Janitorial Services RFP

409 Landing View Dr. Wendell, NC 27591
Telephone: (919) 365-4450 www.townofwendellnc.gov
REQUEST FOR PROPOSALS
RFP #677-PW26-05
Project Title: Janitorial Services
Issue Date: March 23, 2026
Due Date: April 9, 2026 at 3:00PM ET
Issuing Department: Public Works
Direct all inquiries concerning this RFP to:
Kori Garrett
Program Administrator
Email: kgarrett@townofwendellnc.gov
v.3.13.26

Table of Contents
1 REQUEST FOR PROPOSALS ....................................................................... 2
1.1 Introduction ....................................................................................................................... 2
1.2 Purpose and Background ................................................................................................... 2
1.3 Notice to Vendors Regarding RFP Terms and Conditions ............................................... 2
1.4 RFP Response Timeline .................................................................................................... 2
1.5 Proposal Questions ............................................................................................................ 3
1.6 Proposal Submission Requirements and Contact Information .......................................... 3
1.7 Rights to Submitted Material ............................................................................................ 3
2 PROPOSALS .................................................................................................. 4
2.1 Request for Proposal Document ........................................................................................ 4
2.2 Evaluation Criteria ............................................................................................................ 4
2.3 Proposal Evaluation Process ............................................................................................. 5
2.4 Final Selection ................................................................................................................... 5
2.5 Notice to Proposers Regarding RFP Terms and Conditions ............................................. 6
3 SCOPE OF SERVICES................................................................................... 6
4 COST PROPOSAL/EXECUTION OF PROPOSAL ....................................... 10
5 REFERENCES .............................................................................................. 12
INSTRUCTIONS TO VENDORS ........................................................................ 13

1 REQUEST FOR PROPOSALS
1.1 Introduction
The Town of Wendell (Town) is issuing this Request for Proposals (RFP) to solicit qualified vendors for
an all-inclusive service contract to provide janitorial services across multiple locations.
1.2 Purpose and Background
The Town of Wendell is seeking proposals for a reliable, professional, and cost-effective janitorial
contractor to provide high quality services at eight (8) Town facilities. Required services include cleaning
facilities, boardroom, offices, breakrooms, restrooms, showers, kitchen areas, hallways, elevator,
stairwells, and other common areas to maintain a clean, safe, and welcoming environment that meets all
health standards. Services will include day/afternoon and evening cleanings.
1.3 Notice to Vendors Regarding RFP Terms and Conditions
It shall be the Vendor's responsibility to read the Instructions, all relevant exhibits and attachments, and
any other components made a part of this RFP and comply with all requirements and specifications herein.
Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within
this RFP, those must be submitted as questions in accordance with the instructions in Section 1.6 Proposal
Questions. If the Town determines that any changes will be made as a result of the questions asked, then
such decisions will be communicated in the form of an RFP addendum. The Town may also elect to leave
open the possibility for later negotiation and amendment of specific provisions that have been addressed
during the question submission period. Other than through this process, the Town rejects and will not be
required to evaluate or consider any additional or modified terms and conditions submitted with Vendor's
proposal. This applies to any language appearing in or attached to the document as part of the Vendor's
proposal that purports to vary any terms and conditions or Vendors' instructions herein or to render the
proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer. By
execution and delivery of this RFP Response, the Vendor agrees that Vendor is prepared to enter into a
contract should Town select Vendor's proposal and that any additional or modified terms and conditions,
whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to
reject Vendor's proposal as nonresponsive.
If a Vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned
to inquire during the question period, in accordance with the instructions in this RFP, about whether
specific language proposed as a modification is acceptable to or will be considered by the Town.
Identification of objections or exceptions to the Town's terms and conditions in the proposal itself shall
not be allowed and shall be disregarded or the proposal rejected.
