Active SLED Opportunity · MASSACHUSETTS · CITY OF CAMBRIDGE
AI Summary
City of Cambridge seeks bids for janitorial services at the Police Department facility, covering 100,000 sq. ft. with high cleaning standards, security clearances, and environmentally preferable products. Bids due April 30, 2026.
The City of Cambridge would like to invite you to submit a bid for Janitorial Services for CPD. If submitting electronically, Bids are to be submitted through the Procurement Portal at https://procurement.opengov.com/portal/cambridgema. Bids are to be submitted no later than 11:00 am on Thursday, April 30, 2026.
Please use the See What Changed link to view all the changes made by this addendum.
Background
An estimated 100,000 square feet of cleanable floor space and vertical/horizontal surface areas must be maintained in first-class condition.
The Robert W. Healy Public Safety Building: consists of five floors and is divided into two departments including the Police Department and Emergency Communications Center with several different functional areas: including, general office space, laboratories, restrooms, public areas, lunchroom, and fitness center. There are several different flooring finishes, including terrazzo, resilient sheet flooring, carpeting and seamless flooring systems. The facility is designed with corridors lined with marble and display cases.
The cleanable sq. footage of each floor is 20,000 sq. ft. It contains a variety of VCT, Terrazzo, seamless floor which would require stripping, finishing and burnishing as well as area in offices with Carpet, common hallways containing Vinyl Tile and Strip Flooring, Terrazzo, Ceramic Tile, Seamless Epoxy, Rubber Flooring Stair Cover Non-Skid, Resilient Sheet Flooring and Marble.
General Conditions, Cleaning Standards and schedule of Cleaning
General Conditions
It is the intent of these specifications to document all services, supplies and equipment required to clean and keep clean all areas not specifically excluded. It is not represented that the following is a complete list of operations to be performed, but it is understood that all items not listed, but required to properly clean and maintain the facilities at a “High Standard of Cleanliness”, shall be included as well as those enumerated in detail.
Contractor’s employees shall report daily, through their supervisor, all conditions not included in the contract, requiring attention of the owner such as broken fixtures, leaking pipes, defective electrical equipment, etc. Unusual conditions shall also be reported, such as unlocked doors, non-routine occupancy, etc.
Equipment and materials are to be supplied by the Contractor, except as noted herein. All vacuum cleaners are required to have HEPA filtered and all cleaning products must be US Green Sealed cleaning products.
Payment of State, Federal and FICA taxes are the responsibility of the Contractor.
Detailed Billing/ Invoice(s) Invoicing after each month’s service shall be no later than the 10th of the month following the work period. All invoices shall be sent to the Cambridge Police Department, 125 Sixth Street, Cambridge, MA 02142.
Extra work supplies and or project cleaning shall be invoiced separately with time sheets. All extra work shall be authorized in advanced by the Cambridge Police Department Facility Manager.
Performance Contractors are expected to maintain an overall cleaning performance level at or above the standards listed. The cleaning standards outlined in this IFB are the minimum acceptable level of performance. Police Department staff inspections will be based on the standards listed. Failure of the contractor to meet an acceptable performance level at any time during the contract period may result in the contractor being placed on probation or contract cancellation.
Labor/Full-time Contractor shall provide an adequate number of competent properly trained personnel with qualified supervision to provide the services required at all times. Contractor shall provide all personnel with a complete set of specifications and cleaning schedules to ensure all required services are completed. Any Contractor’s employee whose employment or performance is objectionable to the City shall be immediately removed from this Contract.
Contractor shall insure satisfactory security clearance for all employees who will perform work on the premises.
All Contractor employees shall be required to comply with the work rules established for the facilities to be cleaned; by shirt, blouse or smock indicating the company name or logo in print large enough to be easily read, and safety shoes and other appropriate gear.
Equipment All tools or equipment required to carry out the operations within the scope of this contract shall be provided by the contractor and shall meet the standards of the Federal Occupational Safety and Health Act and Commonwealth of Massachusetts Safety Codes. All vacuum cleaners must utilize HEPA filtered.
Security the Contractor is to conduct a CORI, in compliance with the City of Cambridge Cori Policy and then certify to the Police Department that prospective employees pass the CORI review. The City of Cambridge Cori Policy is attached.
In addition, the City through its Police Department reserves the right to conduct its own criminal history background screen pursuant to state and federal laws and regulations.
All Contractor employees, prior to starting work, shall be required to sign in at the Cambridge Police Department front desk and obtain a Cambridge Police Department access card and a Company ID which must be visibly worn at all times while on premise. They shall swipe their card at the beginning of the shift and at each entry point to gain access and again when they leave.
