Project Information

Bid Title

Request for Proposals for Parks and Recreation Janitorial Services

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

Apr 13, 2026

Closing Date

May 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

323-Q26-112

Original Source

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Bid Documents

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Project Description

Solicitation Number:	323-Q26-112
Project Title:	Request for Proposals for Parks and Recreation Janitorial Services
Description:	The Town of Chapel Hill is seeking proposals from qualified Companies to provide janitorial services at multiple Parks and Recreation facilities in the Town of Chapel Hill.
Opening Date:	5/20/2026 2:00 PM
Posted Date:	4/14/2026
Status:	Open
Department:	TOWN OF CHAPEL HILL

Solicitation Number * 323-Q26-112	Department TOWN OF CHAPEL HILL	Status Reason Open
Opening Date 2026-05-20T14:00:00.0000000	Posted Date * 2026-04-13T19:31:02.0000000Z	Primary Commodity Code Cleaning and janitorial services
Mandatory Conference/Site Visit 2026-04-30T04:00:00.0000000Z	Special Instructions Mandatory Site Visit at 9:30 - 1:30 to visit all facilities.	Solicitation Type * Select RFP IFB RFI
Owner Lenora Bishop
Description The Town of Chapel Hill is seeking proposals from qualified Companies to provide janitorial services at multiple Parks and Recreation facilities in the Town of Chapel Hill.

Attachment Preview

NOTICE OF REQUEST FOR PROPOSALS

TOWN OF CHAPEL HILL, NORTH CAROLINA

FOR

PARKS AND RECREATION JANITORIAL SERVICES

DATE: April 13, 2026

RFP: Q26-112

To: All Prospective Vendors

From: Lenore Bishop, Purchasing & Contracts Manager

Subject: Parks And Recreation Janitorial Services

The Town of Chapel Hill is seeking proposals from qualified Companies to provide janitorial services at

multiple Parks and Recreation facilities in the Town of Chapel Hill.

Prospective Companies can view the Request for Proposal (RFP) on the Town of Chapel Hill website

(www.chapelhillnc.gov. Click on the “Town Government” menu, then “Doing Business with Chapel Hill”

option, then select “Bids: Current”, then click on the name of this project).

A mandatory pre-proposal conference and site visits to each facility will be held on April 30, 2026, from

9:30 A.M. – 1:30 P.M., at the Homestead Aquatics Center, 300 Aquatic Drive, Chapel Hill, N.C. Site visits

will directly follow the meeting. All potential Companies are hereby notified that attendance at the pre-

proposal conference and all site locations is required for a proposal to be considered by the Town of

Chapel Hill; failure to attend will disqualify the proposal.

Questions concerning this RFP must be submitted in writing no later than 2:00 P.M. on May 6, 2026, to

Lizzie Burrill, Parks and Recreation via e-mail at lburrill@chapelhillnc.gov. All responses to submitted

questions will be sent through email to the pre-proposal conference attendees by May 12, 2026.

All proposal submittals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at

lbishop@chapelhillnc.gov. Proposals must be received by 2:00 P.M. on May 20, 2026. All submissions

must have the subject line – “RFP # Q26-112 – Parks and Recreation Janitorial Services – “Company

Name””.

If you have any questions concerning the solicitation process, please contact the Purchasing Division at

(919) 969-5022.

RFP Q26-112 – Parks and Recreation Janitorial Services

Town of Chapel Hill, North Carolina

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April 13, 2026

Section 1 – Procurement Process and Contract Guidelines

1.1 Project Schedule.

Date

RFP Released

Pre-proposal Conference and Site Visits

Deadline for Vendor Questions

Responses to Vendor Questions Posted on Town website

Proposals Due

Evaluation Review to Short List Proposals

Contract Start

Event

April 13, 2026

April 30, 2026

May 6, 2026

May 12, 2026

May 20, 2026

May 20, 2026 – May 28, 2026

July 1, 2026

1.2 Questions about the RFP.

Any questions regarding this RFP should be sent in writing via email to Lizzie Burrill via e-mail at

lburrill@chapelhillnc.gov with “Parks and Recreation Janitorial Services” in the subject line.

