Janitorial Services for Municipal Facilities
Potentially attractive for an established commercial cleaning firm with municipal references and a $3M umbrella policy. The contract is clearly specified and the scoring favors technical quality over price, but the fixed-price term, living wage escalation, 45-day payment cycle, and 100% performance bond require deliberate pricing and cash planning. Firms without a 100,000 square foot reference should not pursue it.
- Qualification fit55
- Scope fit—
- Operational feasibility62
- Timeline feasibility74
- Contract risk48
- Submission burden58
- Financial attractiveness70
- Strategic attractiveness—
- Information completeness60
- Qualification gateThree comparable references of at least 100,000 square feet each within the previous three years, at least one from a public agency, plus five continuous years in commercial janitorial business.
- Could disqualify you12 requirements where a miss means rejection.
- Highest riskFixed three-year price while the living wage rises annually
- Not in the package3 referenced attachments are missing from the files you uploaded.
- Bid due23 days left, Thu, October 22, 2026 at 2:00 PM Mountain Time.
Executive summary
The City of Ridgeway is buying nightly janitorial service for nine municipal buildings, day porters at City Hall and the Library, and quarterly to semi-annual floor and window work, under a three-year fixed-price contract with two option years. Proposals are now due October 22, 2026 at 2:00 PM Mountain Time after Addendum No. 1 extended the date, and the mandatory site visit on September 22 is a hard gate. The most restrictive qualification is three references of at least 100,000 square feet each within three years, one from a public agency. The biggest financial exposure is a fixed price for three years while the City's living wage rises every January, combined with 45-day payment terms and liquidated damages. Technical approach (30) and experience (20) outweigh price (25) in the published scoring. The package contradicts itself on square footage (142,000 vs 156,400) and the addendum tells bidders to use Attachment B. Three referenced documents (Attachments E and F, Exhibit 4) were not in the uploaded package. This is a well-defined, winnable municipal contract for a firm that already runs 100,000+ square foot accounts and can absorb the cash-flow gap.
What they are buying
Full-service janitorial coverage for nine City of Ridgeway facilities totaling roughly 156,400 square feet: nightly cleaning five nights a week (seven at the Recreation Center, including holidays) between 6 PM and 6 AM, day porters at City Hall and the Public Library on weekdays, quarterly carpet extraction, semi-annual hard-floor refinishing and high dusting, monthly interior window cleaning, two-hour 24/7 emergency response, contractor-supplied consumables and Green Seal chemicals, an on-site working supervisor every shift, CBI background checks for Police Department staff, monthly City inspections with 24-hour correction, and monthly reporting. Exterior window cleaning was removed by Addendum No. 1.
- RFP 2026-1847 Janitorial ServicesMain solicitation · PDF7 p
- Attachment B – Facility ScheduleStatement of work · DOCX1 p
- Attachment C – Price Proposal FormPricing form · XLSX1 p
- Attachment D – Non-Collusion AffidavitRequired form · PDF1 p · 1 scanned
- Addendum No. 1Addendum · Amendment 1 · PDF1 p
Bid decision
Each dimension is scored from the solicitation alone unless a company profile is saved. A blank score means the package does not say enough to judge; we never guess. The headline band follows the weakest dimension when it falls below 40, so one disqualifier cannot hide behind a good average.
| Dimension | Score | Why |
|---|---|---|
| Qualification fit | 55 | The 100,000 sq ft reference threshold and five-year history exclude many small firms; otherwise the gates are ordinary. Primary concern: Three references of 100,000+ sq ft, one public agency. Three comparable references of 100,000+ sq ft within three years, one public agencyMinimum five years continuously in commercial janitorial business |
| Scope fit | Not assessable | Cannot be assessed without a company profile. |
| Operational feasibility | 62 | Nine sites, day porters, seven-night coverage at one facility, and two-hour 24/7 emergency response require a real bench, but the work itself is standard commercial cleaning. Primary concern: Two-hour emergency response across nine facilities, 24/7. Two-hour emergency response, 24/7Recreation Center requires seven-night service including holidays |
| Timeline feasibility | 74 | About seven weeks from the site visit to the extended due date is workable; the mandatory September 22 event is the pinch point. Primary concern: Mandatory site visit is the earliest date. Proposal due date (extended by Addendum No. 1)Mandatory pre-proposal conference and site visit |
| Contract risk | 48 | Fixed price against an escalating living wage, liquidated damages, 45-day payment, a 100% performance bond, and termination for convenience add up to meaningful exposure. Primary concern: No escalation for three years while wages rise annually. Living wage ordinance: $18.75/hour, adjusted each January 1Liquidated damages: $250 per missed nightly cleaning, $150 per late emergency responsePayment within 45 days of invoice, monthly in arrears |
| Submission burden | 58 | Hard copies, a separately sealed price envelope, a notarized affidavit, bid security, a 25-page limit, and addendum acknowledgment: manageable but unforgiving. Primary concern: Physical sealed delivery with originals and notarization. Submit one original, three hard copies, and one USB copy, sealed and markedAttachment D – Non-Collusion Affidavit (notarized) |
| Financial attractiveness | 70 | No contract value is stated, but 156,400 sq ft across nine sites with day porters and periodic services is a substantial multi-year account, and the scoring rewards quality over lowest price. Primary concern: Cash-flow gap in the first quarter. Attachment B totals 156,400 square feetPrice |
| Strategic attractiveness | Not assessable | Cannot be assessed without a company profile. |
| Information completeness | 60 | The package is well organized but contradicts itself on square footage, the pricing form is stale after the addendum, and three referenced attachments are missing. Primary concern: Missing Attachments E and F and Exhibit 4. Approximately 142,000 serviceable square feetAttachment B totals 156,400 square feet |
Methodology 1.0.0. No company profile: scope fit and strategic attractiveness are not scored.
