Project Information

Bid Title

Solicitation of ProposalsTown of WintervilleJanitorial Services

Issuing Agency

Winterville town

Location

North Carolina

Published Date

Feb 9, 2026

Closing Date

Feb 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Solicitation of ProposalsTown of WintervilleJanitorial Services

Sealed proposals will be received in the Operation Center, Town of Winterville, 2936 S Church St, P.O. Box 1459, Winterville, NC 28590, until 2:00 pm on Tuesday, February 17, 2026 for the procurement of Janitorial Services.

Instructions for submitting bids and complete specifications will be available from the Assistant Town Manager, Anthony Bowers, Town of Winterville, 2936 S. Church St, Winterville, NC 28590 from 8:00 am to 5:00 pm Monday through Friday or via email request to anthony.bowers@wintervillenc.com . A walk-thru of the Town’s facilities will promptly start at the Winterville Town Hall lobby on Tuesday, February 10, 2026 at 10:00 am.

Janitorial Services Request for Proposals including 2/6/2026 Supplements

Attachment Preview

Town of Winterville

Request for Proposals

Janitorial Services

This RFP includes a supplement that contains additional information effective 2/6/2026:

Building Square Footage Page 12

Equipment Listing Page 13

Form of Proposal Page 14

Bid Form Page 15

Bond Requirements Page16

Notice to Proceed Page 18

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Specifications

TERM OFCONTRACT

Contract shall exist for (12) months beginning on______. The Town reserves the right to

extend this Agreement on an annual basis if it is determined to be in its best interest. The life

of this Agreement including all extensions shall not extend beyond a period of three (3) years.

The Town reserves the right to terminate this Agreement at any time with thirty (30) days

written notice, with or without cause.

BIDDER QUALIFICATIONS

Only bids from companies established in performing this type service and qualified to

handle accounts of this size may be considered. Prior to award, Town of Winterville

reserves the right to investigate a bidder's ability to fulfill the requirements of the contract.

All bidders shall include an affidavit attesting to their compliance with E-Verify (or, if the

contractor employs less than 25 employees in this state, attesting to that fact), and

attesting to the bidder's subcontractors' compliance with E-Verify (or, if any

subcontractors employ less than 25 employees in this state, attesting to that fact).

INSURANCE

Minimum Limits of insurance:

General Liability- No less than $1,000,000, limit per occurrence for bodily injury, personal injury

and property damage.

Auto Liability - No less than $1,000,000, limit per occurrence combined single limit per

accident per bodily injury and property damage.

The successful Contractor shall provide acceptable Insurance Certificate(s) and

Endorsement(s) to the Town no later than at the execution of the contract. The Town

reserves the right to require any additional documentation or information verifying insurance

coverage, as the Town deems necessary. The town may contract the successful

Contractor's insurance agent(s) or carrier(s) directly concerning any insurance issues.

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INDEPENDENT CONTRACTOR

The Contractor is an independent contractor and shall not be deemed an agent or employee

of the Town of Winterville for any purpose whatsoever. The Town prefers a single, qualified

company or entity to be responsible for providing services described herein. Therefore, the

contractor shall not subcontract any work related to the janitorial service to another individual

or janitorial service unlessapproved by the Town of Winterville.

CONTRACTOR'S USE OF SITE PREMISES

Successful contractor shall cooperate with and accommodate related work performed by the

Town on site during the contract period. It shall be the successful Contractor's responsibility

to coordinate its work on site.

PERSONNEL

Prior to beginning work, Contractor shall conduct and make available to the Town upon

request a background check on all employees they intend to assign to each building.

Fingerprints of all employees shall be obtained and kept on file. The Town of Winterville

reserves the right to request of the Contractor, dismissal or replacement of an employee for

the Contractor if a conflict or problem with that employee should arise. The Contractor will

be responsible for supervision, hiring, and firing of their own employees and shall be solely

responsible for the pay, worker's compensation insurance and benefits. The Contractor's

designated representative is required to perform weekly inspections of buildings and

shall submit inspection reports to the Contract Administrator.

The Contract Administrator, which will be the Electric Utility Director for the purpose of this

Agreement, will be assigned as the contact person for cleaning personnel. Communication

between the Contract Administrator and the cleaning personnel is very important. Therefore,

the Contractor must assure that at least one cleaning personnel per building can

communicate well with the Contract Administrator.

