CITY OF

HENDERSONVILLE

101 MAPLE DRIVE NORTH

HENDERSONVILLE, TN 37075

REQUEST FOR BIDS

PROJECT NAME:

CITYWIDE JANITORIAL SERVICES

ISSUE DATE: November 2, 2026

SITE VISIT PERIOD (MANDATORY): November 16-18, 2026, between 8:00 a.m. and 3 p.m. (by appointment only)

QUESTIONS DUE: November 19, 2026 AT 4:00 PM

ADDENDUM POSTED (IF NEEDED): November 23, 2026

SUBMITTALS DUE: November 30, 2026 AT 2:00 PM

BID NO. 27-0016

JAMIE CLARY, MAYOR

CITY OF HENDERSONVILLE

PUBLIC WORKS DEPARTMENT

City of Hendersonville Public Works Department

PROJECT NAME:

CITYWIDE JANITORIAL SERVICES

TABLE OF CONTENTS

DESCRIPTION: PAGE NUMBER:

Request for Bids 1 Table of Contents 2 Invitation to Bid 3 Bid Submittal Checklist 4 Bidding Instructions 5-8 General Conditions 9-11 Specifications 12-32 Bid Proposal Submittal Form 33 Bid Proposal Submittal Pricing Sheet 34 Title VI Compliance 35 Attachment A - Pre-Bid Inspection Form 36 Attachment B – Reference Form 37-38 Attachment C – Minimum Qualifications Verification Form 39-40

INVITATION TO BID

The City of Hendersonville is accepting separate bids for Citywide Janitorial Services.

The successful Contractor shall provide a comprehensive cleaning program for designated public buildings.

Specifications may be obtained by email request to Todd Baun with the Public Works Department at tbaun@hvilletn.org or by paper copy from the Public Works Department, Hendersonville City Hall, 101 Maple Drive North, Hendersonville, TN 37075.

Bids must be submitted by November 30, 2026, for the opening at 2:00 PM (CST), at which time they will be opened in the Conference Room 2 at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075.

All bidders are required to complete a pre-bid site inspection of the buildings and subject areas covered by this solicitation. Site inspections are by appointment only and must be scheduled with Rick Michalec at (708) 670-3074. Inspections must be completed between November 16 and November 18, 2026, between 8:00 a.m. and 3:00 p.m. Bidders must include the completed Pre- Bid Site Inspection Form (Attachment A) with their bid submittal as acknowledgment that the required inspection has been completed. Failure to complete the required site inspection or submit the completed form with the bid may result in the bid being deemed nonresponsive.

The City reserves the right to waive informalities, reject any or all bids, and/or award the contract in accordance with the provisions of the solicitation and applicable law.

BID SUBMITTAL CHECKLIST

Project Name: Citywide Janitorial Services

Solicitation Number: 27-0016

Bidder’s Legal Business Name:

The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure to provide required documentation may result in the response being deemed nonresponsive.

Please check all items included with your submission.

☐ Completed and Signed Bid Submittal Checklist

☐ Completed Bid Proposal Submittal Form

☐ Completed and Signed Bid Proposal Submittal Pricing Sheet

☐ Acknowledgment of All Addenda Issued (if any)

☐ Acknowledgment of Liquidated Damages Requirement, as provided in the Specifications

☐ Proof of Insurance or Evidence of Insurability, meeting or exceeding bid requirements

☐ List of Relevant Equipment (required per Bidding Instructions #6)

☐ Completed Pre-Bid Inspection Form (Attachment A)

☐ Completed Bidder References Form (Attachment B)

☐ Completed Minimum Qualifications Verification Form (Attachment C)

☐ Acknowledgement of Fidelity Bond Requirement

☐ Title VI Compliance Form (Voluntary – Not Required for Submission or Evaluation)

CERTIFICATION

The undersigned certifies that this checklist has been reviewed and that all required documents have been included in the submission. The Bidder understands that submission of this checklist does not relieve the Bidder of responsibility for complying with all requirements contained in the solicitation, including any applicable federal funding requirements, certifications, or contract provisions that may become applicable to this project.

Authorized Representative:

Title:

Signature: _____________________________________________ Date: _____________________________________

BIDDING INSTRUCTIONS

Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all labor services, materials, tools, equipment, supplies, transportation, and all other items necessary to provide Citywide Janitorial Services for City Hall, Freehill Maintenance Shop, Police Building, Police Annex Building, .

Copies of the specifications and contract documents may be examined and obtained at the Public Works Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075.

For further information, contact Todd Baun, Project Manager at tbaun@hvilletn.org or (615) 822-

BIDDING REQUIREMENTS

1) Bid proposals will be received by the City of Hendersonville Finance Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075, no later than 2:00 PM on November 30, 2026 Bids must be submitted in the format shown below. Bids received after this time and/or bids improperly submitted shall be returned to the bidder unopened. Telegraphic bids will not be accepted.

2) The following information shall be clearly noted on the outside of the bid package:

1.) Project Name: Citywide Janitorial Services

2.) Bidder’s Name:

3.) Business Address:

4.) Business Telephone:

5.) Bidder’s Email:

3) BUSINESS LICENSE AND TAX REGISTRATION. The successful Bidder shall be properly registered and licensed to conduct business in the State of Tennessee and shall obtain and maintain all business licenses, registrations, permits, and tax registrations required by applicable federal, state, county, and local law for performance of the Contract.

