RFP 26-001PND Boarding and Securing Services

Agency:	City of Dayton
State:	Ohio
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Jan 8, 2026
Due Date:	Feb 5, 2026
Solicitation No:	RFP 26-001PND
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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City of Dayton, Ohio

Department of Planning, Neighborhoods & Development

Division of Housing & Inspections

REQUEST FOR PROPOSAL (RFP) No. 26-001PND

Boarding and Securing Services

25% Minority Business Enterprise (MBE) Participation Goal

January 2026

TABLE OF CONTENTS

SECTION 1 – PROPOSAL INSTRUCTIONS............................................................................................................3

1.01 COMMUNICATIONS REGARDING THIS PROJECT .......................................................................................................3

1.02 RFP SCHEDULE .............................................................................................................................................................................................3

1.03 PRE-PROPOSAL MEETING..................................................................................................................................3

1.04 SUBMITTING A PROPOSAL..................................................................................................................................3

1.05 REQUIRED PROPOSAL CONTENTS ........................................................................................................................4

1.06 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY ..................................................................................................5

1.07 CRITERIA........................................................................................................................................................5

1.08 GENERAL GUIDELINES .......................................................................................................................................5

1.09 MISCELLANEOUS .............................................................................................................................................6

SECTION 2 – SCOPE OF PROJECT ....................................................................................................................... 7

2.01 PURPOSE AND NEED/PROJECT DESCRIPTION .........................................................................................................7

2.02 SCOPE OF WORK.............................................................................................................................................7

2.03 PERFORMANCE PERIOD...................................................................................................................................15

2.04 COMPENSATION FOR SERVICES.........................................................................................................................16

2.05 STAFFING ....................................................................................................................................................16

2.06 COMPETENCY...............................................................................................................................................17

2.07 CONTRACTOR RESPONSIBILITIES........................................................................................................................17

2.08 PRICING STRUCTURE ......................................................................................................................................17

SECTION 3 – REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS ..................................................................17

3.01 TAX EXEMPTION............................................................................................................................................18

3.02 PROPOSER AFFIDAVIT .....................................................................................................................................18

3.03 PROCUREMENT ENHANCEMENT PROGRAM..........................................................................................................18

3.04 PROPOSER’S FINANCIAL OBLIGATION TO THE CITY .................................................................................................18

3.05 PROPOSER’S INCURRED COSTS ..........................................................................................................................18

3.06 AFFIRMATIVE ACTION ASSURANCE (AAA) ...........................................................................................................18

3.07 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES .................................................................................18

ARTICLE 1. TERM ................................................................................................................................................18

ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR ................................................................................18

ARTICLE 3. COMPENSATION ...............................................................................................................................18

ARTICLE 4. CITY’S RESPONSIBILITIES ...................................................................................................................19

ARTICLE 5. STANDARD OF CARE..........................................................................................................................19

ARTICLE 6. INDEMNIFICATION............................................................................................................................19

ARTICLE 7. INSURANCE.......................................................................................................................................19

ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY..........................................................19

ARTICLE 9. TERMINATION ..................................................................................................................................19

ARTICLE 10. STANDARD TERMS ........................................................................................................................20

A. DELAY IN PERFORMANCE..........................................................................................................................20

B. GOVERNING LAW AND VENUE..................................................................................................................20

C. COMMUNICATIONS ..................................................................................................................................20

D. EQUAL EMPLOYMENT OPPORTUNITY.......................................................................................................20

E. WAIVER.....................................................................................................................................................20

F. SEVERABILITY............................................................................................................................................20

G. INDEPENDENT CONTRACTOR....................................................................................................................21

H. ASSIGNMENT ............................................................................................................................................21

City of Dayton, Ohio

Request for Proposals

I. THIRD PARTY RIGHTS.................................................................................................................................21

J. AMENDMENT ............................................................................................................................................21

K. POLITICAL CONTRIBUTIONS .......................................................................................................................21

L. INTEGRATION ............................................................................................................................................21

M. PCI COMPLIANCE .......................................................................................................................................21

N. LIVING WAGE ORDINANCE ........................................................................................................................22

EXHIBIT A – LETTER OF TRANSMITTAL ...............................................................................................................23

EXHIBIT B – REFERENCES FOR PROPOSING COMPANY................................................................................. 25

EXHIBIT C – PRODUCT MANUFACTURE LABOR STANDARDS: VENDOR COMPLIANCE FORM .......... 26

EXHIBIT D- BUSINESS INCOME TAX QUESTIONNAIRE..................................................................................... 27

EXHIBIT E- FEE SCHEDULE........................................................................................................................................28

City of Dayton, Ohio

Request for Proposals

SECTION 1 – PROPOSAL INSTRUCTIONS

1.01

COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding the RFP process to:

PNDbids@daytonohio.gov

All communications/questions concerning this RFP must be submitted in writing referencing the specific paragraph and page number.

The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be prepared by the City and posted on the

City’s web site by the date listed in Section 1.02. Changes to this RFP will be made only by formal written correspondence issued

by the City.

A copy of this RFP proposal and any additional documentation may be found at the City’s website at:

http://www.daytonohio.gov/bids.aspx

1.02 RFP SCHEDULE. The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required, and shall be

mutually agreed upon. RFP schedule to be determined prior to finalization of RFP. The following is the anticipated schedule for

the RFP Process:

Issue RFP:

Pre-Proposal Meeting:

Last Day to Submit Questions:

Written Responses to Questions:

Due Date for Proposals:

January 8, 2026

January 15, 2026 11:00AM

January 22, 2026 by 5:00PM

January 29, 2026 by 5:00PM

February 5, 2026 by 2:00 PM

1.03 PRE-PROPOSAL MEETING. The City shall conduct a VOLUNTARY, recommended pre-proposal meeting. The date and

location of the meeting is listed in Section 1.02 (RFP Schedule). The intent of the pre-proposal meeting is to:

•

Review the Request for Proposal

•

Discuss Minority Business Enterprise (MBE) Goal

•

Answer questions

•

PND Bids is inviting you to a scheduled Zoom meeting.

