26-06 Furnishing of Custodial Services for Northport Community Center

ADVERTISEMENT FOR BIDS
City of Northport, Alabama
Bid File Number 26-06
FURNISHING OF CUSTODIAL SERVICES FOR NORTHPORT COMMUNITY
CENTER
Separate sealed BIDS for the Furnishing of Custodial Services for Northport Community
Center will be received by THE CITY OF NORTHPORT Public Works Department at 1781
Harper Rd. until 9:00 AM (CST), Wednesday, March 25, 2026, and then at said office publicly
opened and read aloud.
The contract will consist of providing custodial services as specified in the contract documents
for the Northport Community Center, located at 2100 Park Street, Northport, AL 35476, to begin
1 week from notice of award until March 31, 2027. Bids may not be withdrawn for thirty (30)
days from the date of the bid opening.
The contract documents may be examined and obtained at the Public Works Office, located at
1781 Harper Road, Northport, Alabama 35476, or by emailing mperkins@northportal.gov.
The City of Northport reserves the right to waive any formality or to reject any and all bids.

DEPARTMENT OF PUBLIC WORKS CITY OF NORTHPORT
1781 HARPER RD.
NORTHPORT, ALABAMA 35476 DEPARTMENT OF PUBLIC WORKS
FURNISHING OF CUSTODIAL SERVICES FOR NORTHPORT COMMUNITY CENTER BID NO:
26-06
PAGE 2 BIDS WILL BE OPENED AT 9:00 AM ON MARCH 25, 2026, THE PUBLIC ISSUE DATE:
OF WORKS CONFERENCE ROOM, 1781 HARPER ROAD, MAY NOT BE 03/10/2026
11 PAGES WITHDRAWN FOR THIRTY (30) DAYS AFTER SUCH DATE.
COUNCIL MEMBERS MAYOR CITY ADMINISTRATOR
TURNLEY SMITH DALE PHILLIPS TERA T. TUBBS
WOODROW WASHINGTON
JAIME CONGER DIRECTOR OF PUBLIC WORKS
JAMIE DYKES BROOKE STARNES
DANNY HIGDON
SECTION A - GENERAL CONDITIONS
1. PREPARATION OF BIDS
Bids will be prepared in accordance with the following:
A. All bid submittals must be on the enclosed bid forms (Section D), and all bid prices
shall be filled in ink or typewritten.
B. All information required by the Bid form shall be furnished. The bidder shall print
or type their name and manually sign the Bidders Response Form.
C. Unit prices shall be shown and where there is an error in extension of price, the unit
price shall govern.
D. Proposed delivery time must be shown and shall include Sundays and holidays.
E. Bidder will not include federal taxes nor State of Alabama sales, excise, and use
taxes in bid prices, as the City is exempt from payment of such taxes. An exemption
certificate will be signed where applicable upon request.
F. Bidders shall thoroughly examine the specifications, schedule, instructions, and all
other contract documents.
G. Bidders shall make all investigations necessary to thoroughly inform themselves
regarding plant and facilities for delivery of material and equipment as required by
the bid conditions. No plea of ignorance by the bidder to make the necessary
examinations and investigations, or failure to fulfill in every detail the requirements
of the contract documents, will be accepted as a basis for varying the requirements
of the City or the compensation to the vendor.
H. Bidders are advised that all City Contracts are subject to all legal requirements
provided for the Purchasing Ordinance and/or State and Federal Statutes.
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I. Bidders should be aware that, following the award of a bid, bid documents are not
confidential. If bid documents contain any information considered by the bidder to
be confidential and proprietary, bidder shall so mark those documents. The City will
make effort to notify bidder if any document marked confidential is requested as part
of a public records request.
2. CLARIFICATIONS, INTERPRETATIONS, OBJECTIONS, AND ADDENDA
A. The City will not be responsible for oral interpretations.
B. Requests for interpretations and/or clarifications shall be requested in writing to:
Brooke Starnes
Director of Public Works
1781 Harper Road
Northport, Alabama 35476
(205) 333-3003
bstarnes@northportal.gov
C. All such written requests must be submitted no later than seven (7) days prior to the
date specified for the receipt of bids.
D. All requests requiring clarification or additional information will be addressed in the
form of an addenda issued by the Public Works Department and will become part of
the contract documents.
E. The person submitting the request will be responsible for its prompt delivery. Any
objection to the specifications and requirements as set forth in this bid must be filed
in writing with the Director of Public Works on or before seven (7) days prior to
scheduled opening.
3. STATEMENT OF QUALIFICATIONS
A. Each bidder must complete and submit with their Bid a Statement of Qualifications in
Section D which will be used by the City to determine the ability of the bidder to
perform the work contemplated under this contract.
B. Failure to provide the above information will automatically result in rejection of the
bidder's submission.
