Janitorial Services for Parks and Recreation

The City of Tolleson ("City") is issuing a Request for Proposals ("RFP") from qualified firms or agencies interested in providing Janitorial Services for Parks and Recreation.

Project Details

• Reference ID: RFP-26-002
• Department: Field Operations / Parks & Recreation
• Department Head: Randy Babchuk (Field Operations / Parks & Recreation Director)

Important Dates

• Questions Due: 2026-07-23T23:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Experience and Qualifications (25 pts)
• Project Understanding and Approach (20 pts)
• References (20 pts)
• Price (35 pts) —
  1. Pricing shall include all labor, supervision, equipment, tools, materials, transportation, insurance, overhead, and profit.
  2. Vendors shall identify any minimum service charges, after-hours rates, holiday rates, or emergency response fees.
  3. The agency reserves the right to increase or decrease quantities based on actual service needs, facility schedules, and budget availability.

Submission Requirements

• Cover Letter (required) —

  Vendor shall upload a Cover Letter containing the following items:

  An expression of the Vendor’s interest in the project and possession of adequate, dedicated and responsible resources (personnel) and commitment to providing services.

  Identify the location of the firm’s principal office and the home office location of key staff on this project.

• Experience and Qualifications of Proposer (required) —

  Provide a general description of the company and/or team that is proposing to provide the services, including sub-consultants.  Provide an organization chart showing key personnel.  For each key person, provide the following information:

  1. Percentage of time that each person will be committed to the project
  2. Length of time with the firm

  3. Provide a list of three similar municipal/recreation facility projects on which the project team has experience.  For each reference project, please provide the following information:

     1. Description of the project, including project name and location
     2. Project owner and/or client information
     3. Role of each key team member who worked on the project and the percentage of time spent by each key team member on said project
     4. Approximate dates services were provided
      
• Project Understanding and Approach (required) —

  Vendor shall provide a narrative of understanding of the City’s facilities, cleaning frequencies, performance standards, security/access requirements, and service expectations. Explain the proposed staffing plan, quality control process, communication approach, issue resolution procedures, and ability to minimize disruption to City operations. 

• Price Proposal (required) —

  All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services. The total shall be an all-inclusive maximum price and to contain all direct and indirect costs including all out-of-pocket expenses with a full and complete breakdown of all said costs, and proposed fees including but not limited to hourly rates, reimbursable expenses and/or rates, mileage and/or travel cost, miscellaneous fees, etc.

• Resumes (required) —

  Vendor shall upload resumes for account manager, supervisor and key personnel (unlimited number of resumes, each resume not to exceed one (1) page in length.

• Acknowledgement of Proposal (required) —

  The Undersigned hereby proposes and agrees to furnish any and all required labor, material, and services.

  The Undersigned hereby declares that he has visited the site and has carefully examined the RFP Documents relating to the Project.

  The Undersigned hereby declares, as submitter, that the only persons or parties interested in this PROPOSAL as principals are those named herein; that no elected official or employee of the City is in any manner interested directly or indirectly in this PROPOSAL or in the profits to be derived from the contract proposed to be taken, other than as permitted by law; that this submittal is made without any connection with any other person or persons making a separate proposal for the same purpose; that the proposal is in all respects fair and without collusion or fraud; that he has read the RFP documents, and agrees to furnish the items and perform the work called for in accordance with the provisions of said form of Contract and to deliver the same within the time stipulated herein, and that he will accept in full payment therefore the total contract price.

  Submitter understands and agrees that the City reserves the right to reject any or all bids and to waive any informality in the bidding.

• Affidavit (required) —

  That he/she, who submits herewith to the City of Tolleson, Arizona, a Proposal:

  That all statements of fact in such Proposal are true;

  That said Proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;

  That said Proposal has not, directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interest of the City of Tolleson, Arizona, or of any submitter or anyone else interested in the proposed contract; and further,

  That prior to the public opening and reading of proposal, said submitter:

  1. Did not directly or indirectly, induce or solicit anyone else to submit a false or sham proposal;
  2. Did not directly or indirectly collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham proposal, or that anyone should refrain from bidding or withdraw his proposals;
  3. Did not in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix the proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his proposal price, or of that of anyone else;
  4. Did not, directly or indirectly, submit his proposed price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association organization, bid depository or to any member or agent thereof, or to any individual or group of individuals, except the City of Tolleson, Arizona, or to any person or persons who have a partnership or other financial interests with said bidder in his business.
• Exceptions (required) —

  Do you take any exceptions to the terms and conditions of the RFP?

• Exceptions Taken (required) —

  Upload Professional Services Agreement (Tolleson) document with tracked changes detailing your exceptions. 

  *The City reserves right to accept or reject exceptions.

• Small, Minority, Disadvantaged and Women-Owned Business Enterprises (required) —

  Are you a Small, Minority, Disadvantaged or Women-Owned Business Enterprises?

• Minority Business Designation (required)
• Services Requested (required)
• First Advertisement Date (required) —

  Enter the first date this will be advertised in the paper.

  Use the following format:

  January 1, 2026

• Second Advertisement Date (required) —

  Enter the second date this will be advertised in the paper.

  i.e. January 8, 2026

• Does this project require IT information? (required)