Project Information

Bid Title

RFP 26-002AV Supplemental Janitorial Services

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Dec 18, 2025

Closing Date

Jan 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-002AV

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 26-002AV
Bid Title:	RFP 26-002AV Supplemental Janitorial Services
Category:	Procurement
Status:	Open

Description: Electronic bids are due by January 30, 2026 no later than 2:00 PM (Dayton Local Time). Publication Date/Time: 12/18/2025 3:46 PM Closing Date/Time: 1/30/2026 2:00 PM Related Documents: RFP 26-002AV Supplemental Janitorial Services RFP 26-002AV Appendix A

Attachment Preview

City of Dayton, Ohio

Department of Aviation

Division of Airport Operations – Terminal Maintenance

Airport Passenger Terminal - Supplemental Janitorial Services

5% MBE Goal

REQUEST FOR PROPOSALS (RFP) No. 26-002AV

December 2025

TABLE OF CONTENTS

SECTION 1 – PROPOSAL INSTRUCTIONS....................................................................................................1

1.01 COMMUNICATIONS REGARDING THIS PROJECT......................................................................................................................1

1.02 RFP SCHEDULE....................................................................................................................................................................1

1.03 PRE-PROPOSAL MEETING. ...................................................................................................................................................1

1.04 SITE VISIT............................................................................................................................................................................1

1.05 SUBMITTING A PROPOSAL....................................................................................................................................................2

1.06 REQUIRED PROPOSAL CONTENTS..........................................................................................................................................2

1.07 ITEMS THAT DISQUALIFY A CONTRACTOR IMMEDIATELY.........................................................................................................3

1.08 CRITERIA. ............................................................................................................................................................................3

1.09 MISCELLANEOUS ITEMS. ......................................................................................................................................................3

SECTION 2 – SCOPE OF WORK .................................................................................................................4

2.01 PURPOSE AND NEED / PROJECT DESCRIPTION.......................................................................................................................4

2.02 BACKGROUND INFORMATION...............................................................................................................................................4

SECTION 3 – REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS..............................................................................8

3.01 TAX EXEMPTION..................................................................................................................................................................8

3.02 PROPOSER AFFIDAVIT. .........................................................................................................................................................8

3.03 PROCUREMENT ENHANCEMENT PROGRAM...........................................................................................................................8

3.04 PROPOSER’S FINANCIAL OBLIGATION TO THE CITY.................................................................................................................8

3.05 PROPOSER’S INCURRED COSTS. ............................................................................................................................................8

3.06 AFFIRMATIVE ACTION ASSURANCE (AAA)............................................................................................................................8

3.07 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES...............................................................................................8

ARTICLE 1. TERM ...................................................................................................................................................................8

ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR ..........................................................................................8

ARTICLE 3. COMPENSA TIO N ...............................................................................................................................................9

ARTICLE 4. CITY’S RESPO NSIBILITIES ..................................................................................................................................9

ARTICLE 5. STANDARD OF CARE .........................................................................................................................................9

ARTICLE 6. INDEMNIFICATIO N............................................................................................................................................9

ARTICLE 7. INSURANCE ........................................................................................................................................................9

ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY .................................................................9

ARTICLE 9. TERMINATIO N .................................................................................................................................................10

ARTICLE 10. STANDARD TERMS ..........................................................................................................................................10

A. DELAY IN PERFORMANCE............................................................................................................................................10

B. GOVERNING LAW AND VENUE ..................................................................................................................................10

C. COMMUNICATIONS .....................................................................................................................................................10

D. EQUAL EMPLOYMENT OPPORTUNITY ......................................................................................................................10

E. WAIVER ..........................................................................................................................................................................11

F. SEVERABILITY ................................................................................................................................................................11

G. INDEPENDENT CONTRACTOR .....................................................................................................................................11

H. ASSIGNMENT.................................................................................................................................................................11

