RFP 051426AB-2 TWO-YEAR JANITORIAL SERVICES

REQUEST FOR PROPOSALS
SUBJECT: TWO-YEAR JANITORIAL SERVICES
DATE: APRIL 15, 2026
PROPOSAL NO.: 051426AB
PROPOSAL DUE: MAY 14, 2026 TIME: 11:00 a.m. C.S.T.
The Memphis Area Transit Authority invites proposals for supplies and/or services set forth above in
accordance with the specifications enclosed herewith.
Proposals MUST be received at MATA by the date and time set forth above.
QUESTIONS AND INQUIRIES: No interpretation of the meaning of the specifications or other documents
will be made to any Proposer orally. Questions shall be submitted in writing to the Point of Contact (listed
below). To be given consideration, the questions must be received NO LATER THAN Wednesday, April 29,
2026, 11:00 AM CST. Questions that are deemed to be substantive in nature will be responded to in the
form of an addendum and posted on MATA's website by EOD CST on Wednesday, April 22, 2026, website:
MATAtransit.com. Please do not submit questions in PDF format.
RFP TIMELINE:
RFP Posted: Wednesday, April 15, 2026
Pre-Proposal Meeting: Wednesday, April 22, 2026 @ 10:00 AM
Questions Due: Wednesday, April 29, 2026, 11:00 A.M.
Q&A Posted: Friday, May 1, 2026, by C.O.B.
Bid Due By: Thursday, May 14, 2026, @11:00 AM
POINT OF CONTACT:
Ashley Best, Manager of Purchasing
abest@matatransit.com
Sincerely,
Ashley Best
Manager of Purchasing

TABLE OF CONTENTS
COMMON PROBLEMS WITH RFP SUBMITTAL
LEGAL NOTICE TO PROPOSERS
SECTION A INSTRUCTION TO PROPOSERS
1.0 GENERAL
2.0 PROPOSAL REQUIREMENTS
3.0 PROPOSAL FORMAT
4.0 CHANGES TO THE SPECIFICATIONS/SCOPE OF SERVICES
5.0 PROPOSAL EVALUATION
6.0 AWARD OF CONTRACT
7.0 PROTESTS
SECTION B SCOPE OF SERVICES
SECTION C REQUIRED FORMS AND CERTIFICATIONS
PROPOSAL PRICING FORM
CONTACT AND REFERENCE FORM
ADDENDA ACKNOWLEDGEMENT FORM
AFFIDAVIT OF NON-COLLUSION
FEDERAL TAX LIABILITY AND RECENT FELONY CONVICTION
BUY AMERICA CERTIFICATE (For Contracts of $150,000 or greater)
CERTIFICATION OF PRIMARY PARTICIPANT (prime contractor) REGARDING
DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
CERTIFICATION OF LOWER-TIER PARTICIPANTS (subcontractors DEBARMENT,
SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
CERTIFICATION OF RESTRICTIONS ON LOBBYING (For Contracts of $100,000 or
greater)
NATIONAL DEFENSE AUTHORIZATION ACT TELECOMMUNICATIONS
NO RESPONSE
ATTACHMENT 1 GENERAL CONTRACT PROVISIONS
FTA CLAUSES
TENNESSEE STATE CONTRACT CLAUSES
APPENDIX
BUSINESS QUESTIONNAIRE
SAMPLE SUPPLY AND SERVICE CONTRACT
SAMPLE CONTRACT CHANGE ORDER

COMMON PROBLEMS WITH RFP SUBMITTAL
Missing or unsigned copies of certain forms and certifications. The following must be
included in the RFP:
* Contact and References
* Addenda Acknowledgement Form
* Affidavit of Non-Collusion
* Buy America
* Federal Tax Liability and Recent Felony Conviction
* Certification of Primary Participation Regarding Debarment, Suspension,
and Other Responsibility Matters
* Certification of Lower-Tier Participants (Subcontractors), Debarment,
Suspension, Ineligibility and Voluntary Exclusion
* Certification of Restrictions on Lobbying
* Proposal Price Form
* Business Questionnaire
* Explanation of "No Response"
* Business Questionnaire (located in Appendix)
Incomplete or outdated information on client references and/or sufficient number of
references provided.
Failure to include adequate documentation about the role of subcontractors in the
project.
Submittal of too few copies. The RFP specifies the number of originals and number of
copies of the RFP to be provided, as well as a USB drive (flash drive) with all documents
included.
Failure to properly label the RFP package with RFP label.
RFP received late. All RFPs must be in MATA's possession in the Office of Purchasing
by the deadline shown in the RFP. All RFPs received after the deadline will be returned
unopened.

