RFP 26-105 City of Wheaton Janitorial Services

NOTICE TO BIDDERS
REQUEST FOR PROPOSAL #26-105 CITY OF WHEATON JANITORIAL SERVICES
Issue Date: June 30, 2026
MANDATORY PRE-BID MEETING/SITE VISIT
There will be a mandatory pre-proposal meeting followed by a site visit held on July 14, 2026, at 9:00 am
(CST) at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. Attendance is required
at the mandatory pre-proposal meeting for those wishing to submit a proposal. The City will not accept
proposals from Vendors that did not attend and sign-in at the mandatory pre-proposal meeting. This will be
the only site visit offered.
Last Date for Questions: No later than July 16, 2026 at 11:00 am (CST)
Due Date: No later than July 21, 2026 no later than 11:00 am (CST)
Prevailing Wages: Prevailing Wage Act (820 ILCS 130/1-12) DOES APPLY DOES NOT APPLY
To be considered responsive, the following documents shall be included with your submittal:
Cost Proposal Form (Exhibit D)
Notice of Deviations Form (Exhibit E)
References Form (Exhibit F)
Listing of Subcontractors, Consultants and Agents Form (Exhibit G)
Vendor Certification Form (Exhibit H)
Vendor Information Reporting Form (Exhibit I)
W-9 Form
Return submittal to: City of Wheaton
Procurement Services
303 W. Wesley Street
Wheaton, IL 60187
Attn: Tony Sperkowski, Procurement Officer
The successful Vendor will be required to submit the following additional documents:
* Certificate of Insurance with signed endorsements
* Performance and Janitorial Fidelity Bonds
* Signed Agreement (Exhibit B)
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Notice to Bidders

EXHIBIT A
RFP #26-105 JANITORIAL SERVICES
INTRODUCTION
The City of Wheaton ("City") is accepting competitive sealed proposals for Janitorial Services for City Facilities. The
Vendor shall be responsible for daily cleaning as well as scheduled seasonal cleaning.
MANDATORY PRE-BID MEETING
There will be a mandatory pre-bid meeting followed by a site visit which will be held on July 14, 2026, at 9:00 am. in
City Council Chambers at Wheaton City Hall located at 303 W. Wesley Street, Wheaton, IL 60187. This will be the only
site visit offered.
PREVAILING WAGE ACT
Illinois Prevailing Wage Act (820 ILCS 130/1-12). DOES APPLY DOES NOT APPLY

TERM OF CONTRACT
The contract term shall begin upon the execution of the contract and shall continue its initial term for one (1) year. The
City The initial term of the contract will be effective September 1, 2026, through August 31, 2027. The City may elect to
extend the term of the contract for two (2) additional one-year terms. The City intends to award the contract to one (1)
Vendor; however, the City reserves the right to award multiple Vendors if deemed in the best interest of the City.
VENDOR MINIMUM QUALIFICATIONS
The Vendor shall meet the minimum following qualifications:
* Be a full-time, commercially licensed and insured janitorial service provider.
* Minimum of five (5) years' experience in cleaning and janitorial maintenance at municipal operations.
* Able to provide services for all City facilities listed in the Scope of Services.
* Supervisory personnel must be a competent, English-speaking individual(s) able to communicate with their staff
and act as a liaison between his/her firm and City staff; and be authorized by the Vendor to accept and act upon
all directives issued by the Facilities Manager or his designee.
* The Contractor shall provide references from at least three (3) commercial facilities and/or municipalities for
which work has been completed in the past 12 months. References shall be indicated on the included
Reference form.
The Contractor may not sub-contract any part of the cleaning services without prior approval from the Facilities
Manager or his designee.
SAFETY AND SECURITY
All work shall be conducted with the utmost concern for the safety of the workers, City employees and the public, in such
manner as to cause the least possible interference. Vendors shall comply with all OSHA and other Federal and State safety
standards/laws. Vendor shall provide all barricades, warning signs, and other safeguards to protect its personnel, City
employees and the public from hazardous situations arising out of the performance of the work. Any practice obviously
hazardous in the opinion of the Facilities Manager or his designer shall be immediately discontinued by the Vendor upon
receipt of either written or oral notice to discontinue such practice.