Deadlines
7Every dated event in the package, normalized by software from the text as written. Conflicting values are shown side by side, never silently resolved. Dates superseded by an addendum are marked.
- Tue, September 22, 202610:00 AM Mountain Time7 days agoMandatory pre-proposal conference and site visit · Site visitMandatoryCity Hall Council Chambers
Attendance is mandatory; non-attendees are rejected.
- Wed, September 30, 20265:00 PM Mountain TimeTomorrowDeadline for written questions · Questions dueMandatory
Questions by email by 5:00 PM MT.
- Tue, October 6, 20267 days leftFinal addendum anticipated · Other
Last addendum expected October 6.
- Thu, October 15, 20262:00 PM Mountain TimeProposal due date · Proposal dueMandatorySuperseded by addendumCity Clerk, 1200 Civic Center Drive, Room 110
Sealed proposals due at the City Clerk.
- Thu, October 22, 20262:00 PM Mountain Time23 days leftProposal due date (extended by Addendum No. 1) · Proposal dueMandatory
Addendum No. 1 extends the due date to October 22, 2026 at 2:00 PM MT.
- Tue, November 17, 202649 days leftAnticipated award · Award estimate
City Council award anticipated.
- Mon, January 4, 202797 days leftContract start and service commencement · Contract startMandatory
Services begin January 4, 2027.
Scope
27Structured facts about what is being bought: services, sites, sizes, frequencies, staffing, response times, and standards. Each fact links to the page it came from.
- Nine municipal facilitiesnine (9) facilitiesNine buildings including City Hall, Library, Recreation Center, Police, two fire stations, Public Works, Senior Center, Municipal Court.
- Approximately 142,000 serviceable square feetapproximately 142,000 serviceable square feetSection 3.2 total across nine buildings.Source section: 3.2Conflict
- Attachment B totals 156,400 square feet156,400 square feetFacility-by-facility schedule totals 156,400 sq ft, not 142,000.Source section: Attachment BConflict
- Initial term three years plus two one-year options3 years + 2 one-year optionsUp to five years total.
- Nightly cleaning, five nights per week5 nights/week, 6:00 PM–6:00 AMMonday–Friday, 6 PM–6 AM at all facilities.Night cleaning: yesCleaning frequency: 5x weekly
- Recreation Center cleaned seven nights per week7 nights/weekIncludes weekends.Recreation CenterCleaning frequency: 7x weekly
- Carpet extraction quarterlyquarterlyPeriodic service.Carpet extraction: quarterly
- Hard floor stripping and refinishing semi-annuallysemi-annuallyPeriodic service.Hard floor maintenance: semi-annual
- Interior window cleaning monthly; exterior ground-floor quarterlymonthly interior; quarterly exteriorPeriodic service.Window cleaning: interior monthly, exterior quarterly
- Day porter at City Hall and Public Library2 day porters, 8 AM–4 PM, Mon–Fri8:00 AM–4:00 PM weekdays.City Hall; Public LibraryDay porter: yes
- Two-hour emergency response, 24/72 hours, 24/7Response time standard.
- Consumables supplied by contractorrestroom paper, hand soap, trash linersPaper products, soap, liners included.Consumables supplied by: contractor
- Green Seal or EcoLogo chemicalsGreen Seal / EcoLogoGreen cleaning requirement.Green cleaning: required
- Monthly quality inspections with 24-hour correctionmonthly inspections; 24-hour correctionInspection standard using Exhibit 4.Quality inspection: monthly
- Thirty-day mobilization before January 4, 202730 daysTransition period.
