Bid#26-12 HTMS Cleaning

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TRUSSVILLE CITY SCHOOLS
476 Main Street
Trussville, AL 35173
(205) 228-3000 FAX (205) 228-3001
Mr. Stephen Ward Dr. Patrick Martin
Board President Superintendent
Date: May 11th, 2026
Bid # 26-12
Hewitt Trussville Mid dle School Cleaning
Sealed bids for the TCS Central Of fice Cleaning will be received by the Trussville City Board of
Education at the Central Office located at 476 Main St Trussville AL until 9:45am CST on June 3rd, 2026,
at which time they will be publicly opened and read.
You may access this bid using this link to the Trussville City Schools web site
https://www.tcsk12.us/departments/bids-and-vendor-information. Click the bid number listed above from
the list under Building and Facilities Bids to view the bid. If you would like to request a hard copy of this
bid, you may call 205-228-3062.
In the event the Trussville City School system is closed due to unforeseen circumstances on the
mandatory pre-bid date, or the bid opening date please visit https://www.tcsk12.us/ to view the District
News section for new dates and times.
The specifications and bid information attached should be read carefully. On the final page, you must
enter your bid amount and sign. If the document is not submitted as requested, it may be such that we
cannot classify this offer as a legitimate bid. All bids must comply with the Alabama State Bid Law.
A mandatory pre-bid conference has been set for 9:30 CST on May 27th, 2026, at the Central Office
located at 476 Main St, Trussville, Alabama. It is the responsibility of each Bidder/Vendor to visit the
school for the purpose of viewing/questioning item specifications.
The bid will be awarded to the lowest Bidder/Vendor meeting specifications. Trussville City Schools
reserves the right to reject any and or all bids and to waive informalities in awarding this bid to the lowest
responsible bidder. If you have any questions concerning this bid, please contact the writer at 205-228-
3062.
Sincerely,
Brian Pharris
Facilities Director
476 Main Street
Trussville, AL 35173
(205) 228-3062
Attachments

HTMS Cleaning
Bid 26-12
Bidder/Vendor are requested to retain these instructions, conditions and specifications for future reference.
Once awarded this is your contract document.
I. GENERAL INFORMATION
A. Bidder/Vendor must use our form for submitting their bid.
B. All bid envelopes must be sealed and marked with the following in the lower left hand corner:
Bid #, Name of the bid, opening time and date and company name. Late bids will not be
opened.
C. Trussville City Schools is tax exempt under State and Federal law. Bids will not include State
Sales Tax, Federal Excise Taxes or any other fee.
D. Records showing successful Bidder/Vendor and prices quoted will be placed on file and may be
examined upon request. If the contract is awarded to someone other than lowest bidder, a note
of explanation will appear in the bid file.
E. Use of trade names and numbers shall be interpreted as establishing a standard of quality and
shall not be construed as limiting competition.
F. Any necessary amendments to this Bid will be posted on our web page at
https://www.tcsk12.us/departments/bids-and-vendor-information. While Trussville City Schools
will make an effort to communicate all amendments, monitoring the web page for amendments
will be considered the Bidder/Vendors responsibility.
G. Any Request for Information (RFI) should be submitted to sadie.logan@tcsk12.us and will be
addressed via email to all bidders.
II. SPECIFICATIONS
A. The Bidder/Vendor shall state the manufacturer's warranty for each item quoted and will be
responsible for all warranty service as required.
B. You shall obtain a City of Trussville Business license thirty (30) days after award of bid and
send copy to Trussville City Schools.
C. Your bid must include a Chemical Application license (if applicable).
D. Your bid must include a Certificate of Insurance (COI) in the minimum amount of 1 million
dollars and a Workman's compensation certificate.
E. The venue for this contract shall be Jefferson County, Alabama. The state of Alabama shall be
the governing law for this contract.
F. Bidder/Vendors wishing to bid shall have a minimum of five (5) years' experience doing
business under the same firm name in which bids are submitted. Joint venture contracts must
be pre-approved.
G. Each Bidder/Vendor shall submit a list of educational facilities with the name of the facility and