Topic: RFP No. 26-001PND REBID Boarding and Securing Services

Time: Jan 15, 2026 01:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/92362596802?pwd=jfgtrgzVb3Bsxg2bmp9abarKniOe9i.1

Meeting ID: 923 6259 6802 Passcode: 751180

One tap mobile

+13092053325,,92362596802#,,,,*751180# US

+13126266799,,92362596802#,,,,*751180# US (Chicago)

This may be the only opportunity for the Contractors to meet with the City. Each proposer should limit representation at this meeting

to no more than 2 persons. Contractors shall notify the City as directed in Section 1.02 (RFP Schedule) if they will be attending the

pre-proposal meeting and how many persons will attend.

This may be the only opportunity for the Contractors to visit the project location. Each proposer should limit representation to this

meeting to no more than 2 persons. Contractors shall notify the City as directed in Section 1.02 (RFP Schedule) if they will be attending

the meeting and how many persons will attend.

1.04 SUBMITTING A PROPOSAL. Each Consultant seeking consideration for performance of services related to this RFP must

submit a proposal. All proposals shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City has a 20meg

limit forincoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should your company’s proposal

document exceed this limit, your company will have to submit its document in multiple parts (emails). Should bid documents require

multiple emails, please designate in the “Subject” line of each email sent: RFP No. 26-001PND REBID Boarding and Securing

Services, RFP No. 26-001PND REBID Boarding and Securing Services Part 1, RFP No. 26-001PND REBID Boarding and Securing

Services Part 2, and so forth.

City of Dayton, Ohio

Request for Proposals

The bid opening will be facilitated using ZOOM with the following login information:

Topic: Opening RFP No. 26-001PND

Time: Feb 5, 2026 02:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://us02web.zoom.us/j/86002419411?pwd=VxeMN60y4i9AnEgjXNwSyz4bQG1dwh.1

Meeting ID: 860 0241 9411

Passcode: 601612

Sealed proposals must be received in the Procurement bid email in-box (BIDS@DAYTONOHIO.GOV) by time/date as indicated

in Section 1.02 (RFP Schedule). Proposals received afterthe scheduled date/time will not be considered. All supporting materials and

documentation must be included with the proposal. The responsibility of timely delivery lies solely with the proposer.

The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or to accept the proposal(s) which

in the judgment of proper officials, is in the best interest of the City. The City reserves the right to accept a part or parts of a proposal

unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves the right to approve or reject any sub-Contractors

proposed for work under this proposal or waive any minor irregularities

The City reserves the right to select the successful vendor once all proposals are received, without seeking further information for

clarification from proposers. Upon review of proposals, the City may designate the most qualified proposals as finalists. These finalists

may be invited to make oral presentations and participate in a question and answer session with the City. The City shall have the right

to visit selected user sites, should this be deemed necessary.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable

to this RFP.

The City doesnot guarantee that any contract will be awarded because of this RFP. If a contract award is made but the contract is not

executed, the City does not guarantee that the contract will be re-awarded.

1.05 REQUIRED PROPOSAL CONTENTS. All brochures and supplemental documentation shall be included with the original and

all copies. If not, the proposal may be considered as non-responsive. Proposers are required to submit the following information in

their proposal:

•

Letter of Transmittal. The proposer shall provide a transmittal letter with authorizing signature for the

proposal. The letter must briefly summarize the vendor’s ability and willingness to perform the services required by the

RFP. The letter must be on

the form provided in Exhibit A.

•

Company Profile and Background. Provide the following information:

o Location – The street address of the proposer’s company headquarters.

o Local Office of Proposer – Provide the location of the proposer’s office nearest to Dayton, Ohio.

Include the local office, a contact name, address, telephone, and fax numbers.

o Company’s Primary Business – State the proposer’s primary business, the number of years in the

proposer’s industry, and the number of employees assigned to these related activities.

o State the legal make-up of your company: sole proprietorship, partnership, corporation, etc.

o Please list any Lawsuits that you are currently engaged in. Please provide any and all suits either with

the City of Dayton or any other Municipalities (include, but not limited to Federal, State, Local or other

Municipalities and Governmental agencies).

•

Key Personnel Information. Provide the name, title, mailing address, telephone number and e-mail addressof the

persons who will function as the City’s primary contact and back-up contact person. Provide brief resumes/qualifications of

personnel who will be primarily involved in this project. Include any certifications earned, special training taken, and

memberships in professional groups. Complete Form found in Exhibit A.

•

Proposal Response as per Section 2.

•

Statement of Exceptions to RFP requirements. Provide a detailed description of any exceptions taken to the

requirements of this RFP, including the City Standard Terms and Conditions in Section 3. Exceptions shall be referenced

to the applicable RFP section/sub-section numbers. Any other departures from the city’s RFP are to be identified and

failure to do so shall make the proposal non-responsive. City’s standard Terms for Payment are Net 30 days from date of

invoice once the project is complete, unless otherwise negotiated. If you cannot comply with this, please state any changes

in the Statement of Exceptions to the RFP Requirements.

City of Dayton, Ohio

Request for Proposals

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP 26-001PND Boarding and Securing Services

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See Also

Bid Number:	RFP 26-001PND
Bid Title:	RFP 26-001PND Boarding and Securing Services
Category:	Procurement
Status:	Open