RFPs

REQUEST FOR BIDS

MLBO HHS Cleaning Contract

Description and Scope of Work

The Mille Lacs Band of Ojibwe (MLBO) Health and Human Services (HHS) is soliciting bids for a
one (1) year contract for cleaning services of the HHS Building at 18562 Minobimaadizi Loop,
Onamia, MN 56359 starting January 1, 2026. The cleaning service contract is under the
management of the HHS Facilities Department.

Bidders are required to submit written proposals that present the Bidder's qualifications and
understanding of the work to be performed. The Bidder's proposal should be prepared simply
and economically and should provide all the information it considers pertinent to its
qualifications for the Specifications listed herein. Emphasis should be placed on completeness of
services offered and clarity of content.

All bids must be submitted no later than 3:00 PM on Wednesday November 5, 2025. mailed and
labeled as follows:
Mille Lacs Band of Ojibwe
Attn: HHS Cleaning Contract Sealed Bid 2026
PO Box 509
Onamia, MN 56359

General Instructions for Bid:

• Bid Period- Proposal prices are to be firm for ninety (90) days
• Bid Award- It is the intent of MLBO HHS to accept the lowest bid, provided it has been
  submitted in accordance with the bid documents. MLBO HHS reserves the right to
  accept or reject any or all bids and to waive irregularities therein. Bids will be opened
  and qualified by the Mille Lacs Band of Ojibwe on Thursday, November 6th in the OSG
  office.

Specifications:
The specifications outline the requirements for cleaning services at MLBO HHS 18562
Minobimaadizi Loop, Onamia MN 56359. The cleaning contract breakdown and floor plan is
outlined to assist you in your quote. Please see Attachment A.

A walk through will be scheduled on Tuesday October 21, 2025 from 1:00-2:00pm to view the
building beforehand. A different date/time may be requested but is not guaranteed. Call Curt
Kalk Jr to schedule 320-362- 1657.

Responsibilities of the Contractor

See Attachment A for cleaning instructions outlined by department area within the building and
a cleaning schedule.

Performance Standards/Outcomes: MLBO HHS has detailed performance standards/outcomes
for the MLBO HHS Cleaning Contract. The Contractor is responsible for ensuring full compliance
during the course of the contract.

The Facilities Director will complete a performance report on a quarterly basis. This will be
available upon request from the Contractor. The standard format for identifying and reporting
contracted outcomes will be outlined and discussed upon bid award. The Contractor may
submit comments, questions, concerns, and suggestions at any time. If submitted those will be
addressed by Facilities Director, or appointed contact, in a timely manner.

In addition to the performance reports, quarterly surveys are solicited from MLBO HHS Staff on
their perception of the cleanliness of the areas they work in. An accumulated satisfactory rating
of these responses will be shared with the Contractor.

Corrective Action: A corrective plan, in conjunction with the Contractor, will be initiated if the
Contractor has negative performance. MLBO HHS Facilities Director will outline measurable
steps the Contractor will take to correct the deficiencies.

If the outcomes do not improve, the Facilities Director will be forced to end the contract.

Equipment and Cleaning Chemicals:
MLBO HHS will supply all cleaning equipment, chemicals, trash bags, paper towels, hand soaps,
and toilet paper. Restocking/ordering of cleaning equipment, supplies, and chemicals will be
coordinated with the Facilities Director.

Damage:
The contractor shall report to the Facilities Director any damaged facilities and/or broken items
that need to be replaced so as not to be held accountable weekly.

Cleaning Schedule:
The contractor must provide a cleaning schedule with their quote. The schedule will be
reviewed by HHS Facilities and HHS Finance for approval. This schedule is allowed to be flexible
due to unexpected closures at HHS such as weather, traffic, and community emergencies.
Access to MLBO properties is restricted to the schedule; any changes must receive prior written
approval from the Facilities Director.

Services are not required, and the building will not be accessible, on the following MLBO
observed holidays and noon closings.
Once the yearly Holiday and noon closing schedule is updated it will shared with the contractor.

Contacts:
If you have any questions or need additional information, please call Curt Kalk, Facilities
Director, 320-362-1657(cell) or Kurt.Kalkjr@hhs.millelacsband-nsn.gov.

MILLE LACS BAND OF OJIBWE, HEALTH AND HUMAN SERVICES RESERVES THE RIGHT TO REJECT
ANY AND ALL BIDS FOR ANY REASON.

C. Licensing
Companies must be licensed with the Mille Lacs Band of Ojibwe. A copy of this license (or the
license application) must accompany each bid. Licensing process can take several weeks. If you
are not currently licensed with the Mille Lacs Band of Ojibwe, please submit a copy of your
license application along with your proposal. Contact Elizabeth Thornbloom at (320)532-8274 or
via email at EThornbloom@grcasinos.com with questions regarding licensing and for the license
application.