Janitorial Supplies

April 2, 2026
GENESEE COUNTY INVITATION TO BID (ITB) #46-488
Sealed bids will be received until 2:00 p.m. (EST), Wednesday, May 6, 2026, at the
Genesee County Purchasing Department, 324 S Saginaw Street, Suite 9A, Flint, MI,
48502 for Janitorial Supplies.
This procurement is conducted in accordance with the Genesee County Purchasing
Regulations, a copy of which is on file and available for inspection at the Genesee County
Purchasing Department or at the website Purchasing Regulations 06.12.2024.pdf.
Each offeror is responsible for labeling the exterior of the sealed envelope containing the
bid response with the bid number, bid name, bid due date and time, and your firm's name.
The bid request number and due date for this ITB are:
DUE DATE: 2:00 PM (EST), Wednesday, May 6, 2026
DUE DATE FOR QUESTIONS Wednesday, April 15, 2026, before 3:00 PM (EST)
BID REQUEST NUMBER #46-488
Rita Schubert
Rita Schubert, Purchasing Manager
bid2\2025\46-488
Attachments
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ITB #46-488

TABLE OF CONTENTS
SECTION 1 - INSTRUCTIONS TO BIDDERS ............................................................ 3
SECTION 2 - STANDARD TERMS & CONDITIONS ................................................. 5
SECTION 3 - ADDITIONAL TERMS & CONDITIONS ............................................... 5
SECTION 4 - QUALIFICATIONS OF BIDDERS ....................................................... 8
SECTION 5 - INTRODUCTION, GENERAL INFORMATION, AND OVERVIEW ..... 9
SECTION 6 - INFORMATION REQUIRED FROM BIDDERS ................................. 10
SECTION 7 - EVALUATION CRITERIA AND SELECTION PROCEDURE ........... 10
SECTION 8 - INSURANCE REQUIRED FROM BIDDERS ..................................... 10
SIGNATURE PAGE ................................................................................................. 13
GENESEE COUNTY INSURANCE CHECKLIST .................................................... 14
REFERENCES.... ..................................................................................................... 15
FAMILIAL RELATIONSHIP SWORN STATEMENT ................................................ 16
PURCHASE CONTRACT......................................................................................... 17
EXHIBIT A......... ..................................................................................................... 24
Exhibit B........... ..................................................................................................... 25
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ITB #46-488

ITB #46-488 JANITORIAL SUPPLIES
SECTION 1 - INSTRUCTIONS TO BIDDERS
1. Sealed bids will be received until 2:00 p.m. (EST), Wednesday, May 6, 2026, at the
Genesee County Purchasing Department, 324 S Saginaw Street, Suite 9A, Flint, MI,
48502. The Genesee County Purchasing Department hours of operation are 8:00
a.m. to 4:30 p.m., closed holidays check website for closed days. Label the sealed
envelope containing the bid response as described on page 1. LATE BIDS AND
BIDS SENT BY FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.
2. Please carefully review this document. It provides information necessary to aid
participating vendors in formulating a thorough response. A formal, comprehensive
review period will be conducted to ensure that Genesee County selects the best
possible vendor that will provide the best value and service.
3. Submit one original and one paper copy of your bid. After the bid closes, you
will be contacted to send the County an electronic copy of your complete bid
via email. All bids submitted become the property of Genesee County. The original
must include a signature on the Signature Page of a person authorized to make a
binding offer. Failure to provide the required number of duplicate copies may result
in the rejection of your bid. Bids may not be submitted on the MITN site for this
offering.
4. All submissions will be time stamped by an individual within the Office of Fiscal
Services. The only acceptable evidence of the time of receipt of the submissions is
that of the time clock that resides within said office. It is each Bidder's responsibility
to ensure that its bid is time stamped by the Office of Fiscal Services by the deadline.
This responsibility rests entirely with the Bidder, regardless of delays resulting from
postal handling or for any other reasons. Bids will be accepted at any time during the
normal course of business only, said hours being 8:00 a.m. to 4:30 p.m. Local Time,
Monday through Friday, legal holidays as an exception.