the contact person where they have performed the duties described in this bid.
III. DISQUALIFICATION OF BIDS
Bids may be disqualified before the awarding of the contract for any of the following:
A. Failure to mark envelope as required.
B. Failure to include requested information or other details of the bid.
C. Excessive errors.
D. Failure to complete "Bid Form for Alabama Immigration Law Compliance" and return appropriate
documentation. MUST be included even if previously submitted
.
E. Failure to have an original signature on the Bid Form, a faxed copy is not acceptable.
F. The failure to include the acknowledgment of addendum form (if applicable)
G. This Bid shall not be altered by the Bidder/Vendor in any way. Any and all changes from those
specified shall be listed as deviation. Failure to abide by this requirement may result in the bid
being disqualified from consideration.
IV. MATERIALS BID (if applicable)
A. All items quoted shall be new packed in manufactures original containers and
shall meet or exceed the specific specifications shown. Re-built or
remanufactured equipment will not be considered.
B. The Bidder/Vendor shall state the manufacturer's warranty for each item quoted and will
be responsible for all warranty service as required.
C. Bidder/Vendor shall quote the brand and/or model specified. If bidding a substitute,
Bidder/Vendor must identify the differences in writing on additional sheet(s). Bidder/Vendor
must submit product specification sheets for all items being quoted. All
bids not complying with the statement may be rejected. (if applicable)
V. CONTRACT PERIOD/PRICING OPTIONS
A. The bid award or any contract entered into as a result of the bid award cannot be assigned,
subcontracted out or franchised out to any contractor(s). The company submitting the bid must be
the company that actually performs the work, and no assignment whatsoever shall be permitted.
B. Prices should be good for the length of this contract. The contract will be based on a period of 12
months with the option to renew for four (4) years from the date the contact was awarded.
C. Trussville City Schools reserves the right to terminate this contract with a 30-day written notice to the
vender.
D. The bid will be awarded to the lowest Bidder/Vendor meeting specifications. Trussville City Schools
reserves the right to reject any and or all bids and to waive informalities in awarding this bid to
the lowest responsible bidder. If you have any questions concerning this bid, please contact the

writer at 205-228-3062.
VI. PROPOSAL FORM
A. Proposal form shall be filled out in full.
B. Each item quoted shall be described by brand name and model number.
C. Each item shall be assigned a unit cost. Failure to provide this information on
proposal form may be cause for rejection of bid.
VII METHOD OF AWARD and DELIVERY
A. The award will be made to the lowest responsible Bidder/Vendor meeting specifications. It is not the
policy of Trussville City Schools to purchase on the basis of low bid only. Quality, conformity with
specifications, purpose for which required, terms of delivery, past service and experience are
among the factors that may be considered in determining the responsible bidder.
B. In the event the low Bidder/Vendor refuses to accept the entire requirements without deviation, the
bid may be awarded to the next lowest bidder.
C. Award will be made to the responsible Bidder/Vendor offering a proposal that is deemed the most
acceptable and advantageous to the Trussville City School System.
D. F.O.B. ADD ADDRESS FOR FOB. The title and risk of loss of the goods will not pass to Trussville
City Schools, departments or local school until receipt and acceptance takes place at the FOB
point. Bidder/Vendor will notify Trussville City Schools 24 hours prior to delivery.