Cleaning Products and Chemicals
The vendor shall provide training to each employee in the appropriate safety practices in handling chemicals. Any damage
or loss caused by the Vendor's employees shall be the responsibility of the Vendor to correct to the satisfaction of the City
of Wheaton, at no expense to the City of Wheaton.
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RFP #26-105 JANITORIAL SERVICES
Security and Access
The Vendor shall be working in several areas which have limited access. All such areas shall always be maintained in a
secure condition, and these areas shall be locked immediately upon completing the required work. The Vendor and
his/her employees will receive keys that will enable them to gain access to all storage and areas of responsibility to
perform the required work. Any lost keys shall be reported immediately to the Facilities Manager or his designee. Any
breach of security or substantial loss of protection caused by the lost keys may, at the City's discretion, result in charges
for labor and materials to rekey the building or buildings to re-establish security.
Due to meetings or other scheduled activities, the Vendor may have to revise his/her normal working schedule. All
activities of the Vendor shall be coordinated through the Facilities Manager or his designee. In various meeting rooms and
conference rooms, the daily janitorial services cannot be completed until completion of the meeting. The Vendor's
operations shall not interfere with the conduct of these meetings, and all required janitorial services shall be provided
regardless of the duration of the meeting.
Background Checks
Due to the presence of sensitive information within the City departments, the City will be conducting criminal background
checks and fingerprinting of all persons designated by the Vendor to provide services outlined by this contract. The city
may deny access to such facilities to any person without disclosure of reason to the Vendor. The Vendor shall identify the
number of crews assigned to the City contract.
CJIS Training
All employees assigned to the police department shall successfully complete Criminal Justice Information Security (CJIS)
training prior to providing unescorted janitorial services. CJIS training will be provided by the City upon the successful
completion of a criminal background check.
Employee Identification
The Vendor shall furnish, and each employee shall display identification while on City premises. The employees assigned
to the Police Station by the Vendor will remain consistent and will not rotate from week to week. On the initial visit to
the Police Station, each employee shall provide a government issued photo ID to a police designee. The police reserve
the right to reject any employee from the premises.
SCOPE OF SERVICES
The Vendor shall become fully acquainted with the nature of the work, the areas at which work is to be accomplished, and
the conditions affecting the cost and performance of the equipment necessary to complete the cleaning and janitorial
service in an acceptable manner in accord with these specifications. The Vendor shall provide those general janitorial
services defined in this section at all locations covered under this agreement.
Clean:
"Clean" means that all designated areas, surfaces, fixtures, and equipment have been serviced such that they are free of
visible dirt, dust, debris, litter, spills, residues, stains, smudges, cobwebs, and other foreign materials. A cleaned area shall
present a sanitary, orderly, and well-maintained appearance consistent with professional custodial standards. Tasks
associated with cleaning include, but are not limited to sweeping, mopping, vacuuming, removing trash and recycling,
wiping and disinfecting surfaces, cleaning glass, spot cleaning walls and doors, dusting, restocking restroom supplies, and
performing any other actions necessary to ensure the area meets the cleanliness standard described above.
The agreement under which these contractual services are to be provided will be under the direct supervision of the
Facilities Manager or his designee. Any alterations or modifications to the work performed under this agreement shall be
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RFP #26-105 JANITORIAL SERVICES
made only by written agreement between the Vendor and the City and shall be made prior to commencement of the
altered or modified work. No claims for any extra work or materials shall be allowed unless covered by written agreement.
The contractor shall be responsible for daily cleaning as well as scheduled seasonal cleaning for the following City Facilities
Viny Cerami Carpet Sq. Daily Supplemental
Facility Location lSq. c Sq. Ft. Cleaning Cleaning
Ft Ft.
