Contracted Cleaning Services SY2026 - 2031

Collegium Charter School Contracted Cleaning Services
Release Date: Tuesday, March 10, 2026 @ 12:00pm Mandatory Walk-Through Date: Saturday, March 14 or Saturday, March 21 @ 9:00am (RSVP required) Question Due Date: Thursday, March 26, 2026 @ 12:00pm Bid Response Date: Tuesday, April 7, 2026 @ 12:00pm
Project start date: June 15, 2026
Specifications for the contracted cleaning services should be as follows:
Scope of Work -- General Housekeeping
1. Bidders shall comply with all requirements of the CCS Recycling Program. This includes but is not limited to breaking down and proper disposal of all cardboard and compliance with each building's specific plan. 2. Bidder shall be responsible for the general cleaning and Custodial Services in accordance with the detailed specifications. The work is to be performed at those hours mutually agreed upon. 3. In addition to labor and superintendence, the Bidder shall supply all equipment and cleaning supplies necessary to perform the services required by these specifications. CCS reserves the right to reject any products or supplies which it finds unacceptable or not adequate in the performance of the contract. Special attention should be paid to attached specifications. 4. At the conclusion of the Bidder's working hours each day, the Bidder's building supervisor/lead person shall be responsible to see that the building is totally locked and secured unless otherwise directed. The Bidder shall be held responsible for any loss or damage caused by their failure to lock and secure a building. If the Bidder fails to properly secure the building including such omissions as leaving doors unlocked, windows open or alarm system (where applicable) not activated, CCS will deduct the sum of $150.00 for each incident from the payment due to Bidder when the building is not properly secured. Such deduction shall be used to compensate CCS for false alarms and for properly securing the CCS campus. 5. All work shall be done in a first-class manner and all materials shall be the best of the kind and quality specified, and shall be subject to the inspection and approval of CCS. CCS shall have, at all times, power to reject any materials which in their judgment do not fulfill the requirements of these specifications and plans or any work that may be done as specified. 6. The Bidder represents that they are familiar with all Federal, State, Municipal and Departmental laws, ordinances, and regulations, which may in any way affect the work of those employed herein, including, but not limited to, any special acts relating to the work or the project of which it is a part. The Bidder must perform the work under the contract in accordance with the rules, regulations and directives of all local, state, and federal agencies having jurisdiction over their work. 7. The Bidder shall provide all labor, supervision, and equipment necessary for the successful operation of the contract. All equipment is to be kept in working order and repaired/replaced, within 48 hours, when no longer performing properly. CCS shall provide all supplies of a disposable nature such as hand soap, toilet paper, paper towels, facial tissues, trash can liners, etc. The Bidder shall supply all other supplies (mops, brooms, etc.) and materials of a chemical nature such as floor waxes, detergents, disinfectants, general cleaning agents, etc. No chemicals or finishes are to be stored overnight in any open containers or buckets. At no time are any stale or outdated materials to be used or stored. 8. The Bidder will be responsible for providing the proper insurance coverages for all areas necessary; General Liability, Workers’ Compensation, automotive liability, general umbrella coverage with CCS named as an additional insured. Insurance certificate(s) will be required prior to contract start.
Scope of Work -- Detailed Specifications
A. SPECIAL INSTRUCTIONS AND SPECIFICATIONS: 1. Training, Employee Retention and Absenteeism, and Substance Abuse are all conditions that materially affect the level of Custodial Service that CCS receives from the Contractor. It is CCS's position that only a Contractor that has a formal, documented program in--place for each of these areas is capable of delivering Custodial Services at a level of effectiveness that will meet CCS's specifications. Therefore, each Bidder is to submit their employee handbook which includes the aforementioned, and the successful Contractor is to maintain their formal programs. Failure to adhere to this requirement will be cause for rejection. 2. It is CCS's position that only a Contractor who has successfully demonstrated the ability to deliver Custodial Services to a facility similar in size and configuration to CCS can deliver service and management at the level required by these specifications. Therefore, each bidder shall submit as part of the bid, a list of at least two (2) references of 300,000sqft or greater, complete with name, contact individual, location, telephone number, and type of facility. At least one (1) of these references is to be an Educational Facility, preferably in Pennsylvania. Failure to adhere to this requirement may be cause for rejection. 3. It is CCS's position that only a Contractor who has successfully demonstrated the ability to implement a VCT maintenance program utilizing 3M Non-Resilient in a facility similar in size and configuration to CCS can deliver service at the level required by these specifications. Therefore, each bidder shall submit as part of the bid, a reference(s) of 300,000sqft or greater, complete with name, contact individual, location, telephone number, and type of facility. This reference should be an Educational Facility, preferably in Pennsylvania. Failure to adhere to this requirement may be cause for rejection.
