any bid not so withdrawn shall
constitute an irrevocable offer to provide the services set forth in the Contract for Janitorial Services
until one or more of the bids have been duly accepted.
6. Bid Award.
The bid of the lowest responsive/responsible bidder(s) will be accepted. The lowest
responsive/responsible bidder(s) shall mean the bidder(s) who make(s) the lowest bid, to provide the
services set forth in the agreement and who is known to be fit and capable to perform the services
bid upon.
7. Responsiveness.
A bid will be considered responsive if all required documents are submitted by the deadline, including
the completed Price Schedule, all required certifications, and at least three references. Non-
responsive bids will not be evaluated further.
8. Responsibility.
The Town reserves the right to verify bidder qualifications including reference checks, prior project
performance, and regulatory compliance. Bidders must demonstrate the capability to perform the
work in a timely and professional manner.
9. Reservation of Rights.
The Town specifically reserves the right to reject any and all bids, to accept any or all parts of a bid, to
increase or decrease the quantity for required services to meet additional or reduced requirements,
or to re-solicit bids on the required services, or to reject any and all bids and formally advertise for
bids on the required services or portions thereof.
Bids must remain valid for 60 days after the bid opening date.
10. Contact Term.
The initial contract term will be for a period of twelve (12) months, running from July 1, 2026 - June
30, 2027. Upon mutual agreement between the Town and the Contractor, the contract may be
extended for an additional period of up to two (2) one-year renewal options.
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May 18, 2026

II. GENERAL TERMS AND CONDITIONS.
1. Preparation Costs.
The Town of Chapel Hill will not pay any cost associated with the preparation, submittal, or evaluation
of any bid.
2. Insurance.
The successful bidder shall procure and maintain during the life of the contract the following insurance
coverages:
Worker's Compensation: Coverage to apply for all employees for statutory limits in compliance with
the applicable state and federal laws. The policy must include employer's liability with a limit of
$100,000 for each accident, $100,000 bodily injury by disease each employee and $500,000 bodily
injury by disease policy limit.
Commercial General Liability: Shall have minimum limits of $1,000,000 per occurrence combined
single limit for bodily injury liability and property damage liability. This shall include premises and/or
operations, independent contractors, products and/or completed operations, broad form property
damage and explosion, collapse and underground damage coverage, sudden and accidental pollution
losses, and a contractual liability endorsement.
Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined single limit
for bodily injury liability and property damage liability. This shall include: owned vehicles, hired and
non-owned vehicles, and employee non-ownership.
Professional Liability Insurance: The selected firm will be required to furnish proof of Professional
Liability insurance coverage in the minimum amount of $1,000,000.
2.1 Special Requirements.
The Town of Chapel Hill is to be named as an additional insured on the Commercial General
Liability policy.
Current, valid insurance policies meeting the above requirements shall be maintained for the
duration of the contract. Renewal certificates shall be sent to the Town of Chapel Hill thirty (30)
days prior to any expiration date. There shall also be a 30-day notification to the Town in the
event of cancellation or modification of any stipulated insurance coverage. Certificates of
Insurance on an Accord 25 (8/84) or similar form meeting the required insurance provisions
shall be forwarded to the Town of Chapel Hill. Wording on the Certificate of Insurance which
states that no liability shall be imposed upon the company for failure to provide such notice is
not acceptable. Original policies or certified copies of policies may be required by the Town at
any time.
3. Hold Harmless.
The Contractor agrees to indemnify and hold harmless the Town of Chapel Hill from all loss, liability,
claims or expense (including reasonable attorneys' fees) arising from bodily injury, including death or
property damage to any person or persons proximately caused in whole or in part by the negligence
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May 18, 2026

or willful misconduct of the Contractor except to the extent same are caused by the negligence or
misconduct of the Town.
4. Non-Discrimination.
The Company contractually agrees to administer all functions pursuant to this agreement without
discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation,
gender identity or gender expression.
5. E-Verify.
The Company shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina
General Statutes. If any sub's are used, they also must comply with these requirements. Pursuant to
North Carolina General Statute 143-133.3 (c)(2), contracts solely for the purchase of apparatus,
supplies, materials, and equipment are exempt from this E-Verify provision.
