Janitorial Services

INVITATION TO BID
Bid Number: 252609 Bid Title: Janitorial Services for Various BRCC Campuses
Bids will be accepted until June 23, 2026, at 12:00 P.M. CST
Bids Will Be Publicly Opened: June 23, 2026, at 2:00 P.M. CST
Bid Release Date: June 9, 2026
INSTRUCTION TO BIDDERS
It is the bidder's responsibility to read entire bid including contractor's license requirements.
INSTRUCTION TO BIDDERS
1. Bids will be accepted until June 23, 2026, at 12:00 p.m. Bid must be submitted to: Baton Rouge Community
College, 7515 Jefferson Highway #326, Baton Rouge, LA 70806.
Baton Rouge Community College (BRCC) will open all timely submitted sealed bids at its office located at
Magnolia Library Building, Dumas Room, 201 Community College Drive, Baton Rouge, LA 70806, on
June 23, 2026, at 2:00 p.m., in response to this Invitation to Bid. At 2:00 p.m., all Bids will be publicly
opened and read aloud.
2. To ensure consideration of your Bid, all Bid Packages and addenda shall be returned in an envelope or
package clearly marked with the Bid title, Bid opening date and the Bid number. Baton Rouge Community
College, 7515 Jefferson Highway #326, Baton Rouge, LA 70806 on or before June 23, 2026, at 12:00 p.m.
CST. DO NOT FAX OR EMAIL YOUR BID.
3. All bid prices and information shall be typed or written in ink. Any corrections, erasures, or other forms of
alteration to prices should be initialed by the Bidder.
4. Payment will be made within thirty (30) days after receipt of invoice, delivery, and authorized inspection and
acceptance, whichever occurs last. Delinquent payment penalties are mandated and governed by Louisiana
R.S. 39:1695.
5. Bids submitted are subject to provisions of the laws of the State of Louisiana including, but not limited to, La.
Title 39: 1551-1736, Chapter 17; Purchasing Rules and Regulations (Title 34 of the Louisiana Administrative
Code); Executive Orders; and the terms conditions, and specifications listed in this solicitation.
6. Bids shall be signed by a person authorized to bind the vendor in accordance with L.R.S. 39:1594.
7. By signing this Invitation to Bid, the Bidder certifies compliance with all Instructions to Bidders, terms,
conditions, and specifications and further certifies that this Bid is made without collusion or fraud.
8. By signing and submitting any bid for $25,000 or more, the bidder certifies that their company, any
subcontractors, or principals are not suspended or debarred by the General Services Administration (GSA) in
accordance with the requirements in "Audit Requirements in Subpart F of the Office of Management and
Budget's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards" (Formerly OMB Circular A-133). A list of parties who have been suspended or debarred can be
viewed at www.sam.gov .
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Signature of Authorized Bidder: Company:
(Shall be signed and dated) (Typed or printed)
__________________________________ __________________________________
Name, (Typed or Printed) Address
______________________________
City, State, Zip
Payment Terms:
Telephone No. __________________
Email Address: ____________________ Fax No. ________________________
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STANDARD TERMS AND CONDITIONS
1. Bid form.
All written Bids shall be submitted on the Bid Forms provided and in accordance with the Bid package and
properly signed. Bids submitted in the following manner will not be accepted:
A. Bid Instructions and Bid Forms contain no signature indicating intent to be bound;
B. Bid filled out in pencil;
C. Bid not submitted on BRCC's standard Bid Package and Bid Form.
D. Telegraphic or facsimile bids.
2. Receipt of Bids.
Bids shall be received at the address specified in this Invitation prior to Bid opening time in order to be
considered. Entire Bid Packages shall be returned. Bidder is solely responsible for ensuring that its courier service
provider makes inside deliveries to the physical location specified. BRCC is not responsible for any delays caused
by the bidder's chosen means of bid delivery. BRCC is not responsible for late deliveries that make use of
BRCC's interoffice mail service.
3. Bid Opening.
Bidders may attend the Bid opening, but no information or opinions concerning the ultimate contract award will
be given at the Bid opening or during the evaluation process. Bids may be examined within 72 hours after Bid
opening. Information pertaining to completed files may be secured by visiting the BRCC Purchasing Department
during normal working hours. Unsuccessful bidders submitting a response to the solicitation will be provided
with a copy of the tabulated results by providing a self-addressed stamped envelope with the original bid package.
4. Withdrawal of Bids.
A bidder may only withdraw a bid within forty-eight (48) hours after a bid opening, excluding Saturdays, Sundays
and legal holidays, for good cause as for patently obvious, unintentional, and substantial mechanical, clerical, or
mathematical errors, or errors of unintentional omission of a substantial quantity of work, labor, material or
services made directly in the compilation of the bide.
5. Standards of Quality.
Any product or services bid shall conform to all applicable federal and state laws and regulations and the
specifications contained in the solicitation. Objections to the specifications or bid conditions shall be filed in
writing and received by the BRCC Purchasing Department at least five (5) days prior to the date of the bid
opening.
6. New Products.
Unless specifically called for in the Invitation, all products for purchase shall be new, never previously used, and
the current model and/or packaging. No remanufactured, demonstrated, used or irregular product will be
considered for purchase unless otherwise specified in the solicitation. The manufacturer's standard warranty will
apply unless otherwise specified in the Invitation.
7. Contract