Janitorial Services

2025
City of Sherman
PO Box 1106
Sherman, TX 75091-1106
Invitation for Bid
f o r
Janitorial Services
MAINT-IFB6002-26
Estimated Calendar of Events
Advertising 5/16 and 5/23/26
Mandatory Pre-Bid 6/02/26
Mandatory Site Visits Immediately following Pre Bid
Questions Due 6/05/26 10 AM
Questions Answered 6/08/26 4 PM
Bid Submission Deadline 6/12/26 2 PM
Estimated Council Award 7/06/26
Estimated Contract Start Date 7/13/26
1

CITY OF SHERMAN, TEXAS
Bidder must submit their bid response utilizing the following:
1) Public Purchase at https://www.publicpurchase.com
2) In person at City Hall, 220 W Mulberry, Sherman, TX 75090 or
3) By courier, delivered to 220 W Mulberry, Sherman, TX 75090
Bid responses shall not be submitted by facsimile, email or other type of submission other than the
stated deliveries of Public Purchase digital submission, in person, and by courier.
Prices quoted must be held for a minimum of ninety (90) days from date of bid closing. In the case of
estimated requirements, the prices shall remain firm during the term of the contract. Discount from
list or clauses that are known as "escalator" or "cost-plus" responses shall not be accepted.
In the case of estimated requirements, the quantities appearing are estimated as realistically as
possible. However, the City reserves the right to increase, decrease, or delete any item or items being
furnished while continuing to pay the price quoted regardless of quantity.
Bids must be submitted by units specified, extended and show total. In the event of discrepancies in
extension, unit prices shall govern.
F.O.B./Damage: Items shall be bid F.O.B. Destination, delivered to the designated municipal facility and
shall include all delivery and packaging costs. The City assumes no liability for goods delivered in
damaged or unacceptable condition. The successful bidder shall handle all claims with carriers, and in
the case of damaged goods, shall ship replacement goods immediately upon notification of City staff.
Bids subject to unlimited price increases shall not be considered. The City reserves the right to solicit
bids for larger projects.
The enclosed INVITATION FOR BID (IFB) and accompanying specifications is for your convenience in
bidding for the City of Sherman.
Bids may be submitted as follows:
City of Sherman
Finance Dept.
P.O. Box 1106
Sherman, TX 75091-1106
Electronically at www.publicpurchase.com
By delivery at City Hall, address listed above.
Bids will be received by the City of Sherman, Sherman, Texas, at the Finance Department, Attention: Carla
Hommel, City Hall, 220 W Mulberry St, Sherman, Texas 75092-1106, until the hour 2:00 PM on the 12th day
of June 2026, at which time bids duly delivered and submitted will be considered.
QUESTION AND ANSWER PERIOD
Questions will be received by email only. All questions MUST be sent to carlah@cityofsherman.com by June
5, 2026, 10 am. Answers will be issued by addendum by June 08, 2026, 4 pm.
The award is intended to be included on the agenda of a regularly scheduled meeting of the City Council.
2

Each bid delivered to the City shall be sealed and clearly marked Janitorial Services MAINT-IFB6002-26
on the exterior of the bid. Electronic submittals may only be made through Public Purchase at
https://www.publicpurchase.com. No email or faxed bids will be accepted. Each bid shall be manually
signed and dated by a person having the authority to bind the firm in a contract. Bids that are not
signed and dated will be rejected.
Please note that all bids must be received at the designated location or through Public Purchase by the
deadline shown. Bids received after the deadline will not be considered for the award of the contract and
shall be considered void and unacceptable. The Opening is scheduled for 2:00 p.m., Friday, June 12, 2026,
at which time the sealed bids will be opened.
Any bid received after stated closing time will be returned unopened. If bids are sent by mail to the
Finance Department, the bidder shall be responsible for actual delivery of the bid before the advertised
date and hour for opening of bids. If the mail is delayed by the postal service, courier service, or an ISP
(Internet Service Provider), beyond the date and hour set for the bid opening, bids thus delayed will not
be considered.
Bidders should carefully examine all terms, conditions, specifications, Evaluation Criteria, supplied
agreement, and related documents. Should a bidder find discrepancies in, or omissions from, the
specifications or related documents, or should there be doubt as to their meaning, the City of Sherman
Finance Department should be notified immediately for clarification prior to submitting the bid. In the
event of any conflict between the terms and conditions of these requirements and the specifications, the
specifications shall govern. In the event of any conflict of interpretation of any part of this overall
document, the City of Sherman's interpretation shall govern.
Information concerning the bid specifications or bid process/procedures may be submitted in writing to
Carla Hommel, Purchasing Agent, at carlah@cityofsherman.com.
Until the final awarding by the City of Sherman, said City reserves the right to reject any and/or all bids,
to waive technicalities, to re-advertise, and proceed otherwise when the best interests of said City will be
realized hereby.
ADDENDA
It is the responsibility of the vendor to check for addenda. Addenda will be posted to:
www.ci.sherman.tx.us and to www.publicpurchase.com.
ANNUAL CONTRACT FUNDING
The city operates on a fiscal year that ends on September 30th. Because state law mandates that a
municipality may not commit funds beyond a fiscal year, this bid is subject to cancellation if funds for this
service are not approved in the next fiscal year.
BID CONSIDERATION / TABULATION
Until final award of the Contract, the city reserves the right to reject any or all bids, to waive technicalities,
and to re-advertise for new bids, or proposed to do the work otherwise in the best interests of the City.
BRAND NAMES
If items for which bids have been called for have been identified by a "brand name or equal" description, such
identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics
3