4) INSURANCE: The contractor shall supply proof of insurance prior to commencing with work.

5) FIDELITY BOND: The successful Bidder shall furnish and maintain, at its sole cost, a Fidelity Bond in a minimum amount of Twenty-Five Thousand Dollars ($25,000) as a condition of contract execution. The Fidelity Bond shall provide coverage for losses resulting from dishonest or fraudulent acts committed by the Contractor's employees in connection with the performance of services under this Contract, including theft of or damage to City property, as applicable.

The Fidelity Bond shall remain continuously in effect throughout the entire term of the Contract, including any extensions or renewals. The Contractor shall renew, continue, or replace the Fidelity Bond annually, as necessary, to ensure uninterrupted coverage.

The Contractor shall provide evidence of the initial bond and each annual renewal or continuation to the City upon request. Any renewal or replacement shall be subject to the City's approval.

The Fidelity Bond shall be issued by a surety or provider authorized to conduct business in the State of Tennessee and shall be in a form acceptable to the City. Failure to furnish or maintain the required Fidelity Bond shall constitute grounds for appropriate action by the City in accordance with the Contract.

6) BIDDER QUALIFICATIONS AND REQUIREMENTS: Bidder certifies that they possess all necessary equipment, facilities, personnel and work experience to fulfill the terms of the contract at the time of bid submission, or that they will have the necessary equipment and personnel and be ready to proceed prior to the starting date.

Failure to do so may be cause for the rejection of the bid.

7) MINIMUM QUALIFICATIONS: Bid proposals received from bidders that do not meet these minimum qualifications will be deemed non-responsive.

a. The Bidder must have completed at least one (1) contract for a public agency involving services of similar size and scope, with a contract term of at least three

(3) years.

b. The Bidder must have a minimum of three (3) years of experience providing services of similar size and scope.

c. The Bidder must have been in business for a minimum of three (3) consecutive years operating under its current legal business name and entity.

d. All work under this Contract must be performed by W-2 employees of the bidding company.

e. The Bidder must provide a minimum of three (3) references for contracts involving services of similar size and scope. At least two (2) of the references must be from governmental agencies.

8) Bidder agrees, if awarded the contract to commence work within ten (10) days of the issuance of a Notice to Proceed.

9) COMPLETION OF WORK AND LIQUIDATED DAMAGES: The City will provide the Contractor with written notice of work deficiencies. Written notice may include inspection reports, contract memoranda, electronic mail, or other written correspondence issued by the Public Works Director and/or his/her authorized representative. The City will provide written notice before assessing liquidated damages.

The following provisions apply:

a. Daily Services. If work scheduled to be performed daily is not performed or does not meet the quality standards required by the Public Works Department, the City will assess liquidated damages of $500.00 per occurrence, per location.

The amount will be deducted from the Contractor's next monthly invoice.

b. Services Performed Less Frequently Than Daily. In the case that work scheduled for performance on less than a daily basis is not performed or does not meet the quality standards of the Public Works Department, the City will allow the Contractor to correct the deficiency without penalty either during the next scheduled work shift, or at the City’s discretion, at a time mutually agreed upon. In the case that deficiencies are not corrected as required, the City will impose a deduction from Contractor’s following monthly invoice a fee to be determined by the City based on required performance, not to exceed $500 per occurrence, at each individual deficient location.

Repeated instances of nonperformance may result in corrective action and, at the discretion of the Public Works Director or authorized representative, may result in termination or cancellation of the Contract in accordance with the applicable termination provisions.

The City will first attempt to address and correct poor performance in accordance with the Failure to Perform provisions of this Contract. If the Contractor fails to correct deficiencies within the time specified by the City, the City may terminate the Contract in accordance with the applicable termination provisions.

10) CONTRACT/PROJECT ADMINISTRATION: The Public Works Director, or their designated representative(s), shall serve as the owner’s representative. All requests, correspondence and submittals pertaining to this contract shall be addressed, in writing, to the attention of:

Stephen Winzenread, Public Works Director

Public Works Department

101 Maple Drive North

Hendersonville TN 37075

11) The City reserves the following rights:

Waive any informalities

Reject any or all bids

Award to the bidder that best meets the needs of the City of Hendersonville

Make multiple awards, if applicable, if it is deemed to be in the best interest of the City.

12) QUESTIONS: All questions regarding this Request for Bids must be submitted by email to Todd Baun at tbaun@hvilletn.org by the date and time specified on the cover page of this Request for Bids. Verbal questions or questions submitted through any other method will not be accepted.

Any interpretations, clarifications, or responses to questions received by the deadline that require formal clarification will be issued by written addendum. All addenda will be posted on the City of Hendersonville's website where this Request for Bids is advertised. Bidders are responsible for checking the City's website for addenda issued during the solicitation period.

All addenda issued before the bid submission deadline shall become part of the Contract Documents. Bidders must acknowledge receipt of all addenda on the Addendum Acknowledgment Form included with this Request for Bids and submit the completed form with their bids. All applicable requirements and revisions included in the addenda must be incorporated into the bid.

13) Bidder agrees that prices will be held good for ninety (90) days to allow review of the submittal.

