Facilities: Custodial and Facilities Services

Location:	New Hampshire
Posted:	Oct 7, 2025
Due:	Dec 12, 2025
Agency:	City of Manchester
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	FY26-210-01
Publication URL:	To access bid details, please log in.

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September 7, 2025

City of Manchester

Department of Public

Works

Facilities Division

475 Valley Street

Manchester, New Hampshire 03103

603-624-6444

(603) 624-6487 Fax

Timothy J. Clougherty

Public Works Director

Owen Friend-Gray

Deputy Public Works

Director

Joslin Gagne

Chief oFfaFcialictileistieMsanager

REQUEST FOR PROPOSAL (RFP)

CUSTODIAL AND FACILITIES SERVICES

Bid Number: FY26-210-01 RFP Due Date: Friday, December 12, 2025 by 3:00pm

The City of Manchester, New Hampshire, through the Department of Public Works and the Manchester

School District, is requesting proposals from invited, short-listed custodial and facilities service firms

for the following work:

Scope:

The City of Manchester and the Manchester School District seek a custodial and facilities service firm to

maintain 39 City and School buildings totaling approximately 2,500,000 square feet. The scope of

work includes janitorial, preventative maintenance, life safety inspections, and ground services.

The use of custodial subcontractors will not be permitted. Custodial employees will be full time

employees.

Term:

The initial term of the contract, beginning July 1, 2026, is currently contemplated for three years with

the option of four renewals of three years each. The award may be split into multiple contracts and more

than one vendor may be selected where it is deemed in the City’s and School District’s best interest to

do so.

The City reserves the right to extend this Service contract to include additional related services at other

City of Manchester public facilities for an additional three (3) years from contract execution date and

option renewal rates.

I. INSTRUCTIONS TO PROPOSERS:

A. All Proposals must be submitted to:

Josh Gagne

Chief of Facilities

Department of Public Works

475 Valley Street

Manchester, NH 03103

B. Questions or comments regarding this proposal shall be directed in writing to Josh Gagne via

email at jgagne@manchesternh.gov, and received no later than Friday, November 14, 2025 at

4:00pm. All questions and responses pertaining to the RFP and/or any amendments will be

shared with all proposers.

C. The RFP Submittal timeline is as follows:

Monday, Sept. 8, 2025

Monday, Oct. 20, 2025

Friday, Nov. 14, 2025

Friday, Dec. 12, 2025

Friday, Feb. 13, 2026

Wednesday, July 1, 2026

RFP issued in the week of September 8, 2025

Walk-throughs are scheduled. (Mandatory)

RFP question to be submitted by 4pm.

RFP responses due by 3pm.

RFP award

Contract start date.

D. All proposals must be submitted in a sealed envelope or package and clearly marked in the lower

left hand “Custodial & Facilities Services”. The outside of the sealed envelope should also

include the vendor’s name. All proposals must be received no later than 3:00 pm Eastern

Standard Time on Friday, December 12, 2025 at the address listed above. Any proposal

received after the deadline will not be accepted.

E. No late, telephone, fax or e-mail submissions or modifications to proposals will be accepted.

F. Proposers must identify the name, address, phone number, and email address of the contact

person to respond to questions related to the proposal submitted.

G. Three (3) copies of the proposal must be submitted. A proposal may be withdrawn and

resubmitted if done prior to the above deadline. Such request for withdrawal shall be in writing.

H. Proposals must be complete and include all forms listed in the “Content of Proposal-Bid

Forms" section.

I. Costs incurred for the preparation of a proposal in response to this RFP shall be the sole

responsibility of the vendor submitting the proposal.

J. There will be no public opening of bid proposals.

K. The City and School District are not responsible for RFPs not properly marked as directed above.

L. RFPs that are incomplete, not properly endorsed or signed or otherwise contrary to these

instructions may be rejected as informal by the City and the District. The RFP must be filled out

completely and accurately.

II. SCOPE OF THE PROPOSAL:

The proposal will include the following:

A. Review of the provided plans -Review of the following floor plans for proposal:

 School floor plans for custodial and preventative maintenance pricing.

 Municipal floor plans for custodial and preventative maintenance pricing.

 Grounds plans for pricing.

B. Review of provided schedules – The schedules shall reference the following for proposal:

 Life Safety testing for School and Municipal Buildings.