5. Michigan Inter-governmental Trade Network- an alternate review of the ITB
Janitorial Supplies can be done at:
http://www.bidnetdirect.com/mitn
a. Genesee County has partnered with BidNet as part of the Michigan Inter-
governmental Trade Network (MITN) and will post their bid opportunities to
this site. As a vendor, you can register with Michigan Inter-governmental
Trade Network (use hyperlink or
https://www.mitn.info/Registration.asp?ID=2340) and be sure that you see
all available bids and opportunities. By selecting automatic bid notification,
your company will receive emails once Genesee County has a bid
opportunity that matches your company's business. In addition, the site
handles bid opportunities, RFPs, and RFQs for other member governmental
agencies. If you need help registering, please call Michigan Inter-
governmental Trade Network support department toll free 1-800-835-4603.
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6. All communications, any modifications, clarifications, amendments, questions,
responses or any other matters related to this ITB, shall be made by and through the
purchasing contact reference in this solicitation. No contact regarding this solicitation
made with other County employees is permitted. Any violation of this condition may
result in immediate rejection of bid.
7. All prospective bidders shall be responsible for routinely checking the Genesee
County Purchasing Department website at Genesee County, MI for issued addenda
and other relevant information. Genesee County shall not be responsible for the
failure of a prospective proposer to obtain addenda and other information issued at
any time related to this ITB.
8. A sample of a contract is attached to this ITB. After the award is made to the
successful bidder, the County and the successful proposer will negotiate a final
contract that substantially conforms to said contract. Any exceptions to the terms
and conditions of the contract and this ITB must be clearly set forth in your bid and
referenced on the company letterhead. The County will not entertain negotiations to
change any terms and conditions of the contract or ITB unless those changes are
requested in your bid.
9. Insurance must be provided prior to the contract starting date and kept in full effect
and compliance during the entire contract period. Insurance requirements are
provided in the attached sample contract. Failure to comply with these provisions will
cause termination of the agreement. The County of Genesee requires a signed
Genesee County Insurance Requirements acknowledgement form with each bid
submitted.
The contractor agrees to be responsible for any loss or damage to property or
persons due to the performance of services herein contracted and further agrees to
indemnify and defend the County of Genesee against all claims or demands
whatsoever, and to hold the County of Genesee harmless from any loss or damage
resulting therefrom.
County policy dictates that under no circumstances can the County agree to
indemnify bidders pursuant to Michigan Law.
10. Bid Format: Bids must be submitted in the format outlined in SECTION 8 -
INFORMATION REQUIRED FROM BIDDERS to be deemed responsive.
11. Local Preference for Genesee County Businesses: Unless the funding source for
the contract prohibits such preferences, within 5 business days of bid opening, if the
lowest responsive responsible bidder is not a Genesee County Business a Genesee
County Business who has submitted a responsive bid that is no more than 5% higher
than the lowest responsive bid may submit an amended bid to the Purchasing
Administrator. In the event that there are multiple Preferred Businesses that would
qualify for an opportunity to submit an amended bid, only the Preferred Business
submitting the lowest qualifying bid may submit an amended bid. A Preferred
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Business, who is the lowest responsive responsible bidder, may not amend their bid
pursuant to this section. Amended bids submitted by Preferred Businesses in this
manner shall be considered along with other responsive bids submitted by
responsible bidders.
SECTION 2 - STANDARD TERMS & CONDITIONS
1. See Genesee County website, Purchasing Department for Standard Terms and
Conditions by going to the following link: Std T C SECTION 2023.pdf
SECTION 3 - ADDITIONAL TERMS & CONDITIONS
1. Purpose: Through this ITB, Genesee County ("the County") is soliciting bids from
qualified vendors who can provide janitorial supplies.