Any employee hired by the Contractor will be the Contractors employee and in no way has

any association with the Town of Winterville. The Contractor shall insure that his employees

are trained in all appropriate safety regulations including but not limited to, OSHA regulations

and all other local, State, and Federal regulations.

The Contractor shall utilize the U.S. Department of Homeland Security's E-Verify system to

verify the employment eligibility of all new employees hired by the Contractor during the term

of the Contract and shall expressly require any subcontractors performing work or providing

services pursuant to the Contract to likewise utilize the E-Verify system to verify the

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employment eligibility of all new employees hired by the subcontractor during the Contract

term.

UNIFORMS

All custodial personnel are required to wear a uniform and a photo identification card,

which shall clearly identify personnel as employees of the contractor. This requirement shall

always apply upon entering Town property and while on duty.

FACILITY SECURITY

Arrangements as to accessing the facilities will be coordinated through the Manager's office.

Issuance of necessary keys and other procedures will be arranged after awarding the

Contract. The Contractor shall be responsible for which employees shall be assigned keys

and the return of all keys immediately upon termination of contract. Contractor shall report

immediately any loss or misuse. In the event duplication of keys are required because of

contractors and/or their employee's having lost or misuse of, Contractor shall promptly

reimburse the Town for cost of such duplication. Contractor will not be allowed to duplicate

keys. Turn off lights except those designated to be left on and lock all doors as directed.

All doors found locked should be left locked. Security of the building shall be the

responsibility of the Contractor during the designated cleaning service. Absolutely no one

other than the authorized personnel can be in the facility after regular work hours. This

includes relatives, friends, etc.

A listing of all Town keys provided by the Town must be maintaine. Including who they

have been distributed to and when they were turned over to different personell. The listing

must be maintained at all times and is subject to periodic review by the Town. No keys

shall be duplicated. Any missing key will result in contractor covering associated expense

for securing the facilies via having the buildings re-keyed.

SCOPE OF SERVICES

Scope of Work

The contractor shall furnish cleaning services (5) days per week (unless otherwise noted),

Monday through Friday inclusive and shall do all such work on those days as shall be

required to keep the windows, floors, walls, and all other portions of said buildings clean and

presentable and no less than specified on the attached "Scope of Services List." All work

should be done between the hours of 8:00 am and 5:00 pm unless other arrangements

are made. The contractor shall furnish all supervised labor, materials, and equipment

necessary to provide complete and efficient cleaning services. The contractor shall

arrange cleaning operations as necessary to avoid interfering with Town operations.

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Cleaning service shall be in accordance with the attached "Scope of Services List"

which lists each facility to be cleaned and specific duties to be performed and the

frequency at which these duties should be performed. In case of inclement weather,

the Contractor shall contact the Contract Administrator to determine the level of service

required during that period.

Materials & Equipment to be supplied by Contractor

The contractor shall furnish supplies and equipment necessary to perform the services

required by this contract. These include but are not limited to restroom supplies, chemicals,

brooms, vacuums, vacuum bags, buffers, dusting equipment (no feather dusters), mops, mop

buckets, steam vacuums, safety, and other equipment. Office restroom paper products

should be mid to high grade quality. General public restrooms may have a lower quality

paper product. Paper products should fit dispencers properly.

Other Items to be Supplied by the Contractor

The Contractor will furnish from its stock but not limited to paper towels, hand soap for

dispensers, toilet tissue, trash can liners, deodorant blocks, disinfectant cleaners, furniture

polish, glass cleaner, toilet cleaner, stainless steel cleaner, and cleaning towels. These items

are to be stocked by the contractor during regular cleaning service for each building. The

Town will provide storage room for all supplies and equipment.

RESPONSIBILITY FOR DAMAGE CLAIMS

The Contractor shall indemnify and save harmless the Town of Winterville and its officers,

agents, and employees from all suits, actions or claims of any character brought for any injury

or damages received or sustained by any perso n, persons, or property by reason of any act

of the Contractor, its agents, or employees, in the performance of the contract.

NOTICE TO PROCEED

A notice to proce·e·d will be issued after the Contractor has executed the Agreement and their

Insurance Certificate(s) or Endorsements have been received and accepted by the Town. The

Contractor shall not deliver any equipment to the work site or commence work until they have

received a written Notice to Proceed.

PAYMENT

Town of Winterville shall make payments based on Contractor's invoice, which is to be

submitted on the last day of each month for the previous month's work. Town shall, within 30

days after receipt of each invoice, issue payment to Contractor. Any and all monies expended

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