The Contractor shall be responsible for use of all access cards and/or keys issued. Under no circumstances shall Contractor’s employees admit anyone to areas controlled by an access card or key in their possession. All doors and windows shall be closed and locked upon completion of cleaning operations. All areas shall be double-checked by the on-site cleaning supervisor at end of shift to verify the areas are secured. The Contractor shall not duplicate any keys under any circumstances. Any lost access cards or keys, or need for additional access cards or keys, shall be promptly reported to the Police Department Facility Manager.
To avoid the possibility of tracing lost keys to the premises, the Contractor shall not leave the premise with access cards or keys.
Contractor employees shall not disturb papers or personal effects on desks, open drawers, or cabinets, use telephone, computer equipment, radio or television sets, or tamper with other personal or City property.
Energy Conservation Contractor shall use energy conservation measures for lighting. Only those lights necessary for cleaning in the areas where Contractor’s employees are working shall be illuminated. All lights should be turned off upon completion of cleaning operations in the area.
Inspection the Police Department Facility Manager will conduct periodic inspections of the work. Inspections can occur weekly or on a daily basis depending on any issues that arise with the quality of the work. Contractor’s supervisor shall be available upon request, for joint inspections with the Facility Manager. Contractor’s supervisor to perform nightly inspections utilizing a checklist for all areas and must leave in logbook for City Facility Manager to view next morning.
Extra Work or Project Cleaning Work not considered to be routine, not done on a regular schedule, and not considered under the Special Cleaning section of this contract shall be considered extra work. Extra work shall be performed by the Contractor only at the request of the Facility Manager and must be provided in writing. Extra work and project cleaning shall be at the hourly rate established by contract, which includes overhead, equipment and supplies.
Special Cleaning Floors in heavy traffic areas such as vestibules, lobby, reception areas, waiting areas, self-service areas, require daily vacuuming, wet mopping, spot cleaning and/or spray buffing. Spot clean glass, inspect, monitor and restock all supplies within restrooms. This shall be done to maintain the building at a high standard of cleanliness.
Materials and Supplies The City shall provide paper products, hand soaps, plastic trash can liners, feminine products and dispensers for those products. All other materials and supplies required to carry out the cleaning operations within the scope of this contract shall be provided by the Contractor and shall be Environmentally Preferable. Environmentally Preferable cleaning product lines must meet the following criteria: the chemicals contain no carcinogens, ozone-depleting substances, formulations with excess phosphate concentrations and volatile organic compounds. Proposed products must be submitted to the City for acceptance before utilization in the facility.
Trash Removal Trash removal shall be to a disposal site designated by the Facility Manager.
Police Department staff will deposit paper and all other recyclable materials in designated office
recycle containers. The Contractor shall dispose of office paper, recyclable materials, and all
other waste materials on a daily basis, to appropriate locations, and pack it in such a manner that trash will not fly around causing a mess or nuisance.
Work Schedules Work schedules will be established to meet the daily demands based on the work schedule of the building occupants. Contractor will be given a one-week notice of changes in hours, which might necessitate changes in daily demand. Work to be performed:
Note: weekend work is only to be utilized to clean areas that during the workweek would have a negative impact on Police Department or Emergency Communications business or employees, i.e.; when restorative maintenance is performed on the cafeteria flooring, carpet areas or when floors are stripped and waxed in high traffic areas. However, the daily cleaning requirements should be followed as a reference for weekend work as all restrooms, kitchen/break rooms and fitness center should be cleaned.
During the City’s 12 1/2 days that are observed holidays, coverage is needed for the public restrooms and Emergency Communications only.
Organizational Experience Proposers must provide a narrative of training provided to personnel, experience of the work force, organization/supervision, and hourly wage breakout to demonstrate that they possess or have access to the capabilities/specialties requested in this Invitation for Bid. Certificates of training completion will be required of the Contractor.
Cleaning Standards
The contractor shall agree to meet the following cleaning standards when performing the cleaning schedule outlined in this Invitation for Bid. These cleaning standards shall be used to assess the quality of cleaning performance of the contractor during inspection(s).
Entrances
Restrooms
Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection, is considered of the highest priority! Sanitation levels shall be closely monitored by inspection.
Dispensers - Shall be free of dust, dried-soil, bacteria, and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and cleaner residue. Soap should run freely, and dispensers should be cleaned of hardened or clogged soap. Dispensers shall be refilled when required with proper expendable supply item.
