RFP for Annual Janitorial Services

LEGAL NOTICE
REQUEST FOR PROPOSALS
The Town of Smyrna will accept proposals for annual janitorial services for the Town
facilities. Bidders shall submit sealed quotations in the format specified in the Request
for Proposals no later than 10:00 a.m. August 4, 2026 at which time quotations will
be publicly opened and read aloud. No proposal may be withdrawn after the
scheduled closing time for a period of 90 days. Proposal documents may be obtained
at Town Hall during regular business hours or www.townofsmyrna.org . Proposals
should be mailed or hand delivered to:
Purchasing Department
Smyrna Town Hall
Sealed Bid on Janitorial Services / August 4 @ 10:00 a.m.
315 South Lowry Street
Smyrna, Tennessee 37167
Verbal proposals or proposals received after the closing date will not be accepted.
The Town of Smyrna reserves the right to reject any and all quotations, to waive
technicalities or informalities and to accept any proposal deemed to be in the best
interest of the Town.
The Town of Smyrna will not discriminate in the purchase of all goods and services on
the basis of race, color, religion, sex, national origin, age, disability or any other
lawfully protected classification.
SUBMITTED BY: Sierra Lowry
Finance Director
TO BE RUN: July 21, 2026
______________________
COMPANY

TABLE OF CONTENTS
Page
Section I General Information 3
Section II Specifications 4
Section III Fee Schedule 21
Section IV - Specification Compliance 30
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SECTION I - GENERAL INFORMATION
A. The Town of Smyrna desires to accept quotations for annual janitorial
services. Locations and contact information are listed below:
Smyrna Town Hall Smyrna Parks & Recreation Office
315 South Lowry Street 100 E. Sam Ridley Pkwy
Smyrna, TN 37167 Smyrna, TN 37167
Tom Rose, Public Works Director Mike Moss, Parks Director
tom.rose@townofsmyrna.org mike.moss@townofsmyrna.org
615-459-2553 615-459-9773
Smyrna Water Treatment Plant Smyrna Wastewater Treatment Plant
156 Sharp Springs Rd 100 Jack Hunter Drive
Smyrna, TN 37167 Smyrna, TN 37167
Kevin Relford, Manager Leland Noble, Manager
kevin.relford@townofsmyrna.org leland.noble@townofsmyrna.org
615-459-3574 615-459-6439
Smyrna Justice Center
400 Enon Springs Road
Smyrna, TN 37167
Lisa Brewer, Town Court Clerk
lisa.brewer@townofsmyrna.org
615-403-2815
B. The Town of Smyrna reserves the right to reject any and all quotations, to
waive technicalities or informalities and to accept any proposal deemed to be
in the best interest of the Town. No proposal may be withdrawn after the
scheduled closing time for a period of 90 days.
C. The bidder shall abide by and comply with the true intent of the specifications
and not take advantage of any unintentional error or omission, but shall fully
address the full intent and meaning of each aspect of the specifications.
D. Section III, IV and Required Paperwork shall be completed and included as
an integral part of each bidder's proposal.
E. The Town is a tax-exempt organization.
F. Mail is delivered after 11:00 a.m. Monday through Friday.
G. The Town of Smyrna, in accordance with Title VI of the Civil Rights Act of 1964
and Title 49, Code of Federal Regulations, hereby notifies all Bidders that it will
affirmatively insure that in any contract entered into pursuant to this
advertisement, minority business enterprises will be afforded full opportunity to
submit bids in response to this invitation and will not be discriminated against on
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the grounds of race, color, creed, sex, handicap or national origin in
consideration for an award.
H. Bid quotations must be submitted on the Town's quotation page(s). No
exceptions.
I. By submission of this bid, each bidder/proposer and each person signing on
behalf of any bidder certifies, and in the case of a joint bid each party thereto
certifies as to its own organization, under penalty of perjury, that to the best of its
knowledge and belief that each bidder is not on the list created pursuant to T.C.A.
12-12-106 Iran Divestment Act. State of TN_Debarred_Vendors.pdf
SECTION II - SPECIFICATIONS FOR JANITORIAL SERVICES
SCOPE OF WORK : These specifications cover the requirements for furnishing all labor
and equipment necessary to perform complete janitorial services at the facilities. The
Contractor shall not subcontract any portion of the work without the prior written consent
of the Town. Bidders must satisfy themselves of the quantities of the work covered by
the proposal by examination of the site and through discussion with location
representatives. After bids have been submitted, the bidder shall not assert that there
was misunderstanding concerning the quantities of work or of the nature of the work to
be done.
