RFP 2026-05-7810 Janitorial Services for Juvenile Complex Facilities

REQUEST FOR PROPOSAL
JANITORIAL SERVICES
FOR
JUVENILE COMPLEX FACILITIES
Solicitation No: 2026-05-7810
Proposal Opening Date:
May 26, 2026
2:00 p.m. CST
City of Baton Rouge/Parish of East Baton Rouge Office
NOTE TO PROPOSERS:
1) Submit a 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
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background Page 1
1.1.1 Purpose Page 1
1.1.2 Goals and Objectives Page 1
1.2 Definitions Page 2
1.3 Schedule of Events Page 3
1.4 Proposal Submittal Page 3
1.5 Proposal Response Format Page 5
1.5.1 Number of Response Copies Page 8
1.5.2 Legibility/Clarity Page 8
1.6 Confidential Information, Trade Secrets, Proprietary Information Page 8
1.7 Proposal Clarifications Prior to Submittal Page 9
1.7.1 Mandatory Pre-proposal Conference & Job Site visit Page 9
1.7.2 Proposer Inquiry Period Page 10
1.8 Errors and Omissions in Proposal Page 11
1.9 Proposal Guarantee NOT REQUIRED FOR THIS RFP Page 11
1.10 Performance Bond NOT REQUIRED FOR THIS RFP Page 11
1.11 Changes, Addenda, Withdrawals Page 11
1.12 Withdrawal of Proposal Page 11
1.13 Material in the RFP Page 12
1.14 Waiver of Administrative Informalities Page 12
1.15 Proposal Rejection Page 12
1.16 Ownership of Proposal Page 12
1.17 Cost of Offer Preparation Page 12
1.18 Non-negotiable Contract Terms Page 13
1.19 Taxes Page 13
1.20 Proposal Validity Page 13
1.21 Prime Contractor Responsibilities Page 13
1.21.1 Corporation Requirements Page 13
1.22 Use of Subcontractors Page 14
1.23 Written or Oral Discussions/Presentations Page 15
1.24 Acceptance of Proposal Content Page 15
1.25 Evaluation and Selection Page 15
1.26 Contract Negotiations Page 15
1.27 Contract Award and Execution Page 16
1.28 Notice of Intent to Award Page 16
1.29 Right to Prohibit Award Page 17
1.30 Debriefings Page 17
1.31 Insurance Requirements Page 17

PART I. ADMINISTRATIVE AND GENERAL INFORMATION
(continued)
1.32 Subcontractor Insurance Page 17
1.33 Indemnification Page 17
1.34 Fidelity Bond Requirements NOT REQUIRED FOR THIS RFP Page 18
1.35 Payment for Services Page 18
1.36 Termination Page 18
1.36.1 Termination of this Agreement for Cause Page 18
1.36.2 Termination of this Agreement for Convenience Page 18
1.36.3 Termination for Lack of Appropriated Funds Page 19
1.37 Assignment Page 19
1.38 No Guarantee of Quantities Page 19
1.39 Audit of Records Page 19
1.40 Civil Rights Compliance Page 19
1.41 Record Retention Page 20
1.42 Record Ownership Page 20
1.43 Content of Contract/Order of Precedence Page 20
1.44 Contract Changes Page 20
1.45 Substitution of Personnel Page 20
1.46 Governing Law Page 21
1.47 Claims or Controversies Page 21
1.48 Proposer's Certification of OMB A-133 Compliance Page 22
PART II: SCOPE OF WORK/SERVICES
2.1 Scope of Work/Services Page 23
2.2 Period of Agreement Page 23
2.3 Price Schedule Page 23
2.4 Deliverables Page 23
2.5 Proposal Elements Page 23
2.5.1 Financial Page 23
2.5.2 Qualifications Page 24
2.5.3 Technical Page 24
PART III: EVALUATION & SELECTION
3.1 Financial Proposal Page 27
3.2 Technical Proposal Page 27
PART IV: PERFORMANCE STANDARDS
4.1 Performance Requirements Page 30
4.2 Performance Measurement/Evaluation Page 30
Additional Requirements for the RFP Page 31

ATTACHMENTS
ATTACHMENT A Scope of Services Page 33
ATTACHMENT B Contractor's and Subcontractors Insurance Page 46
ATTACHMENT C Sample Contract Page 49
ATTACHMENT D Federal Terms and Conditions Page 54
ATTACHMENT E Standard Federal Award Contractor Terms and Conditions Page 69
ATTACHMENT F Proposal Form Page 77
ATTACHMENT G Fair Chance Ordinance Page 85
ATTACHMENT H Socially and Economically Disadvantaged Business Enterprise Inclusion Page 86

KEY REMINDERS TO PROSPECTIVE PROPOSERS
* Submit a separate set of Proposal Forms with all required information as your Proposal.
* Read the solicitation in its entirety.
* Contact the designated purchasing official only.
* Take advantage of the question-and-answer period.
* Provide complete answers and descriptions
* Review the RFP and your proposal before submitting.
* Submit your proposal on time, before the deadline.
* Sign (by authorized signatory) in the designated place on Attachment F Proposal Form.
Retain the complete set of specifications and contract documents for your files.