B. GENERAL CONDITIONS: 1. Contractor to supply all labor, materials, and supervision necessary to complete the contract under these specifications, except: hand soap, paper hand towels, tissues, toilet paper and trash can liners (supplied by CCS). 2. All Contract personnel must wear, at all times: (1) an approved uniform, (2) an approved identification badge. No Contract personnel will be permitted to enter or remain on CCS property unless both conditions are met. 3. The Contractor shall designate a Custodial Supervisor for the campus and an individual to act as a Contract Manager whose hours and duties are in addition to the minimum specified. Duties are to be scheduled in such a way that proper supervision is available at all times. Each shall have a copy of these specifications in their possession at all times. 4. The Custodial Supervisor/Lead shall report to the building in sufficient time to allow for a thorough discussion of the scheduled activities and such other items that are included in the contract. The Custodial Supervisor shall return to the building throughout the shift to observe employee performance. 5. CCS shall provide each Site Supervisor and/or Area Manager a master key to each building. All employees on site will be provided with an access card valid during specified hours. In addition, CCS shall provide one set of interior keys for each building, which shall be stored in a designated key box and never taken from the building. At no time shall copies be made of any keys or FOBs issued. If CCS deems it necessary to re--key any locks due to inadequate key control management by the Contractor, the cost will be deducted from the monthly payment. Keys or FOBs shall not be traded between employees nor forwarded to new employees; the keys or FOBs are to be returned to CCS to be re--issued. There will be a $250.00 charge for the replacement of any lost or stolen key and $20.00 for a card FOB. CCS reserves the right to inventory the Contractor's keys/FOBs at any time. 6. The Contractor shall provide CCS with a list of all supervisory personnel including the telephone numbers where each person may be reached during all working hours (pager/cellular phone numbers where applicable). In addition, the Contractor shall maintain a file of "Child Abuse Clearances" and "Criminal Background Checks" for all current employees in the CCS HR and/or Operations Offices and a complete roster of current employees in the CCS Operations Office. 7. The Contractor shall notify CCS immediately of conditions, which will limit hours or decrease the daily work crews, such as illness or injury in addition, the Contractor shall notify CCS in advance of any condition or situation, which will affect the performance of the work under this contract. In either case, the Contractor shall submit a plan, in writing, of how the affected work is to be rescheduled. 8. Neither party hereto will hire personnel employed by the other, during the term of the contract, without written permission. 9. CCS reserves the right to approve all employees before they begin work at our site. 10. CCS observes these holidays, at which time the building is, or may be, closed. Custodial crews are expected to be scheduled so that the Contractor can assure the Owner that the building will be clean and ready to open following these holidays: Winter Break Labor Day Martin Luther King Jr Day Memorial Day Thanksgiving Day Juneteenth Independence Day Spring Break President’s Day 11. The Contractor shall report, via email, any damage that occurs as a result of this contract. Furthermore, the Contractor shall report, in writing, any items that require maintenance or repair that are discovered during the process of this contract. 12. The work of this contract shall be scheduled in such a way as not to disturb normal school activities. When school is in session work may begin at or about 3:00 pm and conclude no later than 12:00 am Monday through Friday. Weekend, holiday and summer work can take place during daytime hours, but must be coordinated with CLIENT so as not to conflict with scheduled activities. 13. It is the intent of CCS to award a contract to a single contractor for the custodial cleaning of the campus. The contract will commence on June 15, 2026 for a period of three (3) years, with an option to renew for two (2) additional one-year terms. 14. At no time shall the Contractor's personnel: a) Allow custodial closets to stand open and unattended. b) Leave custodial products and/or equipment unattended. c) Leave lights on or doors open in unattended sections. d) Congregate or have food/drink in unauthorized areas. e) Use any CCS equipment. (i.e.: Computers, Viewboards, Projectors, etc.) f) Play radios or similar devices, at a volume that is audible in other areas of the building. 15. The Contractor is responsible for the security of the building during the cleaning operation. The Contractor shall secure each section as it is completed and secure the building at the end of each shift (secure all doors and turn off all but designated lights). If the Contractor fails to properly secure the building, the cost of CCS's response, at the overtime rate, shall be deducted from the monthly payment. Repeated deficiencies (3 or more documented occurrences within a 30-day period) may constitute material breach and may result in termination for cause. 16. The Contractor is responsible for the conduct of its personnel. The Contractor must provide written policies and procedures with its Proposal regarding suspected theft and other unlawful conduct by its personnel. The contractor shall fully cooperate with CCS and with any Law Enforcement authorities in the investigation of suspected unlawful activities. In the event that personnel employed by the Contractor are found to have committed theft or other unlawful activities, the Contractor shall be responsible to CCS for restitution which will include, but not necessarily be limited to, all actual losses, damages, costs of investigation, and costs of prosecution. 