1.4 RFP Response Timeline
The RFP process shall adhere to the following schedule:
RFP Process Date and time
RFP Posted 3/23/2026
Proposers Written Questions Due 3/31/2026
Town Responses to Proposers questions 4/2/2026
Proposal Submission Deadline 4/9/2026
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Note: All times shown as Eastern Time (ET).
1.5 Proposal Questions
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order
to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall
submit any such questions by the above due date. The Town will not entertain any further questions after
the due date. Written questions shall be emailed to kgarrett@townofwendellnc.gov by the date and
time specified above. Vendors should enter "RFP #677-PW26-05: Questions" as the subject for the email.
Questions submittals should include a reference to the applicable RFP section and be submitted in the
format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the Town's response, and any additional terms
deemed necessary by the Town will be posted in the form of an addendum to the North Carolina Electronic
Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall become an Addendum to this RFP. No
information, instruction or advice provided orally or informally by any Town personnel, whether made in
response to a question or otherwise in connection with this RFP, shall be considered authoritative or
binding. Vendors shall rely only on written material contained in an Addendum to this RFP.
1.6 Proposal Submission Requirements and Contact Information
Electronic responses ONLY will be accepted through the NC eVP website. Interested parties must be
logged in to submit proposals electronically. Registration information is available at NC Electronic Vendor
Portal (eVP). It shall be the Vendor's sole responsibility to ensure access to the NC eVP website and for
submission by the designated time. Proposals must be clearly marked with name of the submitting company,
the RFP number and RFP title. Proposers must submit one (1) electronic version, submitted as a viewable
and printable Adobe Portable Document File (PDF).
Submissions that do not comply with the stated submission method will be deemed non-responsive. The
Town reserves the right to reject any or all proposals for any reason and to waive any informality it deems
in its best interest. Any requirements in the RFP that cannot be met must be indicated in the proposal.
Proposers must respond to the entire Request for Proposals (RFP). An incomplete proposal may be
eliminated from consideration at the discretion of Wendell.
Proposals must follow the format as defined in Section 2 PROPOSALS.
Respondents are cautioned not to make changes to any of the terms and conditions in this solicitation.
Doing so may render a Respondent's proposal unacceptable and unresponsive for award. Question and
inquiries must be made in writing as outlined in Section 1.
1.7 Rights to Submitted Material
All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports,
charts, and other documentation submitted by Proposers (other than materials submitted as and qualifying
as trade secrets under North Carolina law) shall become the property of the Town when received and the
entire proposal shall be subject to the public records laws of the State of North Carolina except where a
proper trade secrets exception has been made by the Proposer in accordance with the procedures allowed
by North Carolina law.
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The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless
of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the
conditions contained in this Request for Proposal.
2 PROPOSALS
Responses must follow the format outlined herein. The Town may reject as non-responsive at its sole
discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any
substantive way from the required format. Proposal responses shall be organized in the following manner:
1. Cover Letter/Letter of Intent
Respondents shall submit a clear and concise response identifying the legal entity that would
enter into the Contract with the Town to include the following information:
a. Full Legal Name of the Vendor
b. Primary contact person working on the Town's behalf and their contact information
c. The Vendor's contact information
d. Why the Town should select the Firm for this work
e. Acknowledgement of any Addenda (if applicable)
2. Qualification and Experience
The Proposer should describe its track record in performing services comparable to those specified in
the RFP and other information relevant to making a determination as to the ability of the Proposer to
perform these services. List at least three (3) references for contracts in the past five (5) years similar
to the scope and size of the project specified herein.
3. Project Understanding and Approach
This section shall include a brief summary of the Proposer's understanding of the scope of services
presented in this RFP and emphasize any unique aspects or strengths of the Proposal.
4. Organization, Staffing and Certifications
This section must include the proposed staffing and deployment and organization of personnel to be
assigned to this project. The Proposer shall provide information as to the qualifications and
experience of all personnel to be assigned to this project. For proposed subcontractors, please provide
the name of each vendor, the office location, contact name and telephone number, and the services to
be provided.
