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

Location:	North Carolina
Posted:	May 18, 2026
Due:	Jun 10, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	323-Q26-113
Publication URL:	To access bid details, please log in.

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NOTICE AND INSTRUCTIONS TO BIDDERS

FOR

JANITORIAL SERVICES

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

Bid: Q26-113, Town of Chapel Hill, NC

May 18, 2026

Page 1

I. DETAILS OF BID SUBMISSION.

1. Schedule.

A tentative timeline is provided below:

DATE

05/18/2026

05/26/2026

06/01/2026

06/03/2026

06/10/2026

06/18/2026

EVENT

Bid Notice posted

Mandatory Pre-bid Meeting at 2:00 P.M. EST in the Training Room at Chapel

Hill Police Department.

Questions due in writing by 9:00 A.M. EST to Brittany Johnson at

bjohnson2@chapelhillnc.gov.

Answers to questions received by the deadline will be emailed to the pre-bid

meeting attendees as an addendum.

Bids due by 2:00 P.M. EST

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.

Janitorial Services at Chapel Hill Police Department

Bid: Q26-113, Town of Chapel Hill, NC

May 18, 2026

Page 2

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.

Janitorial Services at Chapel Hill Police Department

Bid: Q26-113, Town of Chapel Hill, NC

May 18, 2026

Page 3

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

Janitorial Services at Chapel Hill Police Department

Bid: Q26-113, Town of Chapel Hill, NC

May 18, 2026

Page 4

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.

Janitorial Services at Chapel Hill Police Department

Bid: Q26-113, Town of Chapel Hill, NC

May 18, 2026

Page 5

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

Solicitation Number:	323-Q26-113
Project Title:	Request for Bids for Janitorial Services at the Chapel Hill Police Department
Description:	The Town of Chapel Hill is soliciting bids for Janitorial Services at the Chapel Hill Police Department, and the Technology Services and Emergency Management offices. Mandatory site 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.
Opening Date:	6/10/2026 2:00 PM
Posted Date:	5/18/2026
Status:	Open
Department:	TOWN OF CHAPEL HILL


Solicitation Number * 323-Q26-113	Department TOWN OF CHAPEL HILL	Status Reason Open
Opening Date 2026-06-10T14:00:00.0000000	Posted Date * 2026-05-18T14:41:08.0000000Z	Primary Commodity Code Cleaning and janitorial services
Mandatory Conference/Site Visit 2026-05-26T04:00:00.0000000Z	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Lenora Bishop
Description The Town of Chapel Hill is soliciting bids for Janitorial Services at the Chapel Hill Police Department, and the Technology Services and Emergency Management offices. Mandatory site 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.

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

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