I. THIRD PARTY RIGHTS ...................................................................................................................................................11

J. AMENDMENT ................................................................................................................................................................11

K. POLITICAL CONTRIBUTIONS ........................................................................................................................................11

L. INTEGRATIO N................................................................................................................................................................11

M. PCI COMPLIANCE .....................................................................................................................................................11

N. LIVING WAGE ORDINANCE .............................................................................................................................................12

EXHIBIT A – LETTE R OF TRANSMITTAL ...................................................................................... 13

EXHIBIT B – REFE RENCES FOR PROPOSING COMPANY .............................................................. 15

EXHIBIT C – PRODUCT MANUFACTURE L ABOR ST ANDARDS: VENDOR COMPLIANCE FORM .. 16

EXHIBIT D- BUSINESS INCOME T AX QUESTIONNAIRE ................................................................ 17

SECTION 1 – PROPOSAL INSTRUCTIONS

1.01 COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding the RFP process to:

City of Dayton, Aviation Department

Da niel J. Zenk

101 West Third Street

Dayton, Ohio 45402

Telephone: (937) 454-8214

E-Ma il:

dzenk@f lyda yton.com

All communications/questions concerning this RFP must be submitted in writing, referencing the specific paragraph and

page number. The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be prepared by

the City a nd posted on the City’s website by the date listed in Section 1.02. Changes to this RFP will be ma de only by

forma l written correspondence issued by the City.

A copy of this RFP proposa l a nd a ny a dditiona l documenta tion ma y be found a t the City’s website a t:

http://da ytonohio.gov/bids.a spx

1.02 RFP SCHEDULE. The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required, and

shall be mutually agreed upon. RFP schedule to be determined prior to finalization of RFP. Thefollowing is the anticipated

schedule for the RFP Process:

Issue RFP:

Notify City of Intent to Attend Pre-Proposa l Meeting

Ma nda tory Pre-Proposa l Meeting:

Mandatory Site Visit:

Last Day to Submit Questions:

Written Responses to Questions:

Due Date for Proposals:

Contractor is Selected:

Contract is Awarded:

Notice to Proceed Issued:

December 18, 2025

3:00 PM local (Dayton, OH) time on January 2,

2026

The meeting will be at Dayton International

Airport, Friends and Family Center Meeting

Room.

at 2:00 PM local (Dayton, OH) time on January 9,

2026

Site visit will be a t Da yton International Airport -

immedia tely following pre-proposa l meeting

12:00 PM local (Dayton, OH) time on January 14,

2026

January 21, 2026

2:00 PM loca l (Da yton, OH) time on Ja nuary 30,

2026

Anticipated by February 11, 2026

Anticipated to be on February 25, 2026

Anticipated to be on March 2, 2026

1.03 PRE-PROPOSAL MEETING. The City sha ll conduct a MANDATORY pre-proposal meeting. The da te and

loca tion of the meeting is listed in Section 1.02 (RFP Schedule). The intent of the pre-proposa l meeting is to:

• Review the Request for Proposal

• Review the City’s Procurement Enhancement Plan (PEP) procedures

• Answer questions

This ma y be the only opportunity for the Contractors to meet with the City. Each proposer should limit representation at

this meeting to no more than 2 persons. Contractors shall notify theCity as directed in Section 1.02 (RFP Schedule) if they

will be a ttending the pre-proposa l meeting a nd how ma ny persons will a ttend.

1.04 SITE VISIT. The City sha ll conduct a Site Visit. The da te a nd location of the site visit is listed in Section 1.02

(RFP Schedule). The intent of the site visit is to:

• Review the Project Location and site conditions

• Answer questions

City of Dayton, Ohio

1

Request for Proposals - RFP 26-002AV

This may be the only opportunity for theContractors to visit the project location. Each proposer should limit representation

a t the site visit to no more than 2 persons. Contractors shall notify the City a s directed in Section 1.02 (RFP Schedule) if

they will be a ttending the site visit a nd how ma ny persons will a ttend.