GENERAL INFORMATION
Unless otherwise stated in the contract, all chemicals and equipment will be supplied by
the Contractor. All paper supplies, soap for all restroom dispensers, trash liners, space
deodorants, sand, etc. will be furnished by the customer.
The Town of Smyrna reserves the right to add or delete any item from this proposal or
resulting contract when deemed to be in the best interest of the Town. Fee schedule
shall be firm and shall not be amended during the length of the contract.
SITE INSPECTION
A mandatory site inspection is required and shall be scheduled by calling location
contacts listed on page 3.
PERFORMANCE
The buildings in which the work of this bid is to be performed are visited daily by
persons conducting business with the Town. For protection of the buildings and
equipment and facilitation of business conducted therein, unsatisfactory work
performance will not be acceptable. Work that is unsatisfactory will be called to the
attention of the Contractor's Supervisor and he or she will be required to have the areas
in question cleaned. The steps taken to improve overall results in the future will be
reported to Facilities Management. If the level of cleaning is at any time considered to
be unacceptable to the Town, the Contractor will be required to increase his or her staff
or take whatever measures are necessary.
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In the event of material default by the Contractor, including but not limited to
abandonment of the work, failure to perform services for more than three (3)
consecutive business days without prior written approval, or failure to maintain required
insurance, the Town reserves the right to utilize the next best, responsive Bidder as the
new Contractor. In the event of this occurrence, the next best, responsive Bidder, if it
wishes the contract, shall be required to provide the bid items at the prices contained in
its proposal.
TERMINATION OF CONTRACT
Poor performance on part of the contractor will be communicated to the contractor by
written notification from a director or manager. After two letters of poor performance the
Town has the option to cancel agreement immediately by another letter. In addition, the
Town may terminate this contract for convenience, without cause, upon thirty (30) days'
written notice to the Contractor.
CUSTOMER SERVICE
A customer service visit/walk through will be done at least once a month to make sure
all standards of cleaning are being maintained to the highest level of specifications. A
formal customer service review shall be done monthly.
PAYMENT
The Contractor shall submit to the Town an invoice for the services performed by the
Contractor during the previous month. Invoices must be emailed to
accounts.payable@townofsmyrna.org and include location, an invoice number and time
period covered by the invoice. Payment will be made within 30 days after the invoice is
received; provided, however, that the Town may withhold payment for any disputed
amounts or services not performed in accordance with the specifications, and shall
notify Contractor in writing of the basis for any such withholding.
PERMITS AND INSPECTION
Contractor must obtain and maintain, at its own expense, all permits, licenses, and
certifications required by federal, state and local law for the performance of the
work.The Contractor must observe all applicable federal, state, and local laws,
regulations, and ordinances and shall demonstrate financial stability upon the Town's
request. The Town reserves the right to inspect the Contractor's operations and records
at any reasonable time.
PROJECT TIMELINE:
The contractor selection process will follow the timeline shown below:
Request for Proposals Issued: July 21, 2026
Proposal Submission Deadline: August 4, 2026
Evaluation Process: August 4-17, 2026
Recommendation to Council: August 27, 2026
Award of Contract: September 8, 2026
PROPOSAL SUBMISSION:
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Please submit one original plus (2) hard copies and an electronic version of the
proposal to the Purchasing Department's Office at the address on page one. All
proposals must be sealed and clearly marked with the proposer's name and the words,
"Janitorial Services RFP, bid opening date: 10:00a.m. August 4, 2026". Failure to
provide this information on the envelope may result in the proposal not being
considered. Proposers must allow sufficient time to ensure receipt of the proposal. It
shall be the sole responsibility of the proposer to have the bid delivered to the Town
before the deadline.
Proposals should be as thorough and detailed as necessary to allow the Town of
Smyrna to properly evaluate the bidder's capabilities to provide the required services.
EVALUATION FACTORS
Proposals will be evaluated using the factors listed below. A committee will score each
proposal and rank the bidders from highest to lowest score. If the Town cannot
negotiate a contract with the highest score, then the Town will negotiate with the next
highest score until a contract is in place. The items to be considered during the
evaluation and associated point values are as follows:
Criteria Maximum Points
Fee Schedule for Services 50%
References -Quality of prior work, including 25%
deficiencies, timeliness
Qualifications, Credentials and Related 25%
Experience
REFERENCES
Provide at least three (3) references from your organizations that have received similar
services from your company. Public agency references are preferred. The Town
reserves the right to contact any of the organizations or individuals listed. Information
shall include:
Client name
Client manager name, telephone number and email address
Dates of service
Bidders shall submit with their bid the current number of full-time and part-time
employees, how long they have been employed with the Bidder's company, and years
of experience in the janitorial field.