of products that will be satisfactory. Bids offering "equal" products will be considered for award if such
products are clearly identified in the bids and are determined by the city to be equal in all material respects
to the brand name products referenced. Unless the bidder clearly indicates in their bid that they are offering
an "equal product", their bid shall be considered as offering a brand name product referenced in the Bid
Schedule.
CHANGES OR ALTERATIONS
No part of this bid may be changed/altered in any way. Vendors must submit written requests to change any
specifications/conditions with their bid response. Changes made without submission of a written request,
and approval by the City, will result in disqualification.
COMPLETING INFORMATION
Bidder must fill in all information asked for in the blanks provided under each item EXCEPT for the agreement.
Only the awarded respondents shall be required to complete the agreement. Failure to comply may result in
rejection of the Bid at the City's option.
CONTRACT CLAUSE
All bidders understand and agree that the vendor's bid response will become a legally binding contract
upon acceptance in writing by the City. This contract may be superseded only if replaced with a more
extensive contract that is agreed to by both parties. A sample agreement is included with the bid packet.
INSURANCE
Deductibles, of any type, are the responsibility of the vendor/contractor.
MISCELLANEOUS
Except as to any supplies or components which the specifications provide need not be new, all supplies and
components to be provided under this contract shall be new (not used or reconditioned, and not of such age
or so deteriorated as to impair their usefulness or safety), of current production and of the most suitable
grade for the purpose intended. If at any time during the performance of this contract the Contractor believes
that the furnishing of supplies or components which are not new is necessary or desirable, they shall notify
the City immediately, in writing, including the reasons therefore and proposing any consideration which will
flow to the City if authorization to use supplies or components is granted.
Successful bidder(s) agrees to extend prices to all entities that have entered or will enter into joint purchasing
inter-local cooperation agreements with the city of Sherman. As such, the city of Sherman has executed an
inter-local agreement with certain other governmental entities authorizing participation in a cooperative
purchasing program. The successful vendor may be asked to provide product/services, based upon the bid
price, to any other participant in the forum.
The responding bidders are financially responsible for their own preparation of their bid document response
and any/all meetings or appointments associated with this bid. The City does not assume any financial liability
in a bidder's cost for their bid response. The city operates on a fiscal year that ends on September 30th. State
law mandates that a municipality may not commit funds beyond a fiscal year; this bid is subject to cancellation
if funds for this commodity are not approved in the next fiscal year.
Termination for Default: The City reserves the right to enforce the performance of this contract in any
manner prescribed by law or deemed to be in the best interest of the city in the event of breach or default
of this contract. The City reserves the right to terminate this contract within ten (10) days in the event
4

