Public Works Department Building and Grounds Division Janitorial Services

EXHIBIT "A"
INVITATION TO BID
BID # 25-26-39
CITY OF GREENVILLE PUBLIC WORKS DEPARTMENT
BUILDING AND GROUNDS DIVISION
JANITORIAL SERVICES
CITY OF GREENVILLE, NORTH CAROLINA
Mandatory
Pre-Bid Meeting: Friday, May 1, 2026 at 10:00 am
Room 337 of City Hall
200 W. 5th Street, Greenville, NC
Bid Due Date: Friday, May 22, 2026 at 2:00 pm
Park Maintenance Center
101 Hooker Road, Greenville, NC
Contact Persons:
Questions regarding the bid package: Questions regarding the specifications:
Wanda House Jacob Edwards
Financial Services Manager Parks Facilities Manager
Telephone: 252-329-4862 Telephone: 252-329-4554
Fax: 252-329-4464
Email: whouse@greenvillenc.gov Email: jwedwards@greenvillenc.gov
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EXHIBIT "A"
CITY OF GREENVILLE
ADVERTISEMENT FOR BIDS
"CITY OF GREENVILLE PUBLIC WORKS DEPARTMENT BUILDING AND GROUNDS
DIVISION JANITORIAL SERVICES"
The City of Greenville, NC is requesting proposals for "Public Works Department Building
and Grounds Division Janitorial Services" as listed below. The scope of work will include litter
removal, general and specialized cleaning and restocking.
Janitorial Services for: (Monday, Wednesday, Friday)
* Greenville City Hall (200 W. 5th Street)
* Municipal Building (201 W. 5th Street)
* Public Works Complex (1500 Beatty Street)
* Greenville Employee Health Clinic (1400 Brownlea Drive)
Sealed proposals will be received by the City of Greenville until Friday, May 22, 2026 at 2:00
pm at the Park Maintenance Center, 101 Hooker Road, Greenville, NC 27835-7207 with the
Company Name, Attention: Jacob Edwards Parks Facilities Manager, and the words City of
Greenville Public Works Department Janitorial Services Bid written on the outside of the
sealed envelope. All bids will be marked with the date and time they are received by reception
staff. Bids will not be opened and read aloud at this time but will be reviewed and contracts
will be awarded at a later date.
A Mandatory Pre-bid meeting will be held at in Room 337 of City Hall located at 200 W. 5th
Street on Friday, May 1, 2026 at 10:00 am. Site visits to follow the pre-bid meeting. An
additional site visit for pre-bid attendees will be available by appointment at 9:00AM on
Tuesday, May 12, 2026. Please contact Jacob Edwards, Parks Facilities Manager to schedule
this appointment. The City of Greenville reserves the right to reject any or all bids, waive any
informality, and award contracts that appear to be in the City's best interest. The right is
reserved to hold any or all bids for a period of ninety (90) days from the bid opening thereof.
From the date of this advertisement until the date and time the proposals are due, the
specifications of the proposed work and/or a complete description of the apparatus, supplies,
materials or equipment are, and will continue to be on file, in the office of the City of
Greenville Financial Services Manager, 201 W. Fifth Street, Greenville, NC, or at the
Parks Maintenance Center, 101 Hooker Road, Greenville N.C., during regular business hours,
and available to prospective bidders. Inquiries regarding the bidding process or documents
should be directed to the Financial Services Manager at whouse@greenvillenc.gov or by
telephone (252) 329-4862. Minority/Women owned business are encouraged to submit
proposals.
_____________________________________________________________________________
Wanda House, Financial Services Manager
City of Greenville
P O Box 7207
Greenville, NC 27835-7207
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EXHIBIT "A"
INSTRUCTIONS TO CONTRACTORS
Proposal to Provide
Building and Grounds Division Janitorial Service
Location: Greenville N.C.
1. Contractor is to provide verification to the City that the company's employees are
covered under worker's compensation insurance coverage prior to beginning work
on this contract.
2. It is expressly understood by the contractor offering a proposal after a written
notice of award by the City, a written contract or purchase order will be required to
be executed, and will serve together with this proposal, these instructions, and any
detailed specifications as the entire form of contract between the parties.
3. Each Contractor submitting a proposal is affirming that no official or employee of
the City is directly or indirectly interested in this proposal for any reason of
personal gain.
4. Sales taxes may be listed on the proposal, but as a separate item. No charge will be
allowed for Federal Excise and Transportation Tax from which the City is exempt.