14) The City of Hendersonville reserves the right to make multiple awards of this contract if it is deemed to be in the best interest of the City.

GENERAL CONDITIONS

A. SITE ACCESS AND CONTRACTOR’S DUTIES

The Contractor shall be permitted access to each facility as necessary to perform the required services, subject to the City's access, security, and scheduling requirements.

Access shall be limited to authorized Contractor personnel and the areas necessary to perform the required services.

All tools, materials, and equipment used by the Contractor shall be transported to the facility by the Contractor and removed upon completion of the work. The Contractor shall not store tools, materials, equipment, or other property at any City facility except as authorized by the City.

The Contractor shall service each facility on the days and at the times specified in the Contract and maintain a sufficient workforce to perform all required services within the allotted time.

Doors designated by the City shall remain closed and shall not be propped open. The Contractor shall comply with all applicable City facility security requirements, including the key and access control requirements set forth in Section 1.11.6. Failure to comply may result in corrective action or other remedies available to the City under the Contract.

The Contractor shall perform services in a manner that does not interfere with City operations. Cleaning of the City Hall Main Meeting Room shall be scheduled so as not to interfere with scheduled meetings.

All work performed under this Contract shall comply with the specifications. Any deviation from the specifications must be approved in writing by the City before the work is performed. The Contractor shall promptly notify the Public Works Director or authorized City representative in writing of any conflict, inconsistency, or ambiguity in the Contract documents. The City shall determine how the conflict or inconsistency will be resolved. The Contractor shall not proceed with work affected by the conflict until the City provides direction.

B. MATERIALS

All materials and supplies provided by the Contractor under this Contract shall be new, suitable for their intended use, and consistent with the specifications. Any materials or supplies that do not meet the Contract requirements shall be replaced by the Contractor at its sole cost. Upon request, the Contractor shall provide product information, safety data sheets, receipts, or other documentation reasonably required by the City to verify compliance with the specifications.

C. CONTRACT DURATION

The initial term of this Contract is anticipated to begin on January 1, 2027, and continue through June 30, 2028, unless otherwise specified in the executed Contract.

The Contractor shall commence services on the date directed by the City.

The City reserves the right to extend this Contract for four (4) additional one (1) year periods. Such extension shall only be valid if effectuated in writing by the City.

D. DISPUTES

For the purpose of this contract, all disputes arising from this contract, or its interpretation shall be in writing address to the Public Works Director. The Public Works Director’s decision shall be final.

E. PRICES

The unit price for each of the several items in the proposal of each bidder shall include its pro-rata share of overhead and incidental costs; so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price bid represents the total bid. Any bid not conforming to this requirement may be rejected as incomplete.

Special attention of all bidders is called to this provision, should conditions make it necessary to revise the quantities, no limit will be fixed for such increased or decreased quantities; no extra compensation allowed.

F. INSURANCE REQUIREMENTS

Contractors must possess the following insurance to be considered as a responsive bidder.

NOTE: The cost of required insurance is not a separate bid item and as such must be included within the bid at an appropriate rate applied to all items.

Worker’s Compensation: $1,000,000

Employer’s Liability:

Each accident: $1,000,000

Disease, policy limit $1,000,000

Disease, each employee $1,000,000

General Liability:

Each occurrence: $1,000,000

Aggregate: $2,000,000

Automobile Liability: $1,000,000

Professional Liability (for professional services, if applicable):

Each claim: $1,000,000

Aggregate: $2,000,000

G. PAYMENT TO THE CONTRACTOR

The Contractor shall submit itemized invoices in accordance with the payment schedule and pricing established in the Contract. Unless otherwise specified in the Contract, invoices shall be submitted monthly for services performed during the applicable billing period.

Each invoice shall include the applicable purchase order number, billing period, facilities serviced, and charges for the services provided. The City may require supporting documentation reasonably necessary to verify that the invoiced services were performed in accordance with the Contract.

Payment shall be subject to the City's review and approval of the invoice and shall be made in accordance with applicable law and the City's payment procedures. The City may withhold payment for disputed or deficient services to the extent permitted by the Contract and applicable law.

H. CONTRACTOR TELEPHONE SERVICE

Contractor shall maintain a 24-hour, 7 day/week telephone service and will respond within one (1) hour to clean up any work left undone after the City notifies the Contractor of failure to perform. The City will notify the Contract Service Company in writing by U.S. mail of any and all failures to comply with this procedure within five

(5) days.

I. PROTECTION OF PERSONS AND PROPERTY:

The Contractor shall be responsible for any/ all injuries or damages to persons or property that may occur in connection with the performance of work under this contract. He shall take all necessary precautions and exercise adequate diligence to prevent injuries or damages of any nature to persons or to property of others during the prosecution of this contract. The Contractor shall defend the City of Hendersonville against any and all claims which may arise from the performance of this contract.

SPECIFICATIONS

All cleaning methods, products, equipment, materials, and supplies furnished by the Contractor shall comply with these Specifications and applicable manufacturer instructions.

The City will provide the Contractor access to each facility as reasonably necessary to perform the services required by the Contract.

1. SCOPE OF SERVICES

The Contractor shall provide the routine janitorial services, additional work, and as-needed services described in these Specifications and elsewhere in the Contract. The Contractor shall perform all work in a professional manner and maintain the designated facilities at the required level of cleanliness.

