Bids & RFPs — How to Work With S&T Janitorial
How S&T Janitorial responds to commercial janitorial bids and RFPs in the Permian Basin — including our documentation stack, evaluation criteria we score well on, and typical procurement timelines for Odessa, Midland, and West Texas municipal / private accounts.
What We Bid On
S&T Janitorial actively responds to bids and RFPs for the following account types across Odessa, Midland, and the Permian Basin. If your procurement doesn't fit one of these categories, contact us anyway — we may still be a fit.
| Account Type | Fit | Recent Wins |
|---|---|---|
| Municipal / county government | Strong — HUB certified | Ector County contracts |
| Independent school district | Strong — background-check compliant | Ector County ISD approved |
| Medical + dental office | Strong — trained on HIPAA + OSHA | Multiple accounts in region |
| Automotive dealership (multi-site) | Strong — Sewell Ford case study | Sewell Ford Odessa |
| Banking / credit union | Strong — background-check + bond compliant | In portfolio |
| Multi-tenant office | Strong — established insurance stack | Multiple accounts |
| Industrial / warehouse | Selective — safety + OSHA scope required | Case-by-case |
Credentials We Bring to Every Bid
- Texas HUB (Historically Underutilized Business) certification since 2013 — active
- Women-Owned Business Enterprise (WBE) certification
- Better Business Bureau A+ accreditation — no unresolved complaints
- Registered with Texas Comptroller — active vendor status
- E-Verify participation — all W-2 employees verified through DHS
- OSHA 10-hour general industry training — required for all field crew
- Bloodborne pathogen training — annual for medical/dental accounts
- GBAC-trained supervision for outbreak response scope
- Bilingual (English/Spanish) supervision available on all shifts
- 20 years continuous operation — same ownership since 2006
Insurance & Bonding
Every bid requires proof of insurance and often a performance bond. S&T's standard coverage:
| Coverage | Limit | Carrier |
|---|---|---|
| General liability | $1M per occurrence / $2M aggregate | Available on request |
| Auto liability | $1M combined single limit | Available on request |
| Workers' compensation | Statutory Texas coverage | Texas Mutual |
| Umbrella / excess | $5M available | Available on request |
| Employee dishonesty bond | $100K standard, up to $1M available | Available on request |
| Performance bond | Available up to $1M | Case-by-case |
References We Provide
- Sewell Ford Odessa — 15+ year account, multi-site automotive dealership
- Additional municipal + ISD references available on written request
- Medical / dental references available with HIPAA-appropriate redaction
- 5-star Google Business Profile with 130+ real reviews (public, verifiable)
- BBB profile with A+ rating and zero unresolved complaints
- Founder + operations lead available for reference calls with 48-hour notice
Pricing Model
S&T bids two ways, and the RFP language determines which model applies:
| Model | How It Works | When It Applies |
|---|---|---|
| Fixed-price (per square foot × visits/month) | One monthly price for scope-of-work in the contract | Most RFPs — offices, medical, retail |
| Per-visit + specialty add-on | Line-item billing for each service type | Industrial / warehouse / event-driven accounts |
| Hourly labor + material pass-through | Uncommon in janitorial; used for one-time projects | Post-construction, deep clean, event cleanup |
| Cost-plus | Not offered — creates perverse incentive | N/A |
Evaluation Criteria We Score Well On
| Criterion | Typical Weight | S&T Position |
|---|---|---|
| Price | 30–40% | Competitive but not lowest — we don't buy accounts |
| Experience + references | 20–25% | Strong — 20 years, verifiable Sewell reference |
| Local presence | 10–15% | Strong — Odessa-based, dispatch from local yard |
| HUB / MWBE certification | 5–15% | Strong — active Texas HUB + WBE |
| Insurance / bonding capacity | 10% | Strong — standard $1M/$2M, $5M umbrella available |
| Green / sustainability program | 5–10% | Strong — Green Seal + EPA Safer Choice |
| Financial stability | 5–10% | Strong — 20 years, no bankruptcy, no litigation |
Typical Bid Timeline
- Day 0 — RFP released. S&T's account executive is notified within 24 hours via HUB / procurement portal.
- Day 1–3 — Internal fit review. We assess scope, insurance requirements, and whether the schedule works for us.
- Day 3–5 — Site walk-through (if permitted by RFP terms). Non-negotiable — we won't bid what we haven't seen.
- Day 5–10 — Pricing build-up. Square-footage measurement, task frequency mapping, labor + supply cost build.
- Day 10–12 — Documentation compilation. Insurance certs, references, HUB certification, financial statements.
- Day 13 — Internal review. Founder + operations lead sign off on price and scope commitments.
- Day 14 — RFP submitted before deadline. We do not submit late bids — no exceptions.
- Day 30–90 — Award notification. S&T stays in dialogue with procurement contact.
- Day 30 post-award — Mobilization. Contract execution, insurance certs finalized, first-shift kick-off.
Answers to the questions buyers ask first
The questions Permian Basin facility managers ask most often — with the honest answers from S&T's operations team.
Do you charge a fee to respond to bids?
No. Bid response is at our expense as part of doing business. We invest 12–20 hours of labor in a typical RFP response and don't ask the requesting entity to defray any of it.
Will you sign our procurement's standard contract, or do you require your own?
We can work with either. If your procurement has a standard contract (common for municipal + ISD), we'll sign yours with light redlines around insurance limits and payment terms. If you don't have a template, we'll provide ours (based on the Texas Association of Purchasing Managers model). Either way, the SLA and scope schedule are non-negotiable — they have to be embedded in whichever contract is used.
Do you subcontract any of the work?
For our core janitorial service — no. All W-2 employees, all under our supervision. For specialty scope (window washing above 3 stories, hazardous waste, biohazard remediation), we sub to a named partner and identify the sub in the bid response. Full transparency.
How do you handle bid protests?
If we lose a bid we believe was improperly evaluated, we'll request a debrief from the procurement contact and — very rarely — file a written protest with the appropriate agency. In 20 years we've filed 2 protests. Both were reviewed and one was resolved in our favor. We don't file frivolous protests.
What's your typical account onboarding once we've selected you?
Two-week mobilization. Week 1: contract execution, insurance certs, employee background checks completed for site-specific staff, key card / access issuance, uniform delivery. Week 2: parallel-service overlap with outgoing provider (if any), stakeholder introductions, task-frequency schedule walked with facility manager, communication protocol established. Day 15: full transition to S&T service.
Do you work on cooperative purchasing agreements (BuyBoard, Choice Partners, TIPS)?
Yes — S&T is a listed vendor on multiple Texas cooperative purchasing agreements. If you're a member entity and want to use co-op purchasing to shortcut the formal RFP process, contact our procurement lead and we'll walk you through the specific co-op we're active on for your entity type.
Related Resources
Sibling resources for procurement & evaluation
Cost Guide
Data-dense pricing reference for commercial cleaning in Odessa & Midland.
Read →Program Checklist
Concrete evaluation checklist for auditing an existing janitorial program.
Read →Floor Care Schedule
Interval schedule for VCT, LVT, terrazzo, concrete, and carpet.
Read →Green Cleaning Guide
Green Seal + EPA Safer Choice chemistry lineup with cost comparisons.
Read →Disinfection Guide
Daily, weekly, and event-driven office disinfection protocols.
Read →Bids & RFPs
How S&T responds to municipal, ISD, and enterprise procurement.
Read →Have an RFP coming up? Let's talk before you finalize the language.
A 30-minute call now can save procurement 2–3 rounds of clarification questions later. No obligation.