5. Questions regarding the specifications or areas for City of Greenville Public Works
Department Building and Grounds Division Janitorial Services Contract shall be
directed by email to Jacob Edwards, Parks Facilities Manager at
jwedwards@greenvillenc.gov.
6. By submitting a proposal for the Contractor to provide City of Greenville Public
Works Department Janitorial Services, the Contractor attests that it is in
compliance with all items listed in the bid/proposal instructions. Further, the
Contractor attests that the City of Greenville accepts no responsibility for any
injuries to the firm's employees while on City property performing their duties.
7. Contractor must comply with all local, state, federal laws, and ordinances governing
said work including the current Occupational, Safety, and Health regulations.
8. It is expected that this contract will begin around July 1, 2026. However, such
starting date is subject to change based on time needed to finalize the contract, or
the approval/signature process, or other reasons.
9. No work will be performed at any time without proper supervision. Supervisors
name and direct contact information must be provided to Jacob Edwards, Parks
Facilities Manager at jwedwards@greenvillenc.gov.
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EXHIBIT "A"
10. All City of Greenville Public Works Department Building and Grounds Division
janitorial services must be performed between the hours of 5pm and 11pm.
11. The Contractor shall accompany a designated representative(s) of the City on
inspections of work at any time during the contract period. The City reserves the
right to make determinations as to whether service is performed satisfactorily.
Deficiencies in work performance must be corrected immediately.
12. The City reserves the right to add or delete similar items/services specified in the
proposal as requirements change during the period of the contract. Prices for
items/services to be added or deleted from contract will be mutually agreed upon by
the City of Greenville and the Contractor. A contract amendment will be issued for
each addition or deletion.
13. The Contractor shall not have the right to subcontract any part of its obligations
and service requirements without the prior written authorization of the City. This
authorization may be given by the City Manager or designee. If any part of this
work under this agreement is sublet, the subcontractor shall be required to meet all
insurance requirements set forth in the Agreement. The parties stipulate that the
Company will maintain each type of insurance set forth in the Agreement at a
coverage equal to the amount set forth for each type of insurance. However,
nothing contained herein shall relieve the Company from meeting all insurance
requirements or otherwise being responsible for the subcontractor.
14. The Contractor shall maintain a copy, and provide the City a copy, of Safety Data
Sheets (SDS) sheets for all chemicals used in this janitorial contract. An updated
copy shall also be provided at all locations. All bottles with cleaning products are to
be properly labeled and cleaning equipment shall be maintained properly.
15. The use of smoking materials and tobacco products is prohibited in City of
Greenville buildings.
16. The Contractor shall be responsible for any lost keys, card keys and inherent
damages (ex. Re-keying of facility). This cost shall be withheld from payment(s).
17. The Contractor's employees are not to be accompanied in their work areas on the
premises by acquaintances, family members, assistants or any other person unless
said person is an authorized working Contractor employee.
18. The Contractor shall furnish all labor, cleaning supplies, rags and equipment
necessary to perform the services. The City will provide materials for the City's
use to include toilet paper, paper towels, trash can liners and soap for the
dispensers.
19. The Contractor shall not prop any exterior doors open while inside cleaning and
must maintain security at all times.
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EXHIBIT "A"
CITY OF GREENVILLE
PUBLIC WORKS DEPARTMENT
SPECIFICATIONS FOR
CITY OF GREENVILLE PUBLIC WORKS DEPARTMENT JANITORIAL SERVICES
1.0 SCOPE:
1.1 The scope of work shall include litter removal, general and specialized
cleaning and restocking for this contract. Floor plans for these areas are
listed as Exhibit "B".
1.2 The total bid amount per building shall be included on the Request for Bid
sheet as indicated.
2.0 GENERAL:
2.1 Areas of work are to be started and completed within a week period
(Monday-Friday). Areas are to be serviced on Monday, Wednesday and
Friday from 5pm to 11pm.
2.2 All janitorial services shall be completed in a professional manner and shall
conform to these specifications. The City reserves the right to make
determinations as to whether service is performed satisfactorily. Deficiencies
in work performance must be corrected immediately.
2.3 Failure of the contractor to meet or perform work to these specifications as
determined by the City Manager or designee shall warrant written notice to
the contractor specifying areas of nonperformance or unacceptable
performance and the contractor shall have ten (10) days to rectify.
Immediate cancellation of the contract or purchase order may occur if
performance is not rectified in ten (10) days.
2.4 Within seven (7) days of notice to proceed, the contractor must be prepared
to begin work on the awarded sites.
