RFP for Custodial Equipment Service and Maintenance

Location:	Minnesota
Posted:	Feb 23, 2026
Due:	Mar 11, 2026
Agency:	Washington County
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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Request for Proposals (RFP) for

Custodial Equipment: Service and

Maintenance

RFP release date: February 23, 2026

Submission due date: March 11, 2026

Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006

P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246

www.washingtoncountymn.gov

Washington County is an equal opportunity organization and employer

Table of Contents

1. Introduction .......................................................................................................................................... 3

1.1. Background Information................................................................................................................. 3

1.2. County Authorized Representative.................................................................................................. 3

1.3. Schedule........................................................................................................................................ 3

2. Scope of Services ................................................................................................................................... 4

2.1. Mandatory Services........................................................................................................................ 4

2.2. Optional Services ........................................................................................................................... 4

3. Proposal Content ................................................................................................................................... 4

3.1. Cover Letter................................................................................................................................... 4

3.2. Qualifications and Experience......................................................................................................... 4

3.3. Fee Schedule ................................................................................................................................. 5

3.4. References..................................................................................................................................... 5

3.5. Appendix A – County’s Standard Terms and Conditions.................................................................... 5

3.6. Conflict of Interest ......................................................................................................................... 5

4. Proposal Submittal................................................................................................................................. 5

5. Proposal Evaluation and Selection........................................................................................................... 6

5.1. Evaluation Committee.................................................................................................................... 6

5.2. Evaluation Criteria.......................................................................................................................... 6

5.3. Interview/Presentation .................................................................................................................. 6

5.4. Final Selection................................................................................................................................ 6

5.5. Conditions of this RFP..................................................................................................................... 6

6. Proposal Questions ................................................................................................................................ 7

Appendix A – County’s Standard Terms and Condition ..................................................................................... 8

Appendix B: Site and Equipment List............................................................................................................. 14

Appendix C: Responses................................................................................................................................ 19

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Custodial Equipment: Service and Maintenance

1. Introduction

The purpose of this Request for Proposals (RFP) is for Washington County to secure services for

maintenance and repair of custodial equipment, focusing on large Tennant brand equipment such as walk

behind and riding sweepers and scrubbers. The County is seeking a five-year contract. These services will go

through the RFP solicitation process every five (5) years at minimum.

1.1. Background Information

Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,

including longtime residents, young professionals and families, and new immigrant communities. Over the

last 20 years, Washington County has experienced rapid growth from a rural, farming community to an

expanding urban area.  

The County was established in 1849 and has the powers, duties, and privileges granted counties by state

law, codified in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated

population of 262,748. The County’s fiscal year begins on January 1 and ends on December 31. The County is

governed by a five-member County Board of Commissioners representing separate districts. In addition, the

Offices of County Attorney and Sheriff are elected on a countywide basis.

The County offers a full range of services including property tax administration, law enforcement and

corrections, public works, parks, solid waste management, library, community health, county extension,

human resources, courts, and general administration. The County employs approximately 1,400 employees.

1.2. County Authorized Representative

The County Authorized Representative for this RFP is:

Christina Mastro

christina.mastro@washingtoncountymn.gov

1.3. Schedule

Washington County anticipates the following schedule:

Schedule

RFP Release Date

Questions Due

Addendum Release Date

Proposals Due

Notification of Award

Commencement Date

Completion Date

Due Date

2/23/26

3/2/26

3/5/26

3/11/26

3/13/26

4/1/26

3/31/31

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Custodial Equipment: Service and Maintenance

2. Scope of Services

The successful Contractor will have the ability to perform all the functions below. Contractors who cannot

provide the full range of requested services may submit a proposal, but must clearly note any services listed

in this request which would not be provided. Contractors are also encouraged to highlight any services for

which they possess particularly notable qualifications.

2.1. Mandatory Services

The successful Contractor will have the ability to perform all the functions under mandatory services.

• Contractor shall repair and maintain the equipment listed as mandatory in Appendix B.

• Contractor shall provide on site service.

• Contractor shall be able to provide a consistent technician to service the account.

• The technician assigned by the Contractor shall be background checked in accordance with the

terms in Appendix A.

• Contractor shall commit to service being provided within two business days with 90% of all service

calls resolved within that period.

• Contractor shall source EOM parts, unless Washington County has approved a substitution.

• Contractor shall provide a self service portal for requesting service.

• Contractor shall provide preventative maintenance on riding equipment quarterly.

• Contractor shall be able to provide training and consulting if requested on use and maintenance of

equipment.

2.2. Optional Services

The County may add the optional services listed below. Contractors shall clearly indicate if they provide

these services and highlight any particularly notable qualifications or experience with these

services. Additionally, if there are other services the Contractor provides which they believe the County

may be interested in, indicate these in your response.

• Contractor may provide service to the equipment listed as Optional in Appendix B.

3. Proposal Content

The following will be considered minimum contents of the proposal and must be submitted:

3.1. Cover Letter

Introduce the Contractor submitting the proposal and state the Contractor’s understanding of the services.

Include name, address, telephone number, and email address of the contact person(s), as well as the names

of any others participating in the proposal.

3.2. Qualifications and Experience

Provide demonstrated qualifications and experience that proves the ability to perform the services and

meet the requirements of this RFP. Respondents may use Appendix C: Responses to ensure clarity and

completeness.

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Custodial Equipment: Service and Maintenance

3.3. Fee Schedule

Provide all costs associated with the proposed contract for services in a complete and understandable form.

Include the following information:

• Markup for parts over wholesale cost

• Labor rates

• Any trip charges

• If labor begins billing at the point of departure, estimate travel time to the Stillwater Government

Center, 14949 62nd St. S., Stillwater MN.

• If there are any incidental charges (trip charges, tool charges, etc.) itemize them

• Cost of quarterly maintenance by equipment model (riding equipment only)

3.4. References

Provide three references for organizations currently utilizing your services that are similar in size and with

similar needs as Washington County. Include agency name, contact name, email address, phone number,

and a brief description of the services you provide.

3.5. Appendix A – County’s Standard Terms and Conditions

Submit a signed Appendix A as the Contractor to whom the contract is awarded shall be required to comply

with the terms and conditions contained therein.

3.6. Conflict of Interest

The Contractor must identify any potential conflict of interest it may have with the County or any other

party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor

agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the

County of the conflict or potential conflict, and will advise the County whether it will or will not resign from

the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,

in the County's discretion, require withdrawal or rejection of the Contractor’s proposal.

4. Proposal Submittal

Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter,

table of contents, and appendices. The proposal must be combined as one document and the font shall be

no smaller than 11-point. All proposals must include Proposal Content set forth in Section 3 and be sent

electronically to the County Authorized Representative:

Christina Mastro

christina.mastro@washingtoncountymn.gov

Contractors must submit to the e-mail address above with a subject line clearly marked as Custodial

Equipment Maintenance RFP Submittal, no later than March 11, 2026 at 4:00pm CST. Late submittals will

not be considered.

All proposals, once submitted, become the property of the County. They will not be returned to the

Contractor. Submission of a proposal indicates acceptance by the Contractor of the conditions contained in

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFP for Custodial Equipment Service and Maintenance
Category:	Washington County Public Works
Status:	Open

RFP for Custodial Equipment Service and Maintenance

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