the successful bidder fails to 1) meet delivery schedules or 2) otherwise fails to perform in accordance
with these specifications. Breach of contract or default authorizes the City to, among other things, award
another to another bidder, purchase elsewhere and charge the full increase in cost and handling to the
defaulting bidder.
Termination for convenience: The City reserves the right to terminate any resulting contract from this bid
for convenience, by supplying the awarded bidder with at least thirty (30) days' notice.
Venue: Bidder shall comply with all Federal and State laws and City ordinances and Codes applicable to
the bidders' operation under this contract. These specifications and the contract resulting here from shall
be fully governed by the laws of the State of Texas, and shall be fully performable in Grayson County,
Texas, where venue for any proceeding arising hereunder will lie.
The apparent silence of these specifications as to detail or to the apparent omission from it of detailed
description concerning any point shall be regarded as meaning that only the best commercial practices
are to prevail.
PAYMENT TERMS & CONDITIONS
All bids shall specify terms and conditions of payment, which will be considered as part of, but not control,
the award of bid. City review, inspection, and processing procedures ordinarily require thirty (30) days after
receipt of invoice, materials or service. Bids which call for payment before the 30 days from receipt of invoice,
or cash discounts given on such payment, will be considered only if in the opinion of the City the review,
inspection and processing procedures can be completed as to the specific purchases within the specified time.
It is the intention of the city of Sherman to make payment on completed orders within thirty (30) days of
receiving invoicing unless unusual circumstances arise. Invoices shall be fully documented as to labor,
materials and equipment provided.
REJECTION OF BIDS
The City reserves the right to reject any or all bids or to waive technicalities at its option when in the best
interests of said City. Bids will be considered irregular if they show any omissions, alteration of form,
additions, or conditions not called for, unauthorized alternate bids or irregularities of any kind. However, the
City reserves the right to waive any irregularities and to make the award in the best interests of the City.
The City reserves the right to reject any or all bids, and all bids submitted are subject to this reservation. Bids
may be rejected, among other reasons, for any of the following specific reasons:
* Bids received after the time limit for receiving bids as stated in the advertisement.
* Response containing any irregularities.
* Bids submitted via fax or email.
* Unbalanced value of any items.
Bidders may be disqualified and their bids not considered, among other reasons, for any of the
following specific reasons:
* Reason for believing collusion exists among the Bidders.
* Reasonable grounds for believing that any Bidder is interested in more than one Bid Response for the
work contemplated.
* The Bidder being interested in any litigation against the city.
* The Bidder being in arrears on any existing contract or having defaulted on a previous contract.
* Lack of competency as revealed by a financial statement, experience and equipment, questionnaires,
etc.
5

* Uncompleted work, which in the judgment of the city will prevent or hinder the prompt completion
of additional work if awarded.
REQUEST FOR NON-CONSIDERATION
Bids deposited with the city cannot be withdrawn prior to the time set for opening bids. Requests for non-
consideration of bids must be made in writing to the Finance Department and received by the city prior to
the time set for opening bids. After other bids are opened and publicly read, the Bid for which non-
consideration is properly requested may be returned unopened. The Bid may not be withdrawn after the
bids have been opened, and the Bidder, in submitting the same, warrants and guarantees that this bid has
been carefully reviewed and checked and that it is in all things true and accurate and free of mistakes and
that such bid will not and cannot be withdrawn because of any mistake committed by the Bidder.
SALES TAX
The total for each bid submitted must include any applicable taxes. Although the City is exempt from most
City, State, or Federal taxes, this is not true in all cases. It is suggested that taxes, if any, be separately
identified, itemized, and stated on each bid. The City cannot determine for the bidder whether the bid is
taxable to the City. The bidder through the bidder's attorney or tax consultant must make such
determination. Bills submitted for taxes after the bids are awarded will not be honored.
BID TERMS
The City of Sherman reserves the right to reject any, or all, bids received because of this IFB. If a bid is
selected, it will be the most advantageous regarding price, quality of service, the independent
contractor's qualifications and capabilities to provide the specified service, and other factors which the
City of Sherman may consider.
The reading of a company name and/or pricing at bid opening does not constitute acceptance of the bid,
nor that the bid is responsive. The review of bids prior to evaluation shall determine whether a bid is
responsive.
Bids must be signed by an official authorized to bind the independent contractor to its provisions for a
period of at least ninety (90) days. In the event it becomes necessary to revise any part of the IFB,
addenda will be provided. Responses should be prepared simply and economically providing a
straightforward, and concise description of the independent contractor's ability to meet the
requirements of the IFB.
The price quotations from the contractor stated in this response will not be subject to any price increase
from the closing date of this IFB to the mutually agreed date of contract.
The City of Sherman reserves the right to increase or decrease the number of services based upon
annual budget constraints with fifteen (15) days' notice.
The City of Sherman reserves the right to award a separate contract to separate vendors for each
item/group or to award one contract for the entire IFB. The bidder agrees to indemnify and hold
harmless from any claim involving patent right infringement or copyrights on goods supplied.
CONTRACT
Contract Period/Renewal Terms: This is an annual contract beginning July 13, 2026. The City shall allow
for an initial annual term of July 14, 2026, to July 31, 2027, and for up to four (4) additional one (1) year
renewal options. Renewal options are not guaranteed and are based solely upon the written agreement
between both the City and awarded vendor. Either party dissenting will terminate the contract in
accordance with its initial specified term.
6