City Hall basement 303 W. Wesley St 1,856 792 744 Yes
City Hall 1st floor 303 W. Wesley St 420 1062 4,432 Yes
City Hall 2nd floor 303 W. Wesley St NA 1,721 6,023 Yes
City Hall Annex 303 W. Wesley St 975 1,008 1,096 Yes
Police Department 900 W. Liberty Dr 908 3,040 6,561 Yes
Fire Department #1 (38) 1 Fapp Circle NA 967 5,568 No
Fire Department #2 (39) 1590 S. President St NA 685 1,374 No
Fire Department #3 (37) 1700 N. Main St NA 836 1,524 No
Public Works 821 W. Liberty Dr NA 2,109 2,376 Yes
Water Department 210 S. Reber St 3152 NA 341 Yes
Countryside 615 Countryside Dr Weekly
President St 1586 S President St Weekly
College Ave Train Station 303 N. President St NA 1,104 NA Yes
Downtown Train Station 402 W. Front St NA 2,601 NA Yes
Downtown Parking Garage 232 W. Wesley St 171,000 sq. ft. All Concrete Yes
Cross Street Parking Garage 220 S. Cross St 140,836 sq. ft. All Concrete
Quality of service will be evaluated by periodic inspections, Vendor's ability to minimize service complaints, and ability to
complete service requests in a timely manner. Unacceptable quality, identified by the Facilities Manager or his designee,
must be rectified within twenty-four (24) hours of notification.
VENDOR REQUIREMENTS
Training Requirements
The vendor agrees to provide initial training specific to the following topics at the beginning of this service agreement,
and for each new employee when assigned to perform the work covered under this agreement. Vendor shall provide
refresher training each year thereafter. All employees assigned by the Vendor should be fully capable, experienced, and
trained in the work listed in the Scope of Services.
* The Vendor and all employees assigned by the Vendor shall comply with all OSHA and other Federal and State
safety standards/laws including Employee Right to Know Programs.
* The Vendor shall provide evidence that each employee has received satisfactory training in Universal Precautions
and safe handling of materials regarding blood borne pathogens and other infectious waste. A letter of
compliance shall be provided to the Facilities Manager or his designee within 30 days of the beginning of the
contract period and annually thereafter.
Equipment Specific Training
Vendor shall provide training for each employee in the safe, proper use of Vendor's equipment.
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RFP #26-105 JANITORIAL SERVICES
Uniforms and Identification
The Vendor and his/her employees shall wear identifying clothing that clearly displays the company name in bold, legible,
characters, printed in English. Each employee of the Vendor shall always maintain in his/her possession while they are on
the City's premises, a valid legal form of identification with a photo, issued by a recognized City, State or Federal Agency.
All employees shall have the appropriate protective/safety equipment and clothing necessary to perform tasks safely in
compliance with federal and state regulations and product manufactures instructions. Vendor shall ensure that eye
protection, hearing protection and foot protection are used when conditions dictate.
Employees
* The Vendor shall provide an adequate amount of personnel and supervision.
* The Vendor shall provide a qualified Foreman to supervise each crew engaged in working under this agreement.
* All cleaning personnel shall have the ability to communicate effectively with City employees and understand oral
rules, regulations, and instructions and apply them in a mature professional manner.
CLEANING SUPPLIES
The City shall provide the following cleaning supplies.
* Paper towels.
* Toilet paper.
* Trash liners.
* Toilet seat covers.
* Hand soap.
The Vendor is responsible for providing the following cleaning products, supplies, and equipment to include but not be
limited to:
* All power and hand equipment including wiping and dust rags, wet and dry mops, mop buckets and wringers,
brooms, brushes, sponges, squeegees, vacuum cleaners, buffing machines, and portable trash containers. HEPA
vacuums are required.
The Vendor may from time to time be required to add products to his/her inventory to adequately provide the level of
cleanliness required by the contract documents. All products must be approved by the Facilities Manager or his designee
prior to use at City facilities. The Vendor shall not use any tools or equipment that the City determines would be unsuitable
for the intended purpose, or of improper type or design.
CLEANING EQUIPMENT REQUIREMENTS
Safety Data Sheet (SDS)
The Vendor shall deliver to the Facilities Manager or his designee a SDS for each product prior to delivering or using the
product at City facilities. Upon receipt of the Facilities Manager's or his designee's approval, the Vendor shall file all SDS
sheets for all products used and maintained at each site in a properly labeled 3-ring binder and stored in the same area as
the products. If at any time a product container label is removed or becomes illegible, it shall be relabeled or removed
from the City's premises.
