RFP 2026-06-0910 - Floor Care for BR Metro Airport

REQUEST FOR PROPOSAL
Floor Care for the Baton Rouge Metropolitan Airport
Solicitation No: 2026-06-0910
Proposal Opening Date: June 25, 2026
Proposal Opening Time: 2:00 PM CST
City of Baton Rouge/Parish of East Baton Rouge Office of the
Mayor-President
Division of Purchasing
May 15, 2026
NOTE TO PROPOSERS:
1) Submit the separate set of Proposal Forms with all required information as
your Proposal.
2) Retain the complete set of Specifications and Contract Documents for your file.

TABLE OF CONTENTS
P ART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background ........................................................................................................ Page 4
1.1.1 Purpose .................................................................................................. Page 4
1.1.2 Goals and Objectives ............................................................................... Page 4
1.2 Definitions.......................................................................................................... Page 5
1.3 Schedule of Events............................................................................................ Page 6
1.4 Proposal Submittal...................................................................... ......... Page 7
1.5 Proposal Response Format ............................................................................. Page 8
1.5.1 Number of Response Copies................................................................ Page 13
1.5.2 Legibility/Clarity ...................................................................................... Page 13
1.6 Confidential Information, Trade Secrets, Proprietary Information....................... Page 13
1.7 Proposal Clarifications Prior to Submittal ...........................................................Page 15
.7.1 Pre-proposal Conference ........................................................................... Page 15
1.7.2 Proposer Inquiry Period ............................................................................ Page 15
1.8 Errors and Omissions in Proposal ...................................................................... Page 16
1.9 Proposal Guarantee ..NOT REQUIRED FOR THIS RFP........................ Page 16
1.10 Performance Bond.NOT REQUIRED FOR THIS RFP .................................... Page 16
1.11 Changes, Addenda, Withdrawals ...................................................................... Page 17
1.12 Withdrawal of Proposal...................................................................................... Page 17
1.13 Material in the RFP...............................................................................................Page 17
1.14 Waiver of Administrative Informalities.................................................................. Page 17
1.15 Proposal Rejection ............................................................................................ Page 17
1.16 Ownership of Proposal ....................................................................................... Page 17
1.17 Cost of Offer Preparation.................................................................................. Page 18
1.18 Non-negotiable Contract Terms.......................................................................... Page 18
1.19 Taxes................................................................................................................. Page 18
1.20 Proposal Validity.................................................................................................. Page 18
1.21 Prime Contractor Responsibilities........................................................................Page 18
1.21.1 Corporation Requirements................................................... ...... Page 18
1.22 Use of Subcontractors ....................................................................................... Page 19
1.23 Written or Oral Discussions/Presentations .......................................................... Page 20
1.24 Acceptance of Proposal Content ....................................................................... Page 20
1.25 Evaluation and Selection ..................................................................... Page 20
1.26 Contract Negotiations .......................................................................................... Page 20
1.27 Contract Award and Execution ......................................................................... Page 20
1.28 Notice of Intent to Award .................................................................................... Page 21
1.29 Right to Prohibit Award....................................................................................... Page 21
1.30 Debriefings ......................................................................................................... Page 21
1.31 Insurance Requirements ................................................................................... Page 22
1.32 Subcontractor Insurance .................................................................................... Page 22
1.33 Indemnification ................................................................................................... Page 22

P ART I. ADMINISTRATIVE AND GENERAL INFORMATION (Continued)
1.34 Fidelity Bond Requirements............................................................................... Page 22
1.35 Payment for Services ......................................................................................... Page 22
1.36 Termination....................................................................................................... Page 23
1.36.1 Termination of this Agreement for Cause....................................... Page 23
1.36.2 Termination of this Agreement for Convenience.............................. Page 23
1.36.3 Termination for Lack of Appropriated Funds................................... Page 23
1.37 Assignment....................................................................................... Page 23