- Police Department is a secured facilityBackground checks and badges required.Police DepartmentBackground checks: CBI required
- City Hall – 42,000 sq ft, 14 restrooms42,000 sq ftLargest facility; day porter site.City HallRestroom count: 14
- Public Library – 28,500 sq ft, 8 restrooms28,500 sq ftDay porter site.Public LibraryRestroom count: 8
- Recreation Center – 31,200 sq ft, 12 restrooms31,200 sq ftSeven-night service including holidays; rubber gym flooring.Recreation CenterRestroom count: 12Floor type: rubber (gymnasium)
- Police Department – 18,400 sq ft, 6 restrooms18,400 sq ftSecured; escort required in evidence storage.Police DepartmentRestroom count: 6
- Fire Station 1 – 7,800 sq ft7,800 sq ftFire Station 1
- Fire Station 2 – 6,900 sq ft6,900 sq ftFire Station 2
- Public Works Operations Center – 9,600 sq ft9,600 sq ftPublic Works Operations Center
- Senior Center – 6,000 sq ft6,000 sq ftSenior Center
- Municipal Court – 6,000 sq ft6,000 sq ftMunicipal Court
- Floor types: carpet, VCT, ceramic tile, rubbercarpet, VCT, ceramic tile, rubberMixed flooring drives periodic service pricing.Floor type: carpet; VCT; ceramic tile; rubber
- Exterior window cleaning priced per visit on Attachment Cper visitAttachment C still lists exterior window cleaning even though Addendum No. 1 removes it.Conflict
Requirements and compliance matrix
36Split by who they bind: what you must put in the proposal versus what the contractor must do after award. The Excel export adds owner, status, and response-location columns.
| ID | Requirement | Category | Mandatory | Severity | Source | Status |
|---|---|---|---|---|---|---|
| REQ-001 §1.3 | Attend the mandatory pre-proposal conference and site visit → Register an attendee and make sure they sign the attendance sheet. | Submission Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-002 §1.4 | Submit questions in writing by email before the deadline | Submission Proposal requirement | Yes | Medium | ||
| REQ-003 §1.5 | Deliver sealed proposals to the City Clerk by 2:00 PM on the due date → Plan physical delivery; courier or hand delivery, not email. | Submission Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-004 §1.5 | Submit one original, three hard copies, and one USB copy, sealed and marked | Formatting Proposal requirement | Yes | High | ||
| REQ-005 §2.1(1) | Minimum five years continuously in commercial janitorial business → Confirm your incorporation or first-contract date supports five continuous years. | Qualification Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-006 §2.1(2) | Three comparable references of 100,000+ sq ft within three years, one public agency → Identify three contracts of 100,000+ sq ft; confirm one is a public agency willing to serve as a reference. | References Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-007 §2.1(3) | Hold or obtain a City of Ridgeway business license | Licenses Performance requirement | Yes | Low | ||
| REQ-008 §2.1(4) | On-site supervisor with three years of commercial cleaning supervisory experience → Name the supervisor and include a resume showing the three years. | Personnel Proposal requirement | Yes Disqualifier | High | ||
| REQ-009 §2.1(5) | Registered and in good standing with the Colorado Secretary of State → Pull a current certificate of good standing. | Qualification Proposal requirement | Yes Disqualifier | Medium | ||
| REQ-010 §2.2 | Subcontracting over 20% of contract value requires prior written approval | Contractual Performance requirement | Yes | Medium | ||
| REQ-011 §3.1 | Furnish all labor, equipment, supplies, and consumables → Price consumables into the monthly fee. | Technical Performance requirement | Yes | High | ||
| REQ-012 §3.3 | Nightly cleaning five nights per week between 6:00 PM and 6:00 AM | Technical Performance requirement | Yes | High | ||
| REQ-013 §3.3 | Day porter at City Hall and the Library, 8 AM to 4 PM weekdays | Staffing Performance requirement | Yes | High | ||
| REQ-014 §3.5 | Two-hour emergency response, 24/7 → Confirm you can staff an on-call rotation across nine sites. | Technical Performance requirement | Yes | High | ||
| REQ-015 §3.6 | Green Seal or EcoLogo certified chemicals; SDS before use | Technical Performance requirement | Yes | Medium | ||
| REQ-016 §3.7 | Dedicated on-site working supervisor on every nightly shift | Staffing Performance requirement | Yes | High | ||
| REQ-017 §3.7 | CBI background checks and City badges for Police Department staff → Budget time for background checks inside the 30-day mobilization window. | Security Performance requirement | Yes | High | ||
| REQ-018 §3.8 | Correct inspection deficiencies within 24 hours; three failures may trigger termination | Reporting Performance requirement | Yes | High | ||
