RFP #26-06, Janitorial Services - Annual Contract

The Henry County Board of Commissioners is seeking proposals from qualified vendors to provide comprehensive janitorial services across various county facilities on an annual basis, with the contract potentially extending for up to three years. The scope includes furnishing all labor, materials, equipment, supervision, transportation, and safety compliance necessary to maintain cleanliness standards, including specialized COVID-19 disinfecting protocols. The contract is governed by local and state laws, with no federal FAR clauses incorporated, and emphasizes safety, nondiscrimination, and non-collusion assurances. The County reserves the right to add or remove facilities during the contract term, and services are to be performed at scheduled times, primarily after hours, with quality control overseen through regular inspections and corrective actions. Proposers must submit detailed cost proposals, organized into line items with unit prices, in a sealed envelope separate from technical documents, with all proposals due by October 13, 2025, at 3:00 PM, either via mail, in person, or through the County’s eProcurement Portal. The solicitation includes comprehensive instructions for proposal formatting, required affidavits, certifications, and business classifications, including small, veteran-owned, minority, and women-owned statuses. It mandates compliance with Georgia’s immigration laws and federal work authorization requirements, with supporting documentation such as W-9 forms and licensing. The evaluation process assigns points based on qualifications, experience, resources, responsiveness, and price, with the possibility of oral presentations to enhance scores. Contract administration details specify that payments are made upon satisfactory service completion, with invoices directed to the County’s Finance Department, and no specific electronic invoicing system is mandated. The performance standards require the contractor to develop a quality control plan, conduct inspections at the facilities, and respond promptly to deficiencies, with the County retaining oversight authority. The contract emphasizes safety, personnel qualifications, contingency planning, and warranties, and includes provisions for staffing, background checks, and security clearances, ensuring that only approved employees enter County buildings. Overall, the contract emphasizes a thorough, compliant, and quality-focused approach to janitorial services, with clear submission, performance, and oversight requirements designed to ensure consistent cleanliness and safety across all facilities.