EVALUATION PROCESS
All submitted bids will be reviewed by the City of Sherman for compliance with the specified IFB
requirements. The selection committee will select which responses meet the requirements and those
selected shall receive further evaluation.
Based on the firm's response to the IFB requirements, the selection committee will determine
the top firm(s) capable of meeting the needs of the City for such services. The City may invite the
top firm(s) for an interview before considering a contract. Once the firm has been selected, the City
will submit an agreement to the City Council for approval. The following evaluation criteria will be
considered by the selection committee.
BEST VALUE EVALUATION CRITERIA
EVALUATION CRITERIA
The following criteria will be used by City staff to evaluate the bid responses and make a selection:
* 15% Qualifications of key personnel - Cleaning and supervisory staff duly qualified, capable and
bondable to fulfill and abide by specifications
* 10% Experience/Prior Performance - Experience in janitorial services, including years and
history; prior performance of janitorial services for municipal government is highly desired
* 15% Reference - Respondents shall provide a minimum of three (3) current references of
janitorial services agreements covering similar services listed within this bid packet. One will be from
a government entity.
* 35% Fee schedule/cost of service
* 25% Project/Service approach-Project Plan
PRE-BID CONFERENCE
A MANDATORY Pre-bid Conference will be held at 8 AM, June 2, 2026, in the Administrative
Services Conference Room, located at City Hall, 220 W. Mulberry Street, Sherman, Texas 75090.
All vendors must attend site visits of all locations to be eligible to place a bid. Site visits will begin after
the pre-bid meeting. **In the event site visits are not completed the day of the pre-bid, site visits will
continue the following morning, until complete.** Site visits are for the purpose of determining the
condition of the building and how that relates to location pricing. Pictures will not be allowed except for
common areas. Bidders that do not adhere to this request shall be excused from further site visits and
not be allowed to bid. It is the vendor's responsibility to get themselves to each location. Each vendor
(company) shall sign in for each location-no exceptions. Pre-Bid Attendee List and sign-in sheets will be
uploaded as an addendum.
STANDARD PROVISIONS FOR CONTRACTS
If a contract is awarded, the selected contractor will be required to adhere to a set of general contract
provisions that will become a part of any formal agreement. The following is a summary of the general
terms and contract provisions that apply to all independent contractors providing service to the City of
Sherman.
COMPLIANCE WITH LAWS AND REGULATIONS
The independent contractor will comply with all federal, state and local regulations, including, but not
limited to, all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.
7

INTEREST OF INDEPENDENT CONTRACTOR AND CITY OF SHERMAN
The independent contractor promises that it has no interest which would conflict with the performance
of this contract; no officer, agency, employee of the City of Sherman, or member of its governing body,
may participate in any decision relating to this contract which affects his/her personal interest or the
interest of any corporation, partnership or association in which he/she is directly or indirectly interested,
or has any personal or pecuniary interest.
CONTINGENT FEES
The independent contractor promises that it has not employed or retained any company or person, other
than bona fide employees working solely for the independent contractor, to solicit or secure this
contract, and that it has not paid or agreed to pay any company or person, other than bona fide
employees working solely for the independent contractor, to solicit or secure this contract, and that it has
not paid or agreed to pay any company or person, other than bona fide employees working solely for
the contractor, any fee, commission, percentage, brokerage fee, gifts or any other consideration
contingent upon or resulting from the award or making of this contract. For breach of this promise, the
City may cancel this contract without liability or, at its discretion, deduct the full amount of the fee,
commission, percentage, brokerage fee, gift or contingent fee from the compensation due the
independent contractor.
EQUAL EMPLOYMENT OPPORTUNITY
The independent contractor will not discriminate against any employee or applicant for employment
because of race, creed, color, sex, sexual orientation, national origin, physical handicap, age, height, weight,
marital status, veteran status, religion or political belief (except as it relates to a bona fide occupational
qualification reasonably necessary to the normal operation of the business). The independent contractor
agrees to post notices containing this policy against discrimination in conspicuous places available to
applicants for employment and employees. All solicitations or advertisements for employees, placed by or
on behalf of the independent contractor, shall state that all qualified applicants shall receive consideration for
employment without regard to race, color, creed, sex, sexual orientation, national origin, physical handicap,
age, height, weight, marital status, veteran
status, religion or political belief.
EQUAL ACCESS
The independent contractor shall provide the services without discrimination based on race, color,
religion, national origin, sex, sexual orientation, marital status, physical handicap or age.
OWNERSHIP OF DOCUMENTS AND PUBLICATION
All documents developed because of this contract will be freely available to the public. None may be
copyrighted by the independent contractor. During the performance of the services, the independent
contractor will be responsible for any loss of or damage to the documents while they are in their possession
and must restore the loss or damage at its expense. Any use of the information and results of this contract by
the independent contractor must reference the project sponsorship by the City of Sherman. Any
publication of the information or results must be co-authored by the City.
ASSIGNS & SUCCESSORS
This contract is binding on the City and the independent contractor, their successors and assigns.
Neither the City nor the independent contractor will assign or transfer its interest in this contract
without the prior written consent of the other.
8

