Request for Proposals: Janitorial Services

Fri, 04/18/2025 - 2:46pm by eli

Ann Arbor District Library
Request for Proposals 
Janitorial Services 

 

The Ann Arbor District Library is accepting sealed bid proposals from qualified professional firms to furnish labor, materials and all equipment required to perform work specified all the Library’s six locations. This work must be performed as specified and in accordance with the specifications in this Request for Proposals (RFP). 

The acceptance of any proposal made pursuant to this invitation shall not be binding upon the Library until an agreement has been executed. 

Deadline of Submissions:  May 12, 2025 at 5:00pm 

Sealed bids may be hand delivered to the Downtown Library located at 343 S. 5th Ave Ann Arbor, MI 48104 or emailed to lemoriel@aadl.org. Sealed bids should be clearly marked, “Ann Arbor District Library Janitorial Services”. 

Any questions or requests for clarification to this RFP can be emailed to:

Contacts: 
Len Lemorie
lemoriel@aadl.org
734-327-4281

Andra Williams
williamsa@aadl.org
734-327-4288

Locations:

• Downtown, 343 S. 5th Ave, Ann Arbor, Mi 48104 
• Malletts Creek, 3090 E. Eisenhower Pkwy, Ann Arbor, MI 48108
• Pittsfield, 2359 Oak Valley Dr, Ann Arbor, MI 48103
• Traverwood, 3333 Traverwood Dr, Ann Arbor, MI 48105
• Westgate, 2503 Jackson Ave, Ann Arbor, MI 48103
• Archives, Acquisitions and Logistics Facility, 265 Parkland Plaza, Ann Arbor, MI 48103

 Daily Scope Of Work 

1. Vacuum all carpeting.
2. Damp mop all hard surface floors using products approved by the Library Maintenance Supervisor.
3. Clean and wipe down all drinking fountains.
4. Clean and disinfect all tables and countertops.
5. Spot clean all entrances and study room partition glass. 
6. Wipe down all handrails. 
7. Vacuum and wipe down elevator cabs (Downtown and Traverwood).
8. Clean and disinfect all restroom toilets, urinals, sinks and mirrors. 
9. Restock hand towels and soap dispensers using products approved by the Library Maintenance Supervisor. 
10. Empty sanitary napkin receptacles. 
11. Trash and recycling receptacles in vending areas shall be emptied, and two bags shall be replaced to ensure waste and recycling aren’t mixed.  
12. All trash and recycling shall be removed from buildings and placed in dedicated dumpsters. 

Day Porter Services 

1. Contractor will schedule one day porter to the Westgate Branch Sunday- Saturday 12:00pm-5:00pm. Duties will include cleaning and restocking restrooms every hour, wiping down cafe and study room tables between use, clean spills and assist in program set ups as needed. 
2. Contractor will schedule one day porter to the Downtown location for specific Library events. Shifts will not exceed 6 hours. Library Management will provide dates this service will be necessary in advance. 

Terms and Conditions

1. The Library reserves the right to reject any or all proposals received, waive formalities, or accept any proposal it deems best.
2. The Library reserves the right to request clarification of information submitted and to request additional information.
3. The Library reserves the right to terminate the contract at its discretion should it be determined that the services being provided do not meet the Library’s expectations.
4. Payment for services will be made within thirty (30) days after receiving an invoice.
5. The Contractor will not exceed any timelines established for the completion of work at any location.
6. The Contractor will be responsible for any fees for alarm call responses outside of established building access times.

Contractor’s Responsibilities

1. Provide a description of similar contracts that demonstrate the Contractors ability to service clients of this size and scope.
2. Provide a written plan detailing the anticipated timeline for completion of tasks set forth in the Scope of Work. 
3. Provide three client references from past or current projects similar in scope.
4. The Contractor shall provide sufficient personnel to complete the required Scope of Work in the allotted time. 
5. The Contractor will provide a list of specialty equipment such as truck mounted carpet cleaning equipment, deep cleaning or extraction equipment. 
6. The Contractor shall provide their staff with vehicles and equipment to perform services set forth. 
7. The Contractor will be responsible for ensuring that janitorial personnel are familiar with the work to be performed, and that required service levels are being maintained. 
8. The Contractor will provide any Union affiliations. 
9. The Contractor shall not perform services in public areas while the Library is open unless work has been requested or approved by a Library representative with the exception of Day Porter services. 

Library’s Responsibilities 

1. The Library will provide a designated representative to work with the Contractor to coordinate both the Library’s and Contractor’s efforts and to inspect and verify work being performed by the Contractor.
2. The Library will provide access during regular business hours or during nights and weekends as approved by the Library’s designated representative. 
3. The Library will provide access to all areas necessary for the completion of this project, and space for storage of janitorial supplies and equipment to be used in the building. These areas are to be maintained in an orderly manner by the Contractor.
4. The Contractor will maintain any and all required Safety Data Sheets (SDS) on all products used on the premises by the Contractor and must be made available to the Library’s representative.  

Insurance

The successful bidder is required to procure, maintain and provide documentation for all necessary insurance.

Execution of Contract 

The bidders whose proposal is accepted shall be required to execute the contract start date of June 30, 2025.

Term

The terms of  services with the Library will be a three (3) year contract, with two (2) optional one year extensions. 

Performance Monitoring

Throughout the term of this agreement the Library’s representative will provide monthly feedback and schedule walk throughs with the Contractor as needed. 

Cancellation

Should the Library become dissatisfied with the quality of the performance, the Library will notify the Contractor and provide 30 days to improve performance and/or compliance issues. Repeated failure to perform or failure of the Contractor to remedy poor performance shall be grounds for contract termination.