Informal Cleaning Services Bid Carrboro Century Center

Informal Cleaning Services Bid

Carrboro Century Center

Bid Date 5-7-2026

Bid Due Date 5-29-2026 at 4PM

1. Facility Overview

The Carrboro Century Center is a 23,000+/- sq. ft., two-story public building that includes the Police Department, Public Works offices, Economic development, Housing and Community Services, meeting rooms, kitchens, locker rooms, bathrooms, and Century Hall (4,236 sq. ft.). Approximately 7,000 sq. ft. requires night cleaning (7 days/week). Floor plans are provided in Attachment 1.

2. Bid Requirements

2.1 Scope of Work

Bidders must provide all cleaning services listed in Attachment 2. Optional services in Attachments 3 may be awarded separately.

2.2 Contract Term

July 1, 2026 – June 30, 2029 (3 years).

2.3 Pricing & Payment

Contractor will invoice the Town monthly. Payment follows the Town’s standard schedule.

3. Contractor Requirements

3.1 Insurance

Minimum coverage required:

• $1,000,000 Combined Liability

• $1,000,000 Bodily Injury

• $100,000 Property Damage

• $500,000 Auto Liability

• $10,000 Employee Fidelity Bond

Contractor must meet NC Workers’ Compensation requirements. The Town must be listed as an additional insured.

3.2 Experience & References

Submit:

• Two client references (municipal preferred)

• A list of similar work completed in the last five years

3.3 Health & Safety

All work must follow OSHA and applicable safety standards.

3.4 Non-Discrimination

Contractors must comply with all nondiscrimination laws. Violations may result in termination or ineligibility for future Town contracts.

3.5 Criminal Justice Facility requirements

Contractors must be able to adhere to the guidelines set forth by the NC SBI, Individuals such as carpet or floor cleaners, custodial or maintenance workers will need to be fingerprinted and have their criminal history run with the NC SBI. Once completed an individual will need to complete security awareness training provided with TAC.

4. Administrative Requirements

4.1 Governing Law

North Carolina law applies; disputes are handled in Orange County.

4.2 Termination

The Town may terminate the contract with 30 days’ notice or immediately for cause if issues are not corrected within 10 days. Termination does not entitle either party to lost anticipated profits.

4.3 Assignment

No assignment of the contract without written Town approval.

4.4 Compliance

Contractor must comply with all federal, state, and local laws.

4.5 Notices

Send notices by certified mail to:

Town of Carrboro Purchasing Department 301 W. Main Street Carrboro, NC 27510

Contractor contact information to be provided in the bid.

4.6 Audit Rights

The Town may review records related to contract performance with one week’s notice.

4.7 Contractor Expenses

The Town is not responsible for contractor expenses unless agreed in writing.

5. Operations & Scheduling

5.1 Cleaning Schedule

• 7 days per week cleaning may commence after 12 am and must be completed before 6AM.

• Contractor must submit a full cleaning schedule within two weeks of award

5.2 Town Holidays (Building Closed)

New Year’s Day, MLK Jr. Day, Good Friday, Memorial Day, Juneteenth, 4th of July, Labor Day, Veterans Day, Thanksgiving (Thu & Fri), and two Christmas holidays.

5.3 Inspections

Contractor must complete bi-weekly daytime inspections using a Town-approved form. The Town may accompany inspections at any time.

5.4 Equipment

Contractor provides all equipment, tools, materials, and supplies unless otherwise agreed.

5.5 Janitorial Specifications (Summary)

Key expectations include:

• Vacuum Carpet & Spot Cleaning - Carpeted areas must be fully vacuumed, including under easily movable items. Carpets must be left free of dust and debris. Vacuum contents must be bagged, tied, and placed in the dumpster.

• Dust Mop (Hard Floors) - All non-carpeted floors must be dust-mopped, including under movable items. Collected debris must be bagged and removed.

• Damp Mop (Hard Floors) - Floors must be damp-mopped using clean mop heads, clean water, and properly diluted approved chemicals. Movable items must be shifted and returned once floors are dry. Floors must be left clean and streak-free.

• Sweeping & Damp Mopping - Floors must be swept with a treated mop, then damp-mopped. No dirt or debris may remain in corners, under furniture, behind doors, or on stairs/landings.

• Wet Mopping & Scrubbing - Floors must be swept to remove debris, gum, tar, and foreign substances. After mopping or scrubbing, floors must be clean, rinsed, streak-free, and dry. Movable furniture must be shifted and returned to original positions. Walls, baseboards, and equipment must remain clean and undamaged.

• Wet Mopping & Buffing - Between waxing cycles, floors must be swept, damp-mopped, and high-speed buffed to a polished finish.

• Damp Wiping - Surfaces must be wiped with an appropriate cleaning solution and dried to a polished finish. Restroom areas must use a disinfectant/deodorizer.

• Empty Waste Receptacles - All waste containers must be emptied, bagged, tied, and taken to the dumpster. Liners must be used and replaced as needed. Restroom, break room, lunchroom, and conference room bins must be checked daily.