1.1 ADDRESS LIST OF FACILITIES

Facility Name Address Approximate Maintained Square Feet

1. City Hall Building 101 Maple Drive North 20,000

2. Police Building 3 Executive Park Drive 13,200

3. Police Annex Building 3 Executive Park Drive 10,000

4. Freehill Maintenance Shop and Breakroom

223 Freehill Road 1,900

1.2 PUBLIC HOURS OF OPERATION

Description/Building Hours Days

City Hall Building 8:00 a.m. - 4:30 p.m. Monday – Friday

Police Building 8:00 a.m. - 4:30 p.m. Monday – Friday

Police Annex Building 8:00 a.m. - 4:30 p.m. Monday – Friday

Freehill Maintenance Shop 8:00 a.m. - 3:00 p.m. Monday – Friday

Public hours may be subject to change. In such circumstances, the City will notify the Contractor of applicable changes.

1.3 FACILITY SCHEDULES

1.3.1 The Contractor shall perform routine janitorial services at each facility in accordance with the service frequencies specified in Section 1.12.

1.3.2 Unless otherwise approved in writing by the City, routine janitorial services, excluding Extra Work, shall be performed between 5:00 p.m. and 10:00 p.m. The City may approve alternative service times based on its operational needs

1.3.3 At the Freehill Maintenance Shop and Breakroom, cleaning shall occur Monday through Friday. The Contractor shall establish a fixed written schedule with the City and adhere to the approved schedule.

1.3.4 On evenings when the Board of Mayor and Aldermen, Planning Commission, or another City-designated public meeting is scheduled, the Main Meeting Room and Executive area at City Hall shall be cleaned on the next scheduled cleaning day. The Contractor shall not clean the Executive area while a meeting is in progress.

1.3.5 City Hall conference rooms shall be cleaned as needed and at least once each week. Police Building and Police Annex conference rooms and stairwells shall be cleaned as needed and at least once each week. These requirements do not reduce any more frequent task requirements listed in Section 1.12.

1.3.6 The Contractor shall submit a revised work schedule when actual performance differs substantially from the approved schedule or when requested by the Public Works Director or authorized representative.

Unless otherwise directed, the Contractor shall submit the proposed revision within five (5) working days after the request or before implementing the change, whichever occurs first.

1.4 HOLIDAYS

Services are not required on official City-observed holidays unless requested in advance by the City.

City holidays include:

New Year’s Day

Martin Luther King, Jr. Day

President’s Day

Good Friday

Memorial Day

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Day after Thanksgiving

Christmas Eve

Christmas Day

1.5 SEVERE WEATHER

In the event of facility closures due to severe weather or emergencies, scheduling adjustments will be coordinated directly by the Public Works Director and/or his/her authorized representative.

1.6 CONTRACTOR SUPPLIED EQUIPMENT, MATERIALS, AND CLEANING

PRODUCTS

A. General Requirements

The Contractor shall provide all labor, supervision, tools, equipment, cleaning products, materials, and supplies necessary to perform the services described in this Contract, unless otherwise specified by the City.

The Contractor shall not use City-owned equipment or supplies without prior authorization from City staff. The City will identify designated areas at applicable facilities where the Contractor may store janitorial equipment, cleaning products, materials, and supplies. The Contractor shall keep these areas clean, orderly, and secure.

All cleaning products shall be stored in properly labeled containers. The Contractor shall submit product labels and Safety Data Sheets (SDS) for all cleaning products to be used under this Contract before their use and whenever products are added or changed. The Contractor shall maintain current SDS documentation at the designated location or in an electronic format accessible to the City and Contractor personnel, as approved by the City.

The Contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) requirements, product labeling requirements, and manufacturer instructions regarding the use, handling, storage, and disposal of cleaning products.

The Contractor shall provide the City with electronic copies in PDF format of applicable manufacturer specifications, guidelines, and recommendations for the products, equipment, and materials used in performing the services. Initial documentation shall be provided within ten (10) weeks following commencement of the Contract and updated at least every twelve (12) months thereafter, or sooner when products, equipment, applicable requirements, or building materials change.

B. Contractor-Supplied Equipment

At each applicable facility identified in Section 1.1, the Contractor shall provide, maintain, and keep readily available the equipment necessary to perform the required services, including, but not limited to, the following:

Commercial-grade mops (two per facility, where applicable)

Commercial-grade mop bucket with wringer and wheels

Commercial-grade upright vacuum

Assortment of brooms and dustpans

Caution wet-floor signs (two per facility, where applicable)

Pushcart with trash barrel

Floor squeegee

Spray bottles containing appropriate cleaning solutions or disinfectants

Small buckets, sponges, and cleaning cloths

Glass-cleaning supplies

Other tools, equipment, and supplies necessary to perform the Contract requirements

The Contractor shall ensure that equipment is suitable for the surfaces and tasks for which it is used and is maintained in good working condition. The City may identify specific equipment or supplies that it will provide for use at designated facilities.

The City will designate available storage areas at applicable facilities. The Contractor shall coordinate storage arrangements with City staff and shall not store equipment or products outside of approved areas.

C. Equipment Cleaning, Sanitation, and Storage

The Contractor shall maintain all equipment and reusable cleaning materials in a clean, sanitary, and serviceable condition to ensure proper performance and prevent cross-contamination, odors, and unsanitary conditions.

