Active SLED Opportunity · KENTUCKY · COUNTY OF KENTON
AI Summary
Kenton County requests bids for comprehensive cleaning and laundry services at multiple county facilities. The contract spans two years starting October 2026. Mandatory pre-bid meetings are scheduled. The scope includes daily to annual cleaning tasks and specialized animal shelter laundry. Strict insurance, safety, and background check requirements apply.
The Kenton County Fiscal Court (County) is requesting proposals for Cleaning & Laundry Services.
| Event | Date | Location |
|---|---|---|
| Pre-Bid Meeting (2) *(attendance required)* | 2026-07-30T13:00:00.000Z | Kenton County Historic Independence Courthouse, 5272 Madison Pike, Independence, KY 41051, Clerks Driver License Area |
The Kenton County Fiscal Court (County) is requesting proposals for Cleaning & Laundry Services.
Proposals should be prepared according to the submittal requirements listed below and should provide all necessary information that the proposer considers pertinent to demonstrate qualifications for the scope of work.
Unless otherwise provided herein, Liability Insurance in the amount of $1,000,000.00 must be maintained throughout the life of the contract. A Certificate of Insurance, naming the Kenton County Fiscal Court as Additional Insured, must be submitted prior to execution of the Contract.
All liability policies shall apply on a Primary and Non-Contributory basis with any insurance maintained by the County. All policies shall contain a Severability of Interest / Cross Liability clause. The vendor shall require all subcontractors to carry insurance coverages and limits consistent with these requirements, as applicable to their scope of work. Certificates of Insurance for subcontractors shall be provided to the County upon request.
The policy must provide that the County (as Additional Insured) shall be given at least a 10 day advance written notice of any proposed cancellation, material change, or termination of the policy.
Minimum Limits:
This Request for Bid/Proposals is issued pursuant to applicable provisions of the Kenton County Purchasing Ordinance 121.46.
This Request for Bids/Proposals is issued pursuant to applicable provisions of the Kenton County Purchasing Ordinance 121.46.
The specifications outlined herein, are not an exhaustive list of requirements for cleaning services. Additional information to be provided at the mandatory meeting(s). The Offeror shall be responsible for making a thorough inspection of the site(s) prior to submitting a bid and be thoroughly familiar with existing conditions so that the work can be expeditiously performed after a contract is awarded. The County will consider submission of a bid as evidence of this inspection having been made and will not honor any claims resulting from varying site conditions.
Cleaning Chemicals
The County will supply all trash bags, paper towels, hand soaps, and toilet paper for the facility. Restocking of the supplies will be coordinated through the Building and Grounds Department, adequate notice must be given once supplies are low.
Safety and Protection
The Offeror shall take all necessary precautions for the safety of employees at work, and shall comply with all applicable provisions of federal, state, and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the Subject property where the work of the Contract is being performed. The Offeror shall include such safety program costs in the cost of the Contract.
Daily Start Time
Unless otherwise approved by the County, the following are times for custodial services and common area cleaning as to not disrupt operations.
Kenton County Historic Courthouse | May begin at 5:00pm and must be completed by the start of business the following day. Cleaning should not disrupt operations, this includes monthly Fiscal Court meetings that begin at 5:30pm. Weekend and Holiday access must be scheduled in advance.
Kenton County Animal Shelter | 8:30am - 12:00pm, Monday - Friday.
County Police Department and Dispatch | 24 hour facility
Once a schedule is determined, these hours should remain constant unless approved by the County.
Holidays to Observe
A copy of the 2026 observed holiday schedule for the County is attached to this proposal. Offeror is responsible for obtaining annual holiday schedule from the County.
Workers’ Compensation covering all employees and subcontractors as required by law, with Employer’s Liability coverage for accidents and occupational disease.
Minimum Limits:
Workers’ Compensation covering all employees and subcontractors as required by law, with Employer’s Liability coverage for accidents and occupational disease. Kenton County will request proof of Certification at award and at such other times during the life of the Contract as it deems necessary.
