Window Washing Service(s) - GBHA

CITY OF GREEN BAY
REQUEST FOR BID (RFB)
RFP: 2026-06
Title: Window Washing Service(s) - GBHA
City Agency: Green Bay Housing Authority
Due Date: May 14, 2026
CC: 91081

2026-06 WINDOW WASHING SERVICE(S) - GBHA
1 NOTICE TO BIDDERS
1.1 Summary
The City of Green Bay ("City") in collaboration with Green Bay Housing Authority ("GBHA") is
soliciting Bids from qualified contractors for Window Washing Service(s). Contractors submitting
Bids ("Bidders") are required to read this Request for Bids ("RFB") in its entirety and follow the
instructions contained herein.
1.2 Important Dates
Deliver Bids no later than the DUE date and time indicated below. The City reserves the right to
reject all late Bids:
RFB Issue Date: 4/21/2026
Pre-Bid/Site Inspection Date: 4/30/2026 @ 11:00 AM (CDT)
Pre-Bid/Site Inspection Location 1424 Admiral Court, Green Bay, WI 54303
Questions Due Date: 5/5/2026
Addendum Posted Date 5/7/2026
Due Date: May 14, 2026 by 2:00 PM (CDT)
1.3 Format
The City will not consider illegible Bids.
Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective
Bid, are not necessary or desired.
Complete and return Forms A THROUGH F and any mandatory forms to the City of Green Bay
Purchasing Department with your submittal.
1.4 Labeling
All Bids must be clearly labeled:
Bidder's Name and Address
Title: Window Washing Service(s) - GBHA
RFB: 2026-06
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2026-06 WINDOW WASHING SERVICE(S) - GBHA
All email correspondence must include RFB 2026-06 in the subject line.
1.5 Delivery of Bids
Emailed or faxed Bids will NOT be considered.
Bids must be delivered as instructed. Deliveries to other City departments and/or locations may
result in disqualification.
City of Green Bay Purchasing Department
Delivery of Hard Copies via U.S. Mail or
100 North Jefferson St. - Room 410
Common Carrier - Delivery To:
Green Bay, WI 54301
eBidding platform on DemandStar
Delivery of Electronic Copies To: (see Section 1.12) or on a commonly used
media with hard copies (see Section 1.3).
NOTE: When mailing your response via a third-party delivery service, the outside of the packaging
MUST be clearly marked with the RFB name and number. This ensures that the Bid can be delivered
to the correct purchasing agent without having to open the Bid.
1.6 Appendix A - Standard Terms & Conditions
Bidders are responsible for reviewing this attachment prior to submission of their Bids. The City of
Green Bay Standard Terms & Conditions are the minimum requirements for the submission of Bids.
1.7 Appendix B - Sample Contract For Purchase of Services
Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample
Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB.
The terms of this template contract shall become contractual obligations following award of the
RFB. By submitting a Bid, Bidders affirm their willingness to enter into a contract containing these
terms (applicable only to Bids for services).
The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the
execution of contracts that do not require notarization. By submitting your Bid, you agree to the use
of this program to sign documents should you receive an award. There is no cost to the Bidder
associated with this process.
1.8 Multiple Bids
Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for
submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.
Bidders may submit alternate pricing schemes without having to submit multiple Bids.
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2026-06 WINDOW WASHING SERVICE(S) - GBHA
1.9 City of Green Bay Contact Information
The City of Green Bay Purchasing Dept. administers the procurement function:
Troy Van Handel
City of Green Bay Purchasing Department
100 North Jefferson St. - 410
Green Bay, WI 54301
(920) 448-3049
Contacting City staff outside of the Purchasing Department regarding this RFB without written
consent from the Purchasing Department may result in your Bid being rejected.
1.10 Inquiries, Clarifications, & Exceptions
Bidders are to raise any questions they have about the RFB document without delay. Direct all
questions, in writing, to the Purchasing Department Buyer listed in Section 1.9.
Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency
in this RFB document shall immediately notify the Buyer and request clarification. In the event that
it is necessary to provide additional clarification or revision to the RFB, the City will post addenda -
see Section 1.11 below. Bidders are strongly encouraged to check for addenda regularly.
Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may
take "exception" to Bid terms, conditions, specifications and dates stated within the Bid package.
However, the City of Green Bay reserves the right to disqualify any and all Bids submitted which
include exceptions, if deemed not in the City's best interests.
