Library Janitorial Services

NOTICE OF REQUEST FOR PROPOSALS
TOWN OF CHAPEL HILL, NORTH CAROLINA
FOR
LIBRARY JANITORIAL SERVICES
DATE: July 13, 2026
RFP: P27-03
To: All Prospective Companies
From: Lenore Bishop, Purchasing & Contracts Manager
Subject: Library Janitorial Services
The Town of Chapel Hill is seeking proposals from qualified organizations to provide janitorial services at
the Chapel Hill Public Library in the Town of Chapel Hill.
A mandatory pre-proposal meeting and site visit will be held on Thursday, July 30, 2026, at 9:30 am in
Meeting Room B at the Chapel Hill Public Library, 100 Library Drive, Chapel Hill, NC 27514. Attendance
at this meeting is MANDATORY if you wish to submit a proposal; failure to attend the meeting will
disqualify the proposal. A tour of the Library will follow the meeting.
Questions concerning this Request for Proposals (RFP) must be submitted in writing no later than 2:00
pm on August 5, 2026, to Carissa Kennedy, Chapel Hill Public Library via e-mail at
ckennedy@chapelhillnc.gov. All responses to the submitted questions will be emailed to the pre-
proposal meeting attendees on August 11, 2026.
All submittals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at
lbishop@chapelhillnc.gov. Proposals must be received by 2:00 pm on August 19, 2026. All submissions
must have the subject line - "RFP # P27-03 - Library Janitorial Services - "Company Name"".
If you have any questions concerning the bidding procedures, please contact the Purchasing Division at
(919) 969-5022.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 1
July 13, 2026

Section 1 - Procurement Process and Contract Guidelines
1. Project Schedule.
Date
July 13, 2026 RFP Released
Mandatory Pre-proposal Meeting and Site Visit at 9:30 am
July 30, 2026
EST at the Chapel Hill Library
August 5, 2026 Questions due in writing by 2:00 pm EST
Responses to Vendor Questions will be provided in an
August 11, 2026 Addendum. The Addendum will be emailed to the Pre-
proposal meeting attendees.
August 19, 2026 Proposals Due by 2:00 pm EST
August 19 - August 27, 2026 Proposal Evaluations
October 1, 2026 Contract Start
2. Pre-Proposal Meeting.
A mandatory pre-proposal meeting will be held to review the RFP requirements and scope on
Thursday, July 30, 2026, at 9:30 am in Meeting Room B at the Chapel Hill Library, 100 Library
Drive, Chapel Hill, NC, 27514.
A mandatory site visit will follow the meeting. The site visit is expected to last until 11:00 am.
3. Questions about the RFP.
Any questions regarding this RFP should be sent in writing via email to
ckennedy@chapelhillnc.gov with "Library Janitorial Services" in the subject line. Questions
should be sent no later than August 5, 2026, by 2:00 pm EST.
Answers will be published in the form of an addendum by August 11, 2026. The addendum will
be emailed to the pre-proposal meeting attendees.
No personal contact with Town of Chapel Hill employees or Town Council, except for the
designated project contacts, is allowed during the RFP process. Any vendors contacting Town
department(s) directly may subject the proposal to being rejected.
4. Proposal Submission.
Providers' proposals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop
at lbishop@chapelhillnc.gov. All proposals must be received by 2:00 pm EST on August 19,
2026. The email subject line must read "RFP #P27-03 - Library Janitorial Services - Company
Name"". Any submissions received after 2:00 pm EST on the Town's internal server will be rejected.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 2
July 13, 2026

5. Preparation Costs.
The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or
evaluating proposals.
6. Time for Consideration.
The Town shall have a period of ninety (90) calendar days from due date of the proposals in which
to award the contract. The Proposer shall be bound by their proposal during that time. A company
may withdraw a proposal by written request prior to the date and time of the proposal opening or
after the 90-day time for consideration if a contract has not been awarded.
7. Town's Rights and Options.
Nothing herein is intended to exclude any responsibilities or in any way restrain or restrict
competition. All contractors are encouraged to submit proposals. The Town of Chapel Hill
reserves the right to take any action during the process of this RFP that is in the best interest of
the Town. The Town reserves the right to waive any informalities and to reject any and/or all
proposals. In addition, the Town reserves the right to cancel a solicitation at any time prior to the
award of a contract.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 3
July 13, 2026

