Cleaning Services

Project #2026-12
CLEANING SERVICES
SPECIFICATIONS
(Dated: April 1, 2026)
Bid Date: April 22, 2026 at 11AM
Village of Irvington
85 Main Street
Irvington, NY 10533
Tel: (914) 591-7070
Fax: (914) 591-4072
Web Site: WWW.IRVINGTONNY.GOV
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VILLAGE OF IRVINGTON
85 MAIN STREET
IRVINGTON, NEW YORK 10533
TEL: (914) 591-7070 * FAX: (914) 591-4072
WEB SITE: WWW.IRVINGTONNY.GOV
NOTICE TO BIDDERS
Bid Number 2026-12
The Village of Irvington will be accepting bids for a cleaning service contract. Cleaning services are
required for Village Hall, Library, Theater, Recreation Center and Senior Center (PRC# 2026900465 -
Cleaning services).
Specifications will be available on April 1, 2026 on the Village website at www.irvingtonny.gov or at the
office of the Village Clerk, Village Hall, 85 Main Street, Irvington, NY between the hours of 9AM and
4PM.
Those interested in scheduling a tour of each location should contact Karen Buccheri, Secretary to the
Village Administrator, at KBuccheri@irvingtonny.gov.
Sealed proposals for Contract No. 2026-12, for CLEANING SERVICES, will be received by the Village
Clerk-Treasurer, Irvington, NY until 11AM on April 22, 2026.
Immediately thereafter, the bids will be publicly opened and read aloud in Village Hall.
The Village will award the contract to the lowest responsible bidder.
Bids must be submitted in a sealed envelope and distinctly marked with the name of the bidder, the bid
number and the date and time of the bid. Bids may be delivered or mailed to the Village Clerk-Treasurer
on or before the bid opening time and date specified.
The Village of Irvington reserves the right to waive any informality in the bids, or to reject any or all bids.
No bidder may withdraw their bid within forty-five (45) days after the actual date of the opening thereof.
The policy of the Village is to encourage significant, meaningful participation of business enterprises owned
by minorities and/or women (MBE/WBE) in projects and contracts funded by the Village.
April 1, 2026 Katie Bugna
Irvington, NY Clerk-Treasurer
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SECTION 1 - REQUIREMENTS FOR:
CONTRACT #1 VILLAGE HALL AND LIBRARY
This section is applicable to the following locations:
Village Hall, 85 Main Street - Basement Level (Police Department, Court Clerk's Office and
Courtroom)
Village Hall, 85 Main Street - First Floor (Clerk, Administrative offices and Building Department)
Library, 12 South Astor Street
Hours available for cleaning:
Police Department is available for cleaning from 6AM to 10AM
Court Clerk's Office is available after 9AM
Village Administrative offices (Building, Administrator, Clerk-Treasurer) are available for
cleaning Monday through Sunday from 6AM through 11AM.
Library is available for cleaning from Monday through Saturday 6AM through 10AM and all day
Sunday.
Work Days:
Police Department - 7 days per week, including holidays
Library - 6 days per week (Monday through Saturday)
All other locations - 5 days per week (Monday through Friday)
Square Footage:
Village Hall - each floor (1st floor, 2nd floor, and Theater level) is approximately 4,500 sq. ft.
The Police Department takes up approximately 3,200 sq. ft. of the first floor.
Library - approximately 10,000 sq. ft.
Employees at each location:
Police Department - Up to 10 on any given shift
Court Clerk's Office - up to 4
All other administrative offices in Village Hall - Up to 12
Library - Up to 12
Every work day (see "Work Days" below):
Vacuum all carpets including behind and under all furniture and along partitioned areas
Vacuum hard to reach areas (corners/edges) using a crevice tool
Sweep and mop all wood/tile floors including behind and under all furniture and along partitioned
areas
Dust and damp wipe all desks and permanent equipment on desks (computers and screens,
keyboards, calculators, etc.)
