General Specifications Bidding Requirements

• Bids shall be based on the function, frequency, and annual total of each function as described in the Annual Park Cleaning Service specifications.

• All bidders must meet or exceed the minimum specifications to be considered a valid bidder.

Oversight and Administration

• The Parks and Recreation Director, or their representative, will monitor the contractor's performance.

• The Director or their representative reserves the right to add or delete scheduled cleaning services on an as-needed basis due to holidays, special events, league play, or other circumstances.

• The City of Conroe continuously updates its parks and facilities. New facilities, structures, playgrounds, and amenities may be added or removed through a written amendment to the contract, subject to acknowledgment and execution by both parties.

• The City may add additional cleaning duties, provided they do not alter the overall scope of work.

• The City reserves the right to schedule performance meetings with the contractor at any time during the contract term.

Contractor Responsibilities

• The contractor is an independent contractor and not an agent or employee of the City.

The contractor shall provide all labor, materials, and equipment necessary to perform the required services.

• The contractor shall maintain control over the execution of the work and is solely responsible for hiring and supervising employees.

• The contractor is solely responsible for the safety of its employees.

• The contractor is responsible for the conduct and behavior of its employees. Employees must act professionally at all times while performing work for the City.

• Any interaction with the public must be courteous and professional.

• The contractor shall immediately remove any employee who is incompetent or who endangers persons or property.

• The contractor must have an employee or representative on-site at all times who can communicate in English.

Safety Requirements

• Employees must wear high-visibility safety vests while working near or adjacent to traffic areas.

• Employees are expected to work in various weather conditions, including excessive heat or cold, rain, standing water, and slippery terrain, as necessary to complete services.

• Smoking and the use of tobacco, non-tobacco, and vaping products are prohibited on all City properties.

• Employees must comply with all park rules and safety requirements while working within City of Conroe parks and facilities.

• Any hazardous condition or damaged City property observed during routine maintenance or resulting from maintenance activities must be reported immediately to the appropriate department representative.

• Employees are prohibited from driving vehicles across concrete or asphalt pathways, athletic fields, landscaped areas, or turf within park boundaries.

Work Schedule

• Cleaning services shall be performed between 7:00 a.m. and 5:00 p.m. CST unless otherwise approved by the Director or their representative.

City-Provided Resources

• The City will provide bulk refuse and recycling containers at designated sites for disposing of bagged litter and recyclables collected during cleaning operations.

• The contractor shall keep the areas surrounding these containers free of loose litter and debris.

• The City will provide three sets of keys for facility doors, padlocks, and dispensers. Any additional keys required shall be provided at the contractor’s expense.

• The contractor shall reimburse the City for any lost keys.

• Some locations may utilize electronic keypad access where applicable.

Appearance and Identification

• The contractor and all employees must maintain a clean and professional appearance.

• Employees must wear clean uniform shirts displaying the company name in a manner clearly visible to the public.

• Cutoff clothing, torn or ripped garments, and shirtless employees are not permitted.

• Contractor vehicles and equipment operating within park boundaries must display signage or decals showing the company name and phone number in a manner clearly visible to the public.

Site Conditions and Measurements

• All measurements, including acreage, are approximate and intended only to indicate park size, not the total scope of work.

• Contractors are responsible for visiting each site before submitting a bid.

• Contractors are responsible for seeking clarification regarding any specifications they do not fully understand.

Service Levels and Staffing

• The contractor is advised that the use of City park facilities is seasonal, and service demands will vary.

• The contractor must maintain adequate staffing and equipment to meet changing workload requirements throughout the contract term.

Invoicing and Payment

• Invoices shall be submitted only for completed work.

• No payment will be made for incomplete work.

• Acceptance by the City of Conroe constitutes confirmation that all contracted services have been completed to the City’s satisfaction.

• If a site is determined to be unsatisfactory, the contractor will have 24 hours from notification by the City to correct the deficiency. Failure to do so will result in the work being considered incomplete.

• The contractor shall not invoice for return visits required to correct deficiencies identified by the contract administrator.

• The contractor shall not invoice for services not performed due to site conditions.