Section 2 - Contract Requirements
1. Contract Requirements.
The Town seeks to award a one-year contract with the selected Provider starting on October 1,
2026, with the option for the Town of Chapel Hill to continue services under the same terms and
conditions set forth herein for up to 4 (four) subsequent years. The Provider shall sign a Contract
with the Town similar to Attachment A - Sample Contract before providing the Services.
1.1. The following Contract sections are required for Town contracts:
1.1.1. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold
harmless the Town of Chapel Hill and its officers, agents, and employees 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 or willful misconduct of
the Contractor, except to the extent same are caused by the negligence or
misconduct of the Town. Contrary to any provision that may be contained in any
exhibit attached hereto, the Town shall not consent to limitations of Contractor
liability for amounts less than the amount of insurance coverage under this
agreement. Any provision that may be contained in any exhibit attached hereto that
calls for the Town to indemnify the Contractor shall be only to the extent allowed by
law.
1.1.2. Insurance Provisions: The Contractor shall provide evidence of current valid
insurance (if applicable) for the duration of this agreement, with the Town named
as an additional insured under the Contractor's Commercial General Liability and
Business Automobile policies. The required coverage limits are: 1) Commercial
General Liability and Business Automobile - $1,000,000 per occurrence and 2)
Workers' Compensation - $100,000 for both employer's liability and bodily injury by
disease for each employee and $500,000 for the disease policy limit. Cyber Liability
Coverage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is
required for Contractors having access to personal identifying information and/or
computer networks. The Town may also require evidence of supplementary
insurance coverages depending on the services provided under this agreement.
1.1.3. Non-Discrimination: The Contractor 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.
1.1.4. Federal and State Legal Compliance: The Contractor must be in full compliance
with all applicable federal and state laws, including those on immigration.
1.1.5. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes. If any subcontractors 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.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 4
July 13, 2026

1.2. The provider must be registered and have an active status with the Office of the North
Carolina Secretary of State to contract with the Town.
2. Contracting with Small, Minority and Women's Business Enterprises.
The Town encourages all businesses, including minority, women-owned businesses to respond
to all Request for Proposals.
3. 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 Contractor; (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.
4. 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. Any other public information may not be deemed confidential; therefore, it is
requested that only the necessary confidential pages be marked.
5. Contract Form.
The contract to be awarded will be in the form of the Town of Chapel Hill's contract. A sample contract
is included as Attachment A. This is a locally funded procurement. No federal assistance contract terms
apply.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 5
July 13, 2026

Section 3 - Scope of Work
1. Background.
The purpose of this RFP is to solicit offers to establish a contract to provide professional janitorial
services, including labor, equipment, and supplies at the Chapel Hill Public Library.
Anticipated start date for services to begin will be October 1, 2026. The Town anticipates the
contract term will be for one (1) year with the option to renew for up to four (4) additional one (1)
year terms.
The Town reserves the right to enter into Contracts with one (1) or more Providers, whichever is
deemed to be in the best interest of the Town.
2. Information about Chapel Hill Public Library.
Chapel Hill Public Library is a heavily used, 63,000 square foot public facility that serves
thousands of visitors every week. This two-story building is Leadership in Energy and
Environmental Design (LEED) Silver certified and employs high-efficiency mechanical systems,
intelligent lighting controls, natural lighting, water conservation and stormwater runoff control,
and uses post-industrial recycled, post-consumer recycled, and regionally sourced materials.
In addition to library collections, the building contains public meeting rooms, a catering kitchen,
multiple computing areas, five (5) multi-stall public restrooms, an outdoor terrace, a coffee bar,
and a variety of back-of-house staff workrooms, offices, and bathrooms.
3. Hours, Holidays, and Facility Closures.
Library Hours (subject to change):
* Monday - Thursday 10 am-8 pm
* Friday - Sunday 10 am-6 pm
On occasion, library events are held outside of normal hours of operation. When necessary, the
Library's Contract Coordinator will notify the Custodial Provider about after-hours events with
as much advance notice as possible so the Provider can arrange for cleaning impacted areas of
the facility after the event is finished.
In the event of severe weather, power outage, or other short-term disruptions to the Library's
normal hours of operations, the Library's Contract Coordinator will notify the Custodial Provider
in advance or as soon as possible.
The Library is closed on the following holidays (subject to change):
* New Year's Day (January 1)
* Dr. Martin Luther King Jr's Birthday
* Easter
* Memorial Day
* Juneteenth
* Independence Day (July 4)
* Labor Day
* Thanksgiving (2 days)
* Christmas (3 days)
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 6
July 13, 2026