Mop Head and Towel Maintenance
* Vendor shall wash every mop head, cleaning rag, or towel in hot water with bleach after each use followed by
thoroughly rinsing out mop heads, cleaning rags, and towels with fresh water. Each item shall be saturated
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Scope of Services

EXHIBIT A
RFP #26-105 JANITORIAL SERVICES
completely with fresh water and wrung out thoroughly until the water runs clean from the item.
* The items shall be suspended to air-dry over a sink, basin, or other suitable container.
* The Vendor shall not allow any item to drip on a walkway or floor surface.
The Facilities Manager or his designee reserves the right to reject tattered or unserviceable rags and mop heads or any
items that cause odors.
QUALITY REQUIREMENTS
It is the intent of these specifications for the Vendor to provide a high level of janitorial services. The following statements
indicate general standards and workmanship to be furnished under this agreement:
A satisfactory and acceptable floor or carpet will not have visible dust, streaks, marks, or dirt, including corners, behind
doors or under furniture. All paper clips, staples, etc. shall be picked up. The use of vacuum equipment and/or treated
dust mops will be used to keep the floors and stairs clean.
Satisfactory and acceptable wet mopping will present a clean floor free from streaks, smears, and dried dirt. Proper
warning signs, in good repair, shall be placed advising of wet or slippery floor conditions.
Satisfactory and acceptable waxing, finishing, and polishing will be accomplished using 3 thin coats of evenly layered wax
or finish. Floors will be bright and clean under furniture as well as in traveled areas. Wax, finish, or polish will not be
allowed to dry on wall bases, furniture legs, equipment etc.
Carpet Care
* Vendor shall vacuum high traffic carpeted areas daily and vacuum all other areas as often as necessary (but a
minimum of two (2) times per week) to maintain the color, the fullness of the knap, and the overall appearance in
a like-new condition for as long as possible, normal wear and tear accepted.
* Vendor shall regularly inspect all carpeted areas for spots, stains, discoloration, or visible traffic patterns, and shall
act as quickly as possible to remove or correct them.
* Vendor shall use the least aggressive products and techniques to address stains. Any carpet care products or stain
removers must be demonstrated for the Facilities Manager or his designee before they are approved for use on
City property.
Any damages or loss caused by the Vendor's employees shall be the responsibility of the Vendor to correct to the
satisfaction of the City of Wheaton, at no expense to the City of Wheaton.
Carpet Cleaning
The Vendor shall provide all labor, equipment, and materials to perform the carpet cleaning services as requested by the
City.
* Carpet cleaning is performed during the Spring or Fall seasons. The Vendor shall contact the Facilities Manager or
his designee prior to any work being performed to confirm schedule of specified date and times.
* Carpet cleaning should be scheduled for times that will minimize interfering with hours of operation and allow
sufficient drying time. Additional cleanings may be requested by the city.
* All visible carpeting and carpeting under light objects shall be cleaned. This includes carpeting under tables, office
chairs, plants, and movable objects. Carpeting under heavy or stationary objects such as file cabinets, credenzas, or
desk drawers do NOT need to be cleaned.
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RFP #26-105 JANITORIAL SERVICES
* The method for carpet cleaning should be high performance hot-water extraction, also referred to as "steam
cleaning". The service technician must be approved by the Institute of Inspection, Cleaning and Restoration
Certification (IICRC) as a "Master Cleaner" certified in using hot-water extraction. Only cleaning products that have
been tested and certified through the Carpet and Rug Institute (CRI) Seal of Approval Program are acceptable.
* A 'bonnet' cleaning system, where a rotating bonnet of terry cloth or other absorbent material is used to agitate the
pile to pick up soil, is NOT acceptable.
* A cleaning system using a water recycling machine, which continuously recycles the cleaning solution, is NOT
acceptable.
It is desired that each building should have its carpet cleaning completed in one (1) business day. If this is not reasonable
due to the volume of carpeting, individual floors should be completed in one (1) business day and subsequent floors on
the following day(s).
Window Washing
The Vendor shall provide all labor, equipment, and materials to perform the window and glass cleaning services as requested
by the City. Window washing is performed once per year in May.
* The Vendor shall contact the Facilities Manager or his designee prior to any work being performed to schedule
specific date and times.