The Contractor may be required to furnish evidence in writing that they maintain
permanent places of business and have adequate equipment, finances and personnel,
to furnish the items offered satisfactorily and expeditiously, and can provide necessary
services.
QUALIFICATIONS AND PERSONNEL REQUIREMENTS
The Town reserves the right to inspect the Bidder's place of business and equipment
prior to awarding any contract to determine the responsibility of said Bidder to perform
and provide the requirements of the bid request.
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The Contractor shall employ only qualified people who are skilled in performing janitorial
type work and will require satisfactory personnel references of all present and
prospective employees. All employees shall have a minimum of one-year janitorial
experience.
The Contractor shall furnish to the Town at least 48 hours prior to the employees being
assigned to the job site, the names, addresses, social security numbers, date of birth,
height & weight and years of experience. Approval by the Town must be communicated
prior to actual placement of the employee on the job site. The Contractor shall not
assign persons to this work who are currently under indictment of felony or who have a
criminal record. The confirmation of such is the responsibility of the contractor. The
Contractor shall employ only competent, skillful and trustworthy people. Should the
Town give notice in writing to the Contractor, or his duly authorized representative, that
any employee is incompetent, unfaithful, disorderly, careless, unobservant of
instructions, or is in any way a detriment to the satisfactory progress of the work, such
employee shall immediately be removed and not again allowed upon the job site.
Employees shall be required to dress neatly, commensurate with the tasks being
performed. Shorts, tank tops, halters, sandals, thongs, or any type of open-toed shoes
shall not be worn by Contractor personnel. The Contractor's personnel shall be
responsible for closing and locking of doors and windows and turning off lights to
conserve electricity.
CONTRACT AGREEMENT
Successful bidders will be expected to enter into a contract Agreement with the Town of
Smyrna. Agreements shall be signed and attested, but not dated, by the proper
business representative and submitted with the bid proposal. An executed contract will
be forwarded to the winning contractor after Council approval.
CONTRACT TERMS
The contract period shall be for a two-year period starting October 1, 2026 and may by
mutual agreement, be renewed at the same price, terms and conditions for one
additional two-year term upon written notice to the Contractor.
SMYRNA BUSINESS LICENSE
Compensation of more than $100,000 from contracts performed in one county by a
contractor described in Tenn. Code Ann. 67- 4-708(4)(A) will be sourced to that county
and the tax from such contracts will be distributed to that county. Compensation of
$50,000 or less from contracts performed in one county by such person will be sourced
to the county of the person's domicile or location. If the person does not have a domicile
or location in Tennessee, such compensation will be earmarked and allocated to the
state's general fund.
For purposes of distribution of the municipal business tax provided for in Tenn. Code
Ann. 67-4-705, receipts will be sourced to the municipality in which the person's
established physical location, outlet, or other place of business is located. Receipts from
sales made by persons operating from an established physical location, outlet, or other
place of business in one municipality who extend their operations outside the
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boundaries of the municipality without establishing a physical location, outlet, or place of
business outside the boundaries of the municipality will be sourced to the municipality in
which the person's established physical location, outlet, or other place of business is
located.
If the person has no established physical location, outlet, or other place of business in
the state, then such receipts will not be subject to the municipal business tax. Receipts
from all taxable sales of any services or tangible personal property by a provider of
video programming services will be sourced to the municipality where the property or
service is received by the customer regardless of whether or not the provider has a
physical location, outlet, or other place of business in that municipality.
Compensation of more than $100,000 from contracts performed in one municipality by a
contractor described in Tenn. Code Ann. 67- 4-708(4)(A) will be sourced to that
municipality and the tax from such contracts will be distributed to that municipality.
Compensation of $100,000 or less from contracts performed in one municipality by such
person will be sourced to the municipality of the person's domicile or location. If the
person does not have a domicile or location in Tennessee, such compensation will not
be subject to the municipal business tax. ( from Tennessee Business Tax Guide/ Tenn.
Dept. of Revenue 2019; See also, Tennessee Works Tax Act (2023), Public Chapter
377, 2023 Session of the 113th General Assembly)
INSURANCE REQUIREMENTS
The Vendor or Contractor shall purchase and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by the Vendor or Contractor, its agents,
representatives, employees or subcontractors.
A. MINIMUM SCOPE AND LIMITS OF INSURANCE
1. Workers Compensation
Workers Compensation insurance shall be in compliance with the State of Tennessee and
shall be statutory. Employers Liability shall be included with a minimum limit of
$500,000 per accident/per disease/per employee.
2. Commercial General Liability
Commercial General Liability insurance shall have a minimum limit per occurrence of
$1,000,000 and a minimum general aggregate of $2,000,000. It shall include completed
operations, product liability and personal injury liability insurance.
