Project Information

Bid Title

Request For Proposals for Janitorial Services

Issuing Agency

City of Mount Vernon

Location

Illinois

Published Date

Dec 2, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

The city of Mt. Vernon, Illinois, is seeking proposals for janitorial services for 4 city facilities. All qualified contractors/vendors are invited to submit qualifications.

Important Dates

• Proposals Due Date: 10:00 am on Friday, December 19, 2025

RFQ Packet Availability

RFP packets and specifications may be downloaded below.

Questions

All questions regarding should be directed to:

Kendra Donoho
Phone: 618-242-6802
Email: Kendra.Donoho@mtvernon.com

Submission Requirements

Qualifications may be submitted in person, or by mail.

Email: Kendra.Donoho@mtvernon.com

In Person or By Mail:
City of Mount Vernon – City Clerk’s Office
PO Box 1708
1100 Main Street
Mount Vernon, IL 62864

Envelopes and email subject lines must be clearly marked:
“Janitorial Services”

Include all required forms and documentation. Incomplete submissions may be rejected.

RFP Packet

Attachment Preview

NOTICE

REQUEST FOR PROPOSAL

Janitorial Services

December 2, 2025

Due December 19, 2025

Janitorial Services Specifications

Instructions/Information to Prospective

Invitation to Bid

Bidders

The City of Mt. Vernon, Illinois is requesting proposals for Janitorial Services for the

follo•winCgi:ty Hall - 1100 Main St. – both floors, excluding the Fire Station

• Tourism Office - 123 S. 10th St., Suite 503

• Public Works/Maintenance Office building – 1201 Casey Ave.

• Police Station – 600 S. 27th St.

Term of Contract: The term of the contract shall be February 1, 2026, through December 31, 2027. The

initial term of this contract may be extended for additional two-year periods under mutually agreeable

terms and conditions to the Contractor and the City of Mt. Vernon, Illinois. The City of Mt. Vernon or

the Contractor shall notify the other party no less than sixty (60) days prior to the expiration of the initial

or additional terms of the contract of its intent regarding the extended terms of the contract along with

the terms and conditions acceptable to them of the extension. An extension would require an amendment

to the contract signed by both parties.

The City reserves the right to change, add, or delete the areas of janitorial responsibilities as it deems to be in its

best interest. The effects on this contract of any changes will be mutually agreed upon by both parties and an

amended agreement will be signed by both parties.

Schedule of Events

Release of RFP: December 2, 2025

Mandatory Walkthough of All Buildings: December 8, 2025 at 10:00 a.m. (beginning at City Hall)

Attendance is required to be eligible to submit a proposal. No alternate walkthrough dates or individual

tours will be provided.

Deadline for Submission: December 19, 2025, at 10 a.m.

Selection of Service Provider: January 5, 2026, City Council Meeting, 7 p.m.

Inquiries

Questions regarding this RFP shall be submitted to Kendra Donoho at (618) 242-6802 or by email at

kendra.donoho@mtvernon.com with “Janitorial Services” as the subject line.

Process for Submitting Proposal

Sealed proposals may be mailed or hand-delivered to:

City Clerk’s Office

1100 Main St., PO Box 1708

Mt. Vernon, IL 62864

Proposals should be clearly marked “Janitorial Services” on the outside of the envelope. Proposals

received after the deadline will be rejected. The City reserves the right to waive any technicalities. The

City also reserves the right to reject any and all quotes and is not obligated to accept the lowest quote.

Janitorial Services

Page 2 of 16

The City also reserves the right to negotiate “Technical and Supplemental Specifications” with the

company with the awarded quote.

Quotes received prior to the advertised date and hour of opening will be kept securely sealed and no

quotes received thereafter will be considered. All quotes must be guaranteed for no less than sixty (60)

days.

All persons providing quotes must have in their possession, or have reasonably available to them by

February 1, 2026, the personnel and equipment that are necessary to perform the specified work.