C. The City reserves the right to require additional documentation to support and/or
clarify any information provided.
D. The statement should include the following items:
i. Company name, address and telephone number.
ii. Number of years the company has actively been in business
iii. The names of officers/owners of the company.
iv. A brief description of the company, including past history, present status,
future plans, etc.
v. Number of employees
vi. Proof of insurance as required in Section B, Item 3
vii. A history of defaults, contract terminations, and bankruptcies.
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viii. List of three (3) comparable clients for whom the bidder has provided similar
services within the past three (3) years. Information must include:
name of the organization
contact name and job title
address
contact telephone number and email address
years of service
brief description of the scope of work
4. SUBMISSION OF BIDS
A. Bids and changes thereto shall be enclosed in sealed envelopes addressed to Brooke
Starnes, Director of Public Works, 1781 Harper Road, Northport, Alabama 35476 and
shall be plainly marked on the outside as bid for Custodial Services for Northport
Community Center. The envelope should bear on the outside the name and address
of the bidder, their address, telephone number, and Bid File Number for which the bid
is being submitted.
B. If the bid is forwarded by mail, the sealed envelope containing the bid must be
enclosed in another envelope addressed to Brooke Starnes, Director of Public Works,
at 1781 Harper Road, Northport, Alabama 35476.
C. Bids must be submitted on the forms furnished. Telegraphic bids will not be
considered.
D. The Bidder's Response Form, and Statement of Qualifications form of the bid packet
proposal must be completed and returned in their entirety to constitute a complete bid.
5. DISCOUNTS
A. Bidders may offer a cash discount for prompt payment; however, such discounts shall
NOT be considered in determining the lowest net cost for bid evaluation purposes.
Bidders are encouraged to reflect cash discounts in the unit prices quoted.
B. In connection with any discount offered, time will be computed from the date of
receipt of supplies or services or from the date a correct invoice is received,
whichever is the later date. Payment is deemed to be made on the date of mailing of
the check.
6. RIGHT TO REJECT BIDS
A. The City reserves the right to reject any or all bids, to waive minor defects or
technicalities, or to solicit new bids on the same project or on a modified project
which may include portions of the originally proposed project as the City may deem
necessary and in its interest.
B. The City may make such investigations as it deems necessary to determine the ability
of the bidder to perform the work.
C. In addition to the information required in Section A, Item 3, the bidder shall furnish
to the City any other information and data for this purpose as the City may request.
D. The City reserves the right to reject any bid if the evidence submitted by, or
investigation of, such bidder fails to satisfy the City that such Bidder is properly
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qualified to carry out the obligations of the Agreement and to complete the work
contemplated therein.
E. Bidders must comply with all applicable local, state, and federal laws, codes, and
regulations.
F. The City may reject any bid that does not comply with all the material and substantial
terms, conditions, and performance requirements of the bid packet.
G. Bidders may not restrict the rights of the City nor qualify their bid. If a Bidder does
so, the City may determine the proposal to be non-responsive and the bid may be
rejected.
7. WITHDRAWAL OF BIDS
A. Bids may not be withdrawn after the time set for the bid opening for thirty (30) days
as specified.
B. Bids may be withdrawn prior to the time set for the bid opening.
8. LATE BIDS OR MODIFICATIONS
A. Bids and modifications received after the time set for the bid opening will not be
considered.
B. Modifications in writing received prior to the time set for the bid opening will be
accepted.
9. AWARD OF CONTRACT
A. The Contract will be awarded to the lowest RESPONSIBLE Bidder.
B. If two or more bids received are for the same total amount or unit price, quality and
service being equal, the contract shall be awarded to a local bidder.
C. The Notice of Award shall be issued within ten (10) calendar days of the award of the
bid. Following the Notice of Award, the City shall provide contract documents for
the bidder's signature reflecting and incorporating the bid requirements.
10. CLAIMS
A. Successful bidder(s) will be responsible for making any and all claims against carriers
for missing or damaged items.
11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS
A. Bidders shall comply with all local, state, and federal directives, orders, and laws as
applicable to this bid and subsequent contract(s).
12. PROVISION FOR OTHER AGENCIES
A. Unless otherwise stipulated by the bidder, the bidder agrees when submitting their bid
to make available to all City agencies, departments, and in-city municipalities the bid
prices he submits, in accordance with the bid terms and conditions, should any said
department, agency, or municipality wish to buy under this proposal.
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13. COLLUSION
A. The bidder, by affixing their signature to this proposal, agrees to the following:
"Bidder certifies that their bid is made without previous understanding, agreement, or
connection with any person, firm, or corporation making a bid for the same items and
is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action".
14. VARIANCE IN CONDITIONS
A. Any and all special conditions and specifications attached hereto, which vary from
General Conditions, shall have precedence.