5. Cost Proposal
Complete, Sign and Submit Cost Proposal/Execution of Proposal section number 4. Proposals
shall include pricing for the scope of work, all labor, time, and materials. Sales Tax shall not be
included in any proposed prices. The Town is not tax exempt and will pay sales tax where applicable.
Any applicable Sales tax shall be invoiced as a separate item.
2.1 Request for Proposal Document
The RFP is comprised of the base RFP document, any attachments, and any addenda released before
Contract award. All attachments and addenda released for this RFP in advance of any Contract award are
incorporated herein by reference.
2.2 Evaluation Criteria
This is not a bid. There will not be a public bid opening. Proposals will be evaluated based on the following
criteria:
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(a) (b) (a) x (b)
Criteria
Weight Score (0-3) Weighted Score
Qualifications and Experience 40%
Project understanding and approach 10%
Organization and Staffing 10%
Cost Proposal 40%
Final Score
Score Points
0- Missing or Does Not Meet Expectation 2- Meets Expectation
1- Partially Meets Expectation 3- Exceeds Expectation
2.3 Proposal Evaluation Process
The Town shall review all Vendor responses to this RFP to confirm that they meet the specifications and
requirements of the RFP.
All proposals must be received by the issuing agency not later than the date and time specified on the cover
sheet of this RFP.
At that date and time, the package containing the proposals from each responding firm will remain sealed
and opened at time of review. Interested parties are cautioned that these costs and their components are
subject to further evaluation for completeness and correctness and therefore may not be an exact indicator
of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the
purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are
cautioned, however, that the evaluators are not required to request presentations or other clarification-and
often do not. Therefore, all proposals should be complete and reflect the most favorable terms available
from the Vendor.
Proposals will generally be evaluated according to completeness, content, and experience with similar
projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 2.2
EVALUATION CRITERIA, above.
Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the Town
reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the
best interest of the Town.
2.4 Final Selection
Proposals will be reviewed after opening and will be ranked in order of choice. A recommendation will
then be presented to the Town Manager for approval to negotiate a contract with the #1 choice and, if
unsuccessful, to then pursue negotiations with the #2 choice. All Proposers will be notified of their standing
following Town's decision. Price quoted must be held firm for ninety (90) days after the RFP is due. The
Town reserves the right to make an award without further discussion of the proposal submitted. The Town
shall not be bound or in any way obligated until both parties have executed a contract. The Town also
reserves the right to delay the award of a contract or to not award a contract. The RFP may be awarded by
individual task or total proposal, whichever is most advantageous to the Town of Wendell.
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The general conditions and specifications of the RFP and the selected proposal, as amended by agreement
between the Town and the selected Proposer including e-mail or written correspondence relative to the
RFP, may become part of the contract documents. Failure of the awarded Contractor to perform as
represented may result in elimination of the Contractor from competition or in contract cancellation or
termination.
2.5 Notice to Proposers Regarding RFP Terms and Conditions
It shall be the Proposer's responsibility to read the Instructions, the Town's terms and conditions, all
relevant exhibits and attachments, and any other components made a part of this RFP and comply with all
requirements and specifications herein. Proposers also are responsible for obtaining and complying with
all addenda and other changes that may be issued in connection with this RFP.
3 SCOPE OF SERVICES
These specifications provide for accomplishing janitorial services in a professional and workmanlike
manner, in strict and complete compliance with these specifications and subject to the terms and
conditions of resulting contract. Contractor will provide all supplies needed to satisfyingly complete the
task outlined in the base-bid specifications for each facility. The period of this contract shall be from July
1, 2026, through June 30, 2027. Additionally, if determined to be in the Town's and/or Vendor's best
interest, such contract may be extended for two (2) additional twelve (12) month periods thereafter.
INSURANCE
Successful Contractor shall procure 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 by the Contractor, his agents, representatives, or employees, if applicable.