6. Federal and State Legal Compliance.
The Company must be in full compliance with all applicable federal and state laws, including those on
immigration.
7. Prohibited Contract Terms.
In no event shall there be any of the following unless Town's express written agreement is obtained:
(1) any limitation on, or disclaimer of, implied or express warranties or the liability of the Company;
(2) any limitation on damages, including a limitation of consequential damages; (3) any requirement
for arbitration or for mandatory mediation; (4) any requirement that Town officials or employees keep
information confidential or any requirement that records be kept confidential by the Town unless the
requirement for confidentiality meets the requirements of the Public Records Law.
8. Registered with Secretary of State.
Company must be registered with the Office of the North Carolina Secretary of State in order to
contract with the Town.
9. Open Records.
Information submitted to the Town of Chapel Hill is public information and is available upon request
in accordance with the North Carolina Public Information Act. As provided by North Carolina statute
and rule, the Town will consider keeping confidential the trade secrets, which the Company does not
wish to be disclosed. For such information, the Company must mark each page in boldface at the top
and bottom as "CONFIDENTIAL." In spite of what is labeled as a trade secret, the determination of
whether it is or not will be determined by North Carolina General Statutes 132-1.2(1). Once a final
price is negotiated, the cost information will not remain confidential.
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May 18, 2026

III. SCOPE OF WORK.
1. Overview Of Required Services.
The Chapel Hill Police Department is a heavily used, 40,000-square-foot 24-hour facility that serves
town employees and community members. The building contains a prisoner processing area with a
single-occupancy restroom (we do not keep prisoners on site), shared conference rooms, a large break
room with a sink, microwave, and stove, two (2) briefing areas on either end of the building, two (2)
large classroom spaces that may be used daily or may not be used for many days in a row, two (2)
multi-stall restrooms, numerous single-occupancy restrooms, and a variety of work rooms and offices.
Town of Chapel Hill Technology Solutions is a daily Information Technology (IT) operation housed in
approximately 6,500 square feet of office space that includes a large conference room, open space
housing workstations, staff offices, a break room, and single-occupancy restrooms. This space is co-
located with the Town's Office of Emergency Management and Risk Management. The Town of
Chapel Hill Office of Emergency Preparedness and Risk Management house the Town's emergency
preparedness and response operations. This space consists of two (2) offices and a large Emergency
Operations Center. During emergencies, this space may be occupied 24 hours per day.
The Contractor will be required to properly manage the waste collection process (trash and mixed
recycling). The Contractor's full array of cleaning products must be certified by Green Seal or the
Environmental Protection Agency's (EPA) Safer Choice program (unless other products are specifically
allowed by the Contract Coordinator).
The Town is seeking a Janitorial Service Vendor to provide cleaning services five (5) days per week
between the hours of 6:15 P.M. and 2:00 A.M., excluding holidays. Work shall be coordinated so as
not to interfere with evening meetings scheduled in the facility.
Locations to be Serviced.
A. Police Department Location: 7300 Millhouse Rd Ste. 150.
Typical public operational schedule: Monday through Friday; 8:30 A.M. - 5:00 P.M.
Please note: Emergency operation schedules (24-hour operation) possible.
Police Department Gross Square Feet: approximately 40,000
Conference Rooms 5 (2 large, 2 medium, 1 small)
Lounge/Break Room 1 large space
Single-occupancy restrooms 8 (single commode and sink in each)
Men's restroom (locker room restroom) 2 urinals/2 commodes/3 sinks
Women's restroom (locker room restroom) 4 commodes/3 sinks
Women's locker room 5 standard shower stalls/1 handicap shower
Men's locker room 7 standard shower stalls/1 handicap shower
Gym Fitness area with equipment and mat space
Typical daily staffing (employees) 70
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B. Technology Solutions/Emergency Management: 7300 Millhouse Rd Ste. 110.
Typical public operational schedule: Monday through Friday; 8:30 A.M. - 5:00 P.M.
Please note: Emergency operation schedules (24-hour operation) possible.