VIII. SPECIFICATIONS/SCOPE OF WORK
CLEANING SPECIFICATIONS for Hewitt Trussville Middle School
Routine Maintenance of Hallways, Classrooms, Offices and Cafeteria
Hewitt-Trussville Middle School custodial staff will be responsible for areas to include front office,
lobby, CAP room, field house, all restrooms, gyms, locker rooms, team rooms, faculty rooms,
stage, library, auditorium, and counselor's suites highlighted on the attached floor plan.
With the exception of the responsibilities of the custodial staff listed above the bidder will be
responsible for the hallways, classrooms (61), band room (1), choir room(1), and the
cafeteria (1). The area of work shall be all vinyl composition tile (VCT), with exceptions
noted.
TCS requests a monthly inspection at facility with the facility personnel for any issues that
need to be addressed and resolved.
* Service days are Monday through Friday.
* Allowable work hours are from 5:00 pm until 2:00 am
* AAA Ultra Shine85 Non-slip wax shall be used in the interest of student safety.
CLASSROOMS, TEACHER WORK ROOMS, ACTIVITY ROOM
Daily
Dust mop and spot mop each room with appropriate cleaner daily. Science and other special
rooms shall be mopped with appropriate cleaner daily. Clean offices that are attached to room(s).
Vacuum all carpeted classrooms, band room and reading rug areas.
Spot mop tile floors with appropriate cleaner. Ensure that corners are free of dirt and buildup.
Wash door windows, clean and disinfect windowsills and counters.
Dust bookshelves, counters and other horizontal surfaces.
Clean sinks in room(s) with the exception of the art room sinks, art will clean those. Sinks shall be
cleaned with Lime Away or CLR as needed due to hard water.
Empty trash cans and make sure liner is in place. Use liners that will not fall into the can.
Clean and disinfect all desks and tables daily to remove marks or smudges.
Clean gum off of floors and furniture.
Lock Classroom doors and windows.
Turn off all lights - sensors don't work in all rooms.

Weekly
Wood baseboards in rooms shall be dusted and cleaned.
Clean air conditioning vents and return air vents as well as adjacent ceiling tiles. Vacuum with a
hose may be necessary to do this.
Dust blinds and all door frames.
Wipe out dry erase board trays once a week.
HALLWAYS, LOBBY, ART GALLERY
Daily
Dust mop or sweep, and/or vacuum floors (art gallery) and spot mop or run floor scrubber on all
hallways.
Hallway and lobby trash cans are to be emptied and each top and sides of can must be cleaned.
Install a high quality 55 gallon liner in each can daily. Make sure wall and floor areas under and
behind trash cans and doors are cleaned.
Dust all horizontal surfaces including locker tops.
Spot clean all windows, walls and doors to remove all prints, smears, marks, etc. Make sure door
handles and surfaces are cleaned and disinfected daily.
Vacuum indoor and outdoor mats in your contract areas. Clean out all thresholds to remove gravel
and other debris.
Water fountains are to be cleaned daily with Lime Away or CLR and then polished with a stainless
steel polish. Ceramic tile and baseboard under water fountains shall be cleaned every day with
appropriate cleaner.
Weekly
Run floor scrubber over lobby and art gallery once a week, more often if needed.
Check and dust air vents and return vents as well as tiles adjacent. Vacuum with a hose may be
necessary to do this.
All hallways are to be buffed with a Propane buffer every Tuesday and Thursday evening. Dust
surfaces after buffing.
Propane tanks must be stored in the courtyard storage building. We will provide key to store there.

CAFETERIA
Daily
Cafeteria VCT tile floor is to be swept and cleaned with a floor scrubber daily. Tables are generally
folded up by cafeteria workers, contractors shall put the tables back down in the proper
arrangement once the floors are clean each day.
Make sure lights are turned off when leaving the cafeteria each night.
Twice Weekly
Cafeteria floor shall be buffed with the Propane buffer every Tuesday and Thursday with the rest
of the building. Dust surfaces after buffing.
Spring Holidays and Christmas Holiday Wax (To view the school calendar visit
https://www.tcsk12.us/)
Service area (Affected areas are all VCT areas except classrooms) shall be swept, mopped and
any excessive debris scrubbed. Area shall be machine scrubbed with an appropriate cleaning
solution. Area shall be rinsed to remove any residue and then at least two even coats of wax
applied to the floor. All furniture will be removed from affected areas and returned when wax is
thoroughly dry. Cleaning solution and wax should be carefully applied to avoid baseboards and
walls.
NOTE: AAA Ultra Shine85 is to be used in the waxing task
All appropriate cleaning supplies will be supplied by vendor as well as the trash bags for
the classrooms and hallways.
All equipment such as mops, buffers, vacuum cleaners, buckets, brooms, dust mops, etc.
shall be supplied by vendor.

