The City of Tulsa Finance Department is soliciting bids for janitorial services for various locations within the Asset Management Department. The bid includes daily, weekly, monthly, quarterly, and semiannual cleaning requirements for interior and exterior areas, including restrooms, offices, and outside entrances. Bidders must register with the city, attend a pre-bid conference, and submit sealed bids by 5:00 PM CST on September 10, 2025, to the City Clerk's Office. Questions must be submitted via email at least 10 days prior to the bid submission date. The city intends to award a one-year annual contract, with the possibility of renewal. The contract will be governed by the city's standard purchase agreement and Tulsa Revised Ordinances, Title 6, Chapter 4. Bidders must provide proof of insurance and security clearances for all personnel working on city premises. The city reserves the right to reject any or all bids.
Bids must be received no later than 5:00 PM CST on the bid submission date, which is September 10, 2025.
Payment will be made net 30 days after receipt of a properly submitted invoice or the city's acceptance of the supplies or services, whichever is later.
With respect to supplies, the seller warrants that the supplies will be of good materials and workmanship and free from defects and will conform to the specifications provided by the city. The seller shall assure that the supplies purchased hereunder are covered by all available and applicable manufacturers warranties for such supplies and expressly agrees that it will be responsible for performing all warranty obligations set forth in the specifications for the supplies. With respect to services, the seller warrants that it shall perform the services using personnel of required skill, experience, and qualifications and in a professional and workmanlike manner in accordance with generally recognized industry standards for similar services and in accordance with the specifications provided by the city.
Generally speaking, the bid award will go to the lowest secure bidder: the supply or service that can best meet the city's needs at the lowest cost. In addition to price and specifications, the buyer and departmental staff may also evaluate bidder history and experience, delivery time, maintenance requirements, and performance data, among other factors.
Sellers must have and maintain a phone number where they can be contacted within thirty 30 minutes, seven 7 days per week. Sellers must also have and maintain a separate working email where copies of reports and other information can be sent as needed. Sellers job manager and supervisors must be literate and fluent in the English language, because of the necessity to read chemical labels, job instructions and signs, as well as the need for conversing with the city of Tulsa's management personnel or other city of Tulsa employees. Sellers job manager and supervisors must be available by phone during employees work hours to communicate with city personnel as needed.
If a seller is notified that services were not provided on a scheduled date or the overall quality level was unsatisfactory, an amount equal to one month's bill prorated for the number of days of unsatisfactory or skipped services received in that month will be deducted from balances due or to become due the seller. The minimum deduction, regardless of the time necessary to correct the deficiency, shall be an hourly rate on exhibit A.
A mandatory prebid conference is required on August 22, 2025, at 10:00 AM CT at **** South Garnett Road, Tulsa, OK ****.
