Project Information

Bid Title

Janitorial & Housekeeping Services Mandatory Site Visit Monday, 11/24/2025 at 10:00am

Issuing Agency

County of Rockingham

Location

New Hampshire

Published Date

Nov 18, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Sealed Bids Due	Link
12/10/2025 by 7:30am EST	Janitorial & Housekeeping Services Mandatory Site Visit Monday, 11/24/2025 at 10:00am

Attachment Preview

Rockingham County Finance Office

119 North Road

Brentwood, NH 03833

Charles Nickerson, Senior Director of Finance

cnickerson@co.rockingham.nh.us

603-679-9340

Proposal Submission Deadline:

12/10/2025 at 7:30 a.m. ET

Proposal Opening is noted on #3

in the middle of page 2.

REQUEST FOR PROPOSALS

Janitorial & Housekeeping Services

Rockingham County New Municipal Building

You (ORGANIZATION) are hereby invited to submit a proposal in accordance with the specifications

outlined in this Request for Proposal (RFP). All necessary information required to complete your

submission is contained within this document. Please refrain from adding our e-mail addresses to your

marketing or distribution lists. Failure to comply may result in your domain being blocked, which could

hinder the receipt of future proposals or communications from you.

Rockingham County, New Hampshire (Rockingham County) is a public entity composed of various

departments, including general administrative offices, a nursing home, an assisted living facility, a

correctional facility, facilities operations, and offices of Elected Officials such as the Commissioners, the

Delegation, County Attorney, High Sheriff, Register of Deeds, and Treasurer.

QUESTIONS?

For questions specific to the product or service listed in this RFP, please direct inquiries to the contact

listed in the upper-left corner of this page. For questions regarding the proposal submission process,

please contact rfp@co.rockingham.nh.us.

Please note: Any alteration or modification of documents or proposal forms downloaded from

Rockingham County or Public Purchase is strictly prohibited. Such actions may result in disqualification

from the proposal process.

INSTRUCTIONS

Proposals can be submitted through one of the following methods:

1. Hard Copy Submission

Submit two (2) copies, or one (1) copy along with a thumb drive, in a sealed envelope labeled

“RFP – Janitorial & Housekeeping Services

Deliver to:

Rockingham County Commissioners

94 North Road

Brentwood, NH 03833

2. Email Submission

Email your proposal as a PDF attachment to rfp@co.rockingham.nh.us. Ensure that no

submissions are sent to any other Rockingham County email address, as this may result in

disqualification. File attachments must not exceed 20 MB in total. If your attachments exceed this

limit, send multiple emails as needed. You will receive a confirmation email within one business

day. If you do not receive confirmation, please contact the individual listed in the upper-left

corner of this document.

3. Online Submission

Proposals may also be submitted online via Public Purchase. Account registration is free, but

please allow 24 hours for activation. Visit the Public Purchase: Rockingham County Home Page,

or www.rockinghamcountynh.org/rfpbidding for more information and the submission link.

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RFP – Janitorial & Housekeeping Services

Submission must include:

 Organization legal name with DBA if applicable.

 Tax ID.

 Completed, signed, current Form W-9

 Physical address and mailing address (if different).

 Organization representative name and contact information (phone, fax, and email).

 Itemized pricing (including shipping or freight, if applicable).

 Cut sheets, specifications, brochures, etc. for all products quoted, if applicable.

 Equivalents must be clearly identified, with all variations from the specification annotated and are

subject to approval.

 Complete details about warranty and service availability.

 The proposed start and completion time schedule for after bid has been awarded.

 Insurance requirements, non-appropriations and indemnification obligations.

Proposal Openings

Authorization to open proposals will be given during the regularly scheduled Rockingham County

Board of Commissioners meeting on 12/11/2025 at 1:00 pm ET. Please note that proposals will not

be reviewed during this meeting. Instead, they will be forwarded to the respective departments that

issued the RFP for thorough review after the meeting. Proposals will be awarded or rejected once

Rockingham County has completed a comprehensive evaluation and comparison of all submissions.

Meetings are held in the Lobby Conference Room at the Rockingham County Municipal Building, 94

North Road, Brentwood, NH. Meeting schedules are subject to change. For the latest updates, or for

information on how to request Zoom access, please visit www.rockinghamcountynh.org/events.

Proposal Award

Proposals will be formally awarded and publicly announced at a regular scheduled Rockingham

County Board of Commissioners meeting held in the Lobby Conference Room located in the

Rockingham County Municipal Building, 94 North Road, Brentwood, NH. Meeting schedules are

subject to change. For the latest updates, or for information on how to request Zoom access, please

visit www.rockinghamcountynh.org/events. Following the announcement, formal notification of the

award decision will be provided.

Pricing

Proposal prices must remain valid for a period of sixty (60) days from the proposal opening date and

must remain firm once the proposal is awarded to the successful organization(s).