Technology Solutions Gross Square Feet: approximately 6,500
Conference Rooms 1 (large)
Emergency Operations Center (not used daily) 1 (large space approx. 1200 sq ft)
Lounge/Break Room 1
Single-occupancy restrooms 2 (single commode and sink in each)
Typical daily staffing (employees) 10
2. Scope of Services.
The Town is seeking a Janitorial Service Vendor to provide cleaning services five (5) days per week
between the hours of 6:15 P.M. and 2:00 A.M. The exact times to be worked will be negotiated with
the selected bidder. Work shall be coordinated so as not to interfere with evening meetings or
emergency activities at the facility.
The Contractor will be required to properly manage the site's waste collection process (trash and
mixed recycling). The Contractor must use cleaning chemicals that are certified by Green Seal or the
EPA's Safer Choice program (unless other products are specifically allowed by the Contract
Coordinator). The Contractor must use paper products that have at least 50% post-consumer recycled
content, and the paper towels shall be bleach-less.
3. Changes In Scope of Work.
The Town may at any time change the scope of work in the contract by providing written notice to
the Contractor with a date upon which the change shall become effective. On such effective date, the
Contractor shall make the required changes in operations. Upon receipt of a change notice, the
Contractor shall submit to the Contract Coordinator an estimate of the change in working hours or
change in cost resulting from the said change. The Town shall then provide notice to the Contractor
that it consents to the change in scope and increase in costs or that it has determined not to change
the scope of work whereby the contract price would remain the same or the parties may negotiate
any such changes.
4. Schedule Of Performance.
The Contractor shall provide comprehensive cleaning service five days per week between the time
of 6:15 P.M. and 2:00 A.M.
Public Hours (subject to change)
* Monday: 8:30 am-5:00 pm
* Tuesday: 8:30 am-5:00 pm
* Wednesday: 8:30 am-5:00 pm
* Thursday: 8:30 am-5:00 pm
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* Friday: 8:30 am-5:00 pm
* Saturday: closed
* Sunday: closed
The offices are closed to the public and administrative staff on the following holidays (subject to
change):
* New Year's Day (January 1)
* Dr. Martin Luther King Jr.'s Birthday
* Good Friday
* Memorial Day
* Juneteenth (June 19)
* Independence Day (July 4)
* Labor Day
* Veteran's Day
* Thanksgiving (Thursday and Friday)
* Christmas (December 24, 25, and 26)
On occasion, events are held outside of normal hours of operation. When necessary, the Contract
Coordinator will notify the Contractor about after-hours events with as much advance notice as
possible so the Contractor can arrange for cleaning impacted areas of the facility after the event is
finished.
In the event of severe weather, power outages, or other short-term disruptions to the Town's normal
hours of operations, the Contract Coordinator will notify the contractor in advance or as soon as
possible.
5. Subcontracting.
Subcontracting any part or the entire contract is not permitted.
6. Accountability.
Contractor agrees to conduct themselves in a professional manner that promotes a safe, healthful,
inclusive, sustainable, and productive work environment that aligns with the Town's core values of
Responsibility, Equity, Safety, Professionalism, Ethics, Communication, and Teamwork and upholds
the mission and values of the Town of Chapel Hill.
Contractor is expected to exhibit a high degree of personal integrity, civility, and professionalism at
all times while using Town Facilities. This expectation applies to all interactions with staff,
management, patrons, clients, and other contractors. Interactions may be verbal, nonverbal, physical,
written, through imagery, electronic or digital means. Disrespectful, unprofessional, and/or uncivil
behavior is unacceptable and may result in the cancellation of the contract.
7. Contract Coordination and Inspection.
The overall primary Contract Coordinator for this contract is Brittany Johnson, Management Analyst,
Chapel Hill Police Department. An additional contact list of necessary staff will be shared with the
Contractor upon award of the contract.
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The Contractor will maintain a 24-hour telephone number and provide contact within one hour by a
responsible management official of the firm on a 24-hour-a-day, seven-day-a-week basis for
emergencies. Contractor shall be available by cell phone and have a functioning email address during
all times of this contract, where the Contract Coordinator, or designee, can communicate with the
Contractor. During times when the Contractor is unavailable, the Contractor shall designate a
responsible management official and provide the Contract Coordinator with such contact information.
