Invitation to Bid

*Please note that section 5 of the RFP has been amended as of 3pm on July 7, 2025.

The City of Essex Junction is soliciting proposals from qualified janitorial service providers to
deliver professional cleaning services for seven (7) of its municipal facilities located at 2 Lincoln
Street, 6 Lincoln Street, 35 Cascade Street (2 buildings), 21 Park Street, 71 Maple Street, and 75
Maple Street. The goal of this Request for Proposals (RFP) is to identify a vendor capable of
providing high-quality, reliable, and cost-effective janitorial services that meet the City’s specific
needs. This initiative supports the City’s commitment to maintaining safe and healthy
environments for both residents and staff. The contract will be for a minimum of one (1) year
with an option to extend annually, up to five (5) years.

Proposals are to be submitted by 9:00 AM EST, Friday, August 1, 2025 to the City Office, 2
Lincoln Street, Essex Junction, Vermont 05452. Proposals shall be marked “JANITORIAL
SERVICES” to the attention of Joanne Pfaff, Administrative Assistant. Any proposals received
after the deadline will not be considered.

The complete RFP may be obtained, without charge, on the City of Essex Junction webpage at
www.essexjunction.org/news/invitation-to-bid, at the City Office, or by calling (802)
878-6944. Please direct all questions regarding this request for proposals by Wednesday, July
23, 2025, to Joanne Pfaff, Administrative Assistant, at jpfaff@essexjunction.org or 802-878-6944
EXT 1622. All answers to questions received will be posted to the City’s website by Friday, July
25, 2025. The City of Essex Junction, through its Authorized Representative, reserves the right to
waive any informalities in or reject any and all proposals, in whole or in part, or to accept any
proposal deemed to be in the best interest of the City of Essex Junction.

The City of Essex Junction is an equal opportunity employer and is committed to equal opportunity in its contracting
process. Auxiliary aids and services are available upon request to individuals with disabilities.

Full RFP Janitorial Services 

Janitorial Services Questions and Answers as of July 23, 2025

RECEIPT OF BIDS: Sealed bids on forms prepared by the Engineer will be received on behalf of the City of Essex Junction at the offices of Donald L. Hamlin Consulting Engineers, Inc., located at 136 Pearl Street in Essex Junction, Vermont, until 2:00 p.m. (local time) on July 11, 2025 for the Pavement Marking Services project. The contract generally includes the application of pavement markings, including but not limited to: crosswalks, stop bars, “Do Not Block” areas, double yellow lines, white edge lines, bike lanes and buffers, symbols and words, railroad crossing markings, parking spaces, “No Parking” zones, and speed table approaches.

All work will be in accordance with Drawings, Specifications and other Contract Documents and information prepared by the City of Essex Junction, 2 Lincoln Street, Essex Junction, Vermont.

OBTAINING CONTRACT DOCUMENTS: Digital Drawings, Specifications, and other Contract Documents may be obtained by emailing Jeffrey P. Kershner, P.E., President, Donald L. Hamlin Consulting Engineers, Inc. at jkershner@dlhce.com. Prospective bidders will be added to the Plan Holder List and will be provided with access to a digital Sharepoint site. All Drawings, Specifications, Contract Documents, Addendums, and other relevant project information will be available on the Sharepoint site free of charge. It is the responsibility of the Prospective Bidder to review relevant project information located on the Sharepoint site. Prospective Bidders must be on the Plan Holder List to receive access to the Sharepoint site and be eligible to submit a bid.

BIDS WILL BE PUBLICLY OPENED AND READ AT 2:00 p.m. (local time) on July 11, 2025 in the conference room at Donald L. Hamlin Consulting Engineers, Inc. located at 136 Pearl Street in Essex Junction, Vermont 05452.

BID GUARANTY: Each bid shall be accompanied by an acceptable form of Bid Guaranty in an amount equal to at least five percent (5%) of the amount of the Bid, payable to the City of Essex Junction, as a guaranty that if the Bid is accepted, the Bidder will execute the Contract and file acceptable Performance, Labor, and Material Payment Bonds within ten (10) days after the award of the Contract. Acceptable form for a Bid Guaranty is either a bid bond or certified check. No bidder may withdraw his bid within 30 days after the actual date of the opening thereof. The owner reserves the right to waive any informalities and to reject any or all bids.

CONTRACT TIME: If awarded the Contract, the Contractor agrees to complete the work in its entirety, as shown on the Contract Plans. The anticipated contract start date for the project is August 4, 2025, and all work shall be completed on or before October 31, 2025.