Janitorial Services

STATE OF NORTH CAROLINA
Vance-Granville Community College
Request for Proposal #: 129-06172026
Janitorial Services
Date of Issue: June 17, 2026
Proposal Opening Date: July 16, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Ashley Roberson
Director of Plant Operations
Email: robersona@vgcc.edu
Phone: 919-495-7497

STATE OF NORTH CAROLINA
Request for Proposal #
129-06172026
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic
Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register athttps://evp.nc.gov/SignIn
Sealed, mailed responses ONLY will be accepted for this solicitation.
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Proposal Number: 129-06172026 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Vance-Granville Community College
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 129-06172026
Ashley Roberson, Director of Plant Operations Proposals will be opened: July 16, 2026 at 2:00 PM ET
robersona@vgcc.edu
919-495-7497
Using Agency: Vance-Granville Community Commodity No. and Description: 761115- General Building and
College Office Cleaning and Maintenance Services
Requisition No.:
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item
within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies
that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of
1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract
awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the work
authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State
requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against
any employee in connection with performance of any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with
the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or
inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from
any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies,
for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been
offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the
NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from
the ATTACHMENTS page within this document.
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Proposal Number: 129-06172026 Vendor: __________________________________________
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late
proposals shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or
if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing,
effective upon receipt by the agency issuing this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute
the written agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS
are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and
conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as
indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Vance-Granville Community College)
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Proposal Number: 129-06172026 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ................................................................................................... 6
1.1 CONTRACT TERM ....................................................................................................................... 6
2.0 GENERAL INFORMATION ............................................................................................................ 6
2.1 REQUEST FOR PROPOSAL DOCUMENT ................................................................................. 6
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ................................... 6
2.3 RFP SCHEDULE ......................................................................................................................... 7
2.4 SITE VISIT ................................................................................................................................... 7
2.5 PROPOSAL QUESTIONS ........................................................................................................... 8
2.6 PROPOSAL SUBMITTAL ........................................................................................................... 8
2.7 PROPOSAL CONTENTS ............................................................................................................ 9
2.8 ALTERNATE PROPOSALS ........................................................................................................ 9
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS................................................................ 10
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 10
3.1 METHOD OF AWARD ........................................................................................................... 10
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 10
3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 10
3.4 EVALUATION CRITERIA ...................................................................................................... 11
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 12
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 12
4.0 REQUIREMENTS ................................................................................................................... 12
4.1 COST ..................................................................................................................................... 13
4.2 FINANCIAL STABILITY ........................................................................................................ 13
4.3 HUB PARTICIPATION .......................................................................................................... 13
4.4 VENDOR EXPERIENCE ........................................................................................................ 13
4.5 REFERENCES ...................................................................................................................... 13
4.6 BACKGROUND CHECKS ..................................................................................................... 13
4.7 PERSONNEL ......................................................................................................................... 13
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 14
4.9 FINANCIAL STABILITY ........................................................................................................ 14
4.10 AGENCY INSURANCE REQUIREMENTS ............................................................................ 14
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 15
5.1 BUILDING LISTING /SPACE .................................................................................................... 15
5.2 SPECIFICATIONS ..................................................................................................................... 16
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Proposal Number: 129-06172026 Vendor: __________________________________________
5.2.1 MATERIALS, SUPPLIES, TOOLS AND EQUIPMENT ............................................................ 16
5.2.2 VGCC PROVIDED WORKSPACE ........................................................................................... 16
5.2.3 MANPOWER ............................................................................................................................ 16
5.2.4 SECURITY ................................................................................................................................ 17
5.2.5 VENDOR'S PERFORMANCE .................................................................................................. 17
5.2.6 NON-PERFORMANCE OF WORK .......................................................................................... 17
5.2.7 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS .......................................... 17
5.2.8 SUBCONTRACTING OR ASSIGNMENT OF CONTRACT ..................................................... 17
5.2.9 DRUG FREE AND SMOKE/VAPE FREE WORK PLACE ....................................................... 18
5.2.10 ACCESS: KEY/LOCK/KEY CARD ......................................................................................... 18
5.2.11 OSHA GUIDELINES ............................................................................................................... 18
5.2.12 OTHER CONTRACTS ............................................................................................................ 18
5.2.13 SAFETY AND HEALTH .......................................................................................................... 18
5.2.14 QUALITY ASSURANCE ......................................................................................................... 18
5.2.15 VGCC OBLIGATIONS ............................................................................................................ 19
5.3 SCOPE OF WORK ................................................................................................................. 19
5.4 TASKS ..................................................................................................................................... 19
5.5 TECHNICAL APPROACH AND RESOURCE PLAN ................................................................ 20
5.5.1 CERTIFICATION AND SAFETY LABELS ................................................................................ 20
6.0 CONTRACT ADMINISTRATION .................................................................................................... 20
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................. 20
6.2 POST AWARD PROJECT REVIEW MEETINGS ...................................................................... 21
6.3 CONTINUOUS IMPROVEMENT ............................................................................................... 21
6.4 PERFORMANCE EVALUATION MEETINGS ........................................................................... 21
6.5 ACCEPTANCE OF WORK ........................................................................................................ 21
6.6 INVOICES ................................................................................................................................. 22
6.7 TRANSITION ASSISTANCE ..................................................................................................... 22
6.8 DISPUTE RESOLUTION ........................................................................................................... 22
6.9 CONTRACT CHANGES ............................................................................................................ 22
7.0 ATTACHMENTS ..................................................................................................................... 23
ATTACHMENT A: COST PROPOSAL ............................................................................................... 23
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 23
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 23
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 23
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 23
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 23
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Proposal Number: 129-06172026 Vendor: __________________________________________
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 23
ATTACHMENT H: EXAMPLE FACILITY EVALUATION SHEET ....................................................... 23
ATTACHMENT A: COST PROPOSAL ............................................................................................ 24
ATTACHMENT H: EXAMPLE OF FACILITY EVALUATION SHEET ............................................... 25
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
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Proposal Number: 129-06172026 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified vendors to provide janitorial
services for the Main Campus of Vance-Granville Community College (VGCC) located at 200 Community College Road,
Henderson, NC 27537. VGCC is one of the 58 Community colleges within North Carolina, and serves the communities
of Vance, Granville, Franklin, and Warren counties with continuing education classes, college transfer, two-year
associate degrees, and general education.
