Project: Cleaning Services at Union Plaza 3030

Submission Deadline: July 17, 2026, at 5:00 p.m. CST

RFP Contact Name: Samantha Trousdale, CPN Director and Leasing Agent                                       

Contact Address:

3030 NW Expressway Suite 140
OKC, OK  73112

Telephone Number: (405) 626-4996

Email Address: [email protected]

Citizen Potawatomi Nation (Tribe) reserves the right to reject any and all bids, waive irregularities or informalities, and cancel all or any portion of this project for any reason at its sole discretion.  All proposals and related materials will become the property of the Tribe.

Requests for Information (RFIs) must be received by 5 p.m. CST on July 17, 2026.  Responses to RFIs received by the deadline will be transmitted to all potential bidders who are present at the mandatory pre-bid meeting.

I.  Purpose of Solicitation:

The Tribe is seeking proposals from qualified firms to provide professional cleaning services for the Union Plaza 3030 Building. 

II.  Project Location:

The Project is located at 3030 NW Expressway OKC, OK 73112

III.  Scope of Services:

The Contractor will perform and be responsible for:

  • Building Square footage: 252,095
  • Occupancy 71%
  • Day porter: 8-4 (retain our current day porter) – Please disclose hourly pay
  • Night crew
  • CPN to supply materials for cleaning
  • Weekly inspections from company rep
  • Monthly meeting with Building management on services

OFFICE AREAS:

  1. Trash cans will be emptied nightly, and liners replaced as needed.
  2. Desks, file cabinets, tables, shelves, and furniture will be feather dusted nightly.
  3. Pictures, blinds, and windowsills will be feather dusted monthly.
  4. Baseboards and high horizontal surfaces will be dusted monthly.
  5. Glass desktops will be spot cleaned upon request.
  6. Cleared off desks will be furniture polished upon request.
  7. Carpet in traffic areas and walkways will be vacuumed nightly.
  8. Carpet under desks, between furniture, behind doors and along walls will be detail vacuumed monthly.
  9. Spot clean glass doors as needed.
  10. Sinks, faucets, and countertops will be cleaned nightly.
  11. Tops and exterior of appliances will be dusted weekly.
  12. Tiled floors will be swept, and spot mopped nightly.
  13. Tiled floors will be buffed monthly.
  14. Tiled floors will be scrubbed and refinished annually.
  15. Wood floors will be dust mopped nightly.
  16. Light switches and surrounding areas will be spot cleaned weekly; all other wall spotting will be done on a systematic basis monthly.
  17. Interior carpets will be spot-cleaned or small rooms or areas will be shampooed upon request, separate charge.
  18. Emergency cleaning will be accomplished as needed (spillage, tracking, etc.).

RESTROOMS:

  1. Dispensable restroom supplies will be refilled as needed. (Toilet paper, paper towels, soap, etc.)
  2. Toilets and urinals will be cleaned and disinfected nightly.
  3. Stall partitions and doors will be dusted and spot-cleaned nightly.
  4. Sinks, faucets, and vanity tops will be cleaned and disinfected nightly.
  5. Mirrors will be cleaned nightly.
  6. Rails, sills and ledges will be dusted nightly.
  7. Stainless steel dispensers will be polished nightly.
  8. Sweep/mop floors nightly.

Lower Level Conference Room:

  1. Wipe tables and counter surfaces nightly
  2. Vacuum Nightly
  3. Remove trash nightly
  4. Clean kitchenette nightly

Dock

  1. Clean the ground of debris and spillage as needed.

Common Areas/ First Floor Foyers

  1. Vacuum/mop nightly
  2. Spot clean glass doors
  3. Remove trash nightly from vestibule and LL garages
  4. Wipe counters on Security Desk
  5. Organize and straighten guest furniture on first floor

IV.  Bond/Insurance Requirements:

Bid Bond – NA for this project

Performance Bond – NA for this project  

Liability Insurance- Certificate of Liability Insurance with CPN Named.

V.  Penalty for Collusion:

If at any time it shall be found that the person, firm, or corporation to whom the Contract has been awarded has, in presenting any bid or bids, colluded with any other party or parties, then the Contract so awarded shall be null and void, and the Contractor and his sureties shall be liable to the Tribe for all loss for damages the Tribe may suffer thereby, and the Tribe may advertise for new bids for said work.

A Non-Collusion Affidavit shall be completed in whole and submitted with each bid (see Non-Collusion Affidavit).

VI.  BUSINESS RELATIONSHIP:

A Business Relationship Affidavit shall be completed in whole and submitted with each bid (see Business Relationship Affidavit).