If some or all of the facility is closed for more than 24 hours for maintenance, repair, or
emergency operations and a reduction in janitorial services is needed, the Library Contract
Coordinator and Contractor will confirm in writing the dates and exact reduction of services that
is to occur, and the agreed upon reduction in service fees. All efforts will be made to complete
this confirmation prior to the reduction in services. And/or the Contractor and Contract
Coordinator can have a discussion on the trade out of services.
4. Scope of Work.
4.1. Basic Services.
4.1.1. Daily cleaning service seven (7) days per week between the time the Library closes
and 7 am, excluding holidays.
4.1.2. Daily afternoon porter service of at least two (2) hours, seven (7) days per week,
excluding holidays.
4.2. Elective Services.
4.2.1. Semi-annual (twice yearly) machine scrubbing of restroom floors, catering kitchen
floor, and slate tiles
4.2.2. Semi-annual (twice yearly) deep cleaning of carpet and rugs
4.2.3. Annual (once yearly) deep cleaning of upholstered chairs and benches
4.2.4. Annual (once yearly) glass cleaning of all interior building glass
4.2.5. Annual (once yearly) glass cleaning of all lobby and lower level entrance glass
4.2.6. Integrated pest management
4.2.7. Mat service
4.2.8. Laundry service
See Attachment B for detailed tasks and service frequency.
5. Service Provider Responsibilities.
These responsibilities are given as a general guideline to establish a minimum quality of service.
The Custodial Provider will furnish all labor, supervision, cleaning supplies, materials,
equipment, and consumables to perform these services to a hospitality level of cleanliness,
defined as the standard of cleanliness and hygiene maintained in hospitality facilities, such as
hotels and restaurants. The Custodial Provider is expected to conduct the contract operations in
a professional manner and to supply general accepted janitorial services in a manner that is
satisfactory to the Library Contract Coordinator per the contract specifications.
5.1. General Responsibilities.
5.1.1. Efficient use of Chemicals.
The Custodial Provider shall:
5.1.1.1. Provide easily understood directions to cleaning staff in appropriate written
languages or graphic representation for the dilution of chemical cleaning
products.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 7
July 13, 2026

5.1.1.2. Track the quantities of chemicals consumed over time by cleaning
operations on at least a quarterly basis and provide to the Contract
Coordinator upon request.
5.1.1.3. Train workers in the safe and effective use of all relevant chemical cleaning
products.
5.1.1.4. Use the appropriate technology (coarse spray bottles, automatic chemical
dispensers on powered equipment, etc.) for applying the chemical product
in a manner that does not result in overuse and waste of the product.
5.1.1.5. Provide directions for the proper rinsing and disposal of used or expended
chemical solutions or empty chemical containers.
5.1.1.6. Prevent other building areas from being adversely affected.
5.1.1.7. Reduce, minimize, or eliminate the need for using cleaning chemicals
whenever possible.
5.1.2. Reducing Solid Waste.
The Custodial Provider shall:
5.1.2.1. Purchase chemical products and supplies in quantities that minimize the
amount of packaging and container waste generated.
5.1.2.2. Whenever practicable, use reusable cleaning cloths or microfiber
technology in lieu of paper products. Reusable cleaning cloths or
microfiber must be cleaned or laundered prior to reuse.
5.1.2.3. Segregate and recycle all waste items from cleaning operations, including
paper, glass, plastics, cardboard, other packaging materials, empty
chemical containers, and worn equipment that are acceptable for recycling
in the community.
5.1.3. Vacuum Use/Maintenance.
The Custodial Provider shall ensure that:
5.1.3.1. Vacuums are equipped with the proper filter or bag; the filters shall be
changed or cleaned consistent with the manufacturer's recommendations.
5.1.3.2. Vacuum bags or canisters are changed or replaced when half full or when
indicated by a bag sensor if vacuum is so equipped.
5.1.3.3. Precautions are taken to limit worker exposure to dust and particulate
matter when cleaning and replacing bags and filters.
5.1.4. Disinfection.
For cleaning operations that involve disinfection, the Custodial Provider shall:
5.1.4.1. Perform disinfection in areas or on surfaces where pathogens can collect
and breed such as in restrooms or on door handles, bathroom faucets, and
other fomites.
5.1.4.2. Use disinfectants only where required.
5.1.4.3. Perform disinfection using only U.S. Environmental Protection Agency
(EPA)-registered disinfectants or EPA-registered disinfection devices.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 8
July 13, 2026