* All work shall be completed during normal business hours, Monday through Friday,8:00 a.m. to 5:00 p.m. Additional
window washings may be requested by the City.
* All exterior windows, both inside and out, shall be cleaned. This will include removing and replacing the screens,
mullions, and other impediments. The interior windowsills are to be washed, and the windows locked upon
completion.
* Each building should have its window washing completed in one (1) business day.
All windows and skylights are part of this contract.
Sweep and Mop Resilient Floors
Vendor shall inspect floors and non-carpeted areas (including stairs, desk mats...) frequently and shall provide sweeping,
spot mopping, and/or wet mopping services as often as needed to keep floors visibly clean, spot free, stain free, and
maintain the level of luster.
Vendor shall always use wet floor signs when a hazard is present.
Vendor shall label and utilize separate mops for the following areas.
* Restroom facilities
* exercise room floors (non-cotton).
* All common areas.
Dusting
* Vendor shall routinely remove dust from all horizontal surfaces within reach of the average adult using a long
handle duster (approximately eight (10) feet from the floor).
* Dusting shall include, but not be limited to, desks, windowsills, window blinds, shelves and counter tops, picture
frames, wall scones, door frames, binder bins, file cabinets, lockers, wood and masonry accents.
* When dusting the use of treated towels or other techniques are required to prevent airborne dust.
Metal Polishing
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RFP #26-105 JANITORIAL SERVICES
* The surfaces should be sanitary and visibly free of dirt or smudges.
Wood and Fine Furniture
* The Vendor Shall polish the surface by applying a small amount of polish to a soft cloth and wiping the surface to
restore the appearance to a like new condition.
Glass Cleaning
Glass shall remove visibly noticeable spots, smudges, or haze on glass and mirrored surfaces. The scope of this work shall
include interior office windows and sidelights, entrance and vestibule doors, doors with glass viewing windows, display
cases, bathroom mirrors, and framed artwork. Also included are the train station passenger waiting shelters (Plexiglass)
and the interior and exterior windows of the train station.
Door and Wall Cleaning
* Clean doors and door frames and contact surfaces around elevator call buttons as often as necessary to remove
scuffs, visible dirt, and smudges.
* Clean walls, baseboards, and other contact surfaces around transaction tops where shoe scuffs, handprints and
other marks can commonly be found.
DAILY ROUTINE CLEANING
Each of the Vendor's duties described in this section of the contract shall be performed a minimum of one time during
each required day of service. The Facilities Manager or his designee shall be notified in advance of performing any work
other than those specified here in.
Locations included in Daily Routine Cleaning:
Wheaton City Hall Wheaton City Hall Annex
Public Works Police Department
Downtown Train Station College Ave. Train Station
Both Parking Garage's
Water Department and two substations
Clean:
"Clean" means that all designated areas, surfaces, fixtures, and equipment have been serviced such that they are free of
visible dirt, dust, debris, litter, spills, residues, stains, smudges, cobwebs, and other foreign materials. A cleaned area shall
present a sanitary, orderly, and well-maintained appearance consistent with professional custodial standards. Tasks
associated with cleaning include, but are not limited to sweeping, mopping, vacuuming, removing trash and recycling,
wiping and disinfecting surfaces, cleaning glass, spot cleaning walls and doors, dusting, restocking restroom supplies, and
performing any other actions necessary to ensure the area meets the cleanliness standard described above.
Daily Cleaning Services shall encompass all furniture, fixtures, surfaces, etc. It should be assumed that daily cleaning shall
apply to all areas unless explicitly excluded from this contract or waived by the Facilities Manager.
Additional expectations for specific areas are detailed below:
Office Spaces
Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed and return cans
to their original location.
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RFP #26-105 JANITORIAL SERVICES
Leave only designated lights on.
Report any unusual circumstances or problems.
Empty recycling containers.
Vacuum carpeting, mats, runners and around/under desks.
Sweep and wet mop hard floor surfaces with disinfectant cleaner.
All mini blinds are to be cleaned as part of the routine cleaning.
Damp wipe vinyl chairs.