2. Issuing Office: This ITB is issued by the Genesee County Purchasing
Department on behalf of the Genesee County Facilities and Operations
Department. The contact person is Rita Schubert, Purchasing Manager, Genesee
County, 324 S. Saginaw Street, Suite 9A, Flint, Michigan 48502, phone (810) 257-
3195 and rschubert@geneseecountymi.gov. Email is the preferred method of
contact.
3. Questions & Inquiries: All questions regarding this ITB shall be submitted in
writing and received no later than Wednesday, April 15, 2026, before 3:00 PM
(EST) to the Genesee County Purchasing Department as listed above. E-mail is
the preferred method of contact for all inquiries concerning this ITB, and entitle the
subject line of your e-mail as follows: Question(s) for ITB #46-488. No verbal
interpretation to any respondent as to the meaning of any requirement stated in
this ITB shall be binding on Genesee County. All responses to questions regarding
this ITB shall be issued in writing and distributed as an addendum by Genesee
County.
4. Addenda: Genesee County reserves the right to amend and provide clarification
of this ITB prior to the date for bid submission. In such an event, an addendum will
be posted on the Purchasing Department website Genesee County, MI. Further,
all bidders shall acknowledge having seen any and all addendums issued (1, 2, 3,
etc.) on the Signature Page.
5. Bid Considerations: All costs incurred in the preparation of a response to this ITB
or any costs prior to approval of the contract by Genesee County and formal
notification to the selected proposer will be the responsibility of the respondent and
will not be reimbursed by Genesee County. Bids should be prepared simply and
economically, providing a straightforward, concise description of the bidder's ability
to meet the requirements of this ITB.
6. Responsive Bids: To ensure proper consideration, all bidders are encouraged to
submit a complete response to this ITB using the format outlined in SECTION 8 -
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INFORMATION REQUIRED FROM BIDDERS. In addition, at least one of the
paper bids must be signed with an original signature of the official authorized to
bind the bidder to its provisions.
7. Bid Modifications: Clarifications, modifications, or amendments to any Bid that
has been submitted, but prior to the Bid Opening Date, may be made only within
the discretion and written approval of the Purchasing Manager.
8. Withdrawal of Bid: Bids may only be withdrawn by a bidder with written notice
prior to the date and time set for the opening of bids.
9. Validity Period: Any bid submitted as a result of this Invitation to Bid shall be
binding on the proposer for 120 calendar days following the due date.
10. Right to Reject: Genesee County reserves the right to reject any and all bids
received in response to this ITB.
11. Disclosure: All information in an offeror's bid is subject to disclosure under the
provisions of Public Act N. 442 of 1976 known as the "Freedom of Information Act".
This Act also provides for the complete disclosure of contracts and attachments
thereto. In the event that a bidder wishes to designate any portion of their
submission as "confidential" or "proprietary," the bidder must contact the
Purchasing Manager prior to submission of the bid. All requests regarding
disclosure and requests for confidentiality of a bid response to this ITB shall be
submitted in writing and received no later than April 22, 2026, by 12:00 p.m. (EST),
to the Genesee County Purchasing Department as listed above.
12. Errors, Omissions, And Discrepancies: If a Bidder discovers any ambiguity,
conflict, discrepancy, omission, or other error in the ITB, it shall immediately notify
the Genesee County Purchasing Manager of such error in writing and request
modification or clarification of the document prior to the deadline for submitting
questions. Genesee County will make modifications by issuing a written
addendum. The bidder is responsible for clarifying any ambiguity, conflict,
discrepancy, omission, or other error in the Invitation to Bid prior to submitting a bid
or it shall be waived.
13. Best and Final Offers: Discussions may be undertaken with those bidders whose
bid, based on the evaluation criteria stated herein, has been determined to be
reasonably susceptible of being selected for award. After discussions are held, and
prior to award, bidders may be allowed the opportunity to submit revisions to their
bids for the purpose of obtaining best and final offers.
During the aforementioned procedures, neither the names of any of the bidders nor
the contents of any bid will be disclosed until the completion of negotiations and
revision of bids (Best and Final Offers).