The City reserves the right to waive any technicalities. The City also reserves the right to reject any and all quotes

and is not obligated to accept the lowest quote. The City also reserves the right to negotiate “Technical and

Supplemental Specifications” with the company with the awarded quote.

Information Required with Proposal

The proposal shall include the following:

• Estimated Cost for initial deep cleaning for each location listed separately (pg 16)

• Estimated Cost for routine cleaning for each location listed separately (pg 16)

• Professional References including name, contact number, and email (if available) of three

customers that have used the company’s cleaning services for at least one year (pg 15)

• W-9

• Certificate of Insurance indicating that the party has obtained for the benefit and protection of

himself/herself, and the City of Mt. Vernon, Illinois, general liability insurance of at least

$1,000,000 per occurrence / $2,000,000 aggregate, employer’s liability insurance of at least

$1,000,000 and workers compensation insurance provided at statutory limits. The “Certificate of

Insurance” shall also certify that the insurance will not be cancelled or allowed to lapse during

the time of the contract without first giving notice in writing to the City of Mt. Vernon, Illinois.

The City should be named as “additional insured” on the general liability policy and evidence of

that should be shown on the certificate of insurance.

Supplies

The service provider shall provide all cleaning equipment and cleaning supplies. The City will supply

paper products, trash can liners, and hand soaps. When these supplies are low, please make a note in the

blue binder in the City Clerk’s office along with the product number needing replaced.

Janitorial Services

Page 3 of 16

Description of Work – City Hall – 1100 Main Street

Services to be provided on Tuesdays and Thursdays after 5 p.m., and one weekend day per week:

General Areas: (offices, halls, foyers, reception area, meeting rooms)

o Empty wastebaskets, dispose of waste into provided dumpsters/containers, and change

liners as needed

o Spot clean spills and stains on tabletops and other furniture

o Spot clean all walls, doors, baseboards

o Sweep, damp mop, and sanitize hard floors

o Vacuum carpet in traffic lanes and sweep off mats

o Dust mop stairwells

o Dust all horizontal surfaces below 60 inches (open areas on desks, tabletops,

bookshelves, etc.)

o Clean interior glass doors and windows

Washrooms:

o Clean, sanitize, and polish all porcelain and stainless-steel fixtures

o Clean all glass and mirrors

o Empty all containers and disposals, dispose of waste into provided dumpsters/containers,

and change liners

o Refill all dispensers with paper products and hand soap to normal limits

o Sweep, damp mop, and sanitize hard floors

o Spot clean all walls, doors, and partitions

o Dust all horizontal surfaces below 60 inches

Eating Areas: (employee lounges, kitchenettes)

o Empty all wastebaskets, dispose of waste into provided dumpsters/containers, and change

liners as necessary

o Spot clean spills and stains

o Sweep, damp mop, and sanitize hard floors

o Clean and sanitize tabletops, seats, chair backs, sinks, countertops, microwave, vending

machines, and refrigerators

o Empty and wash all containers and dishes

o Replace supplies at reasonable intervals

Janitorial Services

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Administrative Services:

o Notify building contacts of irregularities

o Notify contacts when supplies are low

o Turn off all lights (except those designated)

o Close/lock windows and doors

Services to be provided once per week

All Areas:

o Dust horizontal surfaces up to 70 inches, including stair railings

o Clean glass in reception areas

o Vacuum entire carpet areas

o Damp mop and sanitize hard floors

o Dust all cobwebs in corners, light fixtures, vents, and ceilings

o Clean all glass surfaces, excluding monthly window cleaning

o Sanitize all door handles and light switches

Services to be provided once per month

All Areas:

o Remove dust from ceiling areas, including air vents

o Dust window blinds and fans

o Dust horizontal surfaces up to 96 inches

o Clean all interior windows/windowsills and door casings

Janitorial Services

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Commodity Codes

• NAICS 561720Janitorial Services

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