The Contractor shall follow these minimum requirements:

Scrubbing brushes: Wash in a warm cleaning solution, rinse with clean water, and hang or otherwise position to air-dry.

Cleaning rags and cloths: Wash and rinse thoroughly and store in a manner that permits air circulation. Soft cleaning cloths shall be removed from the premises after use and replaced with clean cloths for each shift. Treated cloths shall be disposed of appropriately after use.

Treated cloth storage: Store unused treated cloths in an appropriate, properly labeled container with a tight-fitting lid, as required by applicable product instructions and safety requirements.

Dustpans: Wash with detergent solution, dry, and disinfect after each day's use before storage.

Dust mops: Use chemically treated dust mops with removable heads where appropriate. Remove and replace heads with clean ones before the next shift. Do not shake dust mops inside buildings, on porches, or on sidewalks.

Wet mops, buckets, and wringers: Wash with an appropriate cleaning solution, rinse, wring out, and hang mops to dry. Clean and dry buckets and wringers before storage.

Vacuums and floor machines: Empty dry debris collection containers daily and dispose of debris properly. Empty wet machines into appropriate drains and clean drain screens after use.

Sponges: Clean and disinfect thoroughly after each use and store in a manner that permits air circulation.

The Contractor shall replace worn, damaged, contaminated, or otherwise unsuitable equipment and cleaning materials as necessary to maintain the required standard of cleanliness and sanitation. All cleaning products and equipment shall be used and maintained in accordance with applicable manufacturer instructions and safety requirements.

1.7 CITY SUPPLIED EQUIPMENT AND MATERIALS

The City will supply the following:

Paper towels

Trash bags

Toilet paper

Urinal screens

Toilet seat covers

Soap (liquid and/or form)

Hand sanitizer

Room deodorizers

The City may require the Contractor to provide any of the foregoing supplies. Such supplies are excluded from the Base Bid unless otherwise specified in the Contract.

Any purchase of these supplies by the Contractor must be authorized in writing by the City before the purchase is made. The Contractor shall provide an itemized invoice and supporting receipts for approved purchases. Reimbursement shall be subject to the City's applicable purchasing and payment procedures and shall not include any markup or additional fee unless expressly approved in writing by the City.

1.8 QUALITY CONTROL AND INSPECTIONS

A qualified representative of the Contractor will be required to inspect each facility with a City Representative once each month or more often if requested by City. Each inspection will be thoroughly documented by the Contractor in a monthly inspection report. A copy of each monthly inspection report shall be provided to the Public Works Director and/or his/her authorized representative within five (5) business days following each inspection. The monthly inspection report will include the completion status, progress or disposition of each inspection item.

1.9 CONTRACT PERFORMANCE AND LIQUIDATED DAMAGES

1.9.1 Nonperformance: The Contractor shall perform all services in accordance with these Specifications and the Contract. Deficient, incomplete, or omitted services shall be subject to the notice, corrective action, and liquidated damages provisions set forth in Section 1.11.10.

1.9.2 Corrective Action: Upon identifying deficient performance, the Public Works Director or his/her authorized representative may issue written notice requiring the Contractor to correct the deficiency within the time specified in the notice.

1.9.3 Remedies: Failure to correct deficiencies or repeated nonperformance may result in liquidated damages and other remedies available to the City under the Contract, including termination in accordance with the applicable Contract provisions.

1.10 JANITORIAL CLEANING TASKS

The Contractor shall ensure all fixtures and associated surfaces within the areas covered by this contract remain clean, sanitary, and free from stains, dirt, dust, grime, mineral deposits, soap scum, and mold/mildew. Cleaning shall be performed using products and methods appropriate for the surface being cleaned and in accordance with applicable manufacturer recommendations. All fixtures shall be left in a clean, presentable condition, free of visible cleaning residue, streaks, and water spots:

Personal items in offices and desk areas are not to be moved.

1.10.1 Routine Cleaning, Disinfecting, and Replenishment of Fixtures and Dispensers

Clean and disinfect drinking fountains located throughout designated facilities, as well as sinks, countertops, toilets, toilet seat hinges, exposed pipes, hand dryers, urinals, showers, faucets, handles, valves, dispensers, partitions, and other designated fixtures and surfaces using City-approved cleaning and disinfecting products.

Use a bowl mop exclusively for cleaning the interior of toilets and urinals.

Use a lotion cleanser and suitable non-scratching abrasive pad for stubborn soil where appropriate. Do not use abrasive pads on metal surfaces. Dry metal surfaces after cleaning to prevent spotting and streaking. Clean dispensers using non-abrasive methods, and do not apply oil to metal surfaces.

Clean the interior and exterior surfaces of drinking fountains. Use designated cloths, sponges, or other cleaning tools for toilets and urinals to prevent cross-contamination. The Contractor shall provide the City with a written memorandum identifying the colors designated for each use.

Clean and disinfect walls, partitions, handrails, guardrails, doors, gates, door handles, push plates, and other high-touch surfaces using an approved disinfectant in accordance with the manufacturer's instructions.

