Janitorial Services

The Bethlehem Township Volunteer Fire Company (BTVFC) is requesting competitive sealed proposals from qualified independent contractors and commercial cleaning firms for janitorial services at BTVFC facilities. The contractor provides the labor and supervision for routine cleaning and sanitizing.

Download the full RFP with Attachments A and B (PDF). It includes the Non-Collusion Affidavit and the Pricing Schedule that every proposal must include.

Supplies

BTVFC supplies all paper products (paper towels and toilet tissue), hand soap, and the primary cleaning products and chemicals. All chemicals supplied and used on site must be handled according to their OSHA Safety Data Sheets (SDS). BTVFC may adjust service areas or frequency by negotiating a change to the contract price.

Facilities

BTVFC runs emergency response facilities that are active 24/7. Cleaning staff must work without interfering with duty crews, meetings, or emergency responses. Services cover two stations:

Scope of work and hours

Routine cleaning takes place between 4:00 PM and 10:00 PM, Monday through Friday. The schedule must be flexible enough to work around meetings and events.

• Site examination: Offerors must inspect both facilities before submitting a proposal to verify conditions.
• Emergency and unforeseen cleanup: Proposals must include an emergency or after-hours rate for urgent issues, such as water intrusion, post-event cleanup, non-biohazard spills, or tracked-in mud. Emergency calls have a one-hour minimum charge.
• Exclusions: Specialized remediation, biohazard cleanup, mold remediation, high-reach window washing (needing ladders or exterior access), deep carpet extraction, and hard floor stripping or refinishing aren’t part of the base services. They need a separate quote or a specialized vendor.

Mandatory pre-proposal walkthrough

Every offeror must walk through both stations with the RFP team before submitting a proposal. To schedule yours, contact the RFP team, Daniel Gordon and Nicholas Santiago, through our contact form or call 610-694-0062.

Submit written questions within 24 hours after your walkthrough, through the same contact form.

How to submit

Proposals are due by November 30, 2026. Email them as a PDF to rfp-responses@btvfc.org, or deliver them in a sealed envelope to the Main Station.

Each proposal must include:

1. Executive summary and cover letter, signed by the contractor or an authorized representative.
2. Qualifications and references: a business overview and at least three active professional references.
3. Completed Pricing Schedule (Attachment B), with fixed monthly rates and supplemental labor rates.
4. Compliance documents:
   • the signed Non-Collusion Affidavit (Attachment A)
   • a W-9 form
   • proof of commercial general liability insurance ($1,000,000 minimum)
   • proof of workers’ compensation insurance, or an official sole proprietorship exemption statement if you have no employees

How proposals are evaluated

Proposals are scored out of 100 points:

Contract terms, safety, and security

• Term: An initial three-year fixed-price agreement, with two optional one-year extensions by mutual written agreement.
• Payment: Net 30 days after receipt of itemized monthly invoices, billed by location.
• Security and confidentiality: Assigned staff must sign non-disclosure agreements, wear visible identification, and log entry and exit times. Unauthorized guests aren’t allowed on site. Lost keys or badges are $25 each, plus re-keying costs if facility security is compromised.

Task schedule