The District of Houston is seeking qualified contractors to provide regular janitorial services at the Municipal Office, Community Hall, and Public Works Shop, together with as-needed cleaning services at the Municipal House in Houston, BC. Municipal House cleaning will be requested only when required and paid at the contracted hourly rate. All work must be coordinated to minimize disruption to facility operations.
Interested Contractors are asked to submit completed Quotation documents and proposed work schedule as part of the Quotation package. All Contractors interested in submitting Quotations must submit completed Quotation packages by 4:00PM (local time) on December 4, 2026. Any proponents interested in submitting a quotation must attend a mandatory site tour at 2:00 PM (local time) on November 18, 2026 at the Municipal Office to ensure that the scope of work is understood by interested proponents.
Scope: The District of Houston operates four facilities for which janitorial services are required: the Municipal Office (3367 12th St), Community Hall (2302 Butler Avenue), Municipal House (2700 Rail Street), and Public Works Shop (2215 N. Nadina Ave). The facilities require a full scope of janitorial services, including but not limited to sweeping, vacuuming, dish washing, dusting, and other duties of a generally janitorial nature.
Background: The District of Houston maintains a wide variety of facilities which are used by staff and the public for municipal business. The Municipal Office and Community Hall are used by the public, third party organizations, and the municipality for a variety of purposes, while the Public Works Shop serves as the dispatching and operational centre for the District's public works and parks staff. The Municipal House is used by District of Houston staff, consultants, contractors, and other professional entities.
Quotation Timeline:
Release of Request for Quotation: November 5, 2026
Mandatory Site Tour: November 18, 2026 at 2:00 PM
Deadline for Questions: November 24, 2026 at 2:00 PM
Quotation Closing Date: December 4, 2026 at 4:00 PM
Quotation Award: December 15, 2026
Contract Commences: January 4, 2027
Contract Term and Renewal: The anticipated contract will commence on January 4, 2027 and continue until December 31, 2029. The District may, at its sole discretion and subject to satisfactory contractor performance, extend the agreement for up to one additional 1-year renewal term(s). Any renewal must be confirmed in writing by the District before the existing term expires. Renewal is not automatic.
Communications and Inquiries: Proponents or their representatives are prohibited from communicating with any District of Houston employee, senior staff member, Mayor or member of Council from the time the RFQ is released until the Contract Award has been approved, except as provided under Technical Questions. Technical questions must be submitted in writing to the Contact Person. No inquiries/questions will be answered if received after 2:00 p.m. (local) on November 24, 2026. Responses to questions will be emailed to respondents by no later than 5:00 PM (local) November 25, 2026. Any changes to the RFQ and answers to technical questions will be issued by Addendum.
Freedom of Information: All Quotations submitted become the property of the District of Houston and are subject to the Freedom of Information and Protection of Privacy Act. To request documentation confidentially, respondents must submit a cover letter with their quotation, detailing the specifics of their request.
General Scope of Services and Detailed Tasks: Regular janitorial services are required at the Municipal Office (3367 12th Street), Community Hall (2302 Butler Avenue), and Public Works Shop (2215 North Nadina Avenue). Cleaning at the Municipal House (2700 Rail Street) is an as-needed service only and must not be performed unless requested by the District. A mandatory site visit will be required for all prospective proponents to ensure familiarity with the work required.
Price Item A - Municipal Office: Daily, weekly, monthly, bi-monthly and semi-annual duties are specified, including vacuuming carpets, emptying garbage containers, disinfecting washrooms and high-touch surfaces, coffee room duties, Council Chambers cleaning, front entrance cleaning, snow and ice removal when required, stripping and waxing vinyl flooring (bi-monthly), steam cleaning carpets (every second month), and window washing twice per year.
Price Item B - Community Hall: Duties include thrice-weekly checks for security and building systems, weekly and booking-related setup/cleanup duties for hall use (set up/tear down of tables and chairs, cleaning and disinfecting kitchen and washrooms, burnishing and recoating floors, monthly kitchen exhaust hood cleaning, bi-annual wash/strip/wax, annual steam cleaning of carpets).
Price Item C - Municipal House (As-Needed Hourly Service): When requested by the District, the Contractor shall clean the Municipal House after a tenant, guest, or occupant vacates the premises. Tasks may include inspecting for cleanliness/damage, removal of garbage, cleaning and disinfecting kitchen and bathrooms, replenishing consumables, dusting, vacuuming, sweeping/mopping, bed remaking where linens are supplied by the District, reporting damage or maintenance concerns, securing the residence, and any additional cleaning required to prepare the residence for occupancy. Municipal House cleaning is not a regularly scheduled service; the District does not guarantee any minimum number of call-outs. Work will be paid at the hourly labour rate stated in Appendix A and must include labour, supervision, equipment, travel, and incidental costs; materials or supplies not included in the hourly rate require prior written approval.
Price Item D - Public Works Shop: Weekly duties include lunch room and bathroom cleaning, emptying garbage, washing dishes, wiping/dusting, sweeping and washing floors, and cleaning microwaves.
Bid Process, Evaluation and Selection: Quotations will be checked against mandatory requirements and non-compliant quotations will be rejected. Compliant quotations will be assessed on weighted criteria: Price and overall value (40 points), Relevant janitorial experience and quality of references (20 points), Staffing capacity, availability and continuity of key personnel (15 points), Proposed work plan, service methodology and ability to meet required schedule (15 points), Equipment, materials, supplies and environmental/safety practices (10 points). The District intends to award the contract to the proponent providing the best overall value; the lowest-priced quotation will not necessarily be selected.
Mandatory Requirements: Quotations must be received electronically at corporate@houston.ca by the specified closing date and time; the email subject line must state "RFQ 2026-10 - Janitorial Services Contract"; the quotation must be signed by a person authorized to sign on behalf of the proponent; the quotation must be in English; the Contractor must provide written confirmation of independence and no conflict of interest.
Pricing Requirements: Total project cost including all fees, levies, charges and permits (excluding taxes) shall be clearly indicated. Pricing breakdowns required include hourly fees for additional services, travel costs, other out-of-pocket costs, reimbursable expenses, and contingency if allocated. Pricing must be submitted on Appendix A. Price Item C must be quoted as an hourly rate and must not be included in recurring fixed service price. Quotations remain irrevocable and open for acceptance for thirty (30) days after the submission deadline.
Additional Terms and Conditions: The successful contractor must be registered and in good standing with WorkSafeBC and maintain Workers Compensation coverage. Insurance requirements may include Commercial General Liability of $2,000,000 inclusive per occurrence and Automobile Liability of not less than $2,000,000. Contractors must hold a current and valid Business License. The District may terminate the agreement for convenience with thirty (30) days' written notice or for contractor default. Key personnel must be identified and replacements are subject to District approval. Security items such as keys and alarm codes remain District property and must be safeguarded. Confidentiality and occupational health and safety obligations apply.
Appendix A - Price Schedule and Submission Reminder: Completed and signed quotations must be submitted electronically to corporate@houston.ca by 4:00 p.m. local time on December 4, 2026. Price items A, B and D are fixed service prices; Price Item C (Municipal House) must be quoted as an hourly rate; additional services hourly rate when pre-authorized must be provided. All invoices must be submitted to accounts.payable@houston.ca to avoid processing delays.
