Janitorial Services for BR City Courthouse Building

REQUEST FOR PROPOSAL
JANITORIAL SERVICES
FOR BATON ROUGE CITY COURTHOUSE BUILDING
Solicitation No: 2026-12-2010
Proposal Opening Date:
October 16, 2026
2:00 p.m. CST
City of Baton Rouge/Parish of East Baton Rouge Office
Office of the Mayor-President
Division of Purchasing
Issued: September 15, 2026
NOTE TO PROPOSERS:
1) Submit a separate set of Proposal Forms with all required information as your Proposal.
2) Retain the complete set of Specifications and Contract Documents for your file.

TABLE OF CONTENTS
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background Page 1
1.1.1 Purpose Page 1
1.1.2 Goals and Objectives Page 1
1.2 Definitions Page 2
1.3 Schedule of Events Page 3
1.4 Proposal Submittal Page 3
1.5 Proposal Response Format Page 5
1.5.1 Number of Response Copies Page 8
1.5.2 Legibility/Clarity Page 8
1.6 Confidential Information, Trade Secrets, Proprietary Information Page 8
1.7 Proposal Clarifications Prior to Submittal Page 9
1.7.1 Mandatory Pre-proposal Conference & Job Site visit Page 9
1.7.2 Proposer Inquiry Period Page 10
1.8 Errors and Omissions in Proposal Page 11
1.9 Proposal Guarantee NOT REQUIRED FOR THIS RFP Page 11
1.10 Performance Bond NOT REQUIRED FOR THIS RFP Page 11
1.11 Changes, Addenda, Withdrawals Page 11
1.12 Withdrawal of Proposal Page 11
1.13 Material in the RFP Page 12
1.14 Waiver of Administrative Informalities Page 12
1.15 Proposal Rejection Page 12
1.16 Ownership of Proposal Page 12
1.17 Cost of Offer Preparation Page 12
1.18 Non-negotiable Contract Terms Page 13
1.19 Taxes Page 13
1.20 Proposal Validity Page 13
1.21 Prime Contractor Responsibilities Page 13
1.21.1 Corporation Requirements Page 13
1.22 Use of Subcontractors Page 14
1.23 Written or Oral Discussions/Presentations Page 15
1.24 Acceptance of Proposal Content Page 15
1.25 Evaluation and Selection Page 15
1.26 Contract Negotiations Page 15
1.27 Contract Award and Execution Page 16
1.28 Notice of Intent to Award Page 16
1.29 Right to Prohibit Award Page 17
1.30 Debriefings Page 17
1.31 Insurance Requirements Page 17
1.32 Subcontractor Insurance Page 17
1.33 Indemnification Page 17

1.34 Fidelity Bond Requirements NOT REQUIRED FOR THIS RFP Page 18
1.35 Payment for Services Page 18
1.36 Termination Page 18
1.36.1 Termination of this Agreement for Cause Page 18
1.36.2 Termination of this Agreement for Convenience Page 18
1.36.3 Termination for Lack of Appropriated Funds Page 19
1.37 Assignment Page 19
1.38 No Guarantee of Quantities Page 19
1.39 Audit of Records Page 19
1.40 Civil Rights Compliance Page 19
1.41 Record Retention Page 20
1.42 Record Ownership Page 20
1.43 Content of Contract/Order of Precedence Page 20
1.44 Contract Changes Page 20
1.45 Substitution of Personnel Page 20
1.46 Governing Law Page 21
1.47 Claims or Controversies Page 21
1.48 Proposer's Certification of OMB A-133 Compliance Page 22
PART II: SCOPE OF WORK/SERVICES
2.1 Scope of Work/Services Page 23
2.2 Period of Agreement Page 23
2.3 Price Schedule Page 23
2.4 Deliverables Page 23
2.5 Proposal Elements Page 23
2.5.1 Financial Page 23
2.5.2 Qualifications Page 24
2.5.3 Technical Page 24
PART III: EVALUATION & SELECTION
3.1 Financial Proposal Page 27
3.2 Technical Proposal Page 27
PART IV: PERFORMANCE STANDARDS
4.1 Performance Requirements Page 29
4.2 Performance Measurement/Evaluation Page 29
Additional Requirements for the RFP Page 30

KEY REMINDERS TO PROSPECTIVE PROPOSERS
* Submit a separate set of Proposal Forms with all required information as your Proposal.
* Read the solicitation in its entirety.
* Contact the designated purchasing official only.
* Take advantage of the question-and-answer period.
* Provide complete answers and descriptions
* Review the RFP and your proposal before submitting.
* Submit your proposal on time, before the deadline.
* Sign (by authorized signatory) in the designated place on Attachment E Proposal Form.
Retain the complete set of specifications and contract documents for your files.