Dust and damp wipe all bookcases (including top), windowsills, and flat surfaces
Clean Plexiglass partitions
Empty trash receptacles and dispose to designated area
Reline all trash receptacles with fresh liners
Empty paper and plastic recyclables - accumulate and put out for collection
Put any large boxes / garbage out for collection in a designated area
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Bathrooms:
o Empty trash
o Disinfect/deodorize sinks, toilets, urinals, dispensers, and washbasins
o Clean all shiny fixtures
o Damp wipe all partitions and stall walls
o Wash and polish mirrors, vanity tops, dispensers, and hand dryers
o Sweep and mop floors using disinfectant
o Replace all toilet tissue, hand towels and soap from Village stock. Notify Village when
supplies are low for re-ordering
Stairs: Vacuum and/or sweep all steps and landings. Damp wipe all handrails. Damp mop all hard
floor surfaces in stairwells including all landings
Weekly:
Dust any wall hangings, flags, pictures, window blinds, etc.
Dust mop all ceiling corners, walls, and areas above windows
Scrub all bathroom floors; ensuring tile and grout are clean
Polish shelves and cabinets
Clean any glass/shiny surfaces on doors or vestibules
Every Six Months:
Clean and wax all wood floors. No stripping of wood floors necessary.
Polish tile floors
Steam clean all carpets
Wash all blinds (remove and replace if possible)
SPECIFIC REQUIREMENTS
Village Hall, 85 Main Street - Basement level - Police Department:
Clean the Chief's office, Lieutenants' office and Detective's office - Monday through Friday
Clean the offices of the Detective and Lieutenant - Every day
Squad Room - Mop floor, clean top of lunch table and entire eating area (microwave,
refrigerator, counters) - Every day
Clean the two (2) prisoner cells and two (2) interview rooms - Every day
Common bathroom used with Court - Monday through Friday
Locker Rooms (both male and female) - Mop floor, dust lockers - 3 times per week
Clean glass in lobby partition and main entry door -2 times per week
Village Hall, 85 Main Street - Basement level - Courtroom & Court Clerk's Office:
Empty trash can and shredder
Vacuum carpet
Dust the photos
Clean door windows and Plexiglass partitions
Mop Court office floor
Wipe down desks, refrigerator and equipment
Village Hall, 85 Main Street - First Floor front entrance:
Empty trash can
Wipe down desks
Sweep and damp mop wood floors
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Vacuum all carpet runners
Library, 12 South Astor Street:
Wash all windows in the lobby, inside and out, including glass door entry to program room - Every
day
Wipe baby-changing tables with disinfectant - Every day
Wipe down counters, sinks and microwaves in both kitchenettes - Every day
Clean refrigerators - Monthly
Scrub all areas in front lobby - radiator cover, baseboards, bulletin board - Weekly
Dust all vents (fire alarm deactivation required) - Monthly
Take books off of shelves and dust behind them - Annually
As a courtesy to the residents in the apartments above the Library, it is preferable that cleaners not
vaccum before 7AM (8AM would be even better).
Library Director usually arrives between 8:30 and 9AM and is available to discuss cleaning issues
at that time.
No children please...
Do not use library equipment, except for equipment necessary for cleaning.
In the small garden area to the south and east of the library, police the area for litter and empty the
trash bin.
Clean glass door of inset display area next to Director's office every day
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SECTION 2 - REQUIREMENTS FOR:
CONTRACT #2 VILLAGE HALL (THEATER LEVEL)
This section is applicable to the following location:
Village Hall, 85 Main Street - Theater Level
o There are 430 seats in the Irvington Town Hall Theater
o There are 2 employees at this location
o Throw garbage outside of theater away, cups, etc. in ashtray
Hours available for cleaning:
Theater is generally available for cleaning Monday through Sunday from 12:00 a.m. through 10:00
a.m.
In some instances, the theater may have up to two back-to-back performances in a single day and
may require a full general cleaning prior to the start of each performance. In these cases, cleaning
availability will be dictated by the timing of the performances.
On occasion, the theater may need to accommodate groups which will start prior to 10am. In these
cases, timing will need to be coordinated, on a case-by-case basis and could potentially involve
cleaning earlier in the morning or the night before.
The number of cleaning's which require atypical hours is estimated to be less than 10 per year
Specific cleaning hours will be sent out with the cleaning schedule on a monthly basis (Scheduling
Section Below)
Required Cleaning Services:
Cleaning services for the Theater Level of Irvington Village Hall are broken down into four (4) distinct
types of service: 1) Full General Cleaning; 2) Partial Cleaning; 3) Semi-annual Cleaning, and 4) Alcohol
Haul-Away, with the "Full General Cleaning" being further broken down into two (2) sub-categories. The
Theater is expected to be in operation all year. It is anticipated that cleanings will be requested after
performances and during the week when the Theater is in use by various groups for rehearsals and similar
activities.