Cleaning Services
Entryways / Lobbies / Hallways
Daily
Weekly
Monthly
Annually
Staircase
Daily
Restrooms
The restrooms vary in size with a select few being open to the public with the remaining being employees only. The restrooms outside at the Farmers Market are included in this proposal and should be cleaned on a regular basis following events. The specifications for all the restrooms remain consistent.
Daily
Quarterly
Annually
General Offices / Conference / Fiscal Court Chambers
Daily
Weekly
Monthly
Day Before Fiscal Court Meeting
Kitchenette / Breakroom Areas
Daily
Carpet Cleaning
All public lobbies and corridors will be cleaned four (4) times per year by hot water extraction. All other areas will be cleaned using the hot water extraction method two (2) times per year. All carpets to be spotted daily.
Parking Lot
Daily
Damage/Deficiencies
A mandatory pre-bid meeting will be held to allow prospective Bidders/Offers to review the site conditions and gain a complete understanding of the full scope of work. Attendance is required for bid eligibility. This meeting will take place on Tuesday, July 28, 2026 at 9:00 am at Kenton County Historic Independence Courthouse, 5272 Madison Pike, Independence, KY 41051, Clerks Driver License Area. A second meeting will take place on Thursday, July 30, 2026, at 9:00am at Kenton County Historic Independence Courthouse, 5272 Madison Pike, Independence, KY 41051, Clerks Driver License Area. You are only required to attend one of the meetings.
Proposals received from Bidders/Offers who do not attend the mandatory pre-bid meeting will be rejected.
Automobile Liability Insurance covering all owned, non-owned, and hired vehicles.
Minimum Limit: $1,000,000 combined single limit per accident.
Laundry Services
Laundry routinely contains animal hair, dander, dirt, urine, feces, vomit, blood, and other biological contaminants. The successful contractor must have procedures and equipment designed to safely process heavily soiled animal textiles. The shelter generates 4-5 laundry carts (2’ X 2’ x3’) per week.
Twice Weekly
Cleaning Services
Entryways / Lobbies / Hallways
Daily
Weekly
Monthly
Annually
Restrooms
Daily
Quarterly
Annually
General Offices / Conference Room
Daily
Weekly
Monthly
Kitchenette / Breakroom Areas
Daily
Parking Lot
Daily
Damage/Deficiencies
Aircraft Liability Insurance covering owned, non-owned, and hired aircraft, including unmanned aircraft systems (drones), for bodily injury and property damage.
Minimum limit of $1,000,000 per occurrence.
A pre-bid meeting will be held to allow all prospective Bidders/Offers to review site conditions and gain a complete understanding of the full scope of work. Attendance is encouraged but NOT required for bid eligibility. This meeting will take place on Tuesday, July 28, 2026 at 9:00 am at Kenton County Historic Independence Courthouse, 5272 Madison Pike, Independence, KY 41051, Clerks Driver License Area. All attendees should meet by the elevator on the first floor by the Madison Street entrance.
Cleaning Services
Entryways / Lobbies / Hallways
Daily
Weekly
Monthly
Annually
Staircase
Daily
Restrooms
Daily
Quarterly
Annually
General Offices / Conference Room
Daily
Weekly
Monthly
Kitchenette / Breakroom Areas
Daily
Gym
Twice Weekly
Weekly
Carpet Cleaning
All public lobbies and corridors will be cleaned four (4) times per year by hot water extraction. All other areas will be cleaned using the hot water extraction method two (2) times per year. All carpets to be spotted daily.
Parking Lot
Daily
Damage/Deficiencies
No pre-bid meeting is scheduled for this bid.
Builder’s Risk Insurance written on an “All Risk” basis equal to one hundred percent (100%) of the completed project value, including the interests of the County, Vendor, and subcontractors. Deductibles not to exceed 5% for Named Windstorm and $20,000 per claim for all other perils.