REQUEST FOR PROPOSAL FOR
JANITORIAL SERVICES FOR THE BATON ROUGE CITY COURTHOUSE BUILDING
RFP No. 2026-10-2010
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background
The City of Baton Rouge, Parish of East Baton Rouge has a need for janitorial services at the Baton Rouge City
Courthouse Building within the City of Baton Rouge, Parish of East Baton Rouge.
1.1.1 Purpose
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals, as permitted by the City of
Baton Rouge, Parish of East Baton Rouge's governing statutes, ordinances, resolutions, and policies, from bona
fide, qualified proposers interested in providing janitorial services for our patrons and staff.
1.1.2 Goals and Objectives
The goals of this project is to obtain the best janitorial services possible under the guidelines set forth in this RFP.
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1.2 Definitions
A. Shall - The term "shall" denotes mandatory requirements.
B. Must - The term "must" denotes mandatory requirements.
C. May - The term "may" denotes an advisory or permissible action.
D. Should - The term "should" denotes desirable.
E. Contractor - Any person having a contract with a governmental body.
F. Agency - Any department, commission, council, board, office, bureau, committee, institution, agency,
government, corporation, or other establishment of the City-Parish authorized to participate in any
contract resulting from this solicitation.
G. EBR- East Baton Rouge Parish
H. State - The State of Louisiana.
I. Department - Department for whom the solicitation is issued.
J. Director - Director of Purchasing.
K. City-Parish - City of Baton Rouge-Parish of East Baton Rouge
L. Discussions - For the purposes of this RFP presentation, a formal, structured means of conducting
written or oral communications and/or presentations with responsible Proposers who submit proposals
in response to this RFP.
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1.3 Schedule of Events
Item Anticipated Schedule
RFP emailed to prospective proposers September 15, 2026
Mandatory Pre-Proposal Conference & Job Site October 1, 2026 10:00 AM
Visit
Deadline to receive written inquiries October 2, 2026 by 5:00 PM
Deadline to answer written inquiries October 7, 2026
Proposal Opening Date (deadline for submitting October 16, 2026 @ 2PM
proposals)
Presentations & Discussions (if applicable) To be Determined
Notice of Intent to Award announcement and 14- On or about December 9, 2026
day protest period begins, on or about
Contract execution, on or about On or about January 1, 2027
1.4 Proposal Submission
This RFP is available in PDF format. If a printed form is required, submit a written request to the RFP Contact.
(See Section 1.7.2 for this RFP contact.)
Purchasing shall receive all proposals no later than the date and time shown in the Schedule of Events.
Important - - Clearly mark outside of envelope, box, or package with the following information and format:
X Proposal Name: Janitorial Services for the Baton Rouge City Courthouse Building
X Solicitation No. 2026-12-2010
X Proposal Opening Date & Time: October 16, 2026, 2PM CST
Proposers are hereby advised that the U. S. Postal Service does not make deliveries to our physical location.
Proposals may be delivered by hand or courier service to our physical location at:
City of Baton Rouge-Parish of East Baton Rouge
Purchasing Division
222 Saint Louis Street, Room 826, Baton Rouge, LA 70802
Or mailed to:
City of Baton Rouge-Parish of East Baton Rouge Purchasing Division
222 Saint Louis Street, Room 826, Baton Rouge, LA 70802
The proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our
physical location. Purchasing is not responsible for any delays caused by the proposer's chosen means of
proposal delivery.
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The proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening
date and time shall result in the rejection of the proposal.
*Note: City of Baton Rouge-Parish of East Baton Rouge has elected to use LaPAC, the state's online electronic
bid posting and notification system that is resident on State Purchasing's website
https://wwwcfprd.doa.louisiana.gov/osp/lapac/pubMain and is available for vendor self-enrollment. In
that, LaPAC provides an immediate e-mail notification to subscribing bidders that a solicitation and any
subsequent addenda have been sent and posted; notice and receipt thereof are considered formally
given as of their respective posting dates. The City of Baton Rouge-Parish of East Baton Rouge also
posts to Central Bidding (http://www.centralauctionhouse.com); however, bid submission cannot be
made through Central Bidding for RFPs.
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1.5 Proposal Response Format
Proposals submitted for consideration should follow the format and order of presentation described below:
A. Cover Letter: Containing a summary of the Proposer's ability to perform the services described in the
RFP and confirming that the Proposer is willing to perform those services and enter into a contract with