1) Full General Cleaning (Approx. 125 per year)
1a. Full Cleaning - Pre-Show (With Exceptions)
Pre-Show Full Cleanings are typically intended in the time leading up to one or more performances
where production elements may be found throughout the theater. These production elements can
take the form of scenic pieces, props, boxes of bulk programs, costumes, etc... and some additional
care must be taken while cleaning. Services required as part of a Pre-Show Full Cleaning are:
Entryway Stairwell:
* Vacuum and / or sweep all steps and landings.
* Vacuum all carpet runners
* Damp wipe all handrails
* Empty trash outside theater entrance - accumulate and put out for collection, based on
pickup schedule
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* Vacuum and mop elevator cab
* Damp wipe elevator doors, fixtures, railings, and other items inside and outside the elevator
that the general public can interact with
Theater Lobby, Orchestra Level, Balcony Level, Boxes, and Mirrored Lobby Space:
* Vacuum all carpets, including behind and under all furniture
* Sweep and mop all wood floors, including behind and under all furniture and along
partitioned areas
* Dust and damp wipe items the general public will commonly interact with, specifically
door handles, window sills, and railings
* Empty all trash cans throughout the theater and bring to designated area. - accumulate and
put out for collection based on pickup schedule.
* Empty plastic recycling receptacles on the orchestra and balcony levels and bring to
designated area - accumulate and put out for collection, based on pickup schedule.
* Put fresh liners of an appropriate size in the trash cans and recycling receptacles throughout
the space.
* Vacuum stairs and landings between orchestra and balcony levels on both sides of the
theater.
* Wipe down fixed seating armrests.
Bathrooms (Men's, Women's, and Cast):
* Empty trash
* Disinfect / deodorize sinks, toilets, urinals, dispensers, and washbasins
* Clean all shiny fixtures
* Damp wipe all partitions and stall walls
* Wash and polish mirrors, vanity tops, dispensers, and hand dryers
* Sweep and mop floors using disinfectant
* Replace / refill all toilet tissue, hand towels, and soap dispensers
Box Office and Manager's Office:
* Dust and damp wipe all desks and permanent equipment on desks (computers, screens,
keyboards, etc...)
* Sweep and mop wood floors, including behind and under furniture
* Empty trash cans and bring to designated area - accumulate and put out for collection based
on pickup schedule
* Replace the trash can liners
* Empty paper recycling bins and bring to designated area - accumulate and put out for
collection based on pickup schedule
* Wipe down glass windows and window sills in the offices
Dressing Rooms:
* Empty trash cans and bring trash to designated area - accumulate and put out for collection
based on pickup schedule
* Replace the trash can liners
* Sweep & mop floors
* If accessible, clean and wipe down mirrors*
* If accessible, wipe down countertops *
* Dust and damp wipe items people will commonly interact with, specifically door handles
and window sills
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Kitchen:
* Empty trash cans and bring trash to designated area - accumulate and put out for collection
based on pickup schedule
* Replace the trash can liners
* Sweep & mop floor
* If accessible, clean and wipe down mirror*
* If accessible, clean and wipe down countertops *
* Clean and wipe down the microwave
* Replace paper towels if out
* Restock mini spare toilet paper, paper towels, and C-fold paper towels supply
* Dust and damp wipe items the general public will commonly interact with, specifically
door handles and window sills
* If area is excessively cluttered use your discretion in approaching these tasks.
1b. Full Cleaning - Post-Show (Without Exceptions)
For Post-Show (without exception) cleanings, all of the requirements of the pre-show general
cleanings apply plus the following additional / amended services:
Entryway Stairwell:
* [NONE]
Theater Lobby, Orchestra Level, Balcony Level, Boxes, and Mirrored Lobby Space:
* In addition to emptying the trash cans, items in the vicinity of the trash cans in the back of
the house (orchestra level) should be considered trash.**
Bathrooms (Men's, Women's, and Cast):
* [NONE]
Box Office and Manager's Office:
* [NONE]
Dressing Rooms:
* Clean and wipe down mirrors
* Clean and wipe down countertops
Kitchen:
* Empty mini-fridge of any leftover food and wipe down to prep for next group
* Clean sink basin and faucet
* Clean and wipe down countertops
* Clean and wipe down mirror
** This service specifically excludes construction debris, scenic elements, or large bulky trash
leftover from the previous show.