Questions should be sent no later than 2:00 P.M. on May 6, 2026.

Answers will be published in the form of an addendum by May 12, 2026, on the Town’s website

site at www.chapelhillnc.gov, under Town Government > Doing Business with Chapel Hill > Bids:

Current > Parks and Recreation Janitorial Services.

No personal contact with Town of Chapel Hill employees or Town Council, except for the

designated project contacts, is allowed during the RFP process. Any vendors contacting Town

department(s) directly may subject the proposal to being rejected.

1.3 Proposal Submission.

Company’s proposal must be emailed to the Purchasing and Contracts Manager, Lenore Bishop at

lbishop@chapelhillnc.gov. All proposals must be received by 2:00 P.M. on May 20, 2026. The

email subject line must read “RFP # Q26-112 – Parks and Recreation Janitorial Services – Company

Name””. Any submissions received after 2:00 P.M. on the Town’s internal server will be rejected.

1.4 The Town’s Rights and Options.

1.4.1 The Town reserves the right to take any action during the process of this RFP that is in the

best interest of the Town.

1.4.2 The Town of Chapel Hill reserves the right to reject any and all proposals.

1.5 Preparation Costs.

The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or evaluating

proposals.

Company must be registered with the Office of the North Carolina Secretary of State in order to

contract with the Town.

RFP Q26-112 – Parks and Recreation Janitorial Services

Town of Chapel Hill, North Carolina

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April 13, 2026

1.6 Contract Requirements.

The Town seeks to award a two-year contract with the selected Company starting on July 1, 2026,

with the option for the Town of Chapel Hill to continue services under the same terms and

conditions set forth herein for up to one (1) subsequent year. The Company shall sign a Contract

with the Town similar to Section 5 – Sample Contract before providing the Services.

1.6.1 The following Contract sections are required for Town contracts:

1.6.1.1 Indemnification and Hold Harmless: The Company agrees to indemnify and hold

harmless the Town of Chapel Hill and its officers, agents, and employees from all

loss, liability, claims, or expense (including reasonable attorneys’ fees) arising from

bodily injury, including death or property damage to any person or persons

proximately caused in whole or in part by the negligence or willful misconduct of the

Company, except to the extent same are caused by the negligence or misconduct of

the Town. Contrary to any provision that may be contained in any exhibit attached

hereto, the Town shall not consent to limitations of Company liability for amounts

less than the amount of insurance coverage under this agreement. Any provision

that may be contained in any exhibit attached hereto that calls for the Town to

indemnify the Company shall be only to the extent allowed by law.

1.6.1.2 Insurance Provisions: The Company shall provide evidence of current valid

insurance (if applicable) for the duration of this agreement, with the Town named as

an additional insured under the Company’s Commercial General Liability and

Business Automobile policies. The required coverage limits are: 1) Commercial

General Liability and Business Automobile - $1,000,000 per occurrence and 2)

Workers’ Compensation - $100,000 for both employer’s liability and bodily injury by

disease for each employee and $500,000 for the disease policy limit. Cyber Liability

Coverage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is

required for Company’s having access to personal identifying information and/or

computer networks. The Town may also require evidence of supplementary

insurance coverages depending on the services provided under this agreement.

1.6.1.3 Non-Discrimination: The Company contractually agrees to administer all functions

pursuant to this agreement without discrimination because of race, creed, sex,

national origin, age, economic status, sexual orientation, gender identity or gender

expression.

1.6.1.4 Federal and State Legal Compliance: The Company must be in full compliance with

all applicable federal and state laws, including those on immigration.

1.6.1.5 E-Verify: The Company shall comply with the requirements of Article 2 of Chapter 64

of the North Carolina General Statutes. If any sub's are used, they also must comply

with these requirements. Pursuant to North Carolina General Statute § 143-133.3

(c)(2), contracts solely for the purchase of apparatus, supplies, materials, and

equipment are exempt from this E-Verify provision.