SUPERVISION, ADMINISTRATION AND BILLING
Cleaning Staff
1. Staff must be properly trained in the use of all equipment, chemicals and cleaning
techniques necessary to perform janitorial duties.
2. All staff must have a completed background check in their personnel file. File must be
available to TCS upon request.
3. All cleaning staff will wear a picture identification badge at all times while on Trussville
City School property.
4. Cleaning staff will wear a uniform that will identify them as janitorial staff, at all times
while they are on Trussville City School property.
5. Use of profanity and tobacco products on Trussville City School property is strictly
prohibited and violators will be written up and/or terminated
6. Staff will include an onsite supervisor
Supervisor shall report to work 1 (one) hour before (4:00 p.m. for example)
workers arrive to interact with school personnel in an effort to correct,
coordinate and best direct janitorial staff.
Supervisor shall be responsible for: training staff, inspections, scheduling
staff, communicating with school staff, tracking and ordering supplies for
staff.
Supervisor shall ensure that all work has been completed each night before
staff is dismissed
Bidder supplies all equipment necessary for completing the contracted tasks.
Time Reporting
1. Janitorial staff shall use an internet based time reporting system to clock in and clock
out each night. The bidder is responsible for his own time reporting system.
2. Each staff member's time worked each night will be available for review at any time by
designated school personnel
Billing
1. Billing will be based on the day to day cleaning specified in the scope of work.
2. The cleaning contract covers the whole school year (which ends one day after
teachers finish up in June and begins one day before the teachers return in
August). Visit https://www.tcsk12.us/ for school calendar.
3. Billing for the cleaning will be submitted on a monthly basis (10 months) starting at the
end of the first regular contract period and should include the Spring and Winter floor
waxing. (Example: bill TCS the first of January for the December service.)
Security
1. Security of the building will be turned over at 4:00 pm - cleaning company should set
alarm and lock all doors and any gates.
2. All employees will enter and exit through the front door of the building.
3. Emergency evacuation plan will be posted on our website-Trussville City Schools.com
4. Cleaning staff will be given two (2) exterior door keys.

Parking
1. Cleaning company personnel should park in the front parking lot. Vehicles may not
occupy fires lanes, loading ramps or dumpster areas. Improperly parked vehicles and
vehicles left overnight may be towed at owner's expense.
EQUIPMENT AND CHEMICALS are the vendor/bidders responsibility
All appropriate cleaning supplies will be supplied by vendor as well as the trash bags for the
classrooms and hallways.
All equipment such as mops, buffers, vacuum cleaners, buckets, brooms, dust mops, etc. shall be
supplied by vendor.
TCS will supply all toilet tissue, paper towels and hand soap.
The bidder will supply TCS with data sheets on all chemicals utilized.
This contract is the entire agreement between the parties and supersedes any previous oral and
written agreement.

Bid Form
Alabama Immigration Law Compliance
Sec 31-13-9(a & b) of the Code of Alabama 1975, requires that as a condition for the award of any contract,
grant, or incentive by the state, any political subdivision thereof, or any state-funded entity to a business entity
or employer that employs one or more employees within the state of Alabama, the business entity or employer
shall:
1. Not knowingly employ, hire for employment, or continue to employ an unauthorized alien within the
State of Alabama.
2. Provide documentation establishing that the business entity or employer is enrolled in the E-Verify
program
3. Participate in the E-Verify program during the performance of the contract, and shall verify every
employee that is required to be verified according to the applicable federal rules and regulations.
As a condition of this bid, to be considered a responsible bidder, you MUST complete the following information and
provide all required documentation. FAILURE to do so WILL disqualify your bid.
Company Name ("The Company"): ________________________________________
Company assigned E-Verify Number (if applicable): __________________________
Address: ____________________________________________________________
City: __________________________________ St: ________ Zip: ______________
Company Representative: _______________________________________________
Please Print or Type
Company Representative Title: ___________________________________________
Please Print or Type
Choose one:
A: ____ "The Company" does or will employ one or more employees within the State of
Alabama.
Or
B: ____" The Company" does NOT or will NOT employ one or more employees within the State
of Alabama
Representative Signature: ___________________________________
******Required Documentation:
If "A" was marked above then submit a copy of the company's E-Verify Memorandum of
Understanding (MOU) including the Employer and Department of Homeland Security signature page
and a completed W-9 must be included even if previously submitted.
If "B" was marked above then submit a completed W-9. The E-Verify and Memorandum of
Understanding (MOU) is not applicable.