Hardware - Shall be free of dust, soil, bacteria, and scale without causing damage. Bright work shall appear visibly and uniformly clean, disinfected, and polished to a streak-free shine. This shall include the elimination of polish residue.
Sinks - Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.
Mirrors - Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free, and uniformly clean.
Toilets and Urinals - Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue, and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected, and polished-dry. This shall include the elimination of streaks, film, and water spots.
Partitions - Shall be free of dust, soil, and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected, and polished-dry. This shall include the elimination of streaks and film.
Lockers – Shall be free of dust, bacteria, soil, cleaner residue, and soap film without causing damage. They shall appear visibly and uniformly clean, polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.
Floors - Shall be free of dust, dried-soil, gum, spots, stains, and debris. Hard/resilient floors shall have multiple coats of slip-resistant seal and finish applied that results in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.
Waste Containers - Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers will be wiped clean and shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.
Walls, Doors, and Cabinetry - Shall be free of dust, soil, spots and stains without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and cleaner residue. Ceramic walls and wainscots metal kick plates, handles and push plates on doors shall also be polished-dry. Ceramic tile grout shall be kept clean.
Floor and Baseboards – Same as Floors above. In addition, floors and cove bases shall appear visibly and uniformly clean and disinfected.
Air Vents - Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean. Caution is to be taken to protect vents and components.
Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position and appear streak-free and uniformly clean.
Offices / Conference Rooms / Dispensaries / Kitchen & Vending Areas
Recycling Bins and Paper Shredders - These recycle bins and shredders are to be checked daily and emptied. Note: Not all recycle bins and shredders are located in offices and copy rooms.
Furniture and Equipment - Shall be free of dust, dried-soil, and soil without causing damage.
They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film. Wooden furniture and accessories are to be waxed and polished to a high sheen without leaving an undue residue.
Walls and Doors - Shall be free of dust, dried-soil, and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.
Fitness Center
The Fitness Center shall be free of dust, dried-soil, and soil without causing damage to the equipment. All equipment shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.
Walls and Doors - Shall be free of dust, dried-soil, and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks, and film.
Floors - Shall be free of dust, dried-soil, gum, spots, stains, and debris. Hard/resilient floors shall have multiple coats of slip-resistant seal and finish applied that results in a consistent high-shine.
Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.
Windows, Sills, and Other Glass Surfaces
Windowsills, blinds, and framework shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. All glass entry doors, both exterior and interior and mirrors in rest rooms shall be cleaned including the elimination of streaks, film, and cleaner residue.
Miscellaneous Locations
Air Vents - Shall be free of dust and soil. This also applies to air distribution units and exhaust vents, and they shall appear visibly and uniformly clean.
Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position and appear streak-free and uniformly clean.
Janitor Closet and Storeroom must remain clean and orderly.
Schedule of Cleaning
In order to ensure a high standard of cleanliness the following requirements are mandatory specifications, representing the basic frequency of cleaning required. It is intended that the Police Department Facility will be clean and presentable seven (7) days a week.
The City has specified the Janitorial Services that will be required and the number of times that these services must be performed.