Crime Coverage including employee dishonesty, forgery or alteration, and computer fraud.
Minimum Limit: $1,000,000 per occurrence.
Bidders/Offerors shall submit all inquiries regarding this bid via the county eProcurement Portal, located at https://procurement.opengov.com/portal/kentoncounty. Questions must be submitted by 2:00 pm on Wednesday, August 5, 2026. All answers will be posted on the County's eProcurement Portal no later than 2:00 pm on Friday, August 7, 2026. Questions will not be accepted after the deadline.
Bidders should also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.
Employees shall be employees of the contractor as daily subcontractors should not be used. Subcontractors may be used for carpet and upholstery cleaning or special projects as approved by the Building and Grounds Department.
The County shall have the authority to discharge from the property any employee of the Offeror who shall be found to be incompetent or in any way detrimental to the best interest of the County or services required by the contract. The Offeror shall comply with the County’s drug policy.
Offeror is to screen all employees who perform any type of housekeeping work under the terms of these Specifications. Original copies of the police checks must be presented to Building Security prior to new employees being assigned to work in the building. No person convicted of a felony of any type or a misdemeanor involving theft or violence may be deemed acceptable to work in the facility. Facility Manager will provide current police checks on all employees cleared to work in the Building with each renewal of the contract. Employees must wear distinctive outerwear and a display a photo ID badge identifying them as the Offerors employees. Offeror will ensure trained professional custodial workers to provide custodial Housekeeping and cleaning services.
Employees entering Dispatch and County Police Facility
Per Federal Bureau of Investigations (FBI) Policy, any vendor or vendor subcontractor working with the Kenton County Emergency Communications Center (KCECC) and the Kenton County Police Department (KCPD) that may potentially encounter Criminal Justice Information Systems (CJIS) data must submit to a fingerprint-based background check and complete Security Awareness Training (SAT). These personnel will meet with the Terminal Agency Coordinator to schedule their fingerprinting appointment at a nearby IdentoGO location, as well as provide their personal information in order to complete a criminal history inquiry. Unsatisfactory background results can result in denial of access to the Communication Center and Police Department and may result in forfeiture of contract.
Once fingerprinting and criminal history are successfully completed, Emergency Communications Personnel will submit an SAT Request form and have the vendor employee complete their SAT through the Criminal Justice Information Systems Online. SAT certification is valid for one year from the date the course is completed. Annual recertification is required to maintain building access.
Bidder/Offerors shall promptly notify Kenton County of any ambiguity, inconsistency or error which they may discover upon examination of the bidding documents. Interpretations, corrections and changes will be made by addendum. Each bidder/offeror shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the bid.
Bidders are required to register for an account via the county eProcurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/kentoncounty/projects/284911.
Cyber Liability Insurance including Network Security and Privacy Liability coverage shall include liability arising from theft, dissemination, or use of confidential information stored or transmitted electronically; unauthorized access, tampering, or hacker attacks; denial of service; and introduction of malicious code or viruses. Coverage must include PCI breach expenses if the Vendor collects credit card information, as well as monitoring, remediation, and notification costs required under state law.
Minimum Limit: $1,000,000 per loss.
The length of the contract shall be for two (2) years, beginning October 1, 2026, and ending on September 30, 2028. The start date is subject to negotiation as current personnel decisions could impact or delay the start by a month or two.
Garage Liability and Garage Keepers Liability Insurance covering Vendors that manage parking facilities or service County vehicles.
Minimum Limit: $1,000,000 per occurrence.
The County may terminate the contract at its sole discretion at any time during its term, with no less than 30 day’s prior written notice. The only remedy available to Offeror under such condition of termination shall be payment for work, materials, equipment, or portion or pending liability thereof, that is completed or binding on Offeror as of the effective date of termination. The Offeror may cancel contract upon giving 90 days written notice, however the County may not unreasonably delay the securing of a replacement Offeror.