1.11 Addenda
In the event that it is necessary to provide additional clarification or revision to the RFB, the City will
post addenda to its Bids distribution websites - see Section 1.12. It is the Bidders responsibility to
regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any
Addenda on Form B. Failure to retrieve addenda and include their provisions may result in
disqualification.
1.12 Bid Distribution Networks
The City of Green Bay posts all Request for Bids, addenda, tabulations, awards and related
announcements on two distribution networks - VendorNet and DemandStar. The aforementioned
documents are available exclusively from these websites. It is the Bidders responsibility to regularly
monitor the Bid distribution network for any such postings. Bidders failure to retrieve such addenda
and incorporate their appropriate provisions in their response may result in disqualification. Both
sites offer free registration to City Bidders.
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2026-06 WINDOW WASHING SERVICE(S) - GBHA
State of Wisconsin and Local Agencies Bid Network. Registration is free -
VendorNet:
https://vendornet.wi.gov/
National Bid Network - Free subscription is available to access Bids from the
City of Green Bay and other Wisconsin agencies, participating in the Wisconsin
DemandStar: Association of Public Procurement (WAPP). A fee is required if subscribing to
multiple agencies that are not included in WAPP.
https://network.demandstar.com/
1.13 Oral Presentations/Site Visit Meetings
Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make
their facilities available for a site inspection as part of this RFB process. Such presentations,
meetings or site visits will be at the Bidders expense.
1.14 Acceptance/Rejection of Bids
The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to
waive any informalities or technicalities, which at the City's discretion is determined to be in the
best interests of the City. Further, the City makes no representations that a contract will be awarded
to any Bidder responding to this request. The City expressly reserves the right to reject any and all
Bids responding to this invitation without indicating any reasons for such rejection(s). Any Bids
submitted without all required forms as indicated shall be rejected.
The City reserves the right to postpone due dates and openings for its own convenience and to
withdraw this solicitation at any time without prior notice.
1.15 Withdrawal or Revision of Bids
Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for
receipt of Bids by requesting such withdrawal before the due time and date of the submission of
Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or
as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to
opening of Bids.
1.16 Subcontracting or Third-Party Payments
All subcontractors shall be pre-approved upon award by the City before any work begins.
Subcontractors must abide by all terms and conditions of the Bid. The prime contractor shall be
responsible for all subcontractor(s) work and payment.
1.17 Non-Restrictive Specifications and Vendor Alternates
Specifications are intended to define the general level of quality and performance of this purchase
and not to restrict competition. Vendors may offer one or more alternates with lesser or greater
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features; however, the City reserves the right to make its selection based on the best interest of the
City. Vendors offering alternates shall submit, with their quote, an itemized comparison with this
specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions
or deviations in this manner may be a basis to declare the quote as non-responsive. If in your
opinion, any of the specifications, terms and conditions of this RFB prevents you from offering a
quote, consideration will be given to a Vendor's request for change.
1.18 Non-Material and Material Variances
The City reserves the right to waive or permit cure of non-material variances in the offer if in the
judgment of the City, it is in the City's best interest to do so. The determination of materiality is in
the sole discretion of the City.
1.19 Public Records
Bidders are hereby notified that all information submitted in response to this RFB may be made
available for public inspection according to the Public Records Law of the State of Wisconsin or
other applicable public record laws. Information qualifying as a "trade secret" - defined in State of
Wisconsin Statutes - may be held confidential.
Bidders shall seal separately and clearly identify all information they deem to be "trade secrets," as
defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed
confidential and sealed, elsewhere in your response.
s. 19.36(5)
(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record
containing information qualifying as a trade secret as defined in s. 134.90(1)(c).
s. 134.90(1)(c)
(c) "Trade secret" means information, including a formula, pattern, compilation, program, device,
method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being
generally known to, and not being readily ascertainable by proper means by, other persons who can
obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the
circumstances.
The City cannot ensure that information will not be subject to release if a request is made under
applicable public records laws. The City cannot consider the following confidential: a Bid in its
entirety, price Bid information, or the entire contents of any resulting contract. The City will not
provide advance notice to Bidders prior to release of any requested record.
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2026-06 WINDOW WASHING SERVICE(S) - GBHA
To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids
from public view - until such times as competitive or bargaining reasons no longer require non-
disclosure, in the City's opinion. At that time, all Bids will be available for review in accordance with
such laws.