MEMPHIS AREA TRANSIT AUTHORITY
LEGAL NOTICE TO PROPOSERS
Proposals will be received by the Memphis Area Transit Authority (MATA) at its Purchasing offices,
1330 Levee Road, Memphis, TN, 38108, until 11:00 a.m. local time, on Thursday, May 14, 2026,
for furnishing the following:
TWO-YEAR JANITORIAL SERVICES
Proposers must submit their proposal with the enclosed label attached to the envelope.
A pre-proposal meeting will be held on Wednesday, April 22, 2026, @ 10:00 a.m. beginning at
1330 Levee Road, Memphis, TN 38108, (park along fence line in the U driveway, avoid parking at
shipping docks), 444 N. Main St., Memphis, TN 38105 at 11:15 a.m., and 3921 American Way,
Memphis, TN 38118 at 12:20 p.m.. Though attendance at the meeting is not required, MATA highly
recommends any proposed contractors to attend it as it will be the only one for this project.
MATA hereby notifies all proposers that in regard to any contract entered into pursuant to this
advertisement, minority business enterprises will be afforded full opportunity to submit proposals in
response to this advertisement and will not be discriminated against on the grounds of race, color, sex,
religion, political affiliation or national origin in consideration of an award.
Any name appearing on the Comptroller General's list of ineligible contractors is not an eligible
proposer. The contractor will be required to comply with all applicable Equal Employment Laws and
Regulations.
Further information and proposal requirements may be obtained by contacting Ashley Best,
Manager of Purchasing via email: abest@matatransit.com.
Award of the contract will be made on the basis of the most Responsive and Responsible proposer as
selected by the Authority, provided it is in its best interest to do so.
MATA reserves the right to reject any and all proposals and to waive any informality in proposing.
Anticipated Term of Contract:
May 25, 2026, until May 24, 2028.
Rodrick Holmes
Trustee

SECTION A
INSTRUCTION TO PROPOSERS

SECTION A
INSTRUCTIONS TO PROPOSERS
1.0 GENERAL
1.1 The Memphis Area Transit Authority (hereinafter referred to as MATA) seeks Proposals for
professional services from qualified vendors capable of providing the scope of services described
in Section B. These instructions provide detailed legal and technical requirements for the
acquisition of this product. This Request for Proposals (RFP) will become part of the contract.
MATA will enter into a contract with the successful proposer for professional services relative to
the Project. This Project is more particularly described in Section B - Scope of Services. General
Contract Provisions are included in Attachment 1. Where there are conflicts between the General
Contract Provisions and Section A, the provisions of Section A shall apply.
MATA is a public agency responsible for providing public transportation services within the city of
Memphis and surrounding communities.
1.2 Purchaser" or "Grantee" or "Authority" means MATA. The words "request for proposal", "RFP", and
"solicitation" are synonymous. The words "proposal", "bid" and "offer" are also synonymous, and it
is understood that once MATA accepts same, the document will constitute a portion of the contract
contemplated by these instructions. The words "proposer", "bidder" and "offerer" are also
synonymous.
1.3 This Request for Proposals (RFP) does not commit MATA to award a contract or pay any costs
incurred in preparation of Proposals in response to the RFP or to procure our contract for services.
Proposers shall be responsible for all costs incurred as part of their participation in the pre-award
process.
1.4 Proposals will be received by MATA at its Purchasing offices located at 1330 Levee Road,
Memphis, TN 38108, until 11:00 AM, local time on Thursday, May 14, 2026.
All Proposals shall be deemed received at the above address. Proposers are solely responsible
for ensuring that his/her Proposal is timely delivered. Proposers who rely on overnight delivery
services, the United States mail, private mail services, local couriers or delivery services remain
solely responsible for timely delivery of the RFP and assume all risk of late delivery, miss-delivery
and non-delivery.
All Proposals will be date/time stamped, logged and deposited by MATA Staff.
Proposers are reminded that all RFPs must be securely sealed, have the enclosed label attached
and be clearly marked "The Title of the Proposal and RFP number".
MATA's normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday at 1330 Levee
Road, Memphis, TN 38108. (Hand delivery instructions: Turn right into the second drive on Levee
Road, park in the loop close to the fence, and walk to the dock door and ring bell.) A mail delivery
must be addressed to: 1370 Levee Road, Memphis, TN 38108; however, Proposers are reminded
of their sole responsibility for ensuring that the Bid or Proposal is deposited in the Purchasing
Department.
Proposer may verify receipt of Proposal by contacting Ashley Best at (901) 722-7182 or email:
abest@matatransit.com.
SECTION A - 1