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EXHIBIT "A"
3.0 JANITORIAL SERVICES: AT ALL LOCATIONS
Each Service day (Monday, Wednesday, Friday):
3.1 Trash and recycle containers will be emptied and returned to their original locations.
Plastic liners will be installed at least once per week. All trash will be taken to the
dumpsters located at the rear of City Hall and the rear of Public Works respectively.
3.2 Sweep and/or dust mop all floor surfaces
3.3 Vacuum all carpeted areas
3.4 Dust telephones, desks, chairs, tables, counters, file cabinets and other office furniture
3.5 Dust all ledges and other flat surfaces nine (9) feet in height and lower
3.6 Remove fingerprints from woodwork, walls, entrance doors and partitions
3.7 Clean restrooms, shower fixtures and disinfect all sinks, toilets, urinals, fixtures, mirrors,
baby changing stations and privacy partitions within each restroom
3.8 Disinfect bathroom floors by mopping
3.9 Clean and refill all restroom dispensers from stock
3.10 Wash restroom walls and scrub floors around urinals to remove stains from the tile and
grout
3.11 Wash and disinfect all drinking fountains
3.12 Sweep and/or dust stairs, landings, handrails and baseboards
3.13 Sweep or vacuum elevator floors
3.14 Clean exterior entrances, lobbies and entrance mats
3.15 Wash exterior and interior of entrance glass doors
3.16 Keep janitor closets clean and orderly
3.17 Leave only designated night lights on
3.18 Check windows and doors upon completion of work. Make sure buildings are secure
before leaving the premises. *Do not prop exterior doors open at any time for any
reason(s).*
3.19 Spot clean carpet as necessary
3.20 Clean and disinfect all kitchen and break room sinks and fixtures
3.21 Clean all microwaves, counters and tables in break rooms
3.22 Clean all elevator doors
3.23 Clean all exterior walkways and porches at Greenville Employee Health Clinic
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EXHIBIT "A"
3.24 Sanitize and disinfect exercise equipment and mats in Room #332 at City Hall
One Service day per week:
3.25 Clean and sanitize all indoor furniture
3.26 Wash all door frames
3.27 Dust all metal hardware throughout the offices
3.28 All stair and horizontal handrails on stairways must be wiped down,
disinfected and polished
3.29 Clean pictures, diploma frames and glass coverings
3.30 Clean and polish all bright metal
3.31 Dust computer monitors and keyboards
3.32 Disinfect all chair arms and table surfaces in Council Chambers and
conference rooms
3.33 Clean interior glass windows at all offices and inside of exterior glass
3.34 Mop/Sanitize all non-carpeted floors
One Service day per month:
3.35 Clean and sanitize all wastebasket containers
3.36 Dust or vacuum air grills
3.37 Vacuum all upholstered chairs
3.38 Clean inside of exterior glass in atrium area at City Hall that is within nine
(9) feet and lower
3.39 Deep clean all sinks to remove hard water stains
3.40 Dust the top of all partitions in all offices
3.41 Clean all baseboards throughout each building
Note: The Contractor shall be required to submit a maintenance plan in writing via email
to Jacob Edwards at jwedwards@greenvillenc.gov by the 20th of each month for the
upcoming month. The City will respond with any questions, comments or concerns prior
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EXHIBIT "A"
to the end of the month the maintenance plan is submitted. The maintenance plan must
have the following components at a minimum:
* Daily, Weekly, and Monthly tasks, as well as, the previous month's completed tasks
4.0 PAYMENT AND BID:
4.1 The attached bid sheet details the bid entries required. Each contract bid
sheet line item shall be filled in as directed.
4.2 The contract period will be from approximately July 1, 2026 to June 30,
2027. The City reserves the right to extend the contract annually for up to a
total of two (2) additional years if the City and Contractor agree in writing.
Upon successful completion of year one (1) of this contract, per specifications
and directives, and at the written request by the Contractor at least 30 days
prior to the renewal date of this contract, the Contractor may be eligible for
a 3% annual increase for year two (2) and year three (3). Each request
MUST be in writing and submitted at least 30 days prior to the contract
renewal date for each year of the request in order to receive the 3%
increase. This request for increase will be reviewed and approved by the
City Manager (or their Designee) and the Contractor will be notified in
writing of these changes.
4.3 Payment will be made by the City to the contractor on a monthly basis for
the work completed within the previous month. The invoice is expected prior
to the 10th of each month. The City will render payment within thirty days of
receipt of an approved invoice.
4.4 Bidders will comply with all local, state, federal laws, and any ordinances
governing said work including the current Occupational Safety and Health
regulations.