All contract cleaning is subject to inspection by County at any time. The Offeror will be notified in writing of any deficiencies noted during such inspections. The Offeror must take immediate steps to rectify any such deficiencies. If the Offeror fails to correct such deficiency within the period specified in the notice, the County may elect to utilize another service provider to correct the deficiency.
Kenton County reserves the right at any time and for any reason to cancel this Request for Bids/Proposals, accept or reject any or all bids/proposals or any portion thereof, or to accept an alternate bid/proposal. Kenton County reserves the right to waive any immaterial defect in any bid. Kenton County may seek clarification from any bidder/offeror at any time and failure to respond promptly is cause for rejection.
Sealed bids are due no later than 2:00 pm, on Thursday, August 13, 2026, at which time they shall be opened to the public. Bidders shall submit their proposals through the County's eProcurement Portal located at https://procurement.opengov.com/portal/kentoncounty/projects/284911.
Bids will automatically be unsealed at 2:00 pm, on Thursday, August 13, 2026, at which time they will be posted on the County's eProcurement Portal located at https://procurement.opengov.com/portal/kentoncounty/projects/284911.
Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. Kenton County strongly recommends completing your response well ahead of the deadline.
Inland Marine/Equipment Floater covering tools, equipment, mobile machinery, and materials in transit or at temporary or job-site locations.
Minimum Limit: $1,000,000 per occurrence.
Kenton County will not be liable for any costs incurred by bidders/offers in replying to this Request for Bids/Proposals.
The proposal should be organized according to the following format. Information should be concise and specific to address each request.
To assist with your proposal, the approximate square footage at the Historic Courthouse is listed below. Please note these numbers should not be the sole determination for pricing.
Historic Courthouse of Independence
| Floor | Department(s) | Square Feet |
| 1st | Entry Way/Clerks Office/Fiscal Court Mtg Rm/Sheriff’s Office/PVA Office/Restrooms | 7,500 |
| 2nd | Conservation District/Mtg Rooms/Restroom | 2,500 |
Bids/Proposals must be submitted via the county eProcurement Portal https://procurement.opengov.com/portal/kentoncounty. All information and certifications called for must be furnished. Bids/Proposals submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Bids may be modified or withdrawn prior to the time specified for the opening of bids/proposals.
Any required documents or forms shall be filled out legibly in ink or typewritten with all erasures, strikeovers and corrections initialed in ink by the person signing the bid. The bid shall include the legal name of the bidder, the complete mailing address, and be signed in blue ink by a person or persons legally authorized to bind the bidder/offeror to a contract. Name of person signing should be typed or printed below the signature.
Liquor Liability Insurance required when Vendor sells, serves, or furnishes alcoholic beverages.
Minimum Limit: $1,000,000 per occurrence.
It is the intent of Kenton County to award a contract to the lowest responsible bidder/offeror meeting specifications. Kenton County reserves the right to determine the lowest responsible bid/offer on the basis of an individual item, groups of items, or in any way determined to be in the best interests of Kenton County. Award will be based on the following factors (where applicable):
Bids/proposals accepted by the Kenton County Fiscal Court will be available to all local municipalities in Boone, Campbell and Kenton Counties.
Bidders/Offers are cautioned to verify their bids/offers before submission. Negligence on the part of the bidder/offeror in preparing the bid/proposal confers no right for withdrawal or modification of the bid/proposal after it has been opened. In case of error in the extension of prices in the bid/proposal, the unit prices will govern. All price extensions are to be checked by the buyer to insure the total bid/proposal is accurate.
It is the responsibility of the Bidder responding to the RFP to carefully examine the specifications and become totally informed regarding the requirements. There will be no additional allowances made after the award of this contract due to lack of knowledge of the requirements. References to brand names, models, and /or types of equipment, product, or commodity throughout this solicitation are representative of the equipment, product, and commodity desired by the Kenton County Fiscal Court. Vendors shall provide the specified equipment, product, or commodity, or an approved equivalent. The materials supplied must comply with these specifications and be satisfactory to the Kenton County Fiscal Court.