| REQ-019 §3.9 | Complete mobilization within 30 days of contract execution | Technical Performance requirement | Yes | Medium | ||
| REQ-020 §4.1 | Proposal limited to 25 pages, 8.5 x 11, minimum 11-point font → Set the page budget per section before drafting. | Formatting Proposal requirement | Yes Disqualifier | High | ||
| REQ-021 §4.1(1) | Cover letter signed by an officer authorized to bind the firm | Form Proposal requirement | Yes | Medium | ||
| REQ-022 §4.1(3) | Technical approach must include staffing, supervision, quality control, and green cleaning → Mirror the evaluation criteria in this section's headings. | Technical Proposal requirement | Yes | High | ||
| REQ-023 §4.1(5) | Price proposal on Attachment C in a separate sealed envelope | Pricing Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-024 §4.2 | Fixed monthly fee per facility plus unit prices for periodic services | Pricing Proposal requirement | Yes | High | ||
| REQ-025 §4.3 | Bid security of 5% of first-year price must accompany the proposal → Contact your surety now; bid bonds typically take 3 to 5 business days. | Bonding Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-026 §6.1 | Certificate of Insurance required before contract execution | Insurance Performance requirement | Yes | Medium | ||
| REQ-027 §6.9 | Monthly service report with inspections, staffing, incidents, and supplies | Reporting Performance requirement | Yes | Low | ||
| REQ-028 §4.1(6) | Signed acknowledgment of all addenda with the proposal → Track every addendum; Addendum No. 1 has already been issued. | Form Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-029 §Attachment B Notes | Escort required in Police Department evidence storage areas | Security Performance requirement | Yes | Medium | ||
| REQ-030 §Attachment B Notes | Recreation Center requires seven-night service including holidays → Price holiday premiums for the Recreation Center. | Staffing Performance requirement | Yes | Medium | ||
| REQ-031 §Attachment C | Price Proposal Form must be signed and dated | Form Proposal requirement | Yes | High | ||
| REQ-032 §Addendum 1, Item 4 | Include a one-page Transition Plan (excluded from page limit) → Add a Transition Plan section to the outline. | Technical Proposal requirement | Yes | High | ||
| REQ-033 §Addendum 1 | Acknowledge Addendum No. 1 by signing and including the acknowledgment → Sign the acknowledgment block on Addendum No. 1 and include it. | Form Proposal requirement | Yes Disqualifier | Critical | ||
| REQ-034 §Addendum 1, A1 | Price using Attachment B square footage (Addendum Q1) → Price on 156,400 sq ft; watch for the corrective addendum. | Pricing Proposal requirement | Yes | High | ||
| REQ-035 §Addendum 1, Item 3 | Do not price exterior window cleaning (removed by Addendum No. 1) → Leave the exterior window line blank or mark N/A on Attachment C. Conflict | Pricing Proposal requirement | Yes | Medium | ||
| REQ-036 §Attachment D | Notarized affidavit is a responsiveness condition → Schedule a notary before the submission date. High | Form Proposal requirement | Yes Disqualifier | Critical |
Required documents
9Everything the package asks you to submit, and references to attachments that were not part of the uploaded files.
| Done | Document | Type | Signature / copies | When | Source |
|---|---|---|---|---|---|
Attachment C – Price Proposal Form Attachment C (Price Proposal Form) Mandatory | Pricing worksheet | Signature | With proposal | ||
Attachment D – Non-Collusion Affidavit (notarized) Attachment D (Non-Collusion Affidavit) Mandatory | Non collusion affidavit | Signature Notarized | With proposal | ||
Attachment E – References Form Attachment E (References Form) MandatoryNot in package | References | With proposal | |||
Signed acknowledgment of all addenda Mandatory | Signed addenda | Signature | With proposal | ||
Certificate of Insurance Mandatory | Certificate of insurance | With proposal | |||
Bid security (bid bond or certified check, 5%) Mandatory | Bid bond | Signature | With proposal | ||
Key personnel resumes Mandatory | Resumes | With proposal | |||
Performance bond (100% of first-year value) Mandatory | Performance bond | Signature | Before award | ||
Original plus three hard copies and one USB copy Mandatory | Technical proposal | Signature 1 original, 3 hard copies, 1 USB | With proposal |
Potentially missing from the package
Attachment E (References Form) is referenced 2 times but no matching file was found in the uploaded package.
Attachment F (Sample Services Agreement) is referenced 2 times but no matching file was found in the uploaded package.
