11-2603 Mexia Custodial Scope of Work .pdf

Scope of Work

Custodial Services RFP #2603 Mexia Location

Service Address

Mexia Location: 901 N Dr M.L.K. Jr. Hwy Mexia, TX

Number of Buildings: Two (2) approximately 24,364 sq ft

Pre-Proposal Conference

A pre-proposal conference will be held for all interested vendors. The date, time, and location for each Navarro College location are listed on the Mandatory Pre-Bid RFP Meeting Schedule.

Vendors are responsible for reviewing the document and attending the appropriate meeting(s).

Contract Termination

Either party may cancel this contract with ninety (90) days written notice.

Contract Term

The initial contract term will begin September 1, 2026, and continue for a period of two (2) years, ending August 31, 2028.

Navarro College reserves the right to renew the contract for up to three (3) additional one-year terms, contingent upon satisfactory vendor performance and mutual agreement of both parties.

A performance review will be conducted at the end of each renewal year to determine whether the contract will be extended for the following year.

Subcontracting

No subcontracting of any services under this contract shall be permitted unless prior written approval is obtained from the Navarro College Risk Management Coordinator.

Insurance Requirements

The vendor must provide evidence of adequate insurance coverage with the RFP submission, including:

1. Workers’ Compensation Insurance (or approved waiver)

2. Public Liability Insurance with limits of $500,000 / $500,000

3. Property Damage Insurance with limits of $300,000 / $300,000

4. Automobile Coverage including bodily injury and physical damage

5. Vendor must be insured and bonded

Navarro College reserves the right to request updated certificates of insurance during the contract term

References

The vendor must provide three (3) commercial references. The reference list must include:

• Company name

• Address

• Contact person

• Telephone number

References should represent similar custodial service contracts.

Contractor Supervision and Communication

The contractor must designate one responsible representative who can be contacted by:

• Email

• Text

• Cell phone

This contact must be available during all working hours, including periods when:

• Classes are not in session

• The college remains open

The representative must maintain communication with the Navarro College Physical Plant

Department and report any maintenance or safety issues observed during service.

Personnel Requirements

All contractor employees assigned to Navarro College must:

• Conduct themselves in a professional manner

• Wear identifiable uniforms

• Follow all Navarro College policies

The contractor shall provide Navarro College with a current list of all employees assigned to work under this contract. This list must include employee name, position title and assigned location (if applicable).

The contractor must maintain and update this list as staffing changes occur and provide updates to Navarro College upon request or when changes are made.

Any substitutions, new hires, or reassignments must be reported to Navarro College prior to or immediately upon assignment. All replacement personnel must meet the same qualifications and requirements as originally assigned staff.

Navarro College reserves the right to require removal of any employee deemed unsuitable, disruptive, or a security concern.

Background Screening

The contractor is responsible for ensuring employees working on campus have appropriate background screening consistent with industry standards.

Security and Access

Contractor personnel will only access buildings necessary to perform contracted services.

Navarro College may issue keys, access cards, or entry credentials as necessary. The contractor will be responsible for:

• Proper use of issued access devices

• Immediate reporting of lost keys or cards

• Returning all access devices upon request or contract termination

Replacement costs for lost keys or security devices may be charged to the contractor

Storage and Facilities

The only storage provided by Navarro College will be utility closets within buildings where supplies may be stored.

The contractor must coordinate storage with the Physical Plant Administrator.

Navarro College does not provide storage facilities for vehicles or large equipment.

Equipment and Cleaning Supplies

The contractor shall provide all equipment and cleaning supplies necessary to perform normal custodial services, including but not limited to:

• Vacuums

• Floor machines

• Cleaning solutions

• Waxes

• Disinfectants / Sprays / Cleaners

All disinfectants and chemicals must comply with CDC and EPA guidelines

Items Provided by Navarro College

Navarro College will furnish the following items:

• Toilet tissue

• Hand soap

• Large trash bags

• Wastebasket liners

• Restroom deodorizer

• Paper towels

• Light bulbs

These items must be checked out from the Physical Plant Department Monday through Friday from 8:00 AM to 4:00 PM.

Contractor personnel must:

• Be in uniform

• Sign for all issued supplies

Lighting Maintenance Responsibilities

The contractor shall be responsible for replacing burned-out light bulbs (under ten (10) feet in height) and cleaning light fixtures as needed.

Navarro College Maintenance will be responsible for providing all light bulbs, repairing ballasts, and replacing bulbs located above ten (10) feet.

Safety and Regulatory Compliance

The contractor must comply with all federal, state, and local safety regulations, including:

• OSHA standards

• EPA guidelines

• CDC sanitation recommendations

All chemicals must be properly labeled and stored.

The contractor must provide Safety Data Sheets (SDS) for all chemicals used on Navarro

College property.

Major Cleaning and Periodic Projects

During periods when classes are not in session, the contractor will be responsible for completing major housekeeping projects that are difficult to perform during normal academic operations.

These projects may include, but are not limited to:

• Carpet shampooing or extraction

• Window cleaning

• Floor maintenance such as stripping, waxing, and buffing

• Other deep-cleaning services as required by Navarro College

The contractor must provide a yearly schedule each September outlining the major housekeeping projects planned for that contract year.

Carpet shampooing and floor maintenance (including stripping and waxing) shall be performed as needed or as requested by Navarro College, with a minimum expectation of semi-annual service where applicable.

The contractor will be responsible for moving furniture necessary to complete major housekeeping projects and returning all furniture to its original location before the next business day.

Upon request, Navarro College will provide the college academic calendar to assist with scheduling. Vendors should note that lower activity periods typically occur during:

• Spring Break (March)

• Late December through early January

• Late May

Service Frequency

Custodial services shall generally be provided after normal business or class hours, five (5) days per week, Monday through Friday.

Additional Services (As- Needed)

Navarro College may require additional custodial services on an as-needed basis for situations that are outside the scope of routine services. These may include, but are not limited to:

• Emergency clean-up

• Event support

• Unscheduled or special projects

• Services required due to unforeseen circumstances

These services are not included in the base contract pricing and will be requested at the discretion of Navarro College.

Vendors shall provide hourly rates for additional services on the Additional Service Pricing

Sheet. All additional work must be authorized in advance by Navarro College.

The contractor shall not perform or invoice for additional services without prior approval.

Exterior Entry Areas

The contractor shall be responsible for cleaning:

• Porches

• Steps

• Walkways within ten (10) feet of each building entrance.

Building List and Square Footage

A list of all buildings included in this contract, along with associated square footage, is provided in:

Appendix A – Building Locations and Square Footage

Approximately Two (2) buildings are included in this contract.

Quality Control and Inspection

The contractor must maintain a quality control program to ensure services meet contract standards.

Navarro College reserves the right to conduct periodic inspections of all facilities.

If services are found to be unsatisfactory, the contractor will be required to correct deficiencies within a timeframe determined by Navarro College.

Repeated service deficiencies may result in:

• Contract termination

Navarro College Physical Plant personnel will serve as the primary inspection authority