REQUEST FOR PROPOSAL FOR
JANITORIAL SERVICES FOR JUVENILE COMPLEX FACILITIES
RFP No. 2026-05-7810
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background
The City of Baton Rouge, Parish of East Baton Rouge has a need for janitorial services for the Juvenile Complex
Facilities located at 8333 Veterans Memorial Boulevard, in Baton Rouge, Louisiana, within the City of Baton Rouge,
Parish of East Baton Rouge. These facilities are owned by the City of Baton Rouge/Parish of East Baton Rouge and
include as occupants, the East Baton Rouge Parish Juvenile Court, the Department of Juvenile Services, including
the Juvenile Detention Center, and the East Baton Rouge Parish District Attorney Juvenile Division.
These facilities house City Parish offices and State Agencies that are part of the juvenile justice system for East Baton
Rouge Parish, in addition to the East Baton Rouge Parish Juvenile Detention Center. Occupants and visitors to the
facilities include employees of the East Baton Rouge Parish Juvenile Court, the City-Parish Department of Juvenile
Services, the East Baton Rouge Parish District Attorney-Juvenile Division, the East Baton Rouge Parish Public
Defender's Office Juvenile Section, and the public and other governmental agencies who appear in court or visit
these entities for service. The Detention Center includes youth who are detained and awaiting court proceedings.
Because these facilities house and process matters involving juveniles, strict confidentiality of all matters is required
and no photography or recording is allowed, unless specifically authorized. Additionally, these are secure facilities,
where security checkpoints are located at entrances and maintaining security is also a primary concern at all times.
Purpose
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals, as permitted by the City of Baton
Rouge, Parish of East Baton Rouge's governing statutes, ordinances, resolutions, and policies, from bona fide,
qualified proposers interested in providing janitorial services for our patrons and staff.
1.1.2 Goals and Objectives
The goals of this project is to obtain the best janitorial services possible under the guidelines set forth in this RFP.
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1.2 Definitions
A. Shall - The term "shall" denotes mandatory requirements.
B. Must - The term "must" denotes mandatory requirements.
C. May - The term "may" denotes an advisory or permissible action.
D. Should - The term "should" denotes desirable.
E. Contractor - Any person having a contract with a governmental body.
F. 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.
G. EBR- East Baton Rouge Parish
H. State - The State of Louisiana.
I. Department - Department for whom the solicitation is issued.
J. Director - Director of Purchasing.
K. City-Parish - City of Baton Rouge-Parish of East Baton Rouge
L. Discussions - For the purposes of this RFP presentation, a formal, structured means of conducting
written or oral communications and/or 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 to prospective proposers April 30, 2026
Mandatory Pre-Proposal Conference & Job Site Visit @ 2:00 pm CST May 15, 2026
Deadline to receive written inquiries @ 4:00 pm CST May 18, 2026
Deadline to answer written inquiries May 20, 2026
Proposal Opening Date (deadline for submitting proposals) @ 2:00 pm CST May 26, 2026
Notice of Down Selection June 3, 2026
Award of Contract July 1, 2026
Approximate Start of Contract August 1, 2026
1.4 Proposal Submission
This RFP is available in PDF format. If a printed form is required, submit a written request to the RFP Contact.
(See Section 1.7.2 for this RFP contact.)
Purchasing shall receive all proposals no later than the date and time shown in the Schedule of Events.
Important - - Clearly mark outside of envelope, box, or package with the following information and format:
Proposal Name: Janitorial Services for Juvenile Complex Facilities
Solicitation No. 2026-05-7810
Proposal Opening Date & Time: May 26, 2026
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
The 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.
The proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening
date and time shall result in the rejection of the proposal.
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*Note: City of Baton Rouge-Parish of East Baton Rouge has elected to use LaPAC, the state's online electronic bid
posting and notification system that is resident on State Purchasing's website
https://wwwcfprd.doa.louisiana.gov/osp/lapac/pubMain and is available for vendor self-enrollment. In
that, LaPAC provides an immediate e-mail notification to subscribing bidders that a solicitation and any
subsequent addenda have been sent and posted; notice and receipt thereof are considered formally
given as of their respective posting dates. The City of Baton Rouge-Parish of East Baton Rouge also posts
to Central Bidding (http://www.centralauctionhouse.com); however, bid submission cannot be made
through Central Bidding for RFPs.
Inquiry Period:
An inquiry period is hereby firmly set for all interested bidders to perform a detailed review of the bid
documents and to submit any written questions relative thereto.
Inquiries are to be directed as follows:
Hand Delivered, Courier, Delivery by United States Postal Services, or Email
Lori Foreman, Purchasing Analyst
City-Parish Purchasing Department
222 St. Louis Street, Room 826
Baton Rouge, LA 70802
* By email:
7810JanitorialJuvenile@brla.gov
The City-Parish shall not and cannot permit an open-ended inquiry period, as this creates an
unwarranted delay in the procurement cycle and operations of our departments. The City-Parish
reasonably expects and requires responsible and interested proposers to conduct their in-depth
proposal review and submit inquiries in a timely manner.
All inquiries shall be received by 5:00 p.m. on May 18, 2026.
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1.5 Proposal Response Format
Proposals submitted for consideration should follow the format and order of presentation described below:
A. Cover Letter: Containing a summary of the Proposer's ability to perform the services described in the
RFP and confirming that the 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 that 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
authorized by the Proposer to obligate the Proposer contractually.
* Identify the contact person's name, address, telephone number, fax number, and email address for
technical and contractual clarifications throughout the evaluation period.
B. Table of Contents: Organized in the order cited in the format contained herein.
C. Proposer Qualifications and Experience: History and background of Proposer, financial strength and
stability, with related services to government entities, existing customer satisfaction, demonstrated
volume of merchants, etc. Proposers should exhibit their understanding and approach to the project and
address how each element will be accomplished. Proposers should describe their ongoing support
service, the size and expertise level of support staff. List of References and Current Client List. Optional
information to include in the proposal to demonstrate qualifications and experience include 1) Detailed
resumes of key personnel who will be involved in the project, 2) Copies of all relevant licenses or
certifications required for the tasks outlined in the Scope of Work, and/or 3) Descriptions and
documentation of past projects that demonstrate the vendor's ability to perform similar work.
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