Exhibit 4 (Inspection Form) is referenced 3 times but no matching file was found in the uploaded package.
Evaluation
5How proposals will be scored, exactly as published. Weights appear only when the solicitation states them.
| Criterion | Weight | How it is scored | Source |
|---|---|---|---|
Technical Approach and Quality Control | 30 points | Highest-weighted factor. | |
Firm Experience and References | 20 points | Second-highest technical factor. | |
Management and Staffing Plan | 15 points | Staffing and supervision plan. | |
Price Price | 25 points | Maximum points to the lowest total three-year price; other proposals prorated proportionally. | |
Interview / Oral Presentation | 10 points | Only top-ranked firms are interviewed. |
Technical factors outweigh price in the published model. A thorough technical response matters more than being lowest.
Published weights total 100.
Pricing instructions
2How the bid must be priced. WinMyBids does not generate prices; it tells you the structure the buyer expects.
Monthly fee per facility for base services plus unit prices for periodic services; three base years and two option years; prices firm for the initial term; option years capped at CPI-U or 3%.
- Method
- Fixed monthly
- Unit
- per facility per month; periodic services per unit
- Form
- Attachment C (Price Proposal Form)
- Separate price volume
- Yes
- Base term
- 36 months
- Option years
- 2
- Escalation
- Prohibited
- Escalation rule
- No escalation during the initial three-year term; option years capped at the lesser of Denver CPI-U or 3%.
The workbook has one row per facility across Year 1–3 and Option Years 1–2, plus a periodic services unit-price table and a firm-price certification signature.
- Method
- Fixed monthly
- Unit
- per facility per month; periodic services per sq ft or per visit
- Form
- Attachment C – Price Proposal Form
- Separate price volume
- Yes
- Base term
- 36 months
- Option years
- 2
- Escalation
- Prohibited
- Escalation rule
- Proposer certifies prices are firm for the initial three-year term.
Bid Pricing
13A priced bid built from the scope in this report, in the structure of Attachment C – Price Proposal Form. Your rates come first; what you left blank is filled with a labeled estimate and a confidence level, so you know exactly which figures to check before you sign.
| Line item | Amount | |
|---|---|---|
City Hall 42,000 sq ft · 5 nights a week · day porter 8 AM–4 PM · 14 restrooms | $0.165 per sq ft / month Your rate | $12,894 per month |
Public Library 28,500 sq ft · 5 nights a week · day porter 8 AM–4 PM · 8 restrooms | $0.165 per sq ft / month Your rate | $10,504 per month |
Recreation Center 31,200 sq ft · 7 nights a week · 12 restrooms | $0.165 per sq ft / month Your rate | $7,582 per month |
Police Department 18,400 sq ft · 5 nights a week · secured facility · 6 restrooms | $0.165 per sq ft / month Your rate | $3,409 per month |
Fire Station 1 7,800 sq ft · 5 nights a week | $0.165 per sq ft / month Your rate | $1,381 per month |
Fire Station 2 6,900 sq ft · 5 nights a week | $0.165 per sq ft / month Your rate | $1,221 per month |
Public Works Operations Center 9,600 sq ft · 5 nights a week | $0.165 per sq ft / month Your rate | $1,699 per month |
Senior Center 6,000 sq ft · 5 nights a week | $0.165 per sq ft / month Your rate | $1,062 per month |
Municipal Court 6,000 sq ft · 5 nights a week | $0.165 per sq ft / month Your rate | $1,062 per month |
Total, all lines $489,768 a year · $1,469,304 over the 36-month term · $4,535 per line on average | $40,814 per month | |
Prices are firm for the 36-month initial term. Option years may rise by the lesser of Denver CPI-U or 3%.
| Service | Quantity | Unit price | First year |
|---|---|---|---|
Carpet extraction Quarterly · about 38,000 sq ft of carpet (our estimate; the package does not state carpet area) Your rate. The carpet area is our estimate (about a quarter of the total floor area, typical for municipal offices). Confirm it at the site visit before you rely on the annual figure. | ≈38,000 sq ft × 4 rounds a year | $0.18 per sq ft Your rate | $27,360 |
Hard-floor strip and refinish Twice a year · about 24,000 sq ft of VCT (our estimate) Your rate. VCT area is our estimate; the Recreation Center gymnasium is rubber and is excluded. | ≈24,000 sq ft × 2 rounds a year | $0.55 per sq ft Your rate | $26,400 |
Interior window cleaning Monthly, all nine facilities You left this rate blank. The package gives no window counts, so this is a low-confidence estimate from comparable municipal contracts. Count windows at the site visit. Needs reviewSCOPE-009 | 12 rounds a year | $1,150 per visit (all facilities) Our estimate | $13,800 |
Exterior window cleaning (ground floor) Removed from scope by Addendum No. 1; Attachment C still carries the line Addendum No. 1: “Proposers shall not price exterior window cleaning on Attachment C.” Enter $0 or N/A on the form and cite the addendum so the line is not read as an omission. Removed by addendumCONFLICT-003REQ-035SCOPE-027 | — | $0 per visit From the RFP | $0 |
| Periodic services, first year | $67,560 | ||
Checks against the package
- Margin at your rates. Your rates land 4.7% above the cost floor, under your 10% target. The recommended band closes the gap.