The Contractor shall email the Contract Coordinator a minimum of once weekly to coordinate any
service concerns and shall be available for building inspections with the Contract Coordinator at any
time during the Town's normal operating hours.
8. Complaints And Responses.
The Contractor shall correct all complaints and respond to requests for services within 24 hours or
less, as deemed necessary by the Contract Coordinator. All complaints shall be investigated by the
Contractor during the same working day, when possible. Any complaint that cannot be corrected
during the same working day for reasons beyond the Contractor's control shall be communicated to
the Contract Coordinator.
The Town reserves the right to deduct fees from Contractor's monthly payment for deficient work,
work not performed, and work that is not satisfactorily corrected within a reasonable period. Should
the Town choose to deduct part of the monthly fee, the Contractor will be notified of the reason for
and the amount of the deduction in writing within three business days of the incident.
Deductions for poor service or omitted services will be calculated by the Contract Coordinator based
on the impact that the service failure has on the facility. If service failures require the Contract
Coordinator to obtain the services from within its own staff or from another source, costs for these
services will be charged to the Contractor and deducted from its next pay request.
9. General Requirements.
A. This agreement embodies all representatives, rights, duties, and obligations of the parties. Any
prior oral or written agreements not embodied herein shall not be binding upon or endure to the
benefit of any of the parties.
B. The Contractor shall have been established in the commercial janitorial service contracting
business for a minimum of three (3) years in North Carolina.
C. The Contractor shall furnish all supplies and equipment necessary to perform the services
required by this contract.
D. The Contractor agrees not to use any cleaning materials or equipment for the work under this
agreement that does not meet the necessary requirements for public safety and the safety of the
Town of Chapel Hill employees. The Contractor must use cleaning chemicals that are certified by
Green Seal or the EPA's Safer Choice program (unless other products are specifically allowed by
the Contract Coordinator).
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E. The work shall be performed so as to minimize inconvenience to the Town. Throughout the
duration of the agreement, the Contractor shall maintain access to the buildings as required by
the Town unless prior written approval is otherwise obtained in advance. The Contractor shall
provide signs, barricades, and warning devices to ensure safe passage for pedestrian traffic at all
times.
F. The Contractor shall make necessary provisions to protect all work areas and shall be responsible
for full restoration of any damages and costs of restoration to the work areas. All damages to the
work areas incidental to the performance of the work described in the entire documents shall be
repaired or replaced by the Contractor.
G. The Contractor shall make necessary provisions to protect structures and property from any and
all damage arising out of, relating to, or resulting from this work.
H. The Town will supply the Contractor with light, heat, power, and water as may be required for the
cleaning of the building premises.
I. The Contractor shall at all times, keep the premises free from accumulations of waste materials
or rubbish caused by his/her employees at work, and at the completion of the Agreement.
Contractor shall remove all supplies and/or materials belonging to Contractor from and about the
building and all tools, leaving the premises clean.
10. Security.
The Contract Coordinator will provide keys and/or key cards to the Contractor, and the Contractor
will be required to sign upon receipt for the keys and/or key cards. The Contractor will not be allowed
to duplicate any keys for any reason. The Contractor will immediately report any lost, stolen, or
misused keys and access control badges. If the contract is terminated, the Contractor is to return all
keys and access control badges immediately.
A. The Contractor will be responsible for securing the facility as he/she enters or leaves the premise.
B. If the facility cannot be locked and secured (for example, broken door, broken window) the
Contract Coordinator will be immediately notified. Contractor will remain on site until a Police
Department or Town Maintenance staff person can arrive to secure the building.
C. Any problems occurring on the premises, which are reported to the police by the Contractor, are
also to be reported to the Contract Coordinator.
D. Only the Contractor's employees (no friends, children, family members, etc.) are permitted on
site when services are performed for liability and safety reasons.
11. Contractor's Personnel.
The Contractor must maintain and provide to the Contract Coordinator an up-to-date list of
employees who are working at the Police Department and other listed sites, updated as necessary.
All employees are subject to background checks as described in the section Contractor's Supervision
of Employees, Item I.
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