1.20 Contract Quantities
The estimated annual quantities identified for each item on the Bid Offer Form are for Bid purposes
only and are based on historical data. The City does not guarantee to purchase any specific
quantity or dollar amount. Bids that state the City must guarantee a specific quantity or dollar
amount may be disqualified.
1.21 Usage Reports
Annually, successful Bidders may be asked to furnish the City of Green Bay Purchasing Department
with usage reports summarizing the ordering history for each City Departments served during the
previous contract year. The report, at a minimum, must include each and every item or service
ordered during the period, its total quantities and dollars by item/service and in total. The City
reserves the right to request usage reports at any time and request additional information, if
required, when reviewing contract activity.
1.22 Partial Award
Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the
items/services priced.
1.23 Tax Exempt
The City of Green Bay as a municipality is exempt from payment of Federal Excise Taxes and State
of Wisconsin Taxes per Wisconsin Statute 77.54(9a). Federal Tax ID #39-6005458. A completed
Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing
Department. Our tax-exempt number is 008-0000428893-07.
1.24 Cooperative Purchasing
Bidders may choose to extend prices offered on Bids to other municipalities. Under Wisconsin
Statutes, a municipality is defined as a county; city; village; town; school district; board of school
directors; sewer district; drainage district; vocational, technical and adult education district; or any
other public or quasi-public corporation, officer, board or other body having the authority to award
public contracts. This is known as "cooperative" or "piggyback" purchasing, a practice common
amongst units of government. The City is not responsible for any contract resulting from a
cooperative purchase using this RFB as a basis; they are made solely between the Bidders and
third-party unit of government.
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1.25 Appeals Process
Notices of intent to protest and protests must be made in writing. Protestors should make their
protests as specific as possible and should identify Wisconsin Statutes or City of Green Bay
Ordinance Provisions that are alleged to have been violated.
The written notice of protest must be filed with the Procurement Manager, Green Bay, WI, 100 North
Jefferson St. Room 410, Green Bay, WI 54301, and received no later than 72 business hours after
the intent to award notice is issued.
1.26 Bidders Responsibility
Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the
work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter
arise in the execution of the work under the resulting contract, as a consequence of failure to make
necessary examinations and investigations, shall be accepted as an excuse for any failure or
omission on the part of the Bidders to fulfill the requirements of the resulting contract.
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2026-06 WINDOW WASHING SERVICE(S) - GBHA
2 DESCRIPTION OF SERVICE/COMMODITIES
2.1 Background
The purpose of this solicitation is to obtain professional window cleaning services for Mason
Manor; an 8-floor high-rise residential apartment building located on the west side of Green Bay at
1424 Admiral Court, Green Bay, WI 54303 which consists of 154 units as well as public areas.
The work encompasses cleaning both interior and exterior window surfaces (primarily in the Spring
or on an as-needed basis) throughout the entire building. Services shall include, but are not limited
to furnishing all labor, equipment, materials, and expertise as required and must be performed
safely, thoroughly, and with minimal disruption to residents and building operations.
2.2 Pre-Bid/Site Visit
While not mandatory, respondents are strongly encouraged to participate in a pre-bid/site visit prior
to bid submission in order to accurately understand not only the requirements of the bid, but also
window types, access constraints, and operational environment(s). Claims or pricing adjustments
arising from conditions identifiable during a site visit will NOT be considered.
As a courtesy and to assist in preparing an attendance roster, please email
PurchasingAg@greenbaywi.gov if you plan to attend.
Parking is available in the VISITOR LOT (located on the north side of property off of West Mason onto
Locust Street, followed by a left into Mason Manor Property - 1424 Admiral Court, Green Bay, WI
54303. Enter at the front of the building through the breezeway to meet/greet City staff.
2.3 Contract Term
The resulting contract term will be for an initial three (3) years with the option of two (2) additional
one (1) year renewal(s) subject to the satisfactory negotiation of terms. The contract may be
terminated at any time with thirty (30) days' written notification, with or without cause. All City
contracts are subject to the availability of budgeted funds.
2.4 Award Basis
The solicitation is structured for award to the lowest responsive and responsible Bidder whose offer
meets all requirements set forth in the solicitation documents and detailed specifications. The
award will be based on the lowest total bid price submitted (external & interior window cleaning
only) for the initial three (3) year term.
All respondents will be notified of the award outcome following conclusion of the evaluation
process. The successful respondent will be advised in writing of the intent to award and provided
with instructions for contract execution. Unsuccessful respondents will be notified accordingly.
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