1.38 No Guarantee of Quantities .............................................................................. Page 23
1.39 Audit of Records ................................................................................................. Page 24
1.40 Civil Rights Compliance..................................................................................... Page 24
1.41 Record Retention............................................................................................... Page 24
1.42 Record Ownership.............................................................................................. Page 24
1.43 Content of Contract/Order of Precedence .......................................................... Page 24
1.44 Contract Changes............................................................................................... Page 24
1.45 Substitution of Personnel................................................................................... Page 25
1.46 Governing Law .................................................................................................. Page 25
1.47 Claims or Controversies .................................................................................... Page 25
1.48 Proposer's Certification of OMB A-133 Compliance .......................................... Page 26
P ART II. SCOPE OF WORK/SERVICES
2.1 Scope of Work/Services ..................................................................................... Page 26
2.2 Period of Agreement.......................................................................................... Page 33
2.3 Price Schedule .................................................................................................. Page 34
2.4 Deliverables....................................................................................................... Page 34
2.5 Location............................................................................................................. Page 34
2.6 Proposal Elements ............................................................................................. Page 34
2.6.1 Financial .................................................................................................. Page 34
2.6.2 Technical ................................................................................................. Page 34
P ART III. EVALUATION
3.1 Financial Proposal ............................................................................................ Page 36
3.2 Technical Proposal............................................................................ Page 37
P ART IV. PERFORMANCE STANDARDS
4.1 Performance Requirements.......................................................................... Page 39
4.2 Performance Measurement/Evaluation .............................................................. Page 39
P ART V. FEDERAL CLAUSES ............................................................. Page 41
PART VI. SPECIFICATIONS .......................................................... Page 52

REQUEST FOR PROPOSAL FOR
FLOOR CARE FOR THE BATON ROUGE
METROPOLITAN AIRPORT
RFP # 2026-06-0910
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background
The City of Baton Rouge and Parish of East Baton Rouge (City-Parish) of Louisiana, a consolidated
government entity, is accepting written proposals from qualified vendors for Floor Care at the Baton Rouge
Metropolitan Airport. As the capital city of Louisiana, Baton Rouge is a vibrant and culturally rich community,
located in the southeastern region of the state. Serving a population of over 450,000 people, the City-Parish
is not only the most populous parish in Louisiana but also a central hub of diverse culture and historical
significance. Home to an expansive medical corridor, impressive higher education institutions and many
other major economic players, Baton Rouge is the economic engine of the state. The City-Parish's unique
blend of backgrounds, coupled with its status as an economic and political center, results in a diverse array
of public services and functions that require a robust and flexible workforce.
The City-Parish employs over 4,000 individuals (4,523 allotted positions) across numerous departments,
categorized into 453 Classified, 88 Unclassified, 42 Fire, 26 Police, 9 Contract, and 7 Elected Official
classifications. Its workforce spans a broad spectrum of roles, from public works and public safety positions in
functions such as transportation, drainage, fire and police, to administrative and support roles in departments like
Finance, Human Resources, Information Services, and the Airport.
1.1.1 Purpose
The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as allowed by City of Baton
Rouge, Parish of East Baton Rouge governing statutes, ordinances, resolutions and policies from bona fide,
qualified proposers who are interested in providing janitorial services at the Baton Rouge Metropolitan Airport
on behalf of the City of Baton Rouge and Parish of East Baton Rouge Airport District ("City-Parish"). Proposals
are solicited in accordance with the terms, conditions, and instructions as set forth in this Request for Proposals
("RFP").
The Baton Rouge Metropolitan Airport ("BTR") is an airport serving the nine-parish Baton Rouge region, which
is owned and operated by the City of Baton Rouge/Parish of East Baton Rouge through the Greater Baton
Rouge Airport District. BTR is a small hub facility providing commercial air travel connecting more than 1.6
million residents across south Louisiana. BTR, located six miles north of downtown Baton Rouge, is the second
largest airport in Louisiana and hosts daily jet flights on three (3) major airlines to/from Atlanta, Charlotte, Dallas,
Houston, and Washington, D.C. In 2022, the Airport served approximately 668,176 passengers on scheduled
airline flights.
1.1.2 Goals and Objectives
It is important for Proposers to understand that the Airport environment presents a set of unique challenges which are
not typical of an off-airport setting.