4.5 By submitting a proposal, the firm is attesting that they are an Equal
Opportunity Employer.
4.6 The City of Greenville has adopted an Affirmative Action Program. Firms
submitting a proposal are attesting that they also have taken affirmative
action to insure equality of opportunity in all aspects of employment.
4.7 Minority and/or Women Business Enterprise (M/WBE) Program
It is the policy of the City of Greenville to provide minorities and women
equal opportunity for participating in all aspects of the City's contracting
and procurement programs, including but not limited to, construction
projects, supplies and materials purchase, and professional and personal
service contracts. In accordance with this policy, the City has adopted a
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Minority and Women Business Enterprise (M/WBE) Plan and subsequent
program, outlining verifiable goals.
The City has established a 4% Minority Business Enterprise (MBE) and 4%
Women Business Enterprise (WBE) goal for the participation of M/WBE
firms in supplying goods and services for the completion of this project.
All firms submitting bids agree to utilize minority and women-owned
suppliers and service providers whenever possible.
Questions regarding the City's M/WBE Program should be directed to
Wanda House, Financial Services Manager at (252) 329-4862 or
whouse@greenvillenc.gov
4.8 Equal Employment Opportunity Clause
The City has adopted an Equal Employment Opportunity Clause, which is
incorporated into all specifications, purchase orders, and contracts, whereby
a vendor agrees not to discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin or
ancestry. By submitting qualifications and/or proposals, the firm is attesting
that they are an Equal Opportunity Employer.
Federal law (Rehabilitation Act and ADA) prohibits handicapped
discrimination by all governmental units. By submitting a proposal, the
vendor is attesting to its policy of nondiscrimination regarding the
handicapped.
4.9 The City of Greenville reserves the right to award to the Firm who will best
serve the interests of the City. The City also reserves the right to waive minor
variations in the specifications and in the bidding process, as well as to accept
in whole or in part such proposal(s) where it deems it advisable in protection
of the best interests of the City. The City further reserves the right to accept
or reject any or all bids/proposals, and to award or not award a contract
based on this proposal.
4.10 Contractor must complete a new Vendor self-service profile, or update
existing Vendor profile, and any other associated documents as required
upon acceptance of this janitorial contract.
5.0 WORKERS COMPENSATION AND INSURANCE:
5.1 The Contractor shall maintain during the life of this contract, Worker's
Compensation Insurance for all employees working at the project site under
this contract, or as otherwise required by North Carolina General Statutes.
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5.2 The Contractor shall have in place for the life of this contract public liability
and property damage insurance and shall protect the City of Greenville from
claims for damage or personal injury, which may arise from operations
under this contract. The amounts of such insurance shall not be less than
$500,000 for injuries subject to the same limit per person and $1,000,000 for
property damage or otherwise needed to protect the interests of the owner. The
Contractor awarded this contract is to provide prior to beginning work, a
Certificate of Insurance showing the City of Greenville named as an additionally
insured on all coverage. Certificate of insurance must be emailed to Jacob
Ewards, Parks Facilities Manager at jwedwards@greenvillenc.gov and be
maintained on file during the contract period. All insurance must be maintained
during the duration of the contract.
5.3 The Contractor shall furnish such additional insurance as may be required by
the General Statues of North Carolina, including motor vehicle insurance in
amounts not less than statutory limits.
5.4 Each certificate of insurance shall bear the provision that the policy cannot be
altered or canceled in less than ten (10) days after mailing written notice to the
assured of such alteration or cancellation, sent by registered mail.
5.5 The Contractor shall furnish the Owner with satisfactory proof of insurance
required before beginning work on this contract. Executed contract documents,
insurance certifications, invoices and other information requested, are to be sent
to:
Jacob Ewards
Parks Facilities Manager
City of Greenville
Parks Maintenance Center
101 Hooker Road
Greenville, N.C. 27834
Email: jwedwards@greenvillenc.gov
6.0 DAMAGE TO CONTRACTORS PROPERTY:
6.1 Should fire, theft, vandalism or other casualty, damage or destroy the
equipment or property belonging to the Contractor while on City property, the
City shall be under no obligation to replace or in any way compensate the
contractor for said property.
6.2 The successful bidder agrees to indemnify or hold harmless the City from and
against any liability, loss, cost, damage suit, claim, or expense arising occurrence
on the part of the successful bidder to include its officers, servants, agents or
employees arising from its activities, operations, and performance of services
while on City property and further agrees to release and discharge City and its
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