The Board of Directors of the Huntsville-Madison County Public Library (HMCPL) is issuing a Request for Proposals (RFP) for janitorial services for the Downtown Huntsville Public Library (“Library”) located at 915 Monroe St, Huntsville, Alabama 35801.
RFP OVERVIEW
RFP Title: Janitorial Services for Downtown Huntsville Public Library
Timeline: RFP Issuance February 13, 2026
Optional Pre-proposal Tour: Friday, February 20, 2026, 2:00 p.m.
Proposal Submission Due: Friday, February 27, 2026, 2:00 p.m.
Anticipated Start of Service: June 2026
Contract Period: Two years with optional third year.
The full RFP can be found here.
Additional Questions:
Q: What does cleaning interior glass entail?
A: This includes Meeting room glass, interior and exterior, where reachable, office windows, and glass railings along stairs and balcony.
Q: Will contractor be responsible for providing services during library operating hours or after it closes?
A: Cleaning should be conducted after/before library hours, with the exception of the day porter roll.
Q: Is their leeway in the timing of the cleaning?
A: We are asking for the morning clean so there is some crossover with staff, in case of issues that need to be address. With the Day porter in place we may be able to adjust the cleaning schedule from morning to night. This can be discussed.
Q: Are you looking for a day porter?
A: Yes, this RFP requests that a day porter be included in the bid. The hours we are looking for are 1pm-5pm 7 days a week.
Q: Do you have we have a minimum team size?
A: This is left to your determination, in order to accomplish the tasks. All team members working in the building must be provided to us.
Q: Will the bathroom tile need to be scrubbed?
A: Yes, this is listed as a task that is to be addressed monthly.
Q: Are cleaning supplies provided?
A: The library will provide plastic trash can liners, restroom paper products, hand soap and soap dispensers, and a computer cleaning product. The contractor will supply cleaning supplies and equipment necessary to provide janitorial services.
Q: Water access location?
A: There is a mop sink on the second floor in the work force development class room.
Q: What are the needs for the staff and fire escape stairs?
A: This should be checked daily for trash and dusted on a monthly basis.
Q: Expectations for kitchen areas?
A: The sinks in these areas should be cleaned and disinfected daily. Exterior of appliances should be wiped down as needed/monthly. Dishes in sinks, and cleaning of items out of the refrigerators are staff responsibility.
Q: Can you provide a list of holidays observed by the Library and clarify whether janitorial services are required on those holidays?
A: The Board votes yearly on observed holidays and closings. For the 2026 the following holidays have been approved by the board for library closing. Janitorial service is not required on these days.
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Thursday, January 1 |
New Year's Day |
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Monday, January 19 |
Martin Luther King Jr. Day |
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Sunday, April 5 |
Easter |
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Monday, May 25 |
Memorial Day |
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Friday, June 19 |
Juneteenth |
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Saturday, July 4 |
Independence Day |
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Monday, September 7 |
Labor Day |
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Monday, October 12 |
Staff Appreciation Day |
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Wednesday, November 11 |
Veterans Day |
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Thursday, November 26 |
Thanksgiving Day |
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Friday, November 27 |
Day after Thanksgiving |
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Thursday, December 24 |
Christmas Eve |
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Friday, December 25 |
Christmas Day |
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2027 |
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Friday, January 1 |
New Year’s Day |
Q: For the optional window cleaning services, what is the maximum height the contractor should include in their pricing?
A: Exterior cleaning should reach the 3rd floor. Interior are glass surfaces that can be safely reached without lifting equipment.
Q: The cover page references a two-year contract term with an optional third year; however, Page 13 (Cost Proposal Form) requests a monthly cost. Should bidders submit a fixed monthly rate to remain in effect for the full initial term (and optional year, if exercised), or will there be an opportunity to adjust pricing after each contract year? Monthly rate should remain fixed for the first two years?
A: The Library operates on a yearly approved budget due to this we are asking for as much notice as we can to plan this process. If anticipated increases are planned, please include and break these down in the included bid.
Q: What criteria are used to vet and rank a vendor's availability & Capacity to perform the Work?
A: Vendor’s availability and capacity to perform the work are evaluated based on any previous experience with the library, past performance with similar projects, references, and how well their RFP proposal aligns with the requested scope.
Q: How many windows are in the building?
A: I am not able to provide an exact number, my best estimate would be that there are at least 160 panes, of varying sizes, in the building.
Q: Will you provide the size (square footage) of the flooring that has carpet?
A: I am not able to provide an exact number, my best estimate would be 60,000 square feet of carpet. If this quote if for the carpet cleaning quote, I would estimate it at 28,000 as it is only for the 1st floor.
Q: Will you provide the size (square footage) of the flooring that has VCT?
A: I am not able to provide an exact number; my best estimate would be 4,000 Square feet of VCT.
Q: Will you provide the size (square footage) of the restrooms?
A: I am not able to provide an exact number; my best estimate would be 2,500 square feet, this includes public and staff restrooms.
Q: Can you provide a breakdown of the total square footage separating public areas from non-public (staff-only/back-of-house) areas?
A: I am not able to provide an exact number my best estimate would be 65,000 public-facing and 27,000 staff areas, this does not include areas that would be outside the scope of the RFP
Q: Can you please let us know exactly what type of floor the information below represents? "Vinyl or Carpet Q: Can you provide a breakdown of the total square footage separating public areas from non-public (staff-only/back-of-house) areas? A: I am not able to provide an exact number my best estimate would be 65,000 public-facing and 27,000 staff areas, this does not include areas that would be outside the scope of the RFP"
A: This is a mix of flooring. Carpet. Laminate flooring and VCT. Please see previous questions regarding carpet and VTC SqFt to have a better understanding of the breakdown.
