Janitorial Services for City Hall & Annex

CHARLOTTE M. MOSES, MAYOR RONALD BURTON, CPM
THOMAS KINLAW, III CITY MANAGER
MAYOR PRO TEM
CHRISTE WHITLEY NED, TRMC
COUNCIL MEMBERS: CITY SECRETARY
TAYLOR L. GETWOOD
CAL J. JONES ROXANN PAIS COTRONEO
WARREN PENA CITY ATTORNEY
KAALA JACOBS
DONALD FRANK, SR.
AUGUST 16, 2026
REQUEST FOR PROPOSAL
JANITORIAL SERVICE FOR CITY HALL & ANNEX
DEADLINE: Sealed Proposal submittals must be received and time stamped by 3:00 p.m., Central Standard
Time, Wednesday, September 2, 2026 (The clock located in the City Secretary's office will be the official
time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, September 2, 2026 in the City
Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE: P26-053
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of your RFP &
USB to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET, 4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal or Scope of Work should be directed in writing to:
City of Port Arthur, TX
Clifton Williams
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department | Purchasing Manager, Clifton Williams
P.O. Box 1089|444 4th Street| Port Arthur, Texas 77641| 409.983.8160 |Fax 409.983.8291

The enclosed Invitation to Proposal (RFP) and accompanying General Instructions, Conditions and
Specifications are for your convenience in submitting proposals for the enclosed referenced services for the City
of Port Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed
in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING
DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the
above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically
transmitted RFP submittals will not be accepted.
Clifton Williams
Purchasing Manager
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REQUEST FOR PROPOSAL
JANITORIAL SERVICE FOR CITY HALL & ANNEX
(To be Completed ONLY IF YOU DO NOT PROPOSAL)
FAILURE TO RESPOND TO PROPOSAL SOLICITATIONS FOR TWO (2) PROPOSAL PERIODS MAY
RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated
upon request.
In the event you desire not to submit a proposal, we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked with the
enclosed proposal would be appreciated.
NO PROPOSAL is submitted: ____ this time only ____ not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the proposal list for this product or
service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
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SUBMIT THE FOLLOWING IN ADDITION TO PROPOSAL INFORMATION
A. COST SHEETS - PAGE 13
B. NON-COLLUSION AFFIDAVIT - PAGE 14 (MUST BE NOTARIZED)
C. AFFIDAVIT - PAGE 15 (MUST BE NOTARIZED)
D. CONFLICT OF INTEREST - (IF NO CONFLICT WRITE N/A OR NOT APPLICABLE ON LINE
1 AND SIGN & DATE ON LINE 7- PAGE 16
E. CHAPTER 2252 CERTIFICATION - PAGE 18
F. HOUSE BILL 89 VERIFICATION - PAGE 19
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NON MANDATORY
PRE-BID CONFERENCE
A Non Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Janitorial Services for City Hall & Annex will be held at the City Hall located at 444
4th Street, Port Arthur TX on Thursday, August 20, 2026 at 10:00 a.m. The purpose of the Non Mandatory
Pre-Bid Conference is to make certain that the scope of work is fully understood, to answer any questions, to
clarify the intent of the Contract Documents, and to resolve any problems that may affect the project
construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing Manager, if
necessary, will issue an addendum(s) to clarify the intent of the Contract Documents.
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City of Port Arthur
Request for Proposals
Janitorial Service for City Hall
OBJECTIVE:
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to perform
Janitorial Services for City Hall & Annex. The contractor must perform Janitorial Services as specified in this
RFP.
SCOPE OF SERVICE:
To set forth the requirements and conditions for performing Janitorial/Cleaning services for locations listed
below. The bidder shall perform the required services in all areas and shall be qualified to furnish a complete
and efficient custodial service, including all labor, supervision, cleaning materials and equipment. The
successful bidder(s) shall be prepared to perform each task as stated according to the work schedule. Janitorial
Services shall be provided (5) nights weekly, Monday through Friday. ALL regular scheduled NIGHT cleaning
listed below MUST be done during the hours of 5:00 p.m. - 8:00 p.m., Monday through Friday. All areas
determined to be security areas shall be cleaned upon request by the facility administrator and may require the
presence of a representative of the agency.
CONTRACT PERIOD:
The term of this contract shall be for one (1) year. This contract may be renewed for up to two (2) additional
12 -month periods.