5.1.4.4. When using chemical disinfectants or cleaner/disinfectants, follow product
label directions for preparation of disinfecting solutions (e.g., dilution rate),
and the appropriate disinfecting and cleaning method for the area to be
cleaned (e.g., dwell time and whether pre-cleaning is required).
5.1.4.5. Use restroom cleaning equipment specifically for restroom cleaning only.
Restroom cleaning equipment, except powered equipment, shall not be
used to clean any other areas of the building.
5.1.5. Trash/Recycling/Composting.
The Custodial Provider shall support our efforts to minimize the use of plastic garbage
bags and keep recyclables and compostable materials out of the trash dumpster
whenever possible. The Custodial Provider shall ensure that:
5.1.5.1. Trash, recycling, and compost areas are kept clean and free of food
particles and debris.
5.1.5.2. Trash, recycling, and compost containers are emptied and returned to their
appropriate locations. Soiled or torn liners are replaced with a new liner.
Containers are cleaned with warm water and disinfectant soap to deodorize
and remove non-permanent stains and soil from interior and exterior. Dry
containers before reinstalling liners and replacing them.
5.1.5.3. Trash, recycling, and compost are disposed of in the appropriate containers
outside the building.
i. Trash dumpster doors are closed when not in use. Garbage bags are
firmly tied closed and not left outside the dumpster.
ii. All mixed recycling is deposited into the rolling recycling carts outside
the building. If recycling bags have non-recyclable items in them, they
should be disposed of in the trash dumpster. Plastic bags should not be
placed in the outdoor recycling bins.
iii. All corrugated cardboard is flattened and placed in the marked
cardboard container outside the building.
iv. All compost is deposited into the rolling compost carts outside the
building. If compost bags have non-compostable items in them, they
should be disposed of in the trash dumpster. Plastic bags should not be
placed in the outdoor compost bins.
5.1.6. Graffiti.
The provider shall notify Contract Coordinator if graffiti is found on the premises.
Because certain types of graffiti require a police report and must be documented
before removal, the Custodial Provider should consult with the Contract Coordinator
on how to proceed. In general, graffiti should be removed as quickly as possible after
notifying the Contract Coordinator. If graffiti will not come off, the Contract
Coordinator shall be notified immediately.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 9
July 13, 2026

5.2. Basic Service Responsibilities.
5.2.1. Non-carpeted Floor Maintenance.
The Custodial Provider shall:
5.2.1.1. Sweep, vacuum, or dust mop to remove and contain particulate matter to
leave the floor surfaces uniformly clean of all dust, surface dirt, and debris.
Brooms and dust mops shall be free of any oily compounds.
5.2.1.2. Damp mop using a clean mop and clean water with approved cleaning
agent for its designated use and per manufacture's application methods to
clean uncarpeted floors. Damp mopping shall leave the floor clean and free
from steaks, standing water, non-permanent stains, and film. Scrub heavily
soiled areas, as needed, to remove heavy soil stains and foot traffic marks.
There shall be no splashes left on walls, baseboards, furniture, and other
adjacent surfaces. The cleaning solution should be strong enough to
remove soil but not the floor finish.
5.2.2. Carpet and Rug Maintenance.
The Custodial Provider shall:
5.2.2.1. Vacuum to remove all dust and loose and imbedded dirt for their full depth.
If necessary, spot clean using a dry cleaner or spot remover to leave the
carpet or rug clean of spots and stains. Areas not accessible with beater
brush/agitator type vacuum cleaner will be cleaned with a wand
attachment or a portable vacuum.
5.2.3. Glass Cleaning.
The Custodial Provider shall:
5.2.3.1. Spot clean glass using approved products and methods leaving glass
transparent and free of streaks, smudges, and handprints.
5.2.3.2. Clean glass using approved products and methods leaving glass
transparent and free of streaks, smudges, and handprints. All dirt, grease,
debris, and foreign materials should be removed from glass.
5.2.4. Dispensers.
The Custodial Provider shall:
5.2.4.1. Refill all dispensers, including paper towel, soap, hand sanitizer, period
product, and toilet paper, and replace batteries as needed.
5.2.5. Day Porter Services.
The Provider shall provide at least two (2) hours of daily afternoon porter service
Monday through Sunday between 1:00 pm and 3:00 pm to clean and disinfect
bathroom surfaces, replenish bathroom supplies, remove waste from public
restrooms, catering kitchen, and outdoor receptables, vacuum mats at entrances to
building, sweep and pick up paper debris around the outside kiosk, and perform
additional tasks as time allows and as agreed upon by the Provider and Contract
Coordinator.
RFP # P27-03 Library Janitorial Services
Town of Chapel Hill, North Carolina 10
July 13, 2026