SECTION B - SPECIAL CONDITIONS
1. TERM OF CONTRACT
A. Bidders are hereby notified that this contract will go into effect upon the receipt of
Notice of Award through March 31, 2027, and the unit prices or lump sums shown on
the Bidder's Response Form are to be guaranteed for the full term of the contract.
B. The contractor may submit an invoice once work is complete and accepted by the
Director. Invoices will be paid within 30 days of receipt.
2. BONDS & CITY LICENSE REQUIREMENTS
A. The contractor must maintain a City of Northport business license throughout the
term of the agreement.
B. A Bid Bond is not required.
3. INSURANCE REQUIREMENTS
A. The contractor shall maintain such liability insurance as to protect them from claims
under workmen's compensation acts and from any other claims for damages to
property and/or personal injury, including death, which may arise from operations
either by themself or by a subcontractor or anyone directly or indirectly employed by
either of them.
B. A Comprehensive General Liability, covering bodily injury and property damage
including premises, operations, products and completed operations, must have
minimum coverage of at least $1,000,000 per occurrence and $2,000,000 Aggregate.
The City shall be named as an additional insured on this policy.
C. The contractor shall indemnify and hold harmless, the City from and against all losses
and all claims, demands, payment, suits, actions, recoveries, and judgments of every
nature and description brought or recovered against them by reason of any act or
omission of the said contractor, their agents or employees, in execution of the work or
in the guarding of it.
D. Contractor shall provide a COI for all policies referenced above to the City within
thirty days of execution of the contract.
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4. BIDDER TO EXAMINE SITE
A. All bidders are to inform themselves of the conditions under which the work is to be
performed, the site of the work, the obstacles which may be encountered, and all
other relevant matters concerning the work to be performed. The successful bidder
will not be allowed any extra compensation by reason of any matter or thing
concerning which said bidder might have fully informed themself.
B. Bidders may examine the site prior to submission of bid. To schedule an appointment
to examine the site, contact Matthew Perkins at (205) 361-1307 or
mperkins@northportal.gov.
SECTION C - SUMMARY OF WORK
1. GENERAL INFORMATION
A. Each service visit must include the performance of all tasks as described in the
Description of Work.
B. There are fifteen (15) 8-foot plastic folding tables and 120 plastic folding chairs
stored on site and available for renter use. Based on individual rental requests, the
table and chairs must be set up or placed in storage by the contractor.
C. The contractor or their representative must inspect all areas to ensure that all contract
specifications have been satisfactorily met for each service visit completed.
D. If the City of Northport declares a failure to perform contracted cleaning services, and
the contractor cannot provide corrective on-site service before the start of the
facility's next rental, payment for that service visit will be denied.
i. Performance will be considered unsatisfactory when, upon inspection, it can
be demonstrated that certain areas have not been properly maintained.
E. The contractor must provide the City of Northport with a phone number where
someone can be contacted 24 hours a day in case of emergency.
F. The contractor's employees will report to the City of Northport's designated point of
contact any suspicious activities, abnormalities, hazardous conditions, or dangerous
conditions found during the course of work.
G. The contractor will be provided the necessary keys and access codes to the Northport
Community Center to perform the contracted services.
ii. The keys and access codes shall not be provided for any person or purpose
other than an employee of the contractor for the performance of contracted
services.
iii. It is strictly prohibited for the contractor or employees to copy any key.
H. At no time shall the contractor or their employees allow any people into the facility
other than themselves or confirmed City of Northport employees.
I. Neither the contractor nor their employees shall make any representation whatsoever
that tips are encouraged or solicited for providing services.
J. The contractor will be held liable for any and all damages or loss incurred in the
contracted site by the contractor's employees while engaged in the contracted work.
The supervisor or contractor must report the loss or damage immediately to the City
of Northport's designated contact.
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2. SERVICE VISIT REQUIREMENTS
A. Entryways, Common Areas, and Event Space
i. Dust surfaces such as ledges, windowsills, walls, light switches, blinds, fire
extinguishers, etc.
ii. Spot clean glass
iii. Spot clean walls, including the removal of any tape, residue, etc.
iv. Disinfect doors, door handles, and light switches
v. Disinfect all tables and chairs not in storage
vi. Empty garbage containers and replace liners
vii. Sweep floors prior to mopping
viii. Wet mop floors after sweeping
ix. Clean and vacuum interior floor mats
x. Sweep exterior floor mats (rinse if necessary)
B. Kitchen and Serving Area
i. Dust surfaces such as ledges, countertops, cabinets, walls, appliances, light
switches, fire extinguishers, etc.
ii. Disinfect countertops, backsplashes, sink and fixtures, all visible sides of
appliances and their controls, the interior of the microwave, and light switches
iii. Remove any food left in the refrigerator
iv. Spot clean walls
v. Empty garbage containers and replace liners
vi. Sweep floors prior to mopping
vii. Wet mop floors after sweeping
viii. Restock supplies
C. Restrooms
i. Dust surfaces such as ledges, walls, partitions, dispensers, countertops, light
switches, etc.