AREAS TO BE CLEANED:
City Hall Building's Basement, First, Second, Third, Fourth Floors. City Hall Annex's First and Second Floors.
All Stairwells and Restrooms (men and women). All conference Rooms, Break rooms and nooks.
SQUARE FOOTAGE:
The area to be cleaned is approximately 45,000 square feet of floor space, consisting of various types of
flooring, wall, and door and window material.
EMPLOYEES:
One (1) Supervisor must be on the job a minimum of twice a week, and an English-speaking representative
must be on site while janitorial staff is working. The supervisor's and employees' names and telephone number
and supervisor's pager number/cell phone, if applicable, must be submitted before the contract begins.
Contractor shall supply sufficient employees to maintain the buildings as required in these specifications.
Personnel performing work under this contract shall be direct employees of the Contractor. The Contractor must
ensure that all personnel assigned to this work site have at least one year's experience in the janitorial services
industry, either with the contractor or another janitorial company. Should the maintenance of the building
deteriorate, the Contractor will be notified, in writing, and steps shall be taken by the Contractor to correct all
problems. If the situation has not improved after a reasonable length of time, the Contractor shall be in
violation of the contract and appropriate action shall be taken to rescind the contract.
The City of Port Arthur shall have the right to require the dismissal from the premises covered by the contract
any employee(s) whose conduct is improper, inappropriate, or offensive as determined by the City of Port
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Arthur. Any employee so dismissed from working on this contract shall not be allowed to return to the premises
without the written consent of the City. Personnel not employed by the Contractor (including minors not
employed by the contractor) shall not be permitted on the work premises.
INSPECTIONS:
The quality of the janitorial services performed under this contract shall be observed. Unscheduled job-site
inspections will be performed by the City Representative. Any deficiencies or unsatisfactory performance shall
be noted, and corrective action by the Contractor will be required. Continued failure to abide by the City's
specifications will be grounds for termination of the contract. A minimum of one (1) monthly daylight
inspections will be made by the City Representative and Contractor's representative.
CUSTODIAN COMPLAINTS & SERVICE REPORTS:
Custodian Complaints & Service Reports, from different departments which experience cleaning problems, will
be turned into the Purchasing Office and will in turn be faxed to the Contractor. A notice will also be placed in
Contractor's box in the Public Works Office. Janitorial service shall pick up request and take corrective action
immediately when possible or schedule such corrective action.
REFERENCES/EXPERIENCE:
Each Bidder shall submit a list, with their bid, of three (3) commercial references for their performance of
similar janitorial services. Preferred references are those of similar size and scope of work performed within the
past twelve months. Please include name, address, telephone number of business along with the name and title
of the person to contact. Bidder shall have a minimum of five (5) years of documented janitorial service
experience.
The Contractor is responsible for instructing his/her employees on appropriate safety measures, including but
not limited to safe use of all chemicals, materials and supplies used to perform these services. Walkways and
halls shall be kept free of unattended mops, brooms, machines and other tools. "Wet floor" signs shall be
displayed in areas being wet or damp mopped. Signs shall be removed and stored after floors have dried.
The contractor shall accompany a Designated City Employee on a tour throughout the areas to receive this
janitorial service to establish and mutually agree upon the condition of surfaces, fixtures, furnishings and other
City and personal property before starting work on this contract. Surfaces, fixtures or furnishings subsequently
damaged by the contractor's employees shall be replaced or repaired to original condition, at no cost to the city.
The contractor shall obtain and maintain in effect throughout the duration of this contact, all insurance required
by the City of Port Arthur
SUPPLIES FURNISHED BY CONTRACTOR:
Contractor shall furnish all materials and equipment including, but not limited to, cleaners, bowl cleaner, dust
mops, damp mops, brooms, buffer, vacuum cleaners, cloths, furnish polish and anything else pertaining to
cleaning as well as white plastic liners for trash wastebasket containers.
PRODUCT RESTRICTIONS:
ENDUST is not to be used at any time for any reason in the City Hall or City Hall Annex buildings - NO
EXCEPTIONS.
No harsh cleaners shall be used on wallpaper or vinyl walls.
Do not use furniture polish on any metal surface.
PRODUCT REQUIREMENTS:
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Johnson's Over and Under (or equal)
Johnson's Step Ahead (or equal)
All States Chemical's Lemon Glo Furniture Polish (or equal)
Liquid Gold (or equal)
Franklin's Spray Buff (or equal)
Franklin's Disappear (or equal)
NOTE: THE BURDEN OF PROOF PERTAINING TO EQUAL PRODUCT QUALITY OF REQUESTED
MATERIALS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR.