TERMINATION OF CONTRACT
In cases of termination without cause, either party may terminate the contract by giving thirty
(30) days written notice to the other party.
PAYROLL TAXES
The independent contractor is responsible for all applicable state and federal social security benefits and
unemployment taxes and agrees to indemnify and protect the City against such liability.
CHANGES IN SCOPE OR SCHEDULE OF SERVICES
Changes are mutually agreed upon by the City and the independent contractor and will be incorporated
into this contract by written amendments signed by both parties.
CHOICE OF LAW AND FORUM
This contract is to be interpreted by the laws of Texas. The parties agree that the proper forum for
litigation arising out of this contract is Grayson County, Texas.
EXTENT OF CONTRACT
This contract represents the entire agreement between the parties and supersedes all prior
representations, negotiations or agreements, whether written or oral.
SUBCONTRACTING
The City will consider all bid responses; however, it is the preference of the city to award to a company
that does not subcontract the janitorial services or its employees for the service requested. The City
retains the right to accept or reject a bid that subcontracts the employees or services. Bidders MUST
include this information in their response.
CONTRACTUAL REQUIREMENTS
I. INSURANCE
GENERAL TERMS - INDEPENDENT CONTRACTOR RESPONSIBILITIES
A. The independent contractor is to report to the City's designated representative and
will cooperate and confer with him/her as necessary to ensure satisfactory work progress.
B. All reports, estimates, memoranda and documents submitted by the independent contractor
must be dated and bear the independent contractor's name and be submitted to the City's
designated representative.
C. All reports made in connection with these services are subject to review and final
approval by the City's designated representative.
D. The City may review and inspect the independent contractor's activities during the term of this
contract.
E. If applicable, the independent contractor shall submit a final, written report to the
City's designated representative.
F. After reasonable notice to the independent contractor, the City may review any of the
independent contractor's internal records, reports, or insurance policies.
9

G. The independent contractor will provide the required services personally and will not
subcontract or assign the services without the City's prior written approval.
H. The independent contractor will not hire any City employee for any of the required services
without the City's prior written approval.
I. The parties agree that the independent contractor is neither an employee nor an agent of the
City for any purpose.
II. GENERAL INSURANCE REQUIREMENTS - Items 1, 2, 3, 6, 7, 8, 9, 10, 11 REQUIRED
1. Worker's Compensation & $100,000 per injury, $300,000 per occurrence,
Employers Liability $100,000 per occupational disease.
2. General Liability Minimum $1,000,000.00 each occurrence
Minimum $2,000,000.00 in the aggregate
3. Automobile Liability Minimum $1,000,000.00 each occurrence
Minimum $2,000,000.00 in the aggregate
4. XCU Coverage Minimum $1,000,000.00 each occurrence
Minimum $2,000,000.00 in the aggregate
5. Professional Liability Minimum $1,000,000.00 each claim
Minimum $2,000,000.00 in the aggregate
6. Janitorial Service Bond Minimum $50,000
7. City and its officers, agents, representatives and employees named as additional insured on General
Liability Policy, as provided above. This coverage is primary to all other coverage City may possess.
8. General Liability Insurance provides for a Waiver of Subrogation against City for injuries, including
death, property damage, or any other loss to the extent that same is covered by the proceeds of the
insurance. All insurance policies that are required to name City as an additional insured must be endorsed
to read as primary and non-contributory coverage regardless of the application of other insurance.
9. Thirty (30) days' notice of cancellation, non-renewal, or material change required. The words
"endeavor to" and "but failure" (to end of sentence) are to be eliminated from the Notice of Cancellation
provision on standard ACORD certificates.
10. Insurance company has a minimum rating of "A" by A.M. Best's Key Rating Guide, or other equivalent
rating service(s).
11. The Certificate of Insurance must state the project title.
INSURANCE COMPANY QUALIFICATION - All insurance companies providing the required insurance shall
be authorized to transact business in the State of Texas and shall have a minimum rating of "A" by A.M.
Best's Key Rating Guide, or other equivalent rating service(s).
10