Carpet Cleaning Services

CHESTERFIELD TOWNSHIP
CARPET CLEANING SERVICES
Bid Number: RFP-2026-FO-128
REQUEST FOR PROPOSALS
ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations
facilities@chesterfieldtwp.org
SUBMIT BIDS TO: Charter Township of Chesterfield
Cindy Berry, Clerk
47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400

NOTICE OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD
CARPET CLEANING SERVICES
Bid Number: RFP-2026-FO-128
OVERVIEW
The Charter Township of Chesterfield's Facilities & Operations Department is is seeking proposals from
qualified and experienced commercial carpet-cleaning contractors to provide professional carpet-
cleaning services at three Township facilities:
* Municipal Office: 47275 Sugarbush Road, Chesterfield Twp MI
* Community Center: 48400 Sugarbush Road, Chesterfield Twp MI
* Department of Public Works: 52216 Sierra Drive, Chesterfield Twp MI
The purpose of this request is to establish a reliable carpet-cleaning service that maintains a clean and
professional appearance, improves indoor cleanliness, and extends the useful life of the Township's
carpeting. Scope of work includes single service at each location, to be scheduled in November or
December 2026.
The selected contractor will be responsible for furnishing all labor, supervision, equipment, cleaning
solutions, supplies, transportation, and incidental materials necessary to complete the work. Services will
be performed outside normal business hours, including evenings and weekends, unless otherwise
approved by the Township. All work schedules must be coordinated with and approved by the
Township's designated representative before services begin.
Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties
and fully understand the conditions that may affect the work proposed. Mandatory walk through will
occur on Thursday October 1, 2026 at 9:00 am beginning on site at: Chesterfield Township Municipal
Office, 47275 Sugarbush Road, Chesterfield Township, MI 48047, then traveling to the Community
Center, and ending at the Department of Public Works. Failure to inspect the sites in no way relieves
the successful contractor from the necessity of furnishing materials or performing any labor necessary
for the satisfactory completion of the work.
Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:
facilities@chesterfieldtwp.org with any questions.
1. SUBMISSION AND RECEIPT OF BIDS
Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk,
47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:30 a.m. local time Tuesday October 13,
2026. The bids will be publicly opened and read aloud immediately following the 10:30 a.m. deadline.
Bids to receive consideration shall be received prior to the specified deadline time. NO LATE BIDS WILL
BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk's
Office. Bids must be sealed when submitted, and labeled: CHESTERFIELD TOWNSHIP CARPET CLEANING
SERVICES. All bid amounts must be entered into the format on 'Attachment B'. Bids must be
typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be
rejected unless explained or initialed by bidder. Bids shall be mailed or delivered to the Township Clerk's
Office before the stated deadline. Digital copies (i.e. email, thumb drive) will be deemed supplemental
to the mailed bid packet.

2. ADDITIONAL BID INFORMATION
Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may
submit on any item or group of items, provided however, that the unit prices are shown as required. It is
the vendor's responsibility to acquire knowledge of any change, modifications or additions to the bid
documents. Any vendor who submits a bid and later claims it had no knowledge of any change,
modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall
be bound by the bid, including any changes, modifications or additions made by the Charter Township of
Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter
Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.
The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk's
Office upon request or through the BidNet website. Only those vendors who obtain bid documents
from the Township Clerk's Office or through the BidNet website are guaranteed access to receive
addendum information, if such information is issued that is not in the original bid documents. Each
change or addendum issued in relation to this bid will be on file in the Township Clerk's Office. It shall be
the bidder's responsibility to make inquiry as to the changes or addenda issued, unless the addendum is
contained in the original bid documents.
3. SPECIFICATIONS
The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the
specifications, see Appendix A. Floor plan of each location will be provided for reference at mandatory
walk through, square footage is estimated.
The Charter Township of Chesterfield reserves the right to determine if equipment/product or service
being bid is equal to the specified equipment/product or service requested.
4. ALTERNATE BIDS
Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes,
insertions, or omissions to the terms and conditions, specifications, or any other requirements of this
bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the
bid.
5. PRICING
Prices shall be stated in units of quantity specified in the bid document, Appendix B. In case of a
discrepancy in computing the amount of the bid, the unit price bid will govern.
6. QUANTITIES
All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to
increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township
reserves the right to make future purchases at the unit price submitted for all Township Departments.
7. DELIVERY
Deliveries can be made during business hours of 8:00am - 4:30pm.
8. TAXES, TERMS AND CONDITIONS
The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal
Property Tax. The Township's tax I.D. number is 38-6006891.

