9-2601 Custodial Scope of Work .pdf

Scope of Work Custodial Services RFP #2601

Corsicana Location

Service Address

Corsicana Location: 3200 W 7th Avenue Corsicana, TX

Number of Buildings: Eighteen (18) approximately 398,604 sq ft

Student Housing Units: 3200 W 7th Avenue Corsicana TX

Number of Buildings: Twenty-two (22) with approximately 267 Suites

Student housing units are included in the overall custodial services; however, pricing shall reflect only the scheduled cleanings as defined in the Scope of Work (two (2) times per year)

Any additional or unscheduled cleaning of student housing units shall be considered as-needed services and will be performed at the rates provided on the Additional Services Pricing Sheet.

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.

The following buildings shall receive six (6) days per week service and must be cleaned Monday thru Saturday, generally after normal business or class hours. Adjustments may be required to accommodate college events, activities, or special scheduling needs as coordinated with Navarro

College.

• SEC

• Gibson Hall (after 10pm)

• Walker Dining Hall

• Cook Center

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 18 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

Student Housing Cleaning

Navarro College Student Housing currently consists of approximately 267 suites in 22 housing buildings.

These units will be cleaned approximately two (2) times per year.

Primary cleaning services shall be performed during the following periods:

• Post–Spring Semester Move-Out: May through August, in preparation for the Fall semester

• Post–Fall Semester Move-Out: December, following student checkouts for the semester break

Detail Cleaning

• Full bathroom sanitation

• Floor cleaning

• Dusting of surfaces

• Appliance cleaning

• Trash removal

• Cleaning of walls, ceiling, vents, light fixtures

• Closets

• All furnishings including dorm furniture

• Windows

• Replacing shower curtains / rods (provided by the College)

Common areas (lounges, hallways, stairwells, entryways)

• Floor cleaning

• Windows

• All furnishings

• Surface wipe-down

• Light fixtures and Vents

• Closets

Floor Care Services

The vendor must possess and utilize commercial-grade, professional deep-cleaning equipment appropriate for residence hall environments and high-traffic institutional facilities.

At a minimum, the vendor shall be capable of performing the following services using proper equipment and industry-standard methods:

Carpeted Areas

• Deep cleaning using commercial carpet extraction equipment designed for large-scale residential facilities

• Removal of embedded soil, stains, and odors associated with student occupancy

• Equipment must be suitable for use in furnished student rooms and common areas

Tile and Hard Surface Flooring

• Routine cleaning using commercial-grade equipment

• Stripping and waxing using professional floor care machinery, including appropriate buffers, burnishers, and applicators

• Floors must be properly prepared, treated, and finished to meet institutional standards for durability and appearance

Cleaning schedules will be coordinated with the Navarro College Housing

Department. The vendor must be able to adjust staffing and schedules during peak periods to meet move-in readiness deadlines.

Supervisor / Apartment Units

In addition to standard student housing rooms, the College has designated supervisor apartment-style units that include a kitchen and additional living space.

These units require the same level of cleaning as student rooms, with the addition of kitchen areas.

Supervisor / Apartment Cleaning Includes:

• All services outlined for standard student housing rooms

• Kitchen cleaning, including:

o Sink and fixtures o Countertops and backsplash

• Exterior and interior of appliances (refrigerator, microwave, oven/stovetop as applicable)

• Cabinet fronts and accessible interior shelving

• Additional living areas (if applicable)

These units will be identified by the College.

Additional and As-Needed Services (Student / Supervisor Housing)

Throughout the academic year, the College may request additional services beyond the standard scope of work. These services will be performed on an as-needed basis and billed per occurrence with prior approval.

Examples of additional services include, but are not limited to:

• Preparing rooms for new occupants due to room changes or reassignments

• Cleaning rooms vacated during semester

• Touch-up or corrective cleaning identified during Residence Life inspections

• Cleaning or re-cleaning rooms following early student checkouts

Spiff Cleaning (Per Occurrence):

Includes a full refresh of the assigned space, including:

• Bathroom cleaning

• Floor cleaning

• Trash removal

• Surface wipe-down

• Cleaning of all furnishings, including dorm furniture

• Interior window cleaning

• Replacing shower curtains / rods (provided by the College)

Or

Detail Cleaning (as previously defined in this RFP)