 Vendors holding a state bid/contract are encouraged to offer the corresponding pricing.

 If any variations, such as discounts or penalty clauses, may affect the proposed price, please

specify them clearly in your submission.

Additional Materials

Organizations may be invited to participate in the final selection process following the review and

screening of all proposals. This process may include providing additional information, such as cost

adjustments or other clarifications, as requested by Rockingham County.

Performance Clause

In the event that the successful organization or Rockingham County defaults on any stipulations

outlined the RFP, and such default is not corrected within thirty (30) days of receiving written notice,

either party may opt to cancel the agreement.

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RFP – Janitorial & Housekeeping Services

Contractual Obligations

Should the proposal require contracts for the provision of materials, equipment, or services, the

Rockingham County Board of Commissioners reserves the right to review and amend these contracts

to ensure compliance with county legal requirements. All agreements or contracts requiring our

signature must be submitted in Microsoft Word format to facilitate efficient review and tracking. All

contracts must include Non-Appropriation and Indemnification clauses, as specified in the RFP.

Sample language for these clauses is provided below.

Non-Appropriation

Rockingham County is obligated to pay only such contract amounts that can lawfully be made from

funds budgeted and appropriated for that purpose during Rockingham County’s then current fiscal

year, subject to annual approval by the Rockingham County Delegation. Should Rockingham County

fail to budget, appropriate, or otherwise make available funds to make payments under this contract,

such contract shall be deemed terminated at the end of the then current term. Rockingham County

agrees to deliver prompt notification after any decision to non-appropriation is made, but failure to

give such notice will not extend the term beyond such Original or Renewal Term.

Indemnification

To the fullest extent permitted by law, (ORGANIZATION) shall protect, indemnify, save, defend and

hold harmless Rockingham County, including its officials, agents, volunteers and employees,

(“Indemnified Parties”), from and against any and all liabilities, obligations, claims, damages,

penalties, causes of action, costs, interest and expenses, including but not limited to reasonable

attorney and paralegal fees, which Indemnified Parties may become obligated or suffer by reason of

any accident, bodily injury, personal injury, death of person, or loss of or damage to property, arising

indirectly or directly under, out of, in connection with, or as a result of this Contract or the activities of

(ORGANIZATION) or its agents, employees, contractors or subcontractors, and even if caused in

whole or in part by any negligent or intentional act or omission of Indemnified Parties.

In addition, and regardless of respective fault, (ORGANIZATION) shall defend, indemnify and hold

harmless the Indemnified Parties for any costs, expenses and liabilities arising out of a claim, charge

or determination that (ORGANIZATION) officers, employees, contractors, subcontractors or agents

are employees of the Indemnified Parties, including but not limited to claims or charges for benefits,

wages, fees, penalties, withholdings, damages or taxes brought in connection with laws governing

workers compensation, unemployment compensation, social security, Medicare, state or federal

taxation, and/or any other similar obligation associated with an employment relationship.

(ORGANIZATION’S) obligations to defend, indemnify and hold harmless the Indemnified Parties

hereunder shall survive the term of this Contract.

Rockingham County shall not be required to defend or indemnify (ORGANIZATION) or its agents,

employees, contractors or subcontractors or any professional service provider.

Insurance Requirements

The organization shall maintain insurance coverage throughout the duration of this proposal.

Subcontractors engaged by the organization must also maintain the required coverage. Any requests

for modifications to these insurance requirements must be submitted in writing with the proposal and

will be subject to evaluation.

1. Coverage Requirements

The organization must have professional liability/errors and omissions insurance with limits of no

less than $1,000,000 per occurrence. The insurance certificate and coverage must be issued by a

carrier authorized to conduct business in the State of New Hampshire, with an A.M. Best

Company rating of “A” or better.

2. Workers’ Compensation Insurance

The organization shall carry workers’ compensation insurance as mandated by the State of New

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RFP – Janitorial & Housekeeping Services

Hampshire.

3. Comprehensive General Liability Insurance

The organization must maintain a comprehensive general liability insurance policy, including

contractual liability coverage, with limits of no less than $1,000,000 per occurrence.

4. Motor Vehicle Insurance

The organization must carry motor vehicle insurance, including coverage for bodily injury,

property damage, and uninsured motorists, with a combined single limit of no less than

$1,000,000 per accident.

5. Insurance Certificate

The organization shall provide an insurance certificate confirming the required coverage.

Certificates must be filed with Rockingham County and included with the proposal submission. A

30-day notice is required for cancellation or material changes to coverage, and notices must be

sent directly to the Rockingham County Commissioners’ Office, 119 North Road, Brentwood, NH

03833.

NOTICE:

1. The Rockingham County Board of Commissioners reserves the right to accept or reject any proposals

or parts thereof, select the proposal deemed to be in the best interest of Rockingham County, and

waive any formalities in the bidding process.