Kenton County will not be liable for any costs incurred by bidders/offers in replying to this Request for Bids/Proposals.
The price quoted for each item is the full purchase price, including delivery to destination, and includes all transportation and handling charges, premiums on bonds, material or service costs, patent royalties and all other overhead charges of every kind and nature. Unless otherwise specified, prices shall remain firm for the contract period.
Maritime liability coverage for work on or near navigable waters, including liabilities under the Jones Act, U.S. Longshore & Harbor Workers’ Compensation Act (USL&H), and general maritime law.
Minimum Limit: $1,000,000 per occurrence.
Professional Liability/Errors & Omissions Insurance covering wrongful acts, errors, or omissions in professional services.
Minimum Limit: $1,000,000 per claim.
Prices quoted must be net after deducing all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later.
All Bidders/Offerors must have or obtain a Kenton County and Cities Occupational License prior to performing any work in Kenton County or any of it’s Cities, Kenton County Ordinance 225.19, Section III (a). Bidders/Offerors must be in full compliance with all Kenton County and Cities’ Occupational License Ordinances (KENTON COUNTY FISCAL COURT ORDINANCES 78-6-1, 220.8, 223.0, 223.7, 225.19, 225.25) prior to awarding of a contract. Kenton County shall have the right to reject any bids/offers from Bidders/Offerors that are not in compliance with Kenton County and Cities’ Occupational License Ordinances.
Property Insurance covering Vendor-owned or leased property used in performance, including contents, improvements/betterments, and property in the Vendor’s care, custody, or control (as applicable).
Minimum Limit: $1,000,000 per occurrence.
Kenton County is not subject to Federal Excise tax. Per Kentucky Administrative Regulation 103 KAR 30:225E, Kenton County is exempt from state and local taxes.
Pollution Liability Insurance covering bodily injury, property damage, and cleanup costs arising from the release of pollutants.
Minimum Limit: $1,000,000 per occurrence.
Sexual Abuse & Molestation Insurance required when Vendor provides services to youth or other vulnerable populations.
Minimum Limit: $1,000,000 per occurrence.
Reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. Bids/Proposals on equivalent items will be considered, provided the bidder/offeror clearly states exactly what is proposed to be furnished, including complete specifications. Unless the bidder/offeror specified otherwise, it is understood the bidder/offeror is offering a referenced brand item as specified or is bidding/offering as specified when no referenced and does not propose to furnish an “equal”. Kenton County reserves the right to determine whether a substitute offer is equivalent to and meets the standard of quality indicated by the brand name and number.
Umbrella/Excess Liability Insurance providing coverage in excess of General Liability, Automobile Liability, and Employer’s Liability.
Minimum Limit: $1,000,000 per occurrence.
Samples of items, when called for, must be furnished free of expense and, if not destroyed in the evaluation process, will, upon request, be returned at the vendor’s expense. Request for the return of samples must accompany the sample and include UPS Pickup Slip, postage or other acceptable mode of return. Individual samples must be labeled with bidder/offeror’s name, item reference, manufacturer’s brand name and number.
State or list by reference on the reverse side of the Bid/Proposal form herein any variations to specifications, terms and/or conditions.
Seller shall indemnify and hold harmless Kenton County, its agents, officials, and employees from and against all injuries, losses, claims, suits, costs and expenses which may accrue against Kenton County as a consequence of granting the Contract.
Time is of the essence of this contract and if delivery of acceptable items or rendering of services is not completed by the time promised, Kenton County reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Seller, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Seller with any or all losses incurred. Kenton County shall be entitled to recover its attorney’s fees and expenses in any successful action by Kenton County to enforce this contract.
A Bid Bond amounting to five (5%) percent of the proposed bid/proposal price must be provided with the response. The Bid Bond may be in the form of a surety bond, cashier check or other form of surety satisfactory to the county attorney. If the contract is awarded to the bonded bidder, the bidder will accept the contract as bid, or else the surety will pay the Fiscal Court a specific amount because of default on part of the bidder.