3. Automobile Liability
Automobile Liability Insurance shall have a minimum combined single limit per
occurrence of $1,000,000. This insurance shall include third-party bodily injury and
property damage liability for owned, hired, borrowed and non-owned automobiles. It
shall also include coverage for loading and unloading hazards.
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B. DEDUCTIBLES AND SELF-INSURED RETENTIONS
Any deductibles or self-insured retentions must be declared to the Town of Smyrna. The
Vendor or Contractor shall be responsible for all deductibles and self-insured retentions.
C. OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The Town, its elected and appointed officials, agents, employees and volunteers shall
be named as an additional insured as regards negligence by the vendor or contractor.
b. The Vendor or Contractor's insurance shall be primary as respects the Town, its
elected and appointed officials, agents, employees and volunteers. Any insurance or
self-insurance maintained by the Town of Smyrna shall be excess and
non-contributory of the Vendor or Contractor's insurance.
2. Workers Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the Town, its elected and
appointed officials, agents, employees and volunteers for losses arising from work
performed by the Vendor or Contractor for the Town of Smyrna.
3. All Coverages
a. Prior to commencement of services, the Vendor or Contractor shall furnish the Town
with original certificates and amendatory endorsements effecting required coverage.
b. Such insurance shall be maintained from the time services commence until services
are completed. Failure to maintain or renew coverage or to provide evidence of
renewal may be treated by the Town as a material breach of contract.
c. Replacement certificates, policies or endorsements shall be provided to the Town for
any such insurance expiring prior to the completion of services.
d. Coverage shall not be canceled, suspended, or voided by either party (the
Vendor/Contractor or the insurer) or reduced in coverage or in limits except after 30
days written notice has been given to the Town of Smyrna. Ten-day written notice of
cancellation is acceptable for non-payment of premium. Notifications shall comply
with the standard cancellation provisions in the Vendor or Contractor's policy.
e. The insurance companies issuing the policies shall have no recourse against the Town
of Smyrna for payment of premiums or for assessments under any form of the
policies.
f. Neither the acceptance of the completed work nor the payment thereof shall release
the Vendor or Contractor from the obligations of the insurance requirements or
indemnification agreement.
g. Any failure of the Vendor or Contractor to comply with reporting provisions of the
policy shall not affect coverage provided to the Town, its elected and appointed
officials, agents, employees and volunteers.
D. ACCEPTABILITY OF INSURERS
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All required insurance shall be provided by a company or companies licensed to conduct
business in the State of Tennessee. Insurance shall be underwritten by insurers with an A.M.
Best Company ratings no less than an A.
E. VERIFICATION OF COVERAGE
The Vendor or Contractor shall furnish the Town with Certificates of Insurance reflecting
proof of required coverage. The Certificates for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf. The Certificates are to be
received and approved by the Town before work commences and upon any contract
renewal thereafter.
Upon failure of the Vendor to furnish, deliver and maintain such insurance as requested, this
contract, at the election of the Town, may be suspended, discontinued or terminated. Failure
of the Vendor to purchase and/or maintain any required insurance shall not relieve the Vendor
from any liability or indemnification under the contract.
The Certificate of Insurance naming the " Town of Smyrna " as Additional Insured shall be
addressed to the attention of:
Town of Smyrna
Department of Safety & Risk Management
ATTN: Henry Urbina
315 S Lowry St
Smyrna, TN 37167
It can also be submitted electronically to henry.urbina@townofsmyrna.org. The subject line
has to indicate the name of the project.
The Town reserves the right to request complete certified copies of all required insurance
policies at any time.
F. SUBCONTRACTORS
Vendor or Contractor shall include all subcontractors as insureds under its policies OR shall
be responsible for verifying and maintaining the Certificates provided by each subcontractor.
Subcontractors shall be subject to all of the requirements stated herein. The Town of Smyrna
reserves the right to request copies of subcontractor's Certificates at any time.
G. WORKERS' COMPENSATION INDEMNITY
In the event Vendor or Contractor is not required to provide or is exempt from providing
workers' compensation coverage, the parties hereby agree that Vendor or Contractor, its
owners, agents and employees will have no cause of action against, and will not assert a
claim against the Town of Smyrna, its elected and appointed officials, agents, employees and
volunteers, under any circumstances. The parties also hereby agree that the Town of Smyrna,
its elected and appointed officials, agents, employees and volunteers shall in no circumstance
be, or considered as, the employer or statutory employer of Vendor, its owners, agents and
employees. The parties further agree that Vendor or Contractor is a wholly independent
vendor and is exclusively responsible for its employees, owners, and agents. Vendor or
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