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1. Facilities must be open three hundred and sixty-five (365) days a year.
Passenger traffic levels fluctuate throughout each day as flights arrive
and depart, and seasonally as travel ebbs and flows.
2. Airport-wide flight delays are not uncommon. Passenger traffic at the Airport is affected by weather not only
here but in other geographic regions as well.
3. The Airport is a non-smoking facility.
4. Each Proposer's employee is an ambassador for the Airport and the region. Training is essential and should
include knowledge of the terminal areas and services, and knowledge of the community.
5. The Airport is subject to specific federal security requirements and Proposer employees will be required to
abide by current and future security requirements at all times. All employees of the Proposer must pass a
Transportation Security Administration (TSA) mandated security background check and shall be properly
badged. Badges must be clearly displayed at all times in the post security locations.
6. Requirements for security screening of employees and goods are established by the Transportation Security
Administration and may be changed from time to time. Proposer shall be responsible for complying with these
requirements and any future requirements as well as any associated costs.
1.2 Definitions
1. Shall - The term "shall" denotes mandatory requirements.
2. Must - The terms "must" denotes mandatory requirements.
3. May - The term "may" denotes an advisory or permissible action.
4. Should - The term "should" denotes desirable.
5. Contractor - means successful offer or who enters into a binding, written agreement.
6. Agency - Any department, commission, council, board, office, bureau, committee,
institution, agency, government, corporation, or other establishment of the City-Parish
authorized to participate in any contract resulting from this solicitation.
7. State - The State of Louisiana.
8. Department - Department for whom the solicitation is issued.
9. Director - Director of Purchasing.
10. City-Parish - City of Baton Rouge-Parish of East Baton Rouge.
11. Discussions - For the purposes of this RFP presentation, a formal, structured means of conducting written
or oral communications/presentations with responsible Proposers who submit proposals in response to this RFP
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1.3 Schedule of Events
Item Anticipated Schedule
RFP emailed or mailed to prospective May 15, 2026
proposers
Mandatory Pre-Proposal Conference June 9, 2026 9:00 AM CST
Deadline to receive written inquiries June 11, 2026 @ 5:00 PM CST
Deadline to answer written inquiries June 16, 2026
Proposal Opening Date (deadline for June 25, 2026 @ 2:00 PM CST
submitting proposals)
Notice of Intent to Award announcement on or August 13, 2026
about
Contract Execution on or About September 1, 2026
A mandatory pre-proposal conference will be held in-person at the Baton Rouge Metropolitan
Airport, 1st Floor Conference Room, 9430 Jackie Cochran Drive, Baton Rouge, LA 70807 on June 9,
2026 at 9:00 AM CST. Attendance at the pre-proposal conference is required to receive an award for
this project.
NOTE: City of Baton Rouge-Parish of East Baton Rouge reserves the right to revise this schedule.
Revisions, if any, before the Proposal Submission Deadline will be formalized by the issuance of an
addendum to the RFP. The dates in the Schedule of Events are approximate and may be deviated from.
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1.4 Proposal Submittal
This RFP is available in PDF format or in printed form by submitting a written request to the RFP Contact. (See
Section 1.7.2 for this RFP contact)
All proposals shall be received by Purchasing n o later than the date and time shown in the
S chedule of Events.
I mportant - - Clearly mark the outside of the envelope, box or package with the following information:
Proposal Name: Floor Care for the Baton Rouge Metropolitan Airport
Solicitation No. 2026-06-0910
Proposal Opening Date & Time : Received by June 25, 2026 @ 2:00 PM CST
Proposers are hereby advised that the U. S. Postal Service does not make deliveries to our physical
location.
Proposals may be delivered by hand or courier service to our physical location at: City of
Baton Rouge-Parish of East Baton Rouge
Purchasing Division
222 Saint Louis Street, Room 826
Baton Rouge, LA 70802
Or mailed to:
City of Baton Rouge-Parish of East Baton Rouge Purchasing
Division
222 Saint Louis Street, Room 826
Baton Rouge, LA 70802
Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical
location. Purchasing is not responsible for any delays caused by the proposer's chosen means of proposal
delivery.
Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening date
and time shall result in rejection of the proposal.
PROPOSALS SHALL BE OPENED PUBLICLY AND ONLY PROPOSERS SUBMITTING PROPOSALS
SHALL BE IDENTIFIED ALOUD. PRICES SHALL NOT BE READ.
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1.5 Proposal Response Format (NOT TO EXCEED 20 PAGES)
Proposals should be submitted as one cohesive and well-organized document that includes all of the components
listed below. It is important that the document is structured in a way that allows for easy navigation and reference to
all the required components. Additionally, please keep in mind the maximum page limit of 20 pages for the proposal
response. However, the stated page limit does not apply to resumes or prior experience examples. Additional facts
and information other than those listed below may be included if it will help to highlight your company's qualifications
and experience Responses should effectively demonstrate the Proposer's capability to complete the Scope of
Services outlined in a meaningful and innovative manner, while adhering to the required timeline.
All materials submitted in response to this RFP shall become the property of the City of Baton Rouge
and shall be considered a part of the public record of the Airport except for any proprietary financial
information that should be clearly marked as confidential.
Proposals submitted for consideration should follow the format and order of presentation described below:
Table of Contents
Include a table of contents with page numbers and organized in the order contained herein.
Ensure that the headings in the proposal align with the requirements listed for ease of review and scoring.
Cover Letter
Provide a short narrative that introduces the company and the proposed team assigned to the account highlighting
the special strengths of the company to perform the work requested in this RFP. The Cover Letter shall include the
legal name of the Proposer, email address, telephone number, and the name, title, and signature of the person
authorized to submit the proposal on behalf of the company. The Cover Letter should also acknowledge that the
Proposer will comply with all the terms and conditions set forth in the Request for Proposals, unless otherwise agreed
by the Airport.
Confirm willingness to perform the services and enter into a contract with the City-Parish.
Certify compliance with the signature authority required in accordance with Louisiana law.
The letter must be signed by a current corporate officer, partnership member or an individual specifically authorized
to submit the proposal as reflected in the appropriate records on file with the secretary of state or provide other
acceptable documents indicating authority.
The cover letter should also include:
o Identification of the submitting Proposer.
o Name, title, address, telephone number and email address of each person authorized to contractually obligate the
Proposer.
o Name, address, telephone number and email address of the contact person for technical and contractual
clarifications throughout the evaluation period, if different from the above.
Technical Proposal
Executive Summary: Provide a short outline of your high-level approach to the provision of services in addition to
a summary of your qualifications to engage in a professional service relationship with the Airport. Clearly
communicate why you believe your organization would be the best provider of janitorial services for the Airport.
Organizational Capacity and Track Record: Provide information about the vendor's organizational capacity and
successful track record in providing janitorial services within an airport or similar governmental context. Provide the
vendor's ability to complete the Scope of Services (see Section 2.1).
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Prior Experience: Present specific examples of prior engagements where the vendor provided janitorial services,
demonstrating successful and above satisfactory outcomes. Highlight how these examples align with the City-Parish's
goals and objectives
Approach and Methodology: Describe the vendor's proposed approach and methodology for conducting
Janitorial Services, tailored to meet the unique needs of the Baton Rouge Metropolitan Airport. Clearly articulate how
the proposed approach will address the specific goals of the Baton Rouge Metropolitan Airport. Provide details about
the services and how it will meet the requirements of this proposal. Proposers shall submit sufficient information to
allow the Selection Committee to evaluate how their Management and Operations Plan will achieve the goals of the
Airport's Custodial Services Program.