Check and refill toilet paper, hand soap, hand sanitizer, paper towels, and other dispensers as applicable. Load supplies in accordance with the manufacturer's instructions. Wipe hand soap and hand sanitizer dispensers and adjacent surfaces to remove spills and residue. Interlock paper towels to ensure continuous feed. Do not leave loose toilet paper rolls on top of or outside dispensers.

Replace City-provided urinal screens as needed. Center each screen over the drain and position any writing or identifying information so it is upright and legible.

Leave toilet seats raised after cleaning, unless otherwise directed by the City.

1.10.2 Descaling and Floor Drain Maintenance

Remove scale, soap scum, mineral deposits, and other buildup from toilets, urinals, showers, faucets, plumbing fixtures, and shower surfaces. Use products and methods that will not damage chrome, brightwork, or other finished surfaces.

Remove hair, lint, and debris from shower drains. Clean floor drains using an appropriate small, stiff-bristle brush and approved cleaning solution. Add water to floor drains as necessary to maintain the drain trap. Use enzyme drain products in accordance with the manufacturer's instructions.

1.10.3 Clean Entrance Mats

Use a wet/dry tank vacuum to remove moisture and a carpet vacuum to remove dry soil from carpeted type entrance mats. Non-carpeted type entrance mats will be cleaned by brushing, sweeping, wiping, shaking, hosing with water and/or vacuuming.

1.10.4 Damp Mop Non-Carpeted Floors

Damp mop all non-carpeted floors using an appropriate neutral detergent. Dust mop floors before damp mopping when necessary to remove loose soil and debris, particularly on finished floors.

Move small items and trash receptacles as necessary to clean beneath them and return them to their original locations. Clean the perimeter and edges of the area before mopping the main floor area. Avoid splashing walls, furniture, and adjacent surfaces. Use wet-floor signs whenever floors are wet.

Use an approved germicidal cleaning solution for restroom floors. Floors shall be free of visible soil, stains, streaks, swirl marks, and detergent film. Follow the flooring manufacturer's cleaning and maintenance recommendations.

1.10.5 Carpet Vacuuming

Vacuum all designated carpeted areas, including high-traffic areas and areas requiring detailed cleaning. Use equipment appropriate for the carpet type and in accordance with the manufacturer's recommendations.

Use an upright vacuum equipped with a rotary brush for routine carpet vacuuming where required. Backpack vacuums shall not be used for this task.

Move chairs and trash receptacles as necessary to vacuum beneath them and return them to their original locations. Use crevice tools and appropriate attachments to clean edges, corners, and other difficult-to-reach areas. Do not disturb personal belongings or papers on desks, tables, or other surfaces.

1.10.6 Dusting and Cleaning Furniture and Interior Building Surfaces

Dust and clean accessible furniture and exposed interior surfaces, including desks, credenzas, tables, chairs, shelves, ledges, windowsills, trim, molding, doors, walls, ceilings, fire extinguishers, pictures, light switches, thermostats, and similar surfaces.

Remove dust, lint, litter, fingerprints, tape residue, cobwebs, and other visible soil as appropriate to the surface. Use suitable cleaning tools and products that will not damage finishes.

Do not move or disturb personal items, papers, or other belongings. Do not clean computers, testing equipment, or other specialized equipment unless authorized by the City.

Dust and clean tables and chairs as necessary, moving or tilting chairs and other movable items to clean beneath and around them. Return all moved items to their original locations.

Dust and polish wood furniture, including desks, credenzas, tables, and shelves, using City-approved cloths and furniture polish appropriate for the finish.

1.10.7 Dusting Vents, Blinds, Draperies, Light Fixtures, and Other Elevated Surfaces

Dust and clean HVAC vents, blinds, draperies, light fixtures, and other accessible surfaces, including ledges, pipes, sprinkler components, cables, walls, ceilings, and similar areas. Remove dust, cobwebs, lint, leaves, and other accumulated debris using appropriate cleaning tools and equipment.

Remove spider webs using a wand or other soft device specifically designed for web removal that will not damage pictures, artwork, light fixtures, adjacent surfaces, or objects. The finished surfaces shall have a uniform, clean appearance, free of spider webs and dust.

Clean light fixtures and surrounding surfaces as needed. Where practical and permitted, remove fixture lenses, clean them using an appropriate damp cloth or cleaning pad, and reinstall them securely.

Use cleaning methods and equipment appropriate for the surface and take care to avoid damage to fixtures, electrical components, artwork, and surrounding finishes.

1.10.8 Locker Cleaning

Dust and clean the exterior of lockers, including tops, doors, and handles, in locker rooms, dressing areas, restrooms, and other designated locations.

Clean the interior of lockers only when they are empty and unlocked. Do not open locked lockers or disturb personal belongings. Do not clean occupied lockers or lockers containing personal items

1.10.9 Waste Removal and Trash Receptacle Cleaning

Empty designated indoor trash receptacles, including desk-side wastebaskets, and remove waste to the designated City trash container or collection area. Replace liners as needed and place a spare liner beneath the installed liner where required.

Spot-clean the interior and exterior of trash receptacles to remove visible stains and soil using appropriate cleaning products and methods. Return receptacles to their original locations.

Empty designated outdoor trash receptacles and ash receptacles at the Sally Port, Police Department front entrance, City Hall outside pavilion, Freehill Maintenance Shop, and other designated locations. Replace liners where applicable and clean exterior surfaces with an appropriate cleaner. Replace sand in sand-type ash receptacles at least monthly. Ensure smoking materials are fully extinguished and cool before handling or disposal.