MINIMUM LIMITS OF INSURANCE:
Minimum limits of insurance coverage are:
General Liability $1,000,000 per occurrence/ $2,000,000
aggregate
Commercial Automobile Liability $1,000,000 CSL
Commercial Excess/Umbrella Liability $1,000,000 per occurrence
Workers' Compensation Statutory Limits
Employer's Liability $500,000 per occurrence
*Crime/Employee Dishonesty $1,000,000
Successful Contractor will be required to provide a Certificate of Insurance with the Town, its
elected officials, officers, employees and volunteers listed as additional insured.
COMPLAINTS AND RESPONSES
Contractor shall correct all complaints and respond to requests for services within 24-hours or less, as
deemed necessary by the Town. All complaints shall be investigated by the Contractor during the same
working day, when possible. Any complaint which cannot be corrected during the same working day for
reasons beyond the Contractor's control shall be communicated to the Town.
The Town reserves the right to deduct fees from Contractor's monthly payment for deficient work, work
not performed, and work that is not satisfactorily corrected within a reasonable period. Should the Town
choose to deduct part of the monthly fee, the Contractor will be notified of the reason for and the amount
of the deduction in writing within three business days of the incident.
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Deductions for poor service or omitted services will be calculated by the Town based on the impact that the
service failure has on the facility. If service failures require the Town to obtain the services from within its
own staff or from another source, costs for these services will be charged to the Contractor and deducted
from its next pay request.
GENERAL SPECIFICATIONS
Location and Schedule: See Attachment A for list of locations, schedule and associated details.
*No cleaning required on Holiday Schedule below:
Independence Day July 4th, 2026
Labor Day September 7th, 2026
Veterans Day November 11th, 2026
Thanksgiving November 26th-27th, 2026
Christmas December 23rd -25th, 2026
New Years Day January 1st, 2027
MLK Jr's Birthday January 18th, 2027
Good Friday March 27th, 2027
Memorial Day May 31st, 2027
Juneteenth June 18th, 2027
Staffing: Two (2) Cleaners are required at each site during cleaning to accomplish all cleaning tasks
quickly and efficiently. The work shall be performed so as to minimize inconvenience to the Town.
Contractor shall maintain access to the buildings as required by the Town unless prior written approval is
otherwise obtained in advance. The Contractor shall provide signs, barricades, and warning devices to
ensure safe passage for pedestrian traffic at all times. Offices that are employee occupied and with doors
closed do not need to be cleaned.
Supplies and Equipment: Contractor will provide all vacuum cleaners, brooms, push brooms, mops and
mop buckets, dust rags, sponges, toilet brushes and all other necessary cleaning equipment, chemicals,
and supplies. Contractor should use cleaning products that are low odor, non-irritating, and made with
safer, non-toxic ingredients suitable for use around building occupants with chemical sensitivities. Town
will provide paper products to include hand towels, toilet tissue, trash liners, and hand soap for
replenishment of receptacles during service.
I. EACH CLEANING
A. All Named Areas: Entries, Lobbies, Hallways, Offices, Conference Rooms, Break
Rooms, Common Areas, and Restrooms.
1. Scan Entrance Area for litter and debris.
2. Clean entry glass to remove fingerprints and smudges, using microfiber cloth. Sanitize
entry door metal.
3. Empty trash receptacles and remove to designated area.
4. Thoroughly dust all horizontal surfaces, including desktops when cleared, file cabinets,
windowsills, chairs, ledges, pictures and all manner of furnishings using damp
microfiber cloth.
5. Damp wipe all horizontal surfaces to remove beverage rings and spillage using damp
microfiber cloth.
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6. Spot clean all partition glass using damp microfiber cloth.
7. Clean and polish all drinking fountains using damp microfiber cloth.
8. Spot clean light switches to remove fingerprints and smudges using damp microfiber
cloth.