 Boiler Inspections for School and Municipal Buildings.

 Sprinkler inspections schedule for School and Municipal Buildings.

 Day Porter staffing requirements for School and Municipal Buildings.

Floor Plans and Schedules will be provided electronically and password protected. Floor plans are

provided solely for the purpose of this proposal. Plans and Schedules are not to be shared,

distributed, posted, or reproduced.

Proposal requirements, standards, specification and terms for the proposal are included in the

attached Agreement. The attached Agreement will become the basis of the contract.

RFP LINKS:

Link 1: School Floor Plans

Link 2: School APPA 1 10% Floor Plans

Link 3: Municipal Floor Plans

Link 4: Day Porter Staffing Schedule

Link 5: Life Safety Testing Schedule

Link 6: Grounds Maps

Link 7: Modular Floor Plans

Link 8: New Construction floor plans

III. CONTENT OF PROPOSALS:

The following information shall be required in the RFP:

A. Name of firm, address, telephone, and contact information.

B. A general profile of the firm, including location of the nearest office and a list of other local

clients.

C. Include an organization chart. The name and roles of individuals who will be involved in the

management of this contract. Include credentials, capabilities, past experience, a listing of

projects similar to this project, and their education, experience and qualifications. (This

information can be presented with resumes.)

D. Include the proposed number of custodial staff per location with initial pay scales.

E. Include your firm’s written plan for vacations, paid time off (PTO), sick time and FMLA.

F. References for similar clients. Include name and telephone number of owner

G. Each respondent is responsible to assure that their proposal will provide the level of service

outlined in the Agreement. Any deviation from such services must be clearly indicated in the

proposal.

H. Proposers are encouraged to provide any additional information about their services, firm,

management structure, capabilities and any other information you believe would be pertinent to

your proposal to assist the City’s and District’s review.

I. Completed attached “Bid Forms”:

 Proposal Form

 Certificate as to Corporate Bidder

 Certificate of Vote

 General Bidder Certifications and Disclosures

 Certificate of Non-Collusion

 Certificate of Tax Compliance Attestation Clause

IV. SELECTION PROCESS:

A. The Selection Committee will evaluate proposals along with other members of the City and

District staff as deemed appropriate. The Selection committee intends to make contract award

by February 13, 2026.

B. Selection criteria will include the proposals, the bidder’s expertise, qualifications, experience,

resources, references, and overall clarity and responsiveness of the proposal to this RFP.

C. The Selection Committee may elect to conduct interviews with any or all of the bidders.

D. All participating firms will be notified of the results in writing after an official contract award

has been made.

E. Proposers are encouraged to provide additional information about their services, firm, customer

service program, management structure and capabilities as they may assist the Selection

Committee in its review.

F. The Selection Committee, at its sole discretion, reserves the right to accept any proposal, in

whole or in part, waive minor inconsistencies and/or to negotiate further any terms of the

proposal in achieving the best results for the City of Manchester and the School District.

G. The Selection Committee reserves the right to reject any and all proposals for failure to meet the

requirements contained herein, to waive any technicalities, and to select the proposal which, in

the Selection Committee’s sole judgment best meets the requirements of the program.

H. The Selection Committee may reject any or all proposals for any reason, should it be deemed in

the best interests of the City and School District to do so.

I. The Selection Committee reserves the right to split the award between multiple firms when in the

best interest of the City and District.

J. The Selection Committee also reserves the right to abandon the project or to solicit and re-

advertise for other proposals.

K. The Selection Committee further reserves the right to make such investigation as it deems

necessary to determine the ability of proposers to furnish the required services, and proposers

shall furnish all such information for this purpose as the Selection Committee may request.

L. The RFP creates no obligation on the part of the City or District to award a contract or to

compensate the proposer for any costs incurred during proposal presentation, response,

submission, presentation, or oral interviews (if held). The Selection Committee reserves the

right to award a contract based upon proposals received without further discussions or

negotiation. Proposers should not rely upon the opportunity to alter their qualifications during

discussion.

M. Upon acceptance of this proposal, the terms, conditions and specifications of this Request for

Proposal shall become part of the “contract” as well as any additional documents that may be

issued by the City and District, or any documents that may be developed in conjunction with the

Proposer.

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