1. Mandatory Five Days a week cleaning requirements.
2. Mandatory Once a week cleaning requirements.
3. Mandatory Once a month cleaning requirements.
4. Mandatory Quarterly cleaning requirements.
5. Mandatory Semi-Annually cleaning requirements.
1. Five days a week mandatory cleaning requirements ( Monday through Friday)
Entry Ways/Interior Entry Ways/Exterior (2 entrances)
Clean glass doors and all glass surface to 8’ height
Damp wipe metal surfaces
Empty and damp wipe waste containers
Remove stains on carpet as they occur Remove all trash to appropriate containers
Remove all trash to appropriate containers Remove all accumulated debris Vacuum carpet
Mop vinyl tile or concrete surfaces
Walk-off mats - clean floor beneath, vacuum mats
Spot clean walls and glass
Restrooms/Lockers Restrooms/Lockers, continued
Empty waste containers Damp clean mirrors, fixtures, and Furniture
Empty sanitary containers Spot clean walls
Damp wipe/disinfect waste containers Spot clean entry/exit doors
Replace can liners Spot clean push and kick plates, polish dry
Refill soap and paper towel dispensers Dust mop floors
Refill sanitary dispensers Wet mop/disinfect floor
Damp wipe/disinfect dispensers Damp wipe/disinfect bright work, polish dry
Unclog soap dispensers
Clean/disinfect sinks
Clean/disinfect urinals
Clean/disinfect toilets and seats
Spot clean metal composite partitions
Fitness Center
Clean glass doors and all glass surface to 8’ height
Damp wipe metal surfaces
Empty and damp wipe waste containers
Remove all trash to appropriate containers
Empty waste containers
Damp clean mirrors, fixtures, and fitness equipment
Spot clean entry/exit doors
Refill paper towel dispensers
Dust mop floors
Vacuum floors
Damp mop floors
Office/Conference Rooms/Hallways
Empty waste containers
Replace can liners as needed
Dust all furniture
Dust accessible window ledges
Dust desk horizontal surfaces
Dust and/or damp wipe vacant desks/tables
Spot clean interior doors
Spot clean interior partitions
Damp wipe drinking fountains
Remove stains from carpet as they occur
Vacuum carpet
Spot clean walls
Kitchen/Snack Areas
Empty waste containers (once per shift, more often if needed)
Damp wipe waste containers
Wash waste containers as needed
Replace can liners
Clean disinfect tables
Spot clean chairs as needed
Damp wipe equipment/furniture
Dust mop floor
Damp mop floors
Damp wipe ledges
Janitorial Service Room - Must be clean and orderly
Recycling Bins And Paper Shredders - Empty shredder machines and paper recycling into large recycle bins
2. Once a week mandatory cleaning requirements
Entry Ways/Interior/Lobby Restrooms/Shower Stalls/Locker Rooms
Remove cobwebs Acid clean and de-scale urinals
Dust baseboards and flat surfaces Acid clean and de-scale toilet bowls
Dust all wall fixtures and furniture Damp wipe metal partitions
Wash stainless, aluminum surfaces Clean/Wash shower stalls
Spray buff non-carpeted floors Damp wipe and polish ceramic tile walls
Clean and polish drinking fountains Damp wipe handles, push & kick plates, polish dry
Damp wipe return air grills and door grills
Damp wipe entry/exit doors
Offices
Edge –vacuum carpet
Dust/vacuum chairs
Damp wipe waste containers
Dust and Damp wipe and polish furniture
Dust return air grills and door grills
Dust/damp wipe hat and coat racks
Damp wipe metal, vinyl surfaces on partitions
Damp wipe interior doors and doorknobs
Damp wipe shelves and top of workstation shelves
Kitchen/Snack Area
Wash completely all tables and chairs
Wash and wipe clean, including the tops of all vending equipment
Buff vinyl floors
Clean glass
Burnishing of entry ways, hallways (Burnishing is defined as spray buffing the floors)
Fitness Center
Clean glass doors and all glass surface to 8’ height
Damp wipe metal surfaces
Empty and damp wipe waste containers
Remove all trash to appropriate containers
Mop vinyl tile or concrete surfaces
Empty waste containers
Damp clean mirrors, fixtures and fitness equipment
Spot clean walls
Damp wipe/disinfect waste containers
Spot clean entry/exit doors
Spot clean push and kick plates, polish dry
Refill paper towel dispensers
Wet mop/disinfect floor
Damp wipe/disinfect dispensers
Custodial/Service Room - Restock all paper supplies as required to meet minimum on hand supply
3. Once a month mandatory cleaning requirements
Offices/Conference Rooms/ /Office hallways
Polish all wooden furniture
Vacuum all partitions
Damp wipe all partition tops
Vacuum behind PC monitors on desks
De-lime water fountains and clean outside of fountain cabinet
Remove ceiling cobwebs
Vacuum and wash lighting grills
4. Quarterly (Once Every Three Months) mandatory cleaning requirements
Kitchen/Snack Area - Strip and wax vinyl floor, weekend work
Office/Conference Rooms/ Hallways
Vacuum and dust all blinds
Dust all up lighting fixtures
Vacuum ceiling vents all carpet
Deep shampoo all carpets This procedure is to include the application of 3M Carpet Protector. This is weekend work.
5. Semi Annually Mandatory Cleaning Requirements (Once Every Six Months)
Entry Ways/Kitchen/Snack Areas
Strip and wax hard floor surfaces May and November, weekend work
Strip and seal ceramic tile floors and cove base during the months of February, May, August, and November
Offices/Conference Rooms - Strip, seal and wax tile floors and cove base during the months of February, May, August and November, weekend work
Problems that must be brought To the Police Department Facility Manager or Designee’s Attention:
Safety hazards
Light fixtures lenses broken, yellowing
Ceiling tiles--broken, stained, dirty .