Restrooms and Lockers
Clean and sanitize restroom fixtures including toilet bowls, toilet seats (both sides), urinals, sinks and counter tops, paper
towel dispensers, mirrors, soap dispensers, hand dryers, door handles, push plates, doors, light switches and cover plates,
grab bars, faucets and Showers, shower controls, shower curtains, partitions, changing tables, and any other contact
surfaces throughout the restrooms, locker rooms, and showering areas. They shall be clean, free of spots, stains, and rust
and be free of odors.
Refill all toilet paper, paper towels, toilet seat covers and soap dispensers.
Clean all hardware, dispensers, and fixtures that are made of stainless steel shall be treated with stainless steel cleaner.
Secure exterior doors at the end of every night. x Vacuum carpeting, mats, and runners.
Vacuum and mop elevator.
Clean and sanitize the interior and exterior of the elevator cars, the security pads, call buttons, and wall surfaces around these
devices at all floors.
Sweep and wet mop hard floor surfaces, stairs, landings, and spray with disinfectant. x
Sanitize and polish drinking fountains.
Kitchen and Kitchenettes
Wipe and disinfect railings.
Clean coffee makers and pots. (no dishes).
Sweep and wet mop hard floor surfaces with disinfectant cleaner.
Clean and refill all dispensers.
Clean and sanitize all counter tops, sinks and faucets, tabletops, and chairs.
Damp wipe fronts, sides, and tops of vending machines and appliances.
Exercise FacilitiesClean and sanitize all exercise equipment.
Sweep and wet mop hard floor surfaces with disinfectant cleaner.
Vendor shall consolidate trash in a drip proof trash collection barrel lined with an appropriate size plastic bag. The
barrel will be taken directly to the outside dumpster before it is tied closed and transferred to the dumpster.
Sweep and wet mop hard floor surfaces with disinfectant cleaner.
The Sally Port
Shall be cleaned as part of the routine cleaning.
Holding cells must be cleaned each day; however, Vendor must coordinate clearance and cleaning time with police staff.
Clean glass foyers, Glass Hallway and door entryways are part of routine cleaning.
Garages
Downtown and College Avenue Train Station
Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed.
Clean restrooms (same service as City building restrooms).
Clean seating and open waiting area.
Sweep and wet mop hard floor surfaces with disinfectant cleaner.
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RFP #26-105 JANITORIAL SERVICES
The College Ave Tunnel and ramps are included in this contract.
Exterior - Area surrounding the outside of the building and platform.
All garbage and cigarette receptacles ARE to be emptied as part of the routine cleaning.
All exterior glass windows are part of routine service area immediately surrounding the building.
Exterior sweeping of platforms and trash pickup in the parking lot and within the property lines.
Remove litter from platforms on both sides of the railroad tracks.
The College Ave Tunnel and ramps are included in this contract.
All garbage and cigarette receptacles ARE to be emptied as part of the routine cleaning.
All exterior glass windows are part of routine service area immediately surrounding the building.
Exterior sweeping of the platforms and trash pickup in the parking lot and within the property lines.
Remove litter from platforms and grass on both sides of the railroad tracks.
All windows of exterior wind breaker shelters are included as part of routine cleaning.
Passenger waiting shelters (aka wind breaker shelters) at Downtown Train Station.
All windows of exterior wind breaker shelters are included as part of routine cleaning.
Downtown and Cross Street Parking Garages
Empty trash containers and damp clean exterior as needed. Reline cans with new bags as needed. x
Parking decks are to be cleaned of trash.
Stairwells must be kept clean via power washing, mopping, sweeping, or any combination of the above. x
Main entrance areas.
Vacuum and mop elevator.
Clean and sanitize the interior and exterior of the elevator cars, the security pads, call buttons, and wall surfaces around
these devices at all floors.
Water: A water spigot and hose (of undetermined length) are available on the main floor, on the wall that backs the
elevator, in a closet. Cross Street Garage has no water. The contractor needs to provide the water.
The interior side of all exterior windows, including those located in the east stairwell facing the parking area, are to be
cleaned inside and out as part of the routine cleaning.
Parking decks are to be cleaned of trash daily.
Stairwells must be kept clean via power washing, mopping, sweeping, or any combination of the above.
The interior side of all exterior windows, including those located in the parking garage stairwell facing the parking area,
are to be cleaned inside and out as part of the routine cleaning.
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Scope of Services