VII.  Special Instructions to Bidders:

The Contract will be awarded to the most responsive and responsible bidder whose proposal best accommodates the various Project requirements.

The successful bidder shall return the fully signed Contract within 10 business days from the date of contract offer. 

Failure of the successful bidder to execute the Contract and submit required bonds and insurance within the required time shall be just cause for annulment of the award.  On failure of a successful bidder to execute the Contract and submit required bonds and insurance within the required time, they shall forfeit their bid security.  Upon annulment of an award as aforesaid, the Tribe may then award the Contract to the next eligible bidder.

Any and all work to be subcontracted as a part of the bid submittal must be accompanied by background materials and references for proposed contractors.

VIII.  Deadline to Submit Sealed Bids/Proposal:

All bids must be received by the Tribe no later than July 17, 2026, at 5:00 p.m. CST.  Each bid must be submitted in a sealed envelope, bearing on the outside, the name of the bidder, his/her address, and the name of the project for which the bid is submitted.  If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed as specified in the Bid Notice. 

Bids received more than ninety-six (96) hours, excluding Saturdays, Sundays, and holidays, before the Submission Deadline, as well as bids received after the Submission Deadline, will not be considered and will be returned unopened.

The Tribe will not be responsible for the failure of any mail or delivery service to deliver proposals prior to or after the stated date and time.  Regardless of the manner of submission, any package received after the stated date and time will not be considered.

IX.  Proposal Selection Criteria:

Only those proposals received by the stated deadline will be considered.  All proposals submitted by the deadline will be reviewed and evaluated based on information provided in the submitted proposals.  Incomplete proposals inconsistent with this Request for Proposals may be disqualified from consideration.

In addition, consideration will be given to cost and performance projections.

X.  Proposal Format:

To be considered, a qualified firm or individual must submit a complete response to this Request for Proposals and include each of the following:

  1. Introduction- indicate the company name, brief history, and description of the company, which should include the size, contact person and address of the office to which this project is assigned
  2. Table of Contents
  3. Statement of Experience- to include work with Native American tribes
  4. Company Qualifications
  5. Team Qualifications
  6. References
  7. Project Understanding/Approach and Schedule
  8. Special Requirements
  9. Compensation – itemized cost breakdown for completion of the project requested in the project scope to include bid quantities (see Bid Sheet)

All pages shall be typed on 8.5” x 11” paper portrait oriented, single-sided with 12-point text.  A cover letter that identifies a contact person and all contact information shall be included in each proposal.  Additional text shall be no more than 10 pages.  Brevity is encouraged.  Additional foldout, maps or drawings (folded in pockets) may be submitted to supplement the text; however, these additions may or may not be reviewed.

The following forms shall be included with the bid:  Bid proposal with Bid Sheet, Non-Collusion Affidavit, Business Relationship Affidavit, and Draft Contract.

XII.  Selection and Evaluation Criteria:

All proposing companies will be evaluated on the following criteria and selected based on the score given by the Selection Committee

  1. Individual and/or Company Qualifications
    • Experience of the individual and/or company in providing requested services and experience in providing those services to Native American Tribes. Identify what distinguishes your Company from others. A certified copy of proof of liability insurance for your company and subcontractors for this project is required. (25 Points)
  2. Project Team
    • List and describe the expertise of the members of your team who will be responsible for completing the project. Be sure to indicate the roles and responsibilities of each team member. (15 Points)
  3. Project Understanding, Approach, and Schedule
    • Please provide a discussion of your company’s understanding of the project along with your approach to providing the necessary services. (20 Points)
  4. Understanding of the Needs of the Tribe and Familiarity of the Area
    • Provide a brief narrative regarding the location of the company with regards to the proximity to the Citizen Potawatomi Nation and include your familiarity with the area. Evaluation of the company’s approach to the Scope of Work will be based on an understanding of each task and deliverables provided, the work plan for each service and an understanding of the responsibility. (15 Points)
  5. Provide at least five (5) contacts your company works with that have roughly the same characteristics as the Tribe, such as population, multiple locations, geographic area, funding, tribal entity, etc. (5 Points)
  6. Compensation
    • List a Total “Not to Exceed”, including expenses, to accomplish the Scope of Work with your preferred method of remuneration for your services. Specify any fees, commissions or compensations received from or paid to others. Clearly indicate what services if any fall outside this level of compensation. (20 points)

Selection of the individual and/or company will be made after a review and analysis by a Selection Committee.  Other experts, interested parties, or employee representatives may be consulted to advise the Selection Committee during the review and analysis process.  Respondents may be reduced to a list of “finalists” that may be requested to meet with the Selection Committee, Tribal Leadership, or other representatives of the Tribe to expand on proposal qualifications and experience.

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