Operational Plan
o Provide a statement of the Proposer's understanding of the services required under the Scope of Work and a
narrative description of the proposed approach to the scope
o Daily Cleaning Program - Describe the process of cleaning the Proposer would provide to meet the required scope
of work
o Provide a detailed narrative of all training programs provided to employees and supervisors. Include a detailed
statement of your company's commitment to the safety of your employees, Airport employees, Airport tenants,
passengers, and the general public. Include a description of any safety awareness and incentive programs you
provide. Describe your company's method of record keeping for employee training on OSHA, Blood Borne
Pathogens, and other required safety programs. Include the frequency of each training program and all
documentation processes.
o Provide a detailed statement of your company's commitment to Customer Service training and how you will ensure
all your employees understand and provide outstanding Customer Relations
Staffing Plan - Please illustrate how the proposed location will be managed:
o Provide a detailed narrative of the Proposer's transition plan for the assumption of Services at the Airport. Include a
description of the type of support the transition teams will have, the timelines involved, and how hiring and training will
be implemented.
o Describe the level of experience of the management team.
o Provide a detailed narrative of how Proposer employees will be scheduled for shifts, including for lunch and other
breaks, to ensure necessary coverage from 6 am - 12 am, seven days per week, with no gaps in regular service
activity.
o Submit an organization chart of Proposer personnel for positions including, but not limited to, Management,
Supervisors, and Line Staff. Include a description of the specific tasks each position will perform and the estimated
number of each position necessary to complete the Services.
o Provide a detailed narrative describing how your company plans to control employee turnover. Describe employee
retention incentives and appreciation programs.
Expertise and Qualifications: Provide resumes summarizing the qualifications and experience of the members of
the team who will be performing the services. Explicitly demonstrate the vendor's expertise, years of experience and
qualifications of the proposed personnel, focusing on credentials, experiences, and abilities related to Janitorial
Services and/or related job specifications. Describe the Proposer's specific experience with the ownership,
management, and operation of Janitorial Services Operations. The narrative shall describe the company's
qualifications to perform the scope of services, including past relevant experience and at least three (3) client
references, with contact names and information.
o Describe your company's experience working with other clients involving the size and level of the complexity of the
proposed scope of services. Must include the type and number of years' experience providing custodial services.
o Describe the qualifications and experience of the key personnel of your company. Must include the following:
Provide a brief description of all key personnel to be involved, and their relationship to the services to be provided.
The company must provide an Account Manager that will be the day-to-day contact person for the Airport. The
Account Manager should have at least three (3) years of experience managing professional custodial services.
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Attach resumes as part of an appendix to the Proposal.
Demonstrate the capacity and capability of the company with respect to such factors as cost control, quality of
work, and ability to meet schedules.
Describe your company's experience working in East Baton Rouge Parish if any. Demonstrate an understanding
of the local market conditions and how these would impact your proposed management and operations plan.
Small Entrepreneurships (MBE/SBE/WBE) Initiative: Address how the vendor intends to utilize small
entrepreneurships in conducting the study, including any qualifications or certifications related to minority-owned,
women-owned, or small business enterprises participating in the proposal as part of the project team. Include the
expected portion of the scope of work and budget the small entrepreneurship(s) will perform.
Financial Proposal
Include the total cost for the entire scope of work and services provided. (see Section 2.1). The total costs should
be broken out into cost related to each task and should encompass all anticipated hours and expenses necessary to
fulfill the project requirements.
Prices proposed shall be firm.
The total costs proposed by the Proposers should be submitted in Appendix B-1.
If needed, the Proposer may provide a brief pricing narrative along with the maximum fee amount provided in
Appendix B-1.
The Proposer will not be reimbursed for any travel, per diem, photocopying or other related expenses unless
specifically requested in writing by the City-Parish.
Proposals submitted for consideration should follow the format and order of presentation described below:
A. C over Letter: Containing summary of Proposer's ability to perform the services described in
the RFP and confirms that Proposer is willing to perform those services and enter into a contract with
the City-Parish. By signing the letter and/or the proposal, the proposer certifies compliance with the
signature authority required in accordance with Louisiana law. The person signing the proposal must
be:
1. A current corporate officer, partnership member, or other individual specifically authorized to submit
a proposal as reflected in the appropriate records on file with the secretary of state; or
2. An individual authorized to bind the company as reflected by a corporate resolution, certificate or
affidavit; or
3. Other documents indicating authority which are acceptable to the public entity.
Proposers should exhibit their understanding and approach to the project and
address how each element will be accomplished.
The cover letter should also:
* Identify the submitting Proposer;
* Identify the name, title, address, telephone number, fax number, and email address of each person
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