Plumbing leaks
Loose or stained carpet
Storage problems
Please select one
If a corporation, include the State in which you are incorporated in.
If a partnership, include the names of partners.
If an individual, include relevant information.
Please include the name, title, telephone and email address of the authorized representative
The Vendor/Contractor certifies that it has not been and currently is not debarred or suspended by any federal, state, or municipal governmental agency under G. L. c. 29, § 29F or other applicable law, nor will it contract with a debarred or suspended subcontractor on any public contract.
The Awarded Vendor must comply with the City’s request for a current Certificate of Good Standing or current Certificate of Registration from the Commonwealth of Massachusetts provided by the Secretary of the Commonwealth’s Office. Foreign Corporations not registered in the Commonwealth must comply with the City’s request for the Certificate of Good Standing from the state of incorporation.
An unchecked response, a failure to respond, or a failure to meet to any of the following Quality Requirements will result in a rejection of your bid. Please check each of the following Quality Requirements as confirmations.
Bidder has been in business providing Janitorial Services in Massachusetts under present business name for a minimum of five years.
Bidder has three years of experience providing cleaning and janitorial services to at least three (3) secure municipal, state or federal facilities consisting of a minimum of 100,000 square feet of cleanable floor space.
The bidder has submitted with their bid a commitment letter from a surety confirming bidder’s ability to secure a 50% Performance Bond and the surety issuing the commitment letter is authorized to do business in the Commonwealth of Massachusetts.
The bidder conducts CORI checks on all its employees and is in compliance with the City of Cambridge Cori policy included in the bid documents.
The bidder’s Local Main Office must be located within an hour radius of the Robert W. Healy Public Safety Facility, 125 Sixth Street Cambridge, Ma 02141.
Bidders shall submit a list of three references for which the bidder has supplied similar services. References shall include contact information including contact name, addresses and telephone numbers for each to inquire as to their satisfaction with the bidders’ product and service. In addition, the City reserves the right to use itself as a reference, to contact references not listed and to otherwise perform its own due diligence when making a responsibility determination. A bid maybe rejected on the basis of one or more references reporting less than excellent past performance.
Include contact name, address and telephone #
Include contact name, address and telephone #
Include contact name, address and telephone #
Please electronically sign and upload the following documents using this URL: https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI*
Bidder certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid.
All bids must be accompanied with a commitment letter from a surety confirming bidder’s ability to secure a 50% Performance Bond. The surety shall be authorized to do business under the laws of the Commonwealth of Massachusetts
Please download, fill out, and upload the attached pricing worksheet from the attachments section.
PLEASE NOTE: The equivalent of Prevailing Wage Rates must be paid in the manner prescribed by the attached Living Wage Ordinance. Please also refer to the Living Wage Ordinance attached herein for other wage requirements. Please review and fill out all pricing worksheets in the attached Price Proposal.
Example: Office Supplies
Example: Janitorial Services
Q (Questions ): Should periodic services such as strip and wax and carpet cleaning be included in the annual base price, or are these to be priced separately? Are the current employees assigned to this contract part of a union? Who is the current incumbent contractor for this service? Are you able to share the current or most recent contract value? Is the scope of work and staffing requirements in this solicitation consistent with the current contract, or have there been any changes?
A: 1.These are to be included in the base price. 2.Yes 3.ABM Industry Groups, LLC. 4.Current year pricing - $237,486.08 5.Consistent. No changes.
Q (No subject): Who is the current contractor? What is the current contract amount? If you are unable to provide the current contract amount, what is the current budget your agency has for this project? Square footage of each facility? Frequency of Services? Number of custodians required? Time frame to clean? Between hours? Mandatory walkthrough? bond requirement
A: 10.See answer 3 11.See answer 4 12.See answer 4 13.125,000 square feet 14.7 days a week 15. 3 16.7pm-10pm M-F / 5pm-8pm Sat-Sun 17.Yes 18.See answer 6
Q (No subject): Will there be a site walk of facility?
A: 19.Yes
Q (No subject): We are to provide cleaning services 7 days per week for a total of 32 hours per week, is there a required number of hours for each day? are we there longer Monday-Friday and less hours on weekends?
A: 20.See answer 16
Q (No subject): Who is the current vendor
A: 21.See answer 3
Q (No subject): What is current Annual value of Contract?
A: 22.See answer 4
Q (No subject): Can we deliver proposal to City Hall or does it have to be done through portal only
A: 23.This bid may be reviewed, downloaded and submitted at the City of Cambridge eProcurement Portal: https://procurement.opengov.com/portal/cambridgema
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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