1.05 SUBMITTING A PROPOSAL. Each Contractor seeking consideration for performance of services related to this

RFP must submit a proposal. All proposals shall be submitted as a PDF via electronic submission to bids@daytonohio.gov.

The City has a 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). If

your company’s proposal document exceeds this limit, it will need to be submitted in multiple parts (via email). Should bid

documents require numerous emails, please designate in the “Subject” line of each email sent: RFP No . 26-002AV

Supplemental Ja nitorial Services – Avia tion Department – Part 1, RFP No. 26-002AV Part 2, RFP No. 26-002AV Part 3,

and so forth.

Join Zoom Meeting

https://us02web.zoom.us/j/81310140291?pwd=AdGuvj4GeegsOAKHGuzP6VQ8GXfb0H.1

Meeting ID: 813 1014 0291

Passcode: 595344

Sealed proposals must be received in the Procurement bid email in-box (BIDS@DAYTONOHIO.GOV) by the time/date as

indica ted in Section 1.02 (RFP Schedule). Proposa ls received a fter the scheduled da te/time will not be considered. All

supporting materials and documentation must be included with theproposal. The responsibility of timely delivery lies solely

with the proposer.

The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or to accept the

proposal(s) which, in the judgment of proper officia ls, a re in the best interest of the City. The City reserves the right to

accept a part or parts of a proposal unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves the

right to approve or reject any subcontractor proposed for work under this proposal, or waive any minor irregularities

The City reserves the right to select the successful vendor once all proposals are received, without seeking further

information for clarification from proposers. Upon review of proposals, the City may designate the most qualified proposals

as finalists. These finalists may be invited to makeoral presentations and participate in a question-and-answer session with

the City. The City sha ll ha ve the right to visit selected user sites, should this be deemed necessa ry.

All federal, sta te, a nd local la ws rega rding competitive bidding, a nti-competitive practices, a nd conflict of interest shall

apply to this RFP.

The City does not guarantee that any contract will be a wa rded because of this RFP. If a contract award is ma de but the

contra ct is not executed, the City does not gua ra ntee tha t the contra ct will be re -a wa rded.

1.06 REQUIRED PROPOSAL CONTENTS. All brochures a nd supplemental documentation shall be included with the

origina l and all copies. If not, the proposal may be considered non-responsive. Proposers are required to submit the

following information in their proposal:

• Letter of Transmittal. The proposer shall provide a transmittal letter with an authorizing signature for the

proposal. The letter must briefly summarize the Contractor’s ability and willingness to perform the services

required by the RFP. The letter must be on the form provided in Exhibit A.

• Company Profile and Background. Provide the following information:

o Location – The street address of the proposer’s company headquarters.

o Local Office of Proposer – Provide the location of theproposer’s officenearest to Dayton,

Ohio. Include the local office, a conta ct na me, a ddress, telephone, a nd fa x numbers.

o Company’s Primary Business – State the proposer’s primary business, the number of

years in the proposer’s industry, and the number of employees assigned to these related

a ctivities.

o State the legal make-up of your company: sole proprietorship, partnership, corporation,

etc.

o Please list any Lawsuits that you are currently engaged in. Please provide any and all

suits either with the City of Dayton or any other Municipalities (include, but not limited to,

Federa l, Sta te, Loca l, or other Municipa lities a nd Governmenta l a gencies).

• Key Personnel Information. Providethe name, title, mailing address, telephonenumber, and e-mail address

of the persons who will function as the City’s primary contact and back -up contact person. Provide brief

resumes/qualifications of personnel who will be primarily involved in this project. Include any certifications

earned, special training taken, and memberships in professional groups. Complete Form found in Exhibit A.

City of Dayton, Ohio

2

Request for Proposals - RFP 26-002AV

Commodity Codes

• NAICS 561720Janitorial Services

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