- Performance bond. 100% of first-year contract value, about $557,328, due within ten days of award. Check your bonding capacity before you bid.
- Liquidated damages. $250 per missed nightly cleaning and $150 per late emergency response. One missed night a month costs about 0.6% of the monthly fee.
- Exterior window cleaning. Removed by Addendum No. 1 and priced at $0 on the sheet, with the addendum cited.
- Option years: Attachment C asks for a price per facility for Option Years 1 and 2. The contract caps the increase at the lesser of Denver CPI-U or 3%; the sheet carries Year 3 prices forward at +3% for both option years.
- Round each facility fee to whole dollars on the form; the totals here are already rounded.
Example figures. The line items, quantities, contract terms, and form structure come from the sample package; the rates are illustrative. A priced bid is an estimate, not a guarantee of cost or of award. Confirm every figure marked “our estimate” before you sign, and treat the whole sheet as a starting point for your own judgment.
Contract terms
10Commercially relevant clauses and what they mean for a small contractor. Items marked for legal or management review deserve attention before you commit. This is not legal advice.
| ID | Term | Bidder impact | Severity | Source |
|---|---|---|---|---|
| TERM-001 | Insurance: $1M/$2M GL, $1M auto, workers' comp, $5M umbrella Insurance · $5,000,000 umbrella Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate; Automobile Liability of $1,000,000 combined single limit; Workers' Compensation as required by Colorado law; and an Umbrella/Excess Liability policy of $5,000,000. | A $5M umbrella may exceed a small contractor's current coverage; get a quote before pricing. | HighManagement reviewConflict | |
| TERM-002 | Performance bond of 100% of first-year value within ten days of award Performance bond · 100% of first-year value The Contractor shall furnish a performance bond in the amount of one hundred percent (100%) of the first-year contract value within ten (10) days of award notice. | Ties up bonding capacity for the full annual value; confirm your surety can issue within ten days. | HighManagement review | |
| TERM-003 | Payment within 45 days of invoice, monthly in arrears Payment terms · 45 days The City shall pay undisputed invoices within forty-five (45) days of receipt. Invoices shall be submitted monthly in arrears, by facility. | You fund payroll and supplies for two to three months before the first payment arrives. | HighManagement review | |
| TERM-004 | Liquidated damages: $250 per missed nightly cleaning, $150 per late emergency response Liquidated damages · $250 / $150 per occurrence For each nightly cleaning not performed at a facility, the City may assess liquidated damages of $250 per facility per occurrence. For each emergency response exceeding the two-hour requirement, liquidated damages of $150 per occurrence may be assessed. | Staff no-shows and slow on-call response translate directly into deductions. | HighLegal review | |
| TERM-005 | Termination for convenience on 30 days' notice, no claim for anticipated profits Termination · 30 days The City may terminate the agreement for convenience upon thirty (30) days' written notice. The Contractor shall have no claim for anticipated profits. | Do not amortize equipment or hiring costs over the full term without a recovery plan. | MediumLegal review | |
| TERM-006 | Living wage ordinance: $18.75/hour, adjusted each January 1 Prevailing wage · $18.75 per hour This contract is subject to the City of Ridgeway Living Wage Ordinance. The current living wage rate is $18.75 per hour and is adjusted annually each January 1. | Wages rise every January while your price is fixed for three years; build that into year 1 pricing. | HighManagement review | |
| TERM-007 | Broad indemnification of the City Indemnification The Contractor shall indemnify, defend, and hold harmless the City from all claims arising out of the Contractor's performance, except to the extent caused by the City's sole negligence. | Standard but broad; confirm your GL policy covers contractual indemnity. | MediumLegal review | |
| TERM-008 | Records retained three years; City audit rights Audit rights · 3 years The Contractor shall maintain records for three (3) years after final payment and shall make them available to the City upon request. | Minor administrative burden. | Low | |
| TERM-009 | Three failed inspections in six months are grounds for termination Termination · 3 failures / 6 months Three (3) failed inspections within any six-month period shall constitute grounds for termination. | Quality control is a contract-survival issue, not just a scoring factor. | Medium | |
| TERM-010 | Umbrella liability reduced to $3,000,000 by Addendum No. 1 Insurance · $3,000,000 umbrella Section 6.1 – Insurance. The Umbrella/Excess Liability requirement is reduced from $5,000,000 to $3,000,000. | Lower coverage threshold than the original RFP; the addendum governs. | MediumManagement reviewConflict |
Risks
11Every risk points to the findings that evidence it. Severity reflects bid impact: critical could disqualify you or cause a loss; high is material financial or operational exposure.