17. The Contractor is to inform the CCS Assistant Director of Facilities immediately of any vandalism, evidence of attempts to force entry, and all other damages to the buildings. 18. CCS shall inspect the building daily and report any deficiencies and all unsatisfactory performance to the Contractor. At that time, the contractor will be given an opportunity to make the necessary corrections in a reasonable amount of time. Where it is necessary, in CCS's opinion, to correct unsatisfactory performance in order to conduct activities in a clean and safe atmosphere, the costs of the correction will be deducted from the monthly payment. 19. In the event of an act of God, or other event resulting in the closing of the building, no payment(s) shall be made for that period of time when cleaning services are not required/performed. 20. The "Architectural Size" of the six (6) buildings is approximately 600,000 square feet; this is not the amount of space to be cleaned. It is the Contractor's responsibility (with CCS approval) to determine the minimum number of man hours needed to fulfill all the requirements of these specifications. Bidders must submit a detailed staffing plan including total annual man-hours, staffing by building, supervisory coverage, wage rates, and shift schedules. CCS reserves the right to evaluate staffing levels in determining the lowest responsible bidder. 21. CCS reserves the right to audit payroll records and/or time cards. Contractor is required to employ persons at a reasonable hourly rate for cleaners, and an on-site supervisor and a salaried, non-working site manager. CCS reserves the right to require that the Contractor remove any employee from the CCS Contract for unsatisfactory performance, appearance, behavior or attitude. Wage rates shall comply with all federal and state laws and be sufficient to attract and retain qualified personnel. 22. The custodial supervisor’s core responsibilities will include direct supervision of custodians during their shifts, assign daily cleaning tasks, monitor work completion, perform inspections, train new employees, fill in for absent staff, and communicate building issues to management. The site manager’s core responsibilities will include overall contract compliance, assessing staffing levels and schedules, quality control programs, reporting to the CCS Assistant Director of Facilities on a regular basis, safety and OHSA compliance, performance improvement planning and be available for on-site escalations and available for regular inspections across all buildings. The Custodial Supervisor position shall be a working supervisory role assigned to specific building(s) and shifts. The On-Site Manager shall be responsible for full contract compliance, staffing authority, quality control oversight, and serve as the primary point of contact with CCS. These roles shall not be combined without prior written approval. 23. The Contractor must maintain commercial grade, purchased new for this site, equipment, in sufficient quantity and design to perform the work as specified. All equipment must remain in like new condition and be maintained in effective working order throughout the life of the contract. All equipment must meet applicable electrical codes. Contractor shall provide and maintain a current list of the equipment per building (type, quantity, age, manufacturer, and model) in the Operations office for review monthly. It is expected that all equipment is to be repaired or replaced within 48 hours of a breakdown and that spare equipment be kept on site or readily available for use in the event of equipment breakdown. Failure to have properly functioning equipment could result in a postponement of payment. 24. All cleaning supplies and materials must be approved by CCS and be of commercial grade and of sufficient quality to be used in a school and administrative offices. All cleaning supplies must comply with all federal, state, and local regulations in regard to storage, use, and safety. The Contractor must maintain a complete inventory of MSDS for all products used in each building and a Master Book on file at the Operations office. 25. The Contractor shall maintain, in the Department of Operations office, a Master Procedures Book, indexed and containing the following sections: a) MSDS for all products used, and Right--To--Know procedures b) List of equipment maintained in each building c) Maintenance and Use Manuals for all equipment d) Standard Company policies and procedures e) Standard procedures for the completion of routine tasks f) Daily routine or schedules for personnel assigned to each building g) Emergency and safety procedures h) Unique requirements of CCS 26. The Contractor shall be responsible for the strict adherence to all Federal, State and Municipal codes and regulations, such as, but not limited to OSHA and Right--To--Know. 27. All CCS buildings and grounds are non-smoking areas. It is the policy of CCS to establish and maintain an Alcohol & Drug--Free Workplace. The successful contractor shall have in-place an effective Substance Abuse Policy (Drug and Alcohol), which conforms to CCS policies and all applicable Federal, State, and Local rules and regulations. 