9. AWARD
The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation,
will be most advantageous to the Township, with price and other factors considered. The Charter
Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive
irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or
groups of items provided unit prices are clearly shown and a notation is made on the bid document
clearly indicating bidder's intent.
10. WITHDRAWALS OF BIDS
Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is
made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid
deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder
in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by
the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.
11. DEFAULT CONDITIONS
In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or
services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In
case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of
a written explanation by the bidder substantiating the error, reject the Contract and award to the next
qualified bidder. Such error may be subject to default conditions.
12. INFRINGEMENTS AND INDEMNIFICATIONS
The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its
officials, employees, departments, and agents, harmless against; any demand for payment for the use of
any patented material, process, or device that may enter into the manufacture, construction, or from a
part of the work covered by either order or contract; and from suits or a charge of every nature and
description brought against it for, or on account of, any injuries or damages received or sustained by the
parties by or from any of the facts of the contractor, the contractor's employees, or agents; from all
liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part,
by the acts or omissions of the bidder, contractor, agents or employee.
13. BONDING
Bonding is not required for this contract.
14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)
* Worker's Compensations and Related Coverages
o State: Statutory
o Applicable (e.g. Longshoreman's): Statutory
o Employer's Liability
Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee
* Contractor's General Liability
o General Aggregate: $1,000,000
o Products - Completed Operations Aggregate: $1,000,000
o Personal and Advertising Injury: $1,000,000
o Each Occurrence (Bodily Injury and Property Damage): $1,000,000
o Property Damage liability insurance will provide Explosion, Collapse, and Underground
coverages where applicable

o Excess or Umbrella Liability:
General Aggregate: $2,000,000 | Each Occurrence: $2,000,000
o Fire Damage: $50,000
o Medical Payments: $5,000
* Automobile Liability
o Combined Single Limit: $1,000,000
* Contractual Liability
o Bodily Injury:
Each Accident: $1,000,000 | Annual Aggregate: $1,000,000
o Property Damage
Each Accident: $1,000,000 | Annual Aggregate: $1,000,000
* Owner's and Contractor's Protective Liability Insurance Policy shall include as additional insured
all persons/entities listed below
o Charter Township of Chesterfield
* Owner's and Contractor's Protective Liability
o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000
o Combined Single Limit: $1,000,000
15. GENERAL INFORMATION
All invoices shall be sent to: accountspayable@chesterfieldtwp.org
Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047
16. SPECIFICATIONS, PRICING AND VENDOR QUESTIONNAIRE
See Appendix(s) A, B and C at end of document for details and specifications.
17. FIRM PRICE GUARANTEE
Price will cover the cost of the scope of the project and will not be subject to increase unless otherwise
noted and agreed upon.
18. WARRANTY
Please state your warranty:
19. REFERENCES (Provide three)
Company Contact Person Phone #
1.
2.
3.

20. CONTRACT TERMINATION
The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for
failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of
the vendor shall constitute breach of contract and shall nullify any and all contractual obligations
between the seller and the purchaser.
21. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS
The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the
contract, with the Charter Township of Chesterfield in accordance with the contract documents.
NAME OF BIDDER
BUSINESS ADDRESS OF BIDDER
BUSINESS TELEPHONE NUMBER OF BIDDER
AUTHORIZED SIGNATURE
TITLE OF SIGNER
DATE OF SIGNATURE
EMAIL
Internal Use:
_____ Warranty filled out (#18)
Initial
________ References listed (#19)
Initial
________ Approval Acceptance and Specifications Completed (#21)
Initial
________ Appendix B: Bid Sheet is complete and attached
Initial
________ Appendix C: Vendor Questionnaire is complete and attached
Initial
________ Insurance Provided
Initial