2. Proposals are subject to public review and cannot include proprietary, confidential, or restricted

information that conflicts with New Hampshire’s Right to Know law.

3. The information provided in this RFP is solely for the purpose of preparing proposals detailing costs

and services for Rockingham County. Organizations are expected to carefully review these

specifications. Failure to meet specified conditions may result in invalidation.

4. Although believed to be accurate, the information provided herein is not warranted and should be

verified independently.

5. Rockingham County reserves the right to award contracts to multiple providers.

6. All modifications to the specifications must receive prior approval from Rockingham County.

7. Any variations, including discounts or penalty clauses, that may affect pricing, must be clearly

specified in the proposal.

8. Payment for satisfactory work completion or product delivery is subject to Rockingham County‘s

standard accounts payable process.

DETAIL OF ITEM(S), SCOPE OF SERVICE(S), SERVICES

A. SPECIFICATIONS

See specifications and Scope of Service on Page 5.

B. PRICE SHEET

An itemized price proposal is required with submission unless otherwise noted.

C. MANDATORY SITE VISIT

Mandatory Site Visit in Person: Vendors submitting proposals are required to attend a

mandatory site visit on (Monday, November 24th at 10:00 am, at the Rockingham County

Municipal Building, 94 North Road, Brentwood, NH 03833. Proposals from vendors who

have not made a site visit will be considered invalid.

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RFP – Janitorial & Housekeeping Services

D. SPECIFICATIONS

Commercial cleaning services for Rockingham County’s New Municipal Building located at 94 North

Road, Brentwood, NH 03833.

The building houses the Rockingham County Commissioners’ Office, Registry of Deeds (102 North

Road), Sheriff’s Department (96 North Road) and County Attorney’s Offices (100 North Road), and

Department of Corrections In-House Treatment Facility (98 North Road). Please see the scope of

services and Appendices for more detailed information pertaining to each department/office. The

Department of Corrections is not part of the Scope of Services (see below).

Proposals must include a full list of services, management procedures, and staff training tools required

for services. Please provide references from three organizations your company currently services,

including their contact information.

Required: Criminal Justice Information Services (CJIS) compliance training will be required for all

employees who have access to the County Attorney’s Office and/or the Sheriff’s Office.

Please estimate for Two (2) Cleaning Shifts: Daytime and After Hours or Overnight, or a

modified shift that would cover both daytime and after hours cleaning requirements.

Scope of Services:

Departments: Commissioners’ Office, County Attorney’s Offices, Registry of Deeds, Sheriff’s Office

Areas to be cleaned: All office spaces for the various departments. All common or public areas (i.e.

lobbies, elevators, stairs, conference & meeting rooms, amphitheater, copy rooms, hallways, kitchens,

bathrooms/restrooms, showers, gym). Some areas may only be cleaned with supervision.

EVERYDAY – DAILY – Monday through Friday

 Removal of all TRASH & recycling throughout offices and community spaces throughout the

building.

 Clean GLASS on entry doors & spot clean interior of windows as needed.

 Sweep & Dry Mop TILE/VINYL FLOORS & Spot Wet Mop if necessary (i.e. Lobbies, Gym,

Locker Room, Restrooms, Interview Rooms, Meeting Rooms, etc.).

 Sweep/Clean exterior entrance WALKWAYS.

 Dust all horizontal surfaces (i.e. furnishings, file cabinets, counters) excluding personal desks

unless approved by staff; daily or as needed.

 Disinfect all HORIZONTAL SURFACES (i.e. counters & tables) in all PUBLIC AREAS.

 Clean and disinfect ALL RESTROOMS, including toilets, showers, sinks, floors, mirrors etc.;

replenish paper products and fill dispensers.

 Disinfect ALL KITCHENS (i.e. counters, sinks, exterior of large and small appliances,

microwaves, and replenish paper products and fill dispensers, etc).

 Organize all chairs to an orderly position in ALL public areas, meeting and conference rooms.

WEEKLY in addition to the previous section:

 Sweep and Vacuum all FLOORS (i.e. conference & meeting rooms, offices, hallways, public

spaces, lobbies, elevators, stairways, etc).

 Wet Mop all TILE FLOORS (i.e. lobby, restrooms, locker rooms, gym, etc.).

 Remove any cobwebs throughout.

 Disinfect all CONFERENCE & MEETING ROOM(s) tables, wipe down chairs & organize all

chairs to an orderly position. – Weekly or Bi-Weekly

 Dust Amphitheater Conference Room (approximately 100 fixed seating).

 Disinfect all Gym Equipment and lockers.

 Disinfect counters and telephones in Employee & Public Areas.

 Spot clean walls and doors throughout as needed.

 Clean all Kitchens and disinfect sinks and appliances.

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RFP – Janitorial & Housekeeping Services

Commodity Codes

• NAICS 561720Janitorial Services

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