2) Partial Cleanings (Approx. 25 per year)
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Partial Cleanings are a reduced scope cleaning typically intended for occasions where the theater
is in use by production personnel but not the general public, or in cases when a full-clean may
otherwise be impractical.
Entryway Stairwell:
* Empty trash outside theater entrance - accumulate and put out for collection, based on
pickup schedule
Theater Lobby, Orchestra Level, Balcony Level, Boxes, and Mirrored Lobby Space:
* Empty all trash cans throughout the theater and bring to designated area. - accumulate and
put out for collection based on pickup schedule.
* Empty plastic recycling receptacles on the orchestra and balcony levels and bring to
designated area - accumulate and put out for collection, based on pickup schedule.
* Put fresh liners of an appropriate size in the trash cans and recycling receptacles throughout
the main portion of the space.
* Sweep floors
* Walk through and remove any obvious debris from between rows / seats
Bathrooms (Men's, Women's, and Cast):
* Empty trash
* Disinfect / deodorize sinks, toilets, urinals, dispensers, and washbasins
* Sweep and mop floors using disinfectant
* Replace / refill all toilet tissue, hand towels, and soap dispensers
Box Office and Manager's Office:
* Empty trash cans and bring to designated area - accumulate and put out for collection based
on pickup schedule
* Replace the trash can liners
* Empty paper recycling bins and bring to designated area - accumulate and put out for
collection based on pickup schedule
Dressing Rooms:
* Empty trash cans and bring trash to designated area - accumulate and put out for collection
based on pickup schedule
* Replace the trash can liners
* Sweep floors
Kitchen:
* Empty trash cans and bring trash to designated area - accumulate and put out for collection
based on pickup schedule
* Replace the trash can liners
* Sweep floor
* Clean and wipe down the microwave
* Replace paper towels if out
* Restock spare toilet paper, paper towels, and C-fold paper towels supply
3) Semi-annual Cleanings (Approx. 2 per year)
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Semi-annual cleanings are generally reserved for periodic cleaning tasks and are intended to cover
items that are not covered as part of other, more routine cleanings. Semi-annual cleanings consist
of the following services:
Entryway Stairwell:
* Vacuum and steam clean all high traffic rugs
* Dust and damp wipe all accessible surfaces in the elevator, stairwells, and landings,
including wall decorations, ledges, and other hard to reach places.
* Dust mop all ceiling corners, walls, and areas above windows
* Vacuum hard to reach areas (corners / edges) with a crevice tool
Theater Lobby, Orchestra Level, Balcony Level, Boxes, and Mirrored Lobby Space:
* Clean and seal / wax all wood floors. No stripping of wood floors is necessary.
* Steam clean all carpets
* Wipe down blinds (both sides)
* Wash window glass
* Dust all accessible surfaces in and about the theater including all windows, paintings,
ledges, wall decorations, lighting fixtures, balcony edge, balustrades, between and behind
fixed seating, and other hard to reach areas.
* Vacuum and thoroughly clean all fixed and portable patron seating (including removal of
gum or other debris from seats)
* Dust mop all ceiling corners, and walls
* Vacuum hard to reach areas (corners / edges) with a crevice tool
Bathrooms (Men's, Women's, and Cast):
* Clean all shiny fixtures
* Scrub all bathroom floors; ensuring tile and grout are clean
* Disinfect / deodorize sinks, toilets, urinals, dispensers, and washbasins
* Wash and polish mirrors, vanity tops, dispensers, and hand dryers
* Dust mop all ceiling corners, walls, and areas above windows
* Vacuum hard to reach areas (corners / edges) with a crevice tool
Box Office and Manager's Office:
* Clean and seal / wax all wood floors. No stripping of wood floors is necessary.
* Wipe down blinds (both sides)
* Wash window glass
* Dust and damp wipe all accessible surfaces including ledges, wall decorations, lighting
fixtures, and other hard to reach areas.
* Dust mop all ceiling corners, walls, and areas above windows
* Vacuum hard to reach areas (corners / edges) with a crevice tool
Dressing Rooms:
* Wipe down blinds (both sides)
* Wash window glass
* Dust and damp wipe all accessible surfaces including ledges, wall decorations, lighting
fixtures, and other hard to reach areas.
* Thoroughly clean mirrors, countertops and floors
* Dust mop all ceiling corners, walls, and areas above windows
* Vacuum hard to reach areas (corners / edges) with a crevice tool
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