Clean designated trash enclosures by removing litter and trash, sweeping floors, and spot-cleaning walls, gates, doors, block surfaces, rails, ledges, lights, and other accessible surfaces. Wet mop concrete floors as needed. Do not wash debris, grease, or cleaning residue into drains. Close and lock gates after cleaning.

All janitorial waste shall be placed in the City's designated trash containers or collection areas. The Contractor shall not place City waste or recyclable materials in its vehicles or remove such materials from the City's designated disposal areas unless expressly authorized by the City.

Immediately report illegally dumped household waste, construction debris, hazardous waste, or other materials requiring special handling to the City. Do not discard food, personal property, or other materials except as authorized by the City.

1.10.10 Restroom Wall, Ceiling, and Surface Spot Cleaning

Spot-clean restroom walls, ceilings, doors, fixtures, and other surfaces to remove visible soil, fingerprints, cobwebs, wads of toilet paper, soap residue, and other debris.

Use cleaning products and methods appropriate for the surface. Remove soil without transferring it to adjacent surfaces or damaging paint, finishes, or other materials.

1.10.11 Carpet Spot Cleaning

Spot-clean carpet stains as needed using appropriate carpet stain removers and equipment. Blot or scrape away excess material before applying cleaning products.

Apply stain remover to a cloth when appropriate rather than directly to the carpet.

Use suitable brushes, cloths, gum removers, and wet/dry vacuums as needed.

Remove cleaning residue and allow the carpet to dry. Do not damage carpet fibers or leave sticky, oily, or discolored areas. Report stains that cannot be removed using routine spot-cleaning methods.

1.10.12 Spot Re-Waxing of Vinyl and Tile Floors

Remove black marks, chair-glide marks, and other soil from designated vinyl and tile floors. Apply one thin coat of approved floor finish to the affected area. Do not apply finish within two (2) inches of the floor perimeter where specified. Maintain a uniform appearance and remove cleaning solution or finish from baseboards and adjacent surfaces.

1.10.13 Spray Buffing of Resilient Floors

Spray buff designated resilient tile and terrazzo floors using an approved single-disc machine, appropriate pad, and approved spray-buff solution.

Dust mop the floor before treatment. Move chairs and trash receptacles as necessary and return them after cleaning. After spray buffing, dust mop the floor to remove remaining residue.

The finished floor shall have a uniform appearance and gloss and be free of visible soil, stains, marks, and cleaning residue. Prevent solution from contacting or damaging adjacent surfaces.

1.10.14 Window, Glass, Mirror, and Display Case Cleaning

Clean designated interior windows, glass panels, display cases, glass partitions, mirrors, mirror frames, and other glass surfaces. Clean both sides of glass where accessible and required.

Remove fingerprints, smudges, tape residue, oily film, streaks, haze, lint, and other visible debris. Clean frames and adjacent surfaces as necessary. Use approved glass cleaner, squeegees, sponges, and cloths appropriate for the surface. Remove drips and prevent water or cleaning solution from damaging surrounding materials.

Use care when cleaning safety glass and other specialty glass surfaces. Do not use methods or tools that may scratch, etch, or otherwise damage the glass. Follow manufacturer recommendations.

1.10.15 Kitchen and Break-Room Appliance Cleaning

Clean designated kitchen and break-room appliances, including ovens, stovetops, microwaves, toaster ovens, toasters, coffee pots, refrigerators, and freezers, as needed or as directed by the City.

Wipe spills and food residue from microwave interiors and exteriors. Before using an oven's self-cleaning function, consult the Public Works Director or authorized representative to confirm its use is approved. Unplug toaster ovens before cleaning, allow them to cool, and remove accumulated crumbs.

Do not discard food, containers, or personal property unless expressly authorized by designated City staff. Do not discard reusable containers, including glass or stainless-steel containers, unless specifically authorized by the City.

1.10.16 Wood Floor Maintenance

Damp mop designated wood floors using an appropriate cleaning method and product. Apply approved water-based floor finish to worn areas when directed, covering approximately fifty percent (50%) to eighty percent (80%) of the floor area as appropriate. Buff the remaining area or follow the manufacturer's recommendations and the City's instructions.

Use products and equipment appropriate for the wood flooring and its existing finish.

1.10.17 Porcelain and Tile Floor and Wall Cleaning

Machine scrub designated glazed porcelain and quarry tile floors and walls using an approved cleaning solution, machine, and pad suitable for the surface.

Remove stains, mildew, mineral deposits, and accumulated soil. Rinse surfaces as necessary and manually clean areas that cannot be reached by machine. Seal surfaces where specified, excluding showers unless otherwise directed by the City or the manufacturer's recommendations.

1.10.18 Concrete Concourse Floor Cleaning

Clean designated concrete concourse floors using a rotary vacuum machine equipped with suitable soft-bristle brushes or pads and an approved neutral detergent.

Remove soil and residue without splashing adjacent surfaces. Squeegee water as needed and use wet-floor signs. Finished floors shall be uniform in appearance and free of visible soil, stains, and cleaning residue.

Obtain the City's written approval of the proposed cleaning process and machinery before performing this work.