28. CCS maintains that a formal training program with regularly scheduled sessions, individual tests for competency and training records is a necessary ingredient in the delivery of effective Custodial Services. The Contractor is to have, in--place, an ongoing, effective and documented training program that consists of two (2) parts, each of which contains, at a minimum: 1. Orientation program prior to assignment to CCS: > Janitorial Safety (MSDS) > Hard Floor Care > Infection Control > Sexual Harassment Handbook Review > Basic General Cleaning Procedures > Carpet Care > Blood borne Pathogens > Personal Grooming 2. An in--service training program that occurs at regularly scheduled intervals through the year, with individual training records, documented attendance and competency testing: > Job Prep. and Clean up > Hazardous Substances (MSDS) > Body Mechanics > Damp/Wet Mopping > Spray Cleaning Hard Surfaces > Daily Restroom Cleaning > Daily Stairwell Cleaning > Auto Scrubbing Safety Requirements > Office Cleaning > Buffing > Carpet Extraction > Infection Control > Right to Know > Basic Restroom Cleaning > Stripping/Refinishing Floors > Carpet Spot Removal > Daily Elevator Cleaning > Fabric/Upholstery Cleaning > Equipment Checks > General Safety > Dust Mopping > Carpet Vacuuming > Furniture Cleaning > Ceiling/Wall Washing > Window Washing > Cleaning Standards > Sexual Harassment > Safety > Benefits Review > Window Blind Cleaning > Team Building > EEO/Affirmative Action Review > Equipment Training (use, care, maintenance, safety) > ADA > Chemical Safety > Lifting Techniques > Handbook Review
C. PERFORMANCE SPECIFICATIONS: 1. The tasks outlined and the frequencies discussed are not meant in any way to limit the scope of the Contractor's work, but rather as a guide to express CCS's expectations and establish minimum acceptable standards. Weather and building use may well dictate that additional tasks be completed to maintain this standard. 2. Standard Custodial Procedures are to be developed by the Contractor and submitted to the CCS Assistant Director of Facilities for review, to ensure that these tasks are effectively completed in accordance with the specifications. 3. Daily Custodial Routines (or schedules) are to be developed by the Contractor and submitted to the CCS Assistant Director of Facilities for review, to ensure that these tasks are uniformly and effectively completed in accordance with these specifications. 4. Unless otherwise specified, exterior work is limited to the cleaning of the exterior surfaces of exterior doors, to include glass, jambs and door hardware. 5. "Spot Wet Mop" means to mop the floor with a minimum of furniture moving/removal. "Wet Mop Entire Floor" means to move/remove all the furniture and clean the entire area. 6. CCS staff will complete light bulb/tube replacement. The contractor will notify CCS of fixtures and areas to be addressed. 7. Contractor will make weekly daytime operational meetings for the Branch manager or equivalent, Executive management and the CCS Assistant Director of Facilities to go over weekly expectations and specific building walkthroughs to verify tasks are completed as specified (weekly to equal all buildings in the month). Contractor shall be able to provide a report divided into the following sections: a) Training accomplished during the month b} Action taken on unsatisfactory inspections, if any, and their results c) Periodic tasks completed d) Special projects -- the Contractor may detail any special projects/efforts or accomplishments, above the required minimum that have been taken. e) Equipment status f) Any issues 8. Quarterly Executive management meetings. 9. When CCS is closed, the contractor has those days to perform the periodic work, i.e.: heavy floor care, vent cleaning, top to bottom cleaning, edge cleaning, blind cleaning, etc. in accordance with the cleaning specs. 10. Contractor is to develop and submit to the CCS Assistant Director of Facilities for approval, a "Hard Surface Floor Care Plan" for each building, for surfaces such as: Terrazzo, concrete/epoxy and VCT. The plan is to include: a) A schedule showing which specific floors are being stripped and finished so that all hard surfaced flooring is completely stripped and refinished at least once every three years. This is in no way to limit the Contractor's responsibility to strip and refinish any floor that is in such a condition that refinishing is required. b) A schedule showing that main Entrances, Lobbies, and Hallway floors are stripped and refinished annually and scrubbed and re--coated during the year, as weather and building use may dictate. 11. Contractor to develop and submit to the CCS Assistant Director of Facilities for approval, a "Carpeted Floor Care Plan" for each building. The plan is to include: a) A schedule showing what frequency of carpet cleaning will occur. b) A schedule showing what process shall be utilized. 12. The schedule for all summer cleaning shall be coordinated with the CCS Assistant Director of Facilities. The schedule is to be constructed in such a way as not to interfere with summer building activities and bearing in mind the fact that maintenance and renovation may be occurring in various sections of the building at the same time. Where possible, spaces are to be cleaned after such maintenance and renovations are completed. 13. The following Task Schedule is to be filled in with the appropriate frequencies you see each task requiring. Those that are labeled already represent our minimum requirements. 14. CCS reserves the right to modify task schedules, frequencies, or cleaning processes as deemed necessary based on building walk-throughs and inspection results.
Contract Terms:
3-year Contract: > Year 1: June 15, 2026 – June 11, 2027 > Year 2: June 12, 2027 – June 16, 2028 > Year 3: June 17, 2028 – June 15, 2029
Optional Extensions: > Year 4: June 16, 2029 – June 14, 2030 > Year 5: June 15, 2030 – June 13, 2031 All documents and solicitation details are available at no cost on PennBid - https://pennbid.bonfirehub.com/
Collegium Charter School reserves the right to reject any and all bids and to accept the bid which is in the best interest of Collegium Charter School.