Proposer must submit an up-to-date W-9 form with proposal.
A pre-proposal meeting will be held on Wednesday, April 22, 2026, @ 10:00 a.m. beginning at
1330 Levee Road, Memphis, TN 38108, (park along fence line in the U driveway, avoid parking at
shipping docks), 444 N. Main St., Memphis, TN 38105 at 11:15 a.m., and 3921 American Way,
Memphis, TN 38118 at 12:20 p.m.. Though attendance at the meeting is not required, MATA highly
recommends any proposed contractors to attend it as it will be the only one for this project.
1.5 All Proposals and related documents shall be based on the conditions of a financial assistance
contract between MATA, the State of Tennessee and the United States Department of
Transportation, under the Federal Transit Act, as amended. Terms and conditions established
under the Act and the regulations implementing the Act will apply.
1.6 This will be a operational funded procurement, as determined by the Agency. The funding source
for this procurement shall be determined solely by the Agency. Contractors shall comply only with
those funding-specific clauses applicable to the funding source identified by the Agency. TDOT and
FTA-specific clauses shall apply only if the procurement is funded by TDOT or FTA and shall
otherwise be inapplicable.
1.7 Neither a Performance Bond nor a Proposal/Bid Bond is required for this project.
2.0 PROPOSAL REQUIREMENTS
2.1 Proposals must concisely set forth full, accurate, and complete information required by this
proposal including any attachments.
2.2 The Proposer shall provide all the work described in Section B - Scope of Work.
2.3 The Proposer shall provide signed copies of required forms and certifications. Required forms and
certifications are included in Section C.
2.4 One original, one (1) original, one (1) copy, and one (1) electronic copy (i.e., flash drive/USB) of
the Proposals and all related documents shall be submitted on forms furnished, or copies thereof,
and shall be manually signed. If erasures or other changes appear on the forms, the person signing
the Proposals shall initial such erasures and changes. Facsimile Proposals will not be considered.
2.5 Modifications of Proposals already submitted will be considered if received at the office designated
in Proposals by the time set for receipt of Proposals.
2.6 Proposals shall be valid for a minimum period of ninety (90) days subsequent to the closing date.
Proposals offering less than ninety (90) days for acceptance by MATA from the closing date will be
considered non-responsive.
3.0 PROPOSAL FORMAT
3.1 All Proposals must include all information requested in the RFP. The following submittals must be
part of your proposal; if any are not included, your proposal may be judged as non-responsive. A
committee will evaluate the submitted proposals. During the evaluation process, MATA reserves
the right to request additional information or clarification from respondents responding to the RFP.
Proposers must provide the following information:
1. Personal Qualifications and Related Experience
Resumes must be provided for personnel who are expected to be utilized, based on the technical
SECTION A - 2

requirements described in Section B. A brief summary of the relevant experience and proposed
role should be provided for key personnel.
2. Firm Qualifications and Experience
Proposers shall present a summary of their experience performing similar multilocation janitorial
contracts. This section must include descriptions of at least three comparable projects, outlining
the number of facilities served, the complexity of the work, and the performance outcomes
achieved. References must be provided with contact information (form in Section C). Proposers
must also disclose any history of regulatory violations or corrective actions and explain how such
issues were resolved. (Please attach resumes, business partner's overview, etc.)
Proposers shall describe their management structure and communication approach for this
contract. This narrative must include an organizational chart showing key personnel, an explanation
of the escalation process for service issues, and a description of the reporting tools used for work
orders, inspections, and timekeeping. Proposers must provide a sample of a monthly performance
report and describe their approach to customer service and complaint resolution.
Proposers shall provide a detailed description of the equipment and supplies that will be used to
perform the required services. This section must identify the make, model, age, and quantity of all
major equipment and describe the proposer's supply management and restocking procedures.
Proposers should also highlight any innovative cleaning technologies or methods they intend to
use and explain their preventive maintenance practices for equipment.
A description of the resources of the firm/team must be included in the Proposal. At a minimum,
this information will consist of number of personnel, by discipline, for (1) the firm/team as a whole
and (2) the principal office from which this work will be conducted. Specialized equipment, facilities,
or other assets that would be useful in completing the requested services should also be described.
3. Methodology -
Proposers shall describe in detail their technical approach for providing janitorial services across
multiple locations. This narrative must explain the cleaning methodology for each facility type, the
proposed staffing levels by location and shift, and the supervision structure that will ensure
consistent service delivery. The proposer must outline its quality control and inspection procedures,
describe all TOSHAcompliant training programs, and explain contingency plans for absenteeism,
emergencies, and special events. A transition plan for the first 30 days of contract startup must
also be provided.
4. Required Forms and Certifications
The following signed forms and certifications shall be provided:
* Proposal Pricing Form
* Contact and References
* Addenda Acknowledgement
* Affidavit of Non-Collusion
* Buy America Certificate
* Certification of Primary Participation Regarding Debarment, Suspension, and other
Responsibility Matters
* Certification of Lower-Tier Participants Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion
* Certification of Restrictions on Lobbying
* Federal Tax Liability and Recent Felony Conviction
* Explanation of "No Response"
SECTION A - 3