1.10.19 Resilient Rubber Floor Deep Cleaning

Sweep, wash, mop, and scrub designated resilient rubber floors using approved products and equipment suitable for the flooring material.

Avoid splashing adjacent surfaces and use wet-floor signs. Finished floors shall be uniform in appearance and free of visible soil, stains, streaks, and cleaning residue.

Follow the flooring manufacturer's maintenance recommendations.

1.10.20 Elevator Cleaning at the Police Department Only

Elevator cleaning shall be performed by cleaning all surfaces within the elevator car, the exterior doors, and exterior push button control panels.

Remove litter, trash and garbage. Sweep or vacuum dirt, debris and soil from floors.

Spot clean unsightly soil from car walls, buttons, ceiling, doors, panels, rails, and surfaces. Damp mop non-carpeted floors to remove liquids and unsightly soil. Dust light fixtures. Clean and polish stainless steel panels and doors.

Clean and completely remove smudges, oily film, streaks, haze, debris and other types of soil from glass surfaces, mirror surfaces and adjacent frames. Remove stains in all areas. “Caution-Wet Floor" signs will be placed to provide sufficient warning. Cleaning will provide a uniform clean appearance free of soil, stains, streaks, swirl marks, detergent film or any observable buildup of grime.

Immediately report any hazards, safety issues, damage, vandalism, unusual sounds, unusual smells or operational problems to City.

1.11 ADDITIONAL RESPONSIBILITIES AND REQUIREMENTS

1.11.1 Prohibition Against Subcontracting or Assignment

Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither the Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. In the event of any unapproved transfer, including any bankruptcy proceeding, City may void the Agreement at City's option in its sole and absolute discretion. No approved transfer shall release any surety of Contractor of any liability hereunder without the express written consent of City.

1.11.2 Personnel and Security Background Checks

Before being assigned to perform services at the Police Building or Police Annex, all Contractor employees who will work in these facilities shall complete the criminal background check process required by the City of Hendersonville Police Department. The Contractor shall be responsible for coordinating the required checks and paying all associated costs, if required. Employees must receive City approval before being assigned to either facility. No employee may perform services at these facilities until the required checks have been completed and the employee has been approved by the City.

1.11.3 Employee Identification and Appearance

Contractor employees shall wear company name tags while performing services under this Contract. Company uniforms are recommended but are not required. Employees shall maintain a neat and presentable appearance while performing services. Employees shall sign in and sign out using the designated facility logs during each shift.

1.11.4 Scope Flexibility

Contractor shall provide services for all buildings in accordance with the schedules and frequencies identified in Section 1.12, or as otherwise directed by the Public Works Director and/or his/her authorized representative.

1.11.5 Equipment & Personnel

Contractor shall supply all tools, specialized cleaning equipment and trained personnel to perform duties in a timely and professional manner.

1.11.6 Key & Access Control

The City will provide the Contractor with access fobs and, as necessary, keys for City Hall to access designated areas required to perform the services. For the Freehill Maintenance Shop and Breakroom, the City will provide keys for access to the gate and building doors. These keys will be issued to the Contractor for the duration of the Contract and shall be returned upon completion or termination of the Contract.

For the Police Building and Police Annex, the Contractor's employees shall obtain keys and/or access cards from the Police Department at the beginning of each shift and return all keys and access cards to the Police Department at the end of each shift.

The Contractor shall ensure that all City-issued fobs, keys, and access cards are properly secured and used only for authorized purposes. The Contractor shall not duplicate, or permit the duplication of, any fob, key, or access card. Any lost, missing, or stolen fob, key, or access card shall be reported immediately to the Public Works Director and/or his/her authorized representative. The Contractor shall reimburse the City for all direct and indirect costs associated with rekeying buildings or portions of buildings, or replacing hardware, fobs, or access cards, when the City determines that the security of City property is jeopardized as a result of lost, misplaced, stolen, or unauthorized duplication of City-issued access devices.

Contractor employees shall not admit or permit any other person, including friends or family members, to enter any locked City building or locked space within a City building. Contractor employees shall not enter locked offices or other restricted areas, including the Human Resources, Finance, and Mayor's offices, unless specifically authorized by the City.

The Contractor shall present any City-issued fobs, keys, or access cards to the City upon request at any time during the Contract. Upon completion or termination of the Contract, all City-issued fobs, keys, and access cards assigned to the Contractor shall be returned to the City..

1.11.7 Contractor Representative

Contractor will designate in writing to the City the name of the person who will officially represent the Contractor, and be responsible for communication between the City and the Contractor.

1.11.8 Contractor Supervisor

Contractor will designate in writing to the City the name of the person or persons who will officially supervise custodial staff on-site. The Contractor shall provide a supervisor on-site during all operating hours of the CONTRACT to direct, oversee, inspect, schedule and organize work. An on-site supervisor is defined as an individual with authority to direct, reassign or replace staff and other resources necessary to perform the work.

1.11.9 Change in Scope of Services

In the event the City requires a change in the scope of the work set out in this agreement, for example, by loss or addition of facilities, or by an increase or decrease in the work required within the facilities set forth in this agreement, or by special cleaning requirements not anticipated, the Contractor will provide in the attached Bid Proposal Submittal Pricing Sheet as basis by which such changes in scope may be negotiated.

Valuation of such changes in scope may be…