The following definitions of terms shall be used in evaluating Janitorial services:
Dusting - A properly dusted surface shall be free of all dirt and dust, dust streaks, lint, and cobwebs. Dusting
shall be completed before vacuuming, sweeping/dust mopping.
Sweeping/dust mopping - A properly swept or dust mopped floor shall be free of all dirt, grit, lint and debris.
Vacuuming - A properly vacuumed carpet or floor shall be free of all dirt, dust, grit, lint and debris. All spots or
stains shall be removed by the spot cleaning methods. The machine used to vacuum shall have adequate suction
to lift dirt, grit and debris from the base of the carpet nap (3.5.amps or greater). All stains shall be removed
immediately with an approved carpet cleaning solution in such a manner as to not leave rings or discoloration.
Wet mopping - A properly wet mopped floor shall be free of all dirt, dust, grit, and debris. Fresh water, to which
odorless detergent or cleaning agent has been added, shall be used with a sponge-type mop to removes all dirt
and marks. Most of the water shall be squeezed from the mop prior to its application to the floor surface, to
prevent free-flowing water from being applied to the floor.
Damp mopping - A properly damp mopped floor shall be free of all dirt, dust, grit, marks and debris. Fresh
water, to which an odorless detergent or cleaning agent has been added, shall be used with a sponge-type mop
to remove all dirt and marks. Most water shall be squeezed from the mop prior to its application to the floor
surface, to prevent free-flowing water from being applied to the floor.
Glass cleaning - A properly cleaned glass/mirror surface shall be free of streaks dust film, deposits, debris, and
stains shall have a uniformly bright appearance. All adjacent surfaces shall be wiped clean. Glass windows,
doors and walls shall be cleaned on both sides.
Plumbing- fixture, restroom stall, wall, floor cleaning- these restroom surface, when properly cleaned, shall be
free of all deposits, stains, streaks, film, odor, debris, and germs.
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CONTRACTOR SHALL PERFORM THE FOLLOWING SPECIFIC ITEMS OF WORK UNDER THIS
CONTRACT: (City Representative may request additional cleaning if needed)
DAILY SERVICES - FIVE (5) TIMES PER WEEK (MONDAY THROUGH FRIDAY):
Do not move any furniture or items other chairs and trash cans.
All floor surfaces will be swept.
All floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
All scuff marks will be cleaned.
*All Trash receptacles will be emptied, disinfected and lined. Provide/replace trash can liners as required.
Trash can liners shall be replaced weekly at a minimum, or when they become stained, soiled, or torn.
Dispose of trash in outside dumpster provided by the city.
Clean all furniture to include desks, tables, chairs, file cabinets, bookshelves and telephones, taking care not to
disturb papers left on desks.
All glass doors and glass panels will be cleaned to remove smudges and fingerprints.
Mats and runners will be thoroughly vacuumed and kept clean.
*Sweep all stairs and landings. Mopped on a weekly basis.
Any tiled landings to be cleaned in the same manner as tile floors.
Clean and dry polish all glass doors and or glass partitions.
Vacuum all carpeted areas floor surfaces, remove spots as needed with the approved spot cleaners.
Clean countertops and sinks.
The only glass that needs to be cleaned is the glass in the lobby areas.
DAILY SERVICES - RESTROOM - FIVE (5) TIMES PER WEEK (MONDAY THROUGH FRIDAY)
All restroom fixtures, including sinks, toilet bowls, toilet seats and urinals, will be scoured and disinfected and
kept free of scales at all times.
All toilet seats will be disinfected top to bottom.
All bright metal accessories, including hardware on plumbing fixtures, partitions and dispensing accessories
shall be cleaned and polished.
All Soap, towel, and tissue dispensers will be filled nightly.
Clean all mirrors.
Restroom floors will be cleaned by damp CLEAN mop and rinsing with a disinfecting cleaner.
SPECIAL INSTRUCTIONS
Liquid Gold or equal product must not be sprayed onto walls/doors due to safety hazard.
Clean City Manager Office on Monday's only.
Do not enter Legal Office to clean. Trash Cans will be left outside.
Janitorial employees can't enter the IT offices without City Representative present.
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