Prices are firm for the initial three-year term, but the City living wage ($18.75/hour) adjusts every January 1. Labor is most of a janitorial contract's cost, so margin erodes each year unless year-one pricing anticipates the increases.
What to do: Model three years of wage growth into the year-one monthly fee and price option years at the cap.
Firms that do not attend the pre-proposal conference and site visit are rejected as non-responsive. It is the earliest date in the package.
What to do: Register an attendee now and confirm they sign the attendance sheet.
The reference threshold excludes most small cleaning companies. Each reference must be a comparable contract within three years.
What to do: List candidate references and confirm square footage and contact availability before investing in the proposal.
First payment arrives roughly 75 days after service starts while payroll, supplies, and the performance bond are due immediately.
What to do: Arrange a working-capital line sized to two to three months of contract cost.
A 5% bid bond must accompany the proposal, and a performance bond for the full first-year value is due within ten days of award. Both consume bonding capacity.
What to do: Get written confirmation of bonding capacity from your surety before pricing.
$250 per facility per missed nightly cleaning and $150 per late emergency response, on a contract requiring two-hour response 24/7 across nine sites.
What to do: Staff an on-call rotation and a backup crew; track response times.
The RFP states approximately 142,000 square feet; Attachment B totals 156,400. Addendum No. 1 says to price on Attachment B and promises a corrective addendum that has not been issued.
What to do: Price on 156,400 square feet and note the basis in the price proposal.
Attachment E (References Form), Attachment F (Sample Services Agreement), and Exhibit 4 (Inspection Form) are referenced but were not uploaded. The references form is a required submission; the agreement contains the full contract terms.
What to do: Download the missing attachments from the City's procurement portal and add them to this analysis.
The pricing workbook was not revised. Pricing that line contradicts the addendum.
What to do: Mark the line N/A and cite Addendum No. 1 Item 3.
Physical delivery to Room 110 by 2:00 PM; late proposals are not accepted. Courier delays are a real disqualification risk.
What to do: Plan delivery one business day early.
The City can exit on 30 days' notice; equipment and hiring investments may not be recovered.
What to do: Avoid long equipment leases tied to this contract.
Contradictions
3Places where the package disagrees with itself. We show both values and where each appears; confirm with the buyer before pricing or committing.
“The facilities total approximately 142,000 serviceable square feet across nine (9) buildings”
“The nine facilities below total 156,400 square feet of serviceable space.”
Section 3.2 of the RFP states approximately 142,000 serviceable square feet; Attachment B's facility schedule totals 156,400 square feet. Addendum No. 1 instructs bidders to use Attachment B but has not corrected Section 3.2.
“Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate; Automobile Liability of $1,000,000 combined single limit; Workers' Compensation as required by Colorado law; and an Umbrella/Excess Liab…”
“The Umbrella/Excess Liability requirement is reduced from $5,000,000 to $3,000,000”
Section 6.1 requires a $5,000,000 umbrella; Addendum No. 1 reduces it to $3,000,000. The addendum governs, but the Certificate of Insurance must match the amended amount.
“Exterior window cleaning is removed from the scope. Proposers shall not price exterior window cleaning on Attachment C.”
Addendum No. 1 removes exterior window cleaning from scope, but Attachment C still contains a line for it.
Questions to ask
4Only questions grounded in a real conflict, gap, or material ambiguity. Ready to submit verbatim before the questions deadline on Wed, September 30, 2026.
- 1.
Section 3.2 states approximately 142,000 serviceable square feet while Attachment B totals 156,400 square feet, and Addendum No. 1 (A1) indicates a corrected Section 3.2 will follow. Please confirm that 156,400 square feet is the figure to use for pricing and whether a corrective addendum will be issued before the October 22 due date.
High priorityWhy: Two documents give different totals; the promised correction has not been issued.Approximately 142,000 serviceable square feetAttachment B totals 156,400 square feet - 2.
Attachment C (Price Proposal Form) includes a line for exterior window cleaning (ground floor) per visit, which Addendum No. 1 Item 3 removed from scope. Should proposers leave the line blank, enter N/A, or will a revised Attachment C be issued?