9. Dust mop, vacuum hard surface floors.
10. Spot mop all hard surface floors to remove spillage with mop.
11. Vacuum all traffic patterns on carpeting, using vacuum.
12. Spot clean carpeting to afford the best possible appearance.
13. Sweep stair wells (Town Hall-both front lobby and back staircase)
II. EACH CLEANING
A. Breakroom
1. Empty and clean all trash receptacles and remove trash to designated area.
2. Entryways-Sweep up to 15 feet from building. Empty trash cans and ashtray urns.
3. Clean and damp wipe tables and chairs, using damp microfiber cloth.
4. Damp wipe counter tops to remove spillage using damp microfiber cloth.
5. Spot clean walls, with a disinfectant, near trash receptacles using damp microfiber
cloth.
6. Damp wipe microwave ovens inside & out and outside of refrigerator using damp
microfiber cloth.
7. Dust mop, vacuum hard surface floors.
8. Damp mop hard surface floors to remove spillage and soiled areas using mop.
III. EACH CLEANING
A. Restrooms
1. Dispensers - re-stock hand towels, toilet tissue, trash liners, and hand soap.
2. Empty sanitary napkin receptacles and wipe with disinfectant using damp microfiber
cloth.
3. Empty trash receptacles and wipe using damp microfiber cloth.
4. Clean and polish mirrors using damp microfiber cloth.
5. Wipe towel cabinet covers using damp microfiber cloth.
6. Clean and sanitize inside and outside of toilets and urinals. Clean outside with damp
microfiber cloth.
7. Clean both sides of toilets seats with disinfectant using damp microfiber cloth.
8. Scour, sanitize and polish all basins and bright work using damp microfiber cloth.
9. Dust partitions, top of mirrors, and frames using a microfiber duster.
10. Remove splash marks from walls around basins using damp microfiber cloth.
11. Thoroughly Damp Mop Hard Surface Floors with disinfectant using mop.
12. Cloths that were used in stalls and near toilets and urinals CAN NOT be used on the
sinks, paper dispensers, stall locks, door handles, etc.
IV. 1X PER WEEK CLEANING
A. All Named Areas: Entries, Lobbies, Hallways, Offices, Conference Rooms, Break
Rooms, Common Areas, and Restrooms.
1. Dust all vertical surfaces, including desks, file cabinets, chairs, tables, and all manner
of furnishings using damp microfiber cloth.
2. Thoroughly vacuum and spot clean all carpeting taking care to get into corners and
edges using approved vacuum.
3. Thoroughly damp mop all hard surface floors taking care to get into corners and edges
using flat mop microfiber mopping system.
4. Damp wipe telephones using a disinfectant using damp microfiber cloth.
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5. Clean and remove any cobwebs from ceiling areas using a microfiber duster or
approved vacuum.
6. Dust the window seals in the staircase in lobby and the secondary staircase.
V. 1X PER MONTH CLEANING
A. All Named Areas: Entries, Lobbies, Hallways, Offices, Conference Rooms, Break
Rooms, Common Areas, and Restrooms.
1. Accomplish all high dusting, including a/c vents using a microfiber duster or approved
vacuum.
2. Remove all fingerprints and marks from around light switches and door frames using
damp microfiber cloth.
3. Vacuum all upholstered furniture using approved vacuum.
4. Wipe clean all fire extinguishers and other fixtures in hallways using damp microfiber
cloth.
5. Dust all blinds using a microfiber duster.
VI. 1X PER YEAR CLEANING
A. Stripping/Waxing Floors at the Community Center, Police Department and Senior
Center.
VII. SPECIAL EVENT CLEANING (applicable to Community Center only)
Servies to be performed per special event cleaning include cleaning as outlined in scope except
the gym. This includes cleaning the lobby, bathrooms, hallway, kitchen and activity rooms.
Scheduling - Contractor will be notified at least seven (7) days prior to requested cleaning. The
contractor must be available to work a variety of hours to accommodate special event cleaning
requests schedule. This includes nights, weekends, and holidays.
Compensation will be flat rate per event to perform cleaning for special events held in the
Community Center. Events that are less than 100 people, 1 cleaner needed, events that are more
than 100 people, 2 cleaners needed.
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