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The contract that may be entered into will be awarded based on the bid response
and, where applicable, the Best and Final Offer that is the most advantageous to
Genesee County, per the evaluation criteria included in this ITB.
14. Prime Contractor Responsibilities: The successful offeror(s) shall be required
to assume responsibility for all services offered in the bid regardless of who
produces them. Further, the County will consider the successful offeror to be the
sole point of contact with regard to contractual matters, including payment of any
and all charges resulting from the contract.
15. Non-Assignability: The contract may not be assigned, transferred, or conveyed
by the Contractor without the expressed written consent of Genesee County.
16. Independent Contractor: It is understood and agreed to, by and between the
Contractor and Genesee County, that any and all acts that the Contractor or its
personnel, employees, and servants perform pursuant to the terms of the Contract
shall be undertaken as independent contractors and not as employees of Genesee
County by or with a contract or agreement, nor impose any liability upon Genesee
County. All acts and contracts of the Contractor shall be in its own name and not
in the name of Genesee County.
17. Subcontracts: The Contractor shall not enter into subcontracts to this Agreement
with additional parties without obtaining prior written approval of Genesee County.
A condition of granting such approval is that such subcontractors shall be subject
to all conditions and provisions of this contract. The Contractor shall be responsible
for the performance of all subcontractors.
18. Statement of Exceptions: The bidder shall furnish a statement on company
letterhead giving a complete description of all exceptions to the terms, conditions,
and specifications set forth in the bid. Failure to furnish this statement shall mean
that the bidder agrees to meet all requirements set forth in this solicitation.
19. Acceptance of Bid Content: It is proposed that, if a contract is entered into as a
result of this ITB, the ITB will serve as the basis for the contract. The contents of
the bid of the successful offeror may become contractual obligations if a contract is
issued. Failure of the successful offeror to accept these obligations will result in
cancellation of contract award.
20. Termination for Misrepresentation: If the successful bidder receives a contract
and is subsequently found to have misrepresented any information in its bid and/or
Best and Final Offer submission, the contract may be terminated at the discretion
of Genesee County.
21. Acceptable Deviations: The decision of Genesee County shall be final as to what
constitutes acceptable deviations from specifications or requirements.
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22. News Release: News releases pertaining to this ITB or the services to which it
relates will not be made without prior written Genesee County approval, and then
only in accordance with the instructions from the contract administrator. No
information regarding the procurement and services shall be released without prior
approval of the contract administrator.
23. Contract Award/Split Awards: The County reserves the right to award by item
and/or group of items. The Bidder to whom the award is made will be notified at
the earliest possible date. Tentative acceptance of the bid, intent to recommend
award of a contract and actual award of the contract will be provided by written
notice sent to the Bidder at the address designated in the bid if a separate
Agreement is required to be executed.
24. Debarment and Suspension: The contractor certifies to the best of its knowledge
and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its'
principals, owners, officers, shareholders, key employees, directors and member
partners: (1) are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by any
Federal department or agency; (2) have not within a three-year period preceding
this form been convicted of or had a civil judgement rendered against them form
commission of fraud or a criminal offense in connection with obtaining, attempting
to obtain, or performing a public (Federal, State or local) transaction or contract
under a public transaction; violation of Federal or State antitrust statutes or
commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property; (3) are not presently
indicted for or otherwise criminally charged by a governmental entity (Federal, State
or local) with commission of any of the offenses enumerated in (2) of this
certification; and , (4) have not within a three-year period preceding this bid had
one or more public transactions (Federal, State or local) terminated for cause or
default.
SECTION 4 - QUALIFICATIONS OF BIDDERS
In order to qualify for an award, a bidder shall have the capability in all respects to perform
the work and the integrity and reliability, which will assure good faith performance. This
requirement shall include, but is not limited to, the availability of the appropriate financial
material, equipment, facility, personnel, ability, expertise, and experience necessary to meet
all procurement requirements.
No bid will be considered from any bidder lacking the capability, qualifications, and the
necessary experience for providing the services of a character similar to that required in
this solicitation.