* * Business Questionnaire (located in Appendix)
Blank Forms are provided in Sections C and Appendix of this procurement.
Price Proposal form under separate sealed envelope.
4.0 CHANGES TO THE SPECIFICATIONS/SCOPE OF SERVICES
4.1 Any changes to the Proposals will be made in written addendum by MATA and will be forwarded
to all persons and firms to who documents have been transmitted, as well as posted on MATA's
Purchasing website.
4.2 Requests for Clarification or approved equal must be submitted in writing to Ashley Best,
MATA, 1330 Levee Road, Memphis, TN 38108 and must be received no later than 11:00 a.m.
local time, Wednesday, April 29, 2026, in accordance with the Approved Equals procedures
described in the General Contract Provisions. Any unapproved deviations, exceptions, substitutes,
alternates or conditional qualifications contained in PROPOSAL may be cause for its rejection.
VERBAL QUESTIONS WILL NOT BE ANSWERED, THUS PREVENTING AN UNFAIR
ADVANTAGE TO ANY PROPOSER. Questions may be emailed to: abest@matatransit.com.
5.0 PROPOSAL EVALUATION
5.1 MATA will appoint an evaluation committee to evaluate Proposals and recommend the top ranked
proposer. The committee will apply those evaluation criteria set forth in the Proposals or in addenda
that maybe be issued. An evaluation criterion is deemed to include any unstated "sub criterion"
that logically might be included within the scope of the stated criterion.
5.2 The evaluation committee may likely request interviews with the short-listed firms.
5.3 MATA reserves the right to enter into negotiations with the top ranked proposer without requesting
interviews.
5.4 Proposals will be evaluated on the basis of the following factors:
Technical Approach & Staffing - 25 points
Experience & Past Performance - 20 points
Management, Communication & Reporting - 20 points
Equipment, Supplies, & Innovation - 15 points
Price Proposal - 20 points
(A total of 100 Allowable Points)
5.5 Proposal price will be included in the evaluation.
5.6 Evaluation Process
a. The committee will evaluate each proposal using the evaluation criteria set forth above. As
part of this evaluation, the Committee may hold discussions with all qualified Vendors.
Discussions may be conducted via teleconference or may take the form of questions to be
answered by the Vendors and conducted by mail, E-mail, or facsimile transmission at the
discretion of MATA. During the evaluation process, the committee may request technical
assistance from any source.
b. The Evaluation Committee may reject in whole or in part any and all proposals, waive minor
irregularities, and conduct discussions with all responsible Vendors in any manner deemed
SECTION A - 4

necessary to serve the best interests of MATA.
c. Vendors may be asked to make an oral presentation to the Evaluation Committee. The
purpose of the oral presentation is to provide an opportunity for the Vendor to clarify its
proposal submission and substantiate proposal representation. If an oral presentation is
requested, the oral presentation is a part of the evaluation.
d. If it is determined to be in the best interest of MATA, MATA may invite Vendors to make
final revisions to their technical and/or financial proposals through submission of a Best
and Final Offer.
e. The Committee will recommend the vendor whose overall proposal provides the most
advantageous offer to MATA considering all RFP requirements, based on evaluation
factors set forth in this RFP.
6.0 AWARD OF CONTRACT
6.1 The contract will be awarded to the responsible proposer whose Proposals is most advantageous
to MATA as determined by ranking on the evaluation criteria.
6.2 MATA reserves the right to reject any and all Proposals or waive informalities and irregularities in
offers received. MATA reserves the right to award multiple contracts.
6.3 A written notice of award or Acceptance of Offer, mailed or otherwise furnished the Successful
Proposer within the time specified in the PROPOSAL, shall be deemed to result in a binding
contract.
7.0 PROTESTS
7.1 MATA will consider all protests filed in a timely manner regarding the award of a contract, whether
submitted before or after award. All protests are to be submitted in writing, in accordance with the
protest procedures described in the General Contract Provisions.
SECTION A - 5