ii. Spot clean walls, including the removal of tape, residue, etc.
iii. Clean mirrors
iv. Disinfect doors, door handles, and light switches
v. Scrub and sanitize toilets and urinals inside and out, including both sides of
seats
vi. Disinfect countertops, sinks, fixtures, and dispensers
vii. Empty garbage containers and replace liners
viii. Sweep floors prior to mopping
ix. Wet mop floors after sweeping
x. Restock supplies
D. Table and Chair Maintenance
i. Disinfect all tables and chairs not in storage
ii. Check all tables and chairs not in storage for damage
iii. Set up tables and chairs as requested for next rental
iv. Store tables and chairs not needed for next rental
Disinfect and check for damage before folding and putting away
Arrange in a safe and neat manner
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E. Exterior of Facility
i. Remove any markings, tape, or residue on exterior walls, windows, fencing,
sidewalks and parking lot
ii. Bag any debris or litter found in parking lot, along sidewalks, or in flower beds
iii. Place all bagged garbage from inside and outside in the City-provided garbage carts
F. Specific Requests
i. Specific requests may be made as a result of unplanned events such as
maintenance issues or damage to the facility.
3. SUPPLIES AND EQUIPMENT
A. The contractor, as a component of the bid cost, shall provide all consumable materials
and supplies required for use by renters of the facility including, but not limited to,
toilet paper, urinal screens, paper towels, hand soap for dispensers, and garbage
receptacle liners.
i. The contractor is responsible for refilling dispensers and restocking supplies
as outlined in the Service Visit Requirements.
ii. All products and equipment used by the contractor are subject to review and
approval by the City of Northport.
B. The contractor, as a component of the bid cost, shall provide all consumable materials
and cleaning agents to perform the required custodial services.
i. All products and equipment used by the contractor are subject to review and
approval by the City of Northport.
C. All necessary cleaning equipment shall be furnished by the contractor. Such
equipment shall be of the size and type customarily used in work of this kind, and no
equipment shall be used which is harmful to the building or its contents.
D. The City of Northport will provide the contractor with a secure closet in the facility
for their use to store supplies and equipment as necessary.
4. WORK HOURS AND FREQUENCY
A. The contractor may be required to supply services on any day of the year, including holidays.
B. Service visits by the contractor are required to be completed in full between
scheduled rentals of the City of Northport Community Center.
i. It is the contractor's responsibility to ensure that a service visit can be
completed in less than two (2) hours to accommodate the rental schedule.
ii. It is the contractor's responsibility to ensure that a service visit can be
completed between the hours of 11:00 pm and 6:00 am to accommodate the
rental schedule.
C. The rental schedule will be made available to the contractor in advance at a frequency
agreed upon by the contractor and the City of Northport.
i. Historical data shows the facility is rented at least four (4) times a week.
ii. The number of rentals per week should not exceed fifteen (15).
D. The Standard Rate will be paid for service visits or specific requests made at least 48-
hours in advance.
E. The Emergency Rate will be paid for service visits or specific requests made less than
48-hours in advance. If work qualifies for the Emergency Rate, a standard two (2)
hour minimum will be paid regardless of the time spent at the jobsite, with any work
beyond the initial two (2) hours paid by the hour.
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SECTION D - BIDDER'S RESPONSE FORM
1. STATEMENT OF QUALIFICATIONS
Firm or Business Name: _________________________________________________________
Mailing Address: _______________________________________________________________
Contact Person: ________________________________________________________________
Telephone Number: _____________________________________________________________
Email Address: _________________________________________________________________
Number of Years in Business: _______________ Number of Employees: ________________
Name(s) of the Company's Officers/Owners: _________________________________________
Attach the Following Information:
A brief description of the company, including history, present status, future plans, etc.
Any history of defaults, contract terminations, and bankruptcy
3 clients comparable to the City of Northport who can be used as references (include
organization name and address; contact name, job title, phone number and email
address; years of service; and a brief description of the scope of work)
Proof of insurance required and listed in Section B, Item 3
2. COST OF SERVICES
Cost shall be submitted as is. No alterations or changes of any kind are permitted. Bid responses
that do not comply will be subject to rejection in total. The cost quoted below shall include all
charges and is the cost the City will pay for the term of any contract that is a result of this bid.
Item No. Description Frequency Unit Price
1. Service Visit Per occurrence $
2. Emergency Call-out Per hour $
Signature: _______________________________________________
Print Name: ______________________________________________
Title: ___________________________________________________
FAILURE TO COMPLETE THE ABOVE MAY SUBJECT BID TO REJECTION
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