1.7 Prohibited Contract Terms.

In no event shall there be any of the following unless Town’s express written agreement is obtained:

(1) any limitation on, or disclaimer of, implied or express warranties or the liability of the Company;

(2) any limitation on damages, including a limitation of consequential damages; (3) any requirement

for arbitration or for mandatory mediation; (4) any requirement that Town officials or employees

RFP Q26-112 – Parks and Recreation Janitorial Services

Town of Chapel Hill, North Carolina

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April 13, 2026

keep information confidential or any requirement that records be kept confidential by the Town

unless the requirement for confidentiality meets the requirements of the Public Records Law.

1.8 Open Records.

Information submitted to the Town of Chapel Hill is public information and is available upon request

in accordance with the North Carolina Public Information Act. As provided by North Carolina statute

and rule, the Town will consider keeping confidential the trade secrets, which the Company does

not wish to be disclosed. For such information, the Company must mark each page in boldface at

the top and bottom as “CONFIDENTIAL.” In spite of what is labeled as a trade secret, the

determination of whether it is or not will be determined by North Carolina General Statutes 132-

1.2(1). Once a final price is negotiated, the cost information will not remain confidential.

RFP Q26-112 – Parks and Recreation Janitorial Services

Town of Chapel Hill, North Carolina

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April 13, 2026

Section Two – Scope of Work

1. Overview.

The Town of Chapel Hill (hereinafter referred to as the “Town”) is requesting proposals to establish a

contract to provide professional janitorial services, including labor, equipment, and supplies, at

identified Town Parks and Recreation owned and operated facilities.

Anticipated start date for services to begin will be July 1, 2026. The Town anticipates the contract term

to be for two (2) years with the option to renew for one (1) additional one-year term.

The Town reserves the right to enter into Contracts with one (1) or more Companies, whichever is

deemed to be in the best interest of the City.

2. Facilities.

The Town operates several types of facilities: each with its own unique combination of janitorial

services.

See Appendix I-V for detailed tasks, service frequencies and schedules.

2.1 Chapel Hill Community Center – provides athletic, aquatic, and recreational opportunities for

the community, located at 120 S. Estes Drive. This is a high-volume multi-use public building

located within the Community Center Park and serves two (2) greenways/walking trails. This site

fluctuates in their weekly and seasonal demand to meet the needs of the community. This facility

operates seven (7) days a week, evenings and weekends, with varying hours based on seasons.

This facility is approximately 5,500 square feet, and includes an indoor gymnasium with a climbing

wall, indoor pool, locker rooms, meeting room, lobby, restrooms, and staff offices.

2.2 Hargraves Center and Nate Davis Sr. Gymnasium - provides athletic and recreational

opportunities for the community, located at 216 N. Roberson Street. This is a high-volume multi-

use public building located within Hargraves Park. This site fluctuates in their weekly and seasonal

demand to meet the needs of the community. This facility operates seven (7) days a week, evening

and weekends, with varying hours based on seasons. This facility includes two (2) buildings, the

main building is approximately 6,200 square feet, and includes an auditorium, meeting space,

kitchen, bathrooms, lobby, and staff offices. The gym building is approximately 3,800 square feet,

and includes indoor gymnasium, meeting room, locker rooms, and staff offices.

2.3 Homestead Aquatics Center - provides aquatic and recreational opportunities for the

community, located at 300 Aquatics Drive. This is a high-volume multi-use public building located

within Homestead Park. This site fluctuates in their weekly and seasonal demand to meet the

needs of the community. This facility operates seven (7) days a week, early mornings, evenings

and weekends, with varying hours based on seasons. This facility is approximately 6,000 square

feet, and includes indoor pools, locker rooms, meeting room, lobby, restrooms, and staff offices.

2.4 Parks and Recreation Administrative Office and Community Clay Studio - provides art,

ceramic, and recreational opportunities for the community, located at 200 Plant Road. The

administrative offices operate five (5) days a week, Monday – Friday, from 8:30 a.m. – 5:00 p.m.

and is approximately 1,200 square feet of office space. The Community Clay Studio operates

RFP Q26-112 – Parks and Recreation Janitorial Services

Town of Chapel Hill, North Carolina

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April 13, 2026

Commodity Codes

• NAICS 561720Janitorial Services

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