• Restroom Cleaning - Restrooms must be fully serviced, including filling dispensers, dusting, disinfecting all fixtures, cleaning sinks, mirrors, toilets, and urinals, cleaning walls, partitions, doors, and handrails, damp mopping with disinfectants.

• Remove Carpet Runners (as needed) - Runners must be lifted to allow proper cleaning underneath.

• Clean & Disinfect Drinking Fountains - All exterior surfaces must be cleaned with approved cleanser and disinfectant.

• Spray Buff Hard Floors - Floors must be lightly sprayed with approved solution and buffed until a high, streak-free shine is achieved.

• Wall Spot Cleaning - Spots, smudges, and stains must be removed using approved cleaners and wiped dry.

• Dusting - All horizontal and vertical surfaces must be dusted using approved tools and dust-control products.

• Emergency Cleanup / Additional Services - The Building Maintenance Supervisor may assign additional cleaning tasks (e.g., post-construction cleanup, spills, carpet extraction, window washing). These services will be billed at an agreed-upon rate.

• Reporting Hazardous Conditions - Any hazards (e.g., burned-out lights, loose railings) must be reported to the contractor’s supervisor, who must notify the Building Maintenance Supervisor.

Attachment 1 - Century Center Floor Plans

Attachment 2 – Base Bid

Scope of Work – Base Bid - Carrboro Century Center

100 N. Greensboro Street, Carrboro, NC 27510

General Requirements

The Contractor is expected to conduct the contract in a professional manner and to supply generally accepted janitorial services. The contractor must provide all labor, materials, equipment, supervision, and insurance necessary to perform complete janitorial services. Cleaning materials must be top quality, and samples must be available upon request. A detailed daily cleaning schedule must be provided to the Town.

The Town will supply toilet paper, paper towels, hand soap, and trash can liners. The contractor will be responsible for notifying the Building Maintenance Supervisor of inventory needs weekly. The Town will order supplies once a month to be stored in the storage room on the first floor.

Exterior windows (except entry doors) are not included in this contract.

Work is performed every day between the hours of 12AM and 6AM.

The Town may change the scope of work by written notice. The contractor must provide an estimate of any cost or labor changes before approval.

Work Profile – Required Cleaning Tasks

1. Kitchen

Daily Services Rendered

a. Sweep and damp mop all uncarpeted tile flooring surfaces.

b. Vacuum all rugs.

c. Remove all trash; clean/disinfect all waste containers and replace liner.

d. Damp wipe countertops.

e. Damp wipe stovetop/range in Century Center kitchen.

Weekly Services Rendered

a. Mop and machine/spray buff all uncarpeted, tile flooring surfaces.

b. Vacuum all air returns, HVAC vents and ventilated louvers.

c. Dust and spot clean blinds.

d. Dust and spot clean ledges, moldings, and window frame.

e. Damp wipe thresholds and door jams.

Monthly Services Rendered

a. Clean all ceiling, wall and floor air registers and light fixture lenses.

b. Perform dusting on higher shelves and cabinets near the ceiling.

c. Clean interior/exterior of two ovens in Century Center kitchen.

d. Clean interior/exterior of refrigerators in Century Center kitchen and Recreation staff lounge.

e. Damp wipe interior glass windows.

2. Office/Meeting Rooms

Daily Services Rendered

a. Sweep and damp mop all uncarpeted tile flooring surfaces.

b. Vacuum all carpeted flooring areas.

c. Spot clean all carpeted flooring areas.

d. Remove all trash; clean/disinfect all waste containers and replace liner.

e. Damp wipe countertop and sinks (Century Center Room 1).

f. Damp wipe metal on doors and doorknobs.

g. Damp wipe finger marks, splashes, smudges and similar marks from all vinyl and painted surfaces.

h. Damp wipe tables and chairs.

i. Report any unusual facility problems (electrical, plumbing, vandalism, equipment problems etc.) to Building Maintenance Supervisor, Public Works Department.

Weekly Services Rendered

a. Mop and machine/spray buff all uncarpeted, tile flooring surfaces.

b. Vacuum all air returns, HVAC vents and ventilated louvers.

c. Vacuum upholstered furniture, or damp wipe vinyl and plastic furniture.

d. Damp wipe all glass top furniture and partitions.

e. Dust low bookcases, tables, chairs, desktops, office furniture, etc.

f. Dust and spot clean blinds, lamps, vertical wall spaces, directional signs, picture frames, and directory.

g. Dust and spot clean ledges, moldings, and window frames.

h. Damp wipe thresholds and door jams.

Monthly Services Rendered

a. Clean all ceiling, wall and floor air registers and light fixture lenses.

b. Perform dusting on higher shelves and cabinets near the ceiling.

c. Clean interior glass windows.

d. Spot clean walls.

3. Entryway / Hallways / Stairways / Lobby

Daily Services Rendered

a. Sweep and damp mop all uncarpeted, tile flooring surfaces including steps.

b. Damp wipe internal metal doors and brass work, including entry floor grids.

c. Damp wipe glass and glass doors on both sides in all entrance and lobby areas.

d. Spot clean finger marks, splashes, smudges and similar marks from all vinyl and painted surfaces.

e. Damp wipe and polish water fountains.

f. Report any unusual problems and burned-out lights to the Building Maintenance Supervisor, Public Works Department.

g. Clean debris and sweep two (2) front entrances; one (1) north side entrance; two (2) rear entrances and courtyard area.

h. Dust and sweep stairways and all floors in Police Department.

