Project Information

Bid Title

Janitorial Maintenance Services

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

May 26, 2026

Closing Date

Jul 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

354-PW26-28

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Solicitation Number:	354-PW26-28
Project Title:	Janitorial Maintenance Services
Description:	It is the intention of the Town of Cary, North Carolina, to contract with qualified Janitorial Maintenance Contractors, to provide Janitorial Maintenance Services at various Town-owned facilities. Pre-Proposal Conferences held June 9th - June 12th, 2026. Questions are due June 26th, 2026 at 4:00pm. Final submission due July 17th, 2026 at 4:00pm.
Opening Date:	7/17/2026 4:00 PM
Posted Date:	5/27/2026
Status:	Open
Department:	TOWN OF CARY

Solicitation Number * 354-PW26-28	Department TOWN OF CARY	Status Reason Open
Opening Date 2026-07-17T16:00:00.0000000	Posted Date * 2026-05-26T20:05:50.0000000Z	Primary Commodity Code Cleaning and janitorial services
Mandatory Conference/Site Visit — —	Special Instructions Pre-Proposal Conferences held June 9th - June 12th, 2026. Questions are due June 26th, 2026 at 4:00pm. Final submission due July 17th, 2026 at 4:00pm.	Solicitation Type * Select RFP IFB RFI
Owner LaToyla Reaves
Description It is the intention of the Town of Cary, North Carolina, to contract with qualified Janitorial Maintenance Contractors, to provide Janitorial Maintenance Services at various Town-owned facilities. Pre-Proposal Conferences held June 9th - June 12th, 2026. Questions are due June 26th, 2026 at 4:00pm. Final submission due July 17th, 2026 at 4:00pm.

Attachment Preview

REQUEST FOR PROPOSALS

RFP #354-PW26-28

Project Title: Janitorial Maintenance Services

Issue Date: May 26, 2026

Due Date: July 17, 2026, at 2:00PM ET

Issuing Department: Public Works

Direct all inquiries concerning this RFP to:

Name: Dennis Stanley

Title: Facilities Coordinator

Email: dennis.stanley@carync.gov

v.04.15.24

Table of Contents

1 REQUEST FOR PROPOSALS ....................................................................... 3

1.1 Introduction ....................................................................................................................... 3

1.2 Purpose and Background................................................................................................... 3

1.3 Notice to Vendors Regarding RFP Terms and Conditions ............................................... 3

1.4 RFP Response Timeline .................................................................................................... 3

1.5 Pre-Proposal Conference/Site Visit................................................................................... 4

1.6 Proposal Questions............................................................................................................ 4

1.7 Proposal Submission Requirements and Contact Information.......................................... 5

1.8 Rights to Submitted Material ............................................................................................ 5

2 PROPOSALS .................................................................................................. 5

2.1 Request for Proposal Document........................................................................................ 7

2.2 Evaluation Criteria ............................................................................................................ 7

2.3 Proposal Evaluation Process ............................................................................................. 8

2.4 Final Selection................................................................................................................... 8

2.5 Contract Term ................................................................................................................... 9

2.6 Invoices ............................................................................................................................. 9

2.7 Notice to Proposers Regarding RFP Terms and Conditions ............................................. 9

3 SCOPE OF SERVICES .................................................................................. 9

4 COST PROPOSAL/EXECUTION OF PROPOSAL ......................................... 6

5 REFERENCES................................................................................................ 7

INSTRUCTIONS TO VENDORS .......................................................................... 8

TOWN OF CARY STANDARD TERMS AND CONDITIONS.............................. 10

2

1 REQUEST FOR PROPOSALS

1.1 Introduction

It is the intention of the Town of Cary, North Carolina, to contract with qualified Janitorial Maintenance

Contractors, to provide Janitorial Maintenance Services at various Town-owned facilities. The building

square footage provided is an estimate and may not reflect actual measurement for the proposal purposes.

Prospective bidders must verify the actual size, layout, and scope of the job to prepare accurate proposals.

1.2 Purpose and Background

The Town of Cary Public Works Department is seeking proposals from qualified and experienced

contractors for municipal Janitorial Services. Qualified Contractors must have five (5) or more years’

Janitorial experience for a municipality or private company of similar size.

Additional Janitorial Services beyond basic service will be required. Contractors must be able to respond

to additional requests for service, emergencies during both working and non-working hours, and possible

daytime porter service.