If a bidder does not convince Genesee County that it possesses the above qualifications
with the bid submission, Genesee County shall not consider its bid for award.
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SECTION 5 - INTRODUCTION, GENERAL INFORMATION, AND
OVERVIEW
Bids and all information requested of the bidder shall be entered in the appropriate space
on the enclosed bid form. Failure to do so may disqualify your bid.
Bids shall include all charges for delivery, packing, crating, etc. unless otherwise stated
as an exception on company letterhead. General delivery hours are 8:00 a.m. - 4:00
p.m. Monday - Friday, excluding holidays.
The awarded vendor(s) must accept telephone and online orders. Preprinted order forms
listing contract items must be provided as requested by various departments.
Time of delivery may be a consideration in the award.
Genesee County is tax-exempt. Do not include taxes in your bid.
All information shall be entered in ink or typewritten. Mistakes may be crossed out and
corrections inserted before submission of your bid. The person signing the bid shall initial
corrections in ink. Corrections and/or modifications received after the closing time
specified will not be accepted.
Bids must be submitted by the date and at or prior to the time specified in this document.
No late bids will be accepted.
It is the County's intent to award to one (1) vendor however, the County reserves the right
to split the award between two (2) or more vendors. Past purchases for janitorial supplies
exceed approximately $220,000.00 per year.
Brand name and part numbers are for reference to indicate the quality desired, unless
specifically stated "NO SUBSTITUTES". Equal items will be considered, provided your offer
clearly describes the item. Offers for equal items shall state the Manufacturer name,
manufacturer part number, with complete description.
Vendor agrees and understands that the contract shall not be construed as an exclusive
agreement and agrees that the County may, at any time, secure similar or identical
products at its sole discretion.
Vendors must be able to customize invoices by Purchase Order number or by
Department.
Vendors must be able to supply the County with customized usage reports on request.
Genesee County may require samples of alternative equal items. Samples shall be
furnished free of cost to Genesee County upon request.
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The first year of this contract will run from the October 1, 2026 to September 30, 2027.
There will be up to three (3) one year extension(s), upon mutual agreement between the
County and the awarded vendor(s).
SECTION 6 - INFORMATION REQUIRED FROM BIDDERS
In order to be deemed responsive, proposals must be submitted in the format outlined
below:
Qualified individuals or firms interested in providing the services described herein are
required to submit a complete (responsive) proposal for consideration.
* Submit one original and one additional copy of the proposal.
* References - Provide three client references for whom you have recently
performed work.
* Signature Page
* Executed Insurance Checklist
* A list of cooperatives you are a member of ie HPS, Sourcewell, MIDeal
* Statement of Exceptions
* Cost Proposal Form - PLEASE GO TO THE FOLLOWING LINK FOR BID FORM:
Genesee County, MI (click on "Janitorial Supplies Bid Form").
Awarded vendor must provide printed or electronic catalog/price lists showing list prices.
Failure to provide all requested items may be sufficient cause for rejection of proposal
response.
SECTION 7 - EVALUATION CRITERIA AND SELECTION PROCEDURE
It is the intent of Genesee County (the County) to conduct a fair, comprehensive,
evaluation of all bids received. A Review Committee will evaluate submitted bids.
The County will award the contract to the most responsive, responsible bidder having
proven experience as described herein. The County reserves the right to award this
contract not necessarily to the bid with the lowest price but to the bid that
demonstrates the Best Value.
SECTION 8 - INSURANCE REQUIRED FROM BIDDERS
The Contractor shall at all times maintain in full force and effect for duration of the term
of this agreement the following insurance coverages. All coverage shall be with insurance
companies licensed and admitted to do business in the State of Michigan, having an AM
Best rating of at least A- and acceptable to Genesee County. In addition, the County
reserves the right to modify or waive at any time any applicable insurance requirements
based on the scope of services provided at the discretion of the County's Risk Manager
or other authorized representative of the County.
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