The awarded vendor will furnish all labor, supervision, equipment, tools, materials, and supplies necessary to maintain
College facilities in a clean, sanitary, safe, and professional condition. The work shall be performed in strict and
complete compliance with the scope of work, specifications, tasks, and deliverables, based on industry standards for
janitorial products and services, and subject to the terms and conditions herein specified.
VGCC is seeking proposals from qualified vendors to provide janitorial services for the Main Campus on Monday
through Friday during non-business hours, with exceptions of holidays or otherwise requested. The work shall be
performed between the hours starting no sooner than 7:00 PM and ending no later than 7:00 AM the next day. The
Main Campus is comprised of ten (10) buildings that will require daily cleaning of restrooms and offices; with the
exception of Building 1, which will require daily cleaning of the entire interior. The awarded vendor shall be willing to
negotiate adjustments in service costs during the term of the contract for foreseeable and unforeseeable situations
such as extended building shutdown, renovations, and/or other building operating functions that would create a
significant change to the janitorial service requirements.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) year, beginning on August 1, 2026 or the date of final Contract
execution (the "Effective Date"), whichever is later.
At the end of the Contract's initial term, VGCC shall have the option, in its sole discretion, to renew the Contract on
the same terms and conditions for up to two (2) additional one-year terms. VGCC will give the Vendor written notice
of its intent to exercise each option no later than ninety (90) days before the end of the Contract's then-current term.
In addition to any optional renewal terms, and with the Vendor's concurrence, VGCC reserves the right to extend the
Contract after the last active term.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General 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. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in
accordance with the instructions in the PROPOSAL QUESTIONS Section. If VGCC 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.
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Proposal Number: 129-06172026 Vendor: __________________________________________
VGCC may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have
been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, VGCC rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise.
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 that shall be held open for the period required
herein ("Validity Period" above).
VGCC may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely
or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through
negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter
or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. VGCC will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP VGCC June 17, 2026
Mandatory Site Visit VGCC June 22 through June 29, 2026
Submit Written Questions Vendor July 6, 2026
Provide Response to Questions VGCC July 9, 2026
Submit Proposals Vendor July 16, 2026 by 2:00 PM
Contract Award VGCC TBD (estimated to be August 1, 2026)
2.4 SITE VISIT
MANDATORY Site Visit
Date: June 22 through June 29, 2026- Site visits must be scheduled with the Director of
Plant Operations
Time: 8:00 AM through 4:00 PM
Location: 200 Community College Road
Building 3 Plant Operations
Henderson, NC 27537
Contact #: 919-495-7497 and/or robersona@vgcc.edu
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit.
Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor
represented on the sign in sheet.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S PROPOSAL BEING DEEMED NON-
RESPONSIVE AND NOT CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which
will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit.
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Proposal Number: 129-06172026 Vendor: __________________________________________
No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work
called for or implied by this RFP. It is the sole responsibility of the Vendor, if desired, to make note of fixture, restroom,
and office quantities and/or square footage.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.
2.5 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 "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by
Addendum.
Written questions shall be emailed to robersona@vgcc.edu by the date and time specified above. Vendors should enter
"RFP # 129-06172026: Questions" as the subject for the email. Question 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, VGCC's response, and any additional terms deemed
necessary by VGCC will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov,
and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any
VGCC 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 the RFP and an addendum to this RFP.
2.6 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered,
and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due
to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as
described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each
proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.
Mailing address for delivery of proposal Office Address of delivery by any other method (special
via US Postal Service delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 129-06172026 PROPOSAL NUMBER: 129-06172026
Vance-Granville Community College Vance-Granville Community College
Attn: Ashley Roberson, Director of Plant Operations Attn: Ashley Roberson, Director of Plant Operations
P.O. Box 917 200 Community College Road
Henderson, NC 27536 Henderson, NC 27537
CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver
mail to a specified street address but to the State's Mail Service Center. Vendors are cautioned that proposals sent via
U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency's purchasing office on
the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account
when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal
via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.
a) Submit one (1) signed, original executed proposal response to the address identified in the table above.
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