1.3 Notice to Vendors Regarding RFP Terms and Conditions

It shall be the Vendor’s responsibility to read the Instructions, the Town’s terms and conditions, all relevant

exhibits and attachments, and any other components made a part of this RFP and comply with all

requirements and specifications herein. Vendors also are responsible for obtaining and complying with all

Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within

this RFP, those must be submitted as questions in accordance with the instructions in Section 1.6 Proposal

Questions. If the Town determines that any changes will be made as a result of the questions asked, then

such decisions will be communicated in the form of an RFP addendum. The Town may also elect to leave

open the possibility for later negotiation and amendment of specific provisions of the Contract that have

been addressed during the question submission period. Other than through this process, the Town rejects

and will not be required to evaluate or consider any additional or modified terms and conditions submitted

with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of

the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to

render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm

offer. By execution and delivery of this RFP Response, the Vendor agrees that any additional or

modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or

effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph

shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

1.4 RFP Response Timeline

The RFP process shall adhere to the following schedule:

RFP Process

RFP posted

Pre-Proposal Conference

Proposers Written Questions Due

Town Responses to Proposers questions

Proposal Submission Deadline

Contract Award (Anticipated)

Contract Effective Date (Anticipated)

Date and time

May 26, 2026

4:00 PM

June 9- 12, 2026

June 26, 2026

Details in Section 1.5

4:00PM

July 3, 2026

4:00PM

July 17, 2026

July 31, 2026

August 31, 2026

4:00PM

3

Note: All times shown as Eastern Time (ET).

1.5 Pre-Proposal Conference/Site Visit

A pre-proposal conference will not be held for this solicitation. Proposers are encouraged to attend the

scheduled site visits as outlined in Section 1.5. A summary of all questions and answers will be posted on

the internet as an addendum, located under the RFP # being modified. It is the Proposer's responsibility

to assure that all addenda have been reviewed and, if need be, signed and returned.

Timeline for Janitorial Site Visits

• Tuesday, June 9, 9:00 a.m.

Meeting Location: Town Hall Parking Lot

316 N. Academy Street (South Entrance)

Visitor Parking is located on Ambassador Loop (off N. Academy St. at RR crossing)

Sites Covered: Sections 1, 2, and 9

• Wednesday, June 10, 9:00 a.m.

Meeting Location: Hemlock Nature Center Parking Lot

2616 Kildaire Farm Road

Sites Covered: Sections 5 and 6

• Thursday, June 11, 9:00 a.m.

Meeting Location: Public Works Operation Center Parking Lot

400 James Jackson Avenue

Sites Covered: Sections 3 and 4

• Friday June 12, 9:00 a.m.

Meeting Location: Western Wake Regional Water Reclamation Facility

Parking Lot

3500 Reclamation Rd, New Hill, North Carolina

Sites Covered: Section 7

NOTE: Site visits are not included for Sections 8 and 10 as those sites are open to the public. Vendors are

encouraged to visit those locations on their own schedule.

1.6 Proposal Questions

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order

to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall

submit any such questions by the above due date. The Town will not entertain any further questions after

the due date. Written questions shall be emailed to Dennis Stanley at dennis.stanley@carync.gov by the

date and time specified above. Vendors should enter “RFP #354-PW26-28: Questions” as the subject for

the email. Questions submittals should include a reference to the applicable RFP section and be submitted

in a format shown below:

Reference

RFP Section, Page Number

Vendor Question

Vendor question …?

4

Questions received prior to the submission deadline date, the Town’s response, and any additional terms

deemed necessary by the Town will be posted in the form of an addendum to the North Carolina Electronic

Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall become an Addendum to this RFP. No

information, instruction or advice provided orally or informally by any Town personnel, whether made in

response to a question or otherwise in connection with this RFP, shall be considered authoritative or

binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

1.7 Proposal Submission Requirements and Contact Information

Submittal Requirements and Contact Information

Electronic responses ONLY will be accepted using the eBid button displayed on the eVP website. Proposals

must be clearly marked with name of the submitting company, the RFP number and RFP title. Proposers

must submit one (1) electronic version, submitted as a viewable and printable Adobe Portable Document

File (PDF), on or before the submittal due date and time provided in Section 1.3. Submissions that do not

comply with the stated submission method will be deemed non-responsive. The Town reserves the right to

reject any or all proposals for any reason and to waive any informality it deems in its best interest. Any

requirements in the RFP that cannot be met must be indicated in the proposal. Proposers must respond to

the entire Request for Proposals (RFP). An incomplete proposal may be eliminated from consideration

at the discretion of Cary.

Proposals must follow the format as defined in Section 2 PROPOSALS.

1.8 Rights to Submitted Material

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports,

charts, and other documentation submitted by Proposers (other than materials submitted as and qualifying

as trade secrets under North Carolina law) shall become the property of the Town when received and the

entire proposal shall be subject to the public records laws of the State of North Carolina except where a

proper trade secrets exception has been made by the Proposer in accordance with the procedures allowed

by North Carolina law.

The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless

of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the

conditions contained in this Request for Proposal.

2 PROPOSALS

Responses must follow the format outlined herein. The Town may reject as non-responsive at its sole

discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any

substantive way from the required format. Proposal responses shall be organized in the following manner:

1. Cover Letter/Letter of Intent

Introduction letter with intent as it may pertain to the Request for Proposal.

2. Corporate Background and Experience

This section shall include background information on the organization and should give details of

experience with similar projects. A list of five (5) references (including contact persons and telephone

numbers) for which similar work has been performed shall be included, and the list shall include all

similar contracts performed by the Proposer in the past five years. The evaluators will randomly select

at least three of these references, but the evaluators reserve the right to contact all the references listed,

if information from the three references contacted warrant further inquiry. The failure to list all similar

5

Commodity Codes

• NAICS 561720Janitorial Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.