the City-Parish. By signing the letter and/or the proposal, the proposer certifies compliance with the
signature authority required in accordance with Louisiana law. The person signing the proposal must
be:
1. A current corporate officer, partnership member, or other individual specifically authorized to
submit a proposal as reflected in the appropriate records on file with the Secretary of State; or
2. An individual authorized to bind the company as reflected by a corporate resolution, certificate,
or affidavit; or
3. Other documents indicating authority that are acceptable to the public entity.
Proposers should exhibit their understanding and approach to the project and address how each element
will be accomplished.
The cover letter should also:
* Identify the submitting Proposer.
* Identify the name, title, address, telephone number, fax number, and email address of each person
authorized by the Proposer to obligate the Proposer contractually.
* Identify the contact person's name, address, telephone number, fax number, and email address for
technical and contractual clarifications throughout the evaluation period.
B. Table of Contents: Organized in the order cited in the format contained herein.
C. Proposer Qualifications and Experience: History and background of Proposer, financial strength and
stability, with related services to government entities, existing customer satisfaction, demonstrated
volume of merchants, etc. Proposers should exhibit their understanding and approach to the project
and address how each element will be accomplished. Proposers should describe their ongoing support
service, the size and expertise level of support staff. List of References and Current Client List.. Optional
information to include in the proposal to demonstrate qualifications and experience include 1) Detailed
resumes of key personnel who will be involved in the project, 2) Copies of all relevant licenses or
certifications required for the tasks outlined in the Scope of Work, and/or 3) Descriptions and
documentation of past projects that demonstrate the vendor's ability to perform similar work.
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D. RFP Compliance: Illustrating and describing compliance with the RFP requirements.
* Registration and Licensing: Must be registered with the LA Secretary of State and hold all active
licenses necessary to perform the tasks outlined in the Scope of Work.
* Insurance: Must carry insurance coverage throughout the contract period in accordance with
Attachment B.
* Vendors must be registered in Vendor Self Service.
E. Innovative Concepts: Present innovative concepts, if any, not discussed above for consideration.
F. Project Schedule: Detailed schedule of implementation plan for pilot (if applicable), data clean-up,
data migration, configuration, testing, and complete project implementation. This schedule includes
implementation actions, timelines, responsible parties, etc.
G. Financial Proposal: A detailed pricing sheet outlining the vendor's rates for time and materials and any
other relevant costs shall be submitted. This financial proposal shall include any and all costs the
Contractor wishes to have considered in the contractual agreement with the City-Parish.
H. Sample Vendor Contract: The City-Parish expects to use its own contract, however, we are interested
in a copy of the vendor's contract for consideration.
I. Veteran and Hudson Initiative Programs Participation
The State of Louisiana Veteran and Hudson Initiatives are designed to provide additional opportunities for
Louisiana-based small entrepreneurships (sometimes referred to as LaVet's and SE's, respectively) to
participate in contracting and procurement with the State. A certified Veteran-Owned and Service-
Connected Disabled Veteran-Owned small entrepreneurship (LaVet) and a Louisiana Initiative for Small
Entrepreneurships (Hudson Initiative) small entrepreneurship are businesses certified by the Louisiana
Department of Economic Development. All eligible vendors are encouraged to become certified.
Qualification requirements and online certification are available at the Department of Economic
Development. All eligible vendors are encouraged to become certified. Qualification requirements and
online certification are available at: https://smallbiz.louisianaeconomicdevelopment.com.
If a Proposer is not a certified small entrepreneurship as described herein but plans to use certified small
entrepreneurship(s), Proposer shall include in their proposal the names of their certified Veteran Initiative
or Hudson Initiative small entrepreneurship subcontractor(s), a description of the work each will perform,
and the dollar value of each subcontract.
During the contract term and expiration, the Contractor will also be required to report Veteran-Owned and
Service-Connected Disabled Veteran-Owned and Hudson Initiative small entrepreneurship subcontractor or
distributor participation, and the dollar amount of each.
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