APPENDIX A
1. General Requirements
The contractor shall provide professional commercial carpet-cleaning services at the following
Chesterfield Township facilities:
* Municipal Office
* Community Center
* Department of Public Works
The contractor shall provide all labor, trained personnel, supervision, equipment, cleaning products,
supplies, transportation, and other materials necessary to perform the required services.
Before beginning work, the contractor shall inspect each facility and verify the carpet type, condition,
approximate square footage, access requirements, areas requiring special treatment, and any conditions
that may affect cleaning.
2. Carpet-Cleaning Services
Carpet-cleaning services shall include, but are not limited to, the following:
* Vacuuming all carpeted areas using commercial-grade equipment before cleaning.
* Pre-treating heavily soiled areas, traffic lanes, entryways, stains, and spots.
* Agitating or brushing pre-treatment products into the carpet when necessary.
* Cleaning carpets using hot-water extraction, low-moisture encapsulation, or another
manufacturer-approved commercial cleaning method.
* Extracting cleaning solutions, soil, and excess moisture from the carpet.
* Treating visible spots and stains caused by food, beverages, grease, dirt, salt, mud, and similar
substances.
* Removing winter salt and deicing-material residue from entryways and high-traffic areas.
* Deodorizing carpeted areas when necessary or when requested by the Township.
* Grooming or raking carpet fibers after cleaning, when appropriate.
* Performing a final inspection and correcting streaks, residue, recurring spots, excessive moisture,
or other unacceptable conditions.
* Leaving all carpeted areas clean, uniform in appearance, and free of objectionable odors or
cleaning-product residue.
The contractor shall not guarantee the removal of permanent stains; however, the contractor must
notify the Township of stains or damage that cannot be corrected through normal professional cleaning.
3. Spot and Stain Treatment
The contractor shall use cleaning products and techniques appropriate for the carpet material and type
of stain. Spot and stain treatment shall include reasonable efforts to remove all noticeable stains.
The contractor shall test cleaning products in an inconspicuous area when there is a risk of discoloration,
fiber damage, or an adverse reaction.
4. Furniture and Office Areas
The contractor shall clean accessible carpeted areas around desks, workstations, tables, chairs, and other
furnishings. Lightweight furniture shall be moved when necessary and returned to its original location
after cleaning.

The contractor shall not move computers, electronic equipment, filing cabinets, safes, permanently
installed furnishings, or heavy furniture unless specifically authorized by the Township.
Protective tabs, blocks, or barriers shall be placed beneath furniture legs or metal surfaces when
necessary to prevent rust, staining, or damage while the carpet dries.
5. Entryways and High-Traffic Areas
Special attention shall be given to:
* Main entrances and vestibules, public service counters
* Hallways and corridors
* Meeting and conference rooms, common areas
* Areas near exterior doors
* Other heavily traveled locations identified by the Township
6. Cleaning Products and Equipment
All equipment shall be commercial-grade, properly maintained, and suitable for use in occupied
municipal buildings. Cleaning products shall:
* Be appropriate for the carpet being cleaned
* Be used according to the product and carpet manufacturer's instructions
* Leave no residue and be low odor whenever practical
* Comply with applicable federal, state, and local safety and environmental requirements
The contractor shall maintain current Safety Data Sheets for all chemicals and cleaning products brought
onto Township property. Safety Data Sheets shall be provided to the Township upon request.
7. Drying and Ventilation
The contractor shall use appropriate extraction, air-moving, or low-moisture equipment to minimize
drying time. Unless otherwise approved, carpets should be sufficiently dry for normal use by the
beginning of the next business day.
The contractor shall notify the Township immediately if a carpeted area remains excessively wet or if
additional drying time is required. Wet-carpet signs or other appropriate warnings shall be placed in
affected areas until the carpet is safe for normal use.
8. Protection of Township Property
The contractor shall take all necessary precautions to protect walls, baseboards, doors, furniture,
equipment, flooring, and other Township property from damage.
Corner guards, floor protection, hose ramps, and similar protective measures shall be used where
appropriate. The contractor shall be responsible for damage resulting from its operations and shall
promptly report any damage or pre-existing condition to the Township's designated representative.
9. Scheduling and Building Access
Services shall generally be performed after normal business hours, including evenings or weekends. All
schedules shall be coordinated with and approved by the Township before work begins.
The contractor shall comply with all Township requirements related to building access, keys, access
cards, security systems, alarms, and restricted areas. Buildings shall remain secure throughout the work,
and all exterior doors shall be closed and locked upon completion.
The contractor shall not permit unauthorized individuals to enter Township facilities.