Weekly Services Rendered

a. Mop and machine/spray buff all uncarpeted, tile flooring surfaces.

b. Damp wipe baseboards, Plexiglas and railings in stairwells.

c. Damp wipe ledges, moldings, and window frames.

d. Dust all tables, furniture, and piano.

e. Empty recycled containers and place items in designated area.

f. Spot clean walls.

Monthly Services Rendered

a. Damp wipe thresholds and door jams.

b. Damp wipe all ceiling, wall and floor air registers and light fixture lenses.

c. Thoroughly clean, scrub baseboards by agitation (with hand brush or mechanical machine).

4. Century Hall (Auditorium)

Daily Services Rendered

a. Damp mop vinyl tile.

b. Remove all trash; clean/disinfect all waste containers and replace liners.

c. Spot clean finger marks, splashes, smudges and similar marks from vinyl and painted surfaces.

Weekly Services Rendered

a. Dust and spot clean blinds.

b. Dust and spot clean ledges, molding and window frames.

c. Vacuum all air returns, HVAC vents and ventilated louvers.

d. Clean baseboards and railings.

e. Wet mop wood floors.

Monthly Services Rendered

a. Clean thresholds and door jams.

b. Clean all ceiling, wall and floor air registers.

c. Thoroughly clean, scrub baseboards by agitation (with hand brush or mechanical machine).

5. Bathrooms

Daily Services Rendered

a. Sweep and damp mop tile floor area.

b. Clean and disinfect sinks, urinals, partitions and walls.

c. Clean, disinfect and polish all restroom fixtures.

d. Damp wipe and polish all mirrors.

e. Refill all dispensers (toilet tissue, paper towels, hand soap, and air fresheners).

f. Remove all trash; clean/disinfect all waste containers and replace liner.

g. Report any unusual problems and burned-out lights to the Building Maintenance Supervisor, Public Works Department.

Weekly Services Rendered

a. Machine scrub/disinfect bathroom floors.

b. Clean and disinfect floor drains.

c. Clean/disinfect all ledges, toilet stalls and doors.

d. Wash/disinfect all baseboards.

e. Dust all ceiling vents and light fixtures.

f. Mop and machine/spray buff all uncarpeted, tile flooring surfaces.

Monthly Services Rendered

a. Clean/disinfect all wall areas.

b. Clean toilet exhaust fan grills.

c. Clean all ceiling, wall and floor air registers and light fixture lenses.

6. Elevator / Lift

Monthly Services Rendered

a. Sweep and damp mop elevator floor.

b. Clean elevator door tracks.

c. Clean/disinfect elevator wall and door areas.

d. Clean and polish all bright metal located in or around elevator.

e. Add air freshener to elevators.

7. Janitor Closets

Daily Services Rendered

a. Keep neat and orderly at all times.

b. Ensure all containers are properly labeled.

c. Clean all spills immediately.

d. Ensure that all cleaning utensils (dust mops, wet mops, cleaning cloths) are cleaned regularly.

Attachment 3 – Alternate Bid 1 – Floor Refinishing & Carpet Cleaning

Scope of Work – Alternate Bid 2 – Floor Refinishing & Carpet Cleaning

Carrboro Century Center, 100 N. Greensboro Street, Carrboro, NC 27510

General Requirements

The Contractor is expected to conduct the contract in a professional manner and to supply generally accepted janitorial services. The detailed specifications cover the requirements of furnishing all labor, materials, equipment, supervision, and insurance necessary to perform complete janitorial services.

The contractor shall be responsible for using cleaning materials of top quality in responding to specifications. Samples of materials used by the contractor shall be available upon request by the Town.

Stripping and refinishing is normally performed during holidays when the building is not open to the public. Carpet cleaning will be expected to happen during non-business hours.

1. Strip and Refinish Tile Floors

Annual Services Rendered

a. Strip and refinish 2,580 ft² on first floor. Apply minimum of three coats of finish.

b. Strip and refinish 4,481 ft² on second floor. Apply minimum of three coats of finish.

2. Carpet Cleaning

Annual Services Rendered

a. Steam clean 8,760 ft² on first floor.

b. Steam clean 2,703 ft² on second floor.

Bid sheet page

Bid Date: 5-7-2026

Bids will be due by Friday May 29th, 2026, by 4 PM. Bids shall be emailed to cberger@carrboronc.gov attention Keith Berger with the subject line Century Center Cleaning Services Bid 2026.

Company Information:

________________________________________________________________________________________________________________________________________________________________________________________________________________________

Base Bid

1. Year One cost_________________________________

2. Year Two Cost_________________________________

3. Year Three Cost________________________________

Total Three-Year Cost______________________________

Alternate Bid 1

1. Year one Cost________________________________

2. Year Two Cost________________________________

3. Year Three Cost________________________________

Total Three-Year Cost________________________________