Medium priorityWhy: The pricing form conflicts with the addendum.Exterior window cleaning priced per visit on Attachment CDo not price exterior window cleaning (removed by Addendum No. 1) - 3.
Attachment E (References Form), Attachment F (Sample Services Agreement), and Exhibit 4 (Inspection Form) are referenced in the RFP but were not included in the posted package. Please provide these documents or confirm where they can be obtained.
High priorityWhy: Required and contract-defining documents are missing from the package.Attachment E – References Form - 4.
Section 6.6 subjects the contract to the Living Wage Ordinance with annual adjustments each January 1, while Section 4.2 requires prices to remain firm for the initial three-year term. Will the City consider a wage-adjustment mechanism, or should proposers price anticipated increases into year-one rates?
High priorityWhy: Fixed pricing combined with mandated wage increases creates material cost uncertainty.Living wage ordinance: $18.75/hour, adjusted each January 1Fixed monthly fee per facility, five years priced, no escalation in base term
What to do next
10A prioritized plan back-planned from the deadlines. Each step links to the requirement behind it.
- 1.Register for the mandatory pre-proposal conference and site visit on September 2210:00 AM Mountain Time, City Hall Council Chambers. Sign the attendance sheet.
- 2.Confirm you meet the qualification gates before investing furtherFive continuous years in business; three references of 100,000+ sq ft within three years (one public agency); supervisor with three years of supervisory experience; Colorado registration in good standing.
- 3.Get surety confirmation for the 5% bid bond and 100% performance bondBid bonds typically take three to five business days; the performance bond is due within ten days of award.
- 4.Submit clarification questions before September 30 at 5:00 PM MTSquare footage basis, Attachment C exterior window line, missing attachments, and wage adjustment.By Wed, September 30, 2026Deadline for written questionsSubmit questions in writing by email before the deadline
- 5.Obtain Attachments E and F and Exhibit 4 from the CityThe References Form is a required submission; the Services Agreement holds the full contract terms.By Wed, September 30, 2026Attachment E – References Form
- 6.Quote the $3,000,000 umbrella and confirm the Certificate of Insurance wordingAddendum No. 1 reduced the umbrella from $5M to $3M; the City must be named additional insured.
- 7.Build the price model on 156,400 sq ft with three years of living-wage growth and 45-day payment termsFixed monthly fee per facility for Years 1–3, option years at the lesser of CPI-U or 3%, periodic services as unit prices, exterior window line marked N/A.
- 8.Draft the technical proposal around the 30/20/15 scoring factors within 25 pagesTechnical approach and quality control (30), experience and references (20), management and staffing (15). Add the one-page Transition Plan required by Addendum No. 1 (excluded from the page limit).
- 9.Schedule a notary for Attachment D and assemble the forms packageNotarized non-collusion affidavit, Attachment E references, signed Addendum No. 1 acknowledgment, Certificate of Insurance, resumes, and the separately sealed Attachment C.
- 10.Deliver the sealed package to Room 110 before 2:00 PM on October 22One original, three hard copies, one USB; hand delivery or courier one business day early.
Sources and methodology
How this report was produced and how to read confidence levels.
| Document | File | Type | Pages | Scanned |
|---|---|---|---|---|
| RFP 2026-1847 Janitorial Services | RFP-2026-1847-Janitorial-Services.pdf | Main solicitation | 7 | 0 |
| Attachment B – Facility Schedule | Attachment-B-Facility-Schedule.docx | Statement of work | 1 | 0 |
| Attachment C – Price Proposal Form | Attachment-C-Price-Proposal-Form.xlsx | Pricing form | 1 | 0 |
| Attachment D – Non-Collusion Affidavit | Attachment-D-Non-Collusion-Affidavit-scanned.pdf | Required form | 1 | 1 |
| Addendum No. 1 | Addendum-1.pdf | Addendum (Amendment 1) | 1 | 0 |
- Confirmed stated verbatim and verified against the page text
- High clearly supported by the cited passage
- Moderate interpretation was required
- Needs review ambiguous, partially legible, or not verifiable
Every finding was verified against the page text it cites. Automated checks run on this package: quote verification, date normalization, evaluation weight parsing, attachment cross reference, deadline conflict detection, header consistency validation. 3 scanned pages were read visually.
WinMyBids extracts and organizes information from the documents you upload. Every finding is linked to its source page so you can verify it. Findings marked Needs Review, Conflict, or Inferred require confirmation against the solicitation. This report is not legal, financial, or bid advice; confirm all requirements with the issuing agency before relying on them.