A Performance Surety Bond amounting to one hundred (100%) percent of the Contract price must be provided prior to execution of the contract assuring Kenton County that the project will be pursued with due diligence and completed according to the plans and specifications. This requirement may also be met by a letter of credit.
Materials or equipment purchased are subject to inspection and approval at Kenton County’s destination. Kenton County reserves the right to reject and refuse acceptance of items which are not in accordance with the instructions, specifications, drawings or data of Seller’s warranty (express or implied). Rejected materials or equipment shall be removed by, or at the expense or, the seller promptly after rejection.
Seller warrants that all goods and services furnished hereunder will conform in all respects to the terms of this solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Seller warrants that said goods and services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. Kenton County may return any nonconforming or defective items to the Seller or require correction or replacement of the item at the time the defect is discovered, all at the Seller’s risk and expense. Acceptance shall not relieve the Seller of its responsibility.
Seller represents and warrants that the goods or services furnished hereunder (including all labels, packages and container for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services. Seller shall furnish “Material Safety Data Sheets” on all chemicals.
Contractor shall comply with the Kentucky Human Rights Act, HRA 344.150 – 344.270 as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Employment Opportunity EEO 45.550 – 45.640 which is incorporated herein by reference. Furthermore, the Contractor shall comply with the Employment Discrimination Act, EDA 344.040, 344.050 as amended.
Seller shall pay all royalties and license fees. Seller shall defend all suits or claims for infringement of any patent, copyright or trademark rights and shall hold Kenton County harmless from loss on account thereof.
This contract shall be governed by and construed according to the laws of the Commonwealth of Kentucky. Pursuant to the provisions of KRS 45A.343, the contractor or vendor is required to reveal to Kenton County any final determination of a violation of KRS Chapters 136, 139, 141, 337, 338 and 342 by the contractor or vendor within the previous five (5) years; and further that said contractor or vendor has been and is in continuous compliance with the provisions of KRS Chapters 136, 139, 141, 337, 341, and 342 for the duration of the contract. The failure of a contractor or vendor to reveal a final determination of a violation to a local government, or to comply with the statutory requirements, is considered grounds for cancellation of a contract and disqualification of the contractor or vendor from eligibility for any Kenton County contracts for a period of two (2) years.
Proposals will be evaluated based on cost, vendor qualifications, and completeness of proposal. The County reserves the right to clarify any information submitted in response to this RFP and to negotiate terms with the selected vendor if deemed necessary.
All parties must possess and submit valid insurance certificates, performance bond if required, and necessary permits and licenses as required by federal, state, and local law.
The County reserves the right to not award a contract, to reject any and all responses, or to advertise for new bids if the County judges its interests to be better served thereby.
The signee hereby certifies that they have read and understand the contents of this solicitation and agree to furnish at the prices shown any or all of the items listed, subject to all instructions, conditions, specifications and attachments hereto.
The bidder/offeror affirms to the Kenton County Fiscal Court the ability to meet all requirements and further affirms that the work will be done in compliance with all Federal, State and Local codes, ordinances, and regulations.
Please download the below document, complete, and upload.
Please upload your Kenton County Occupational License. A Kenton County Occupational License is required to do any work for the County. If the selected vendor does not have a Kenton County Occupational License, they must apply & be granted one prior to starting any work for the County.
Upload your proposal here.
Upload your price proposal here.
Will you be using a cashier check for your bid bond?
Upload an image of your Cashier's Check.
All Cashier's Check should be received by the County by 2:00 pm on Thursday, August 13, 2026.
Proposals whose cashier's check are not received by the date and time indicated, may be rejected.
It is the respondent's responsibility to ensure that the cashier's check is received on time.
Send cashier's check to:
Kenton County Treasury
1840 Simon Kenton Way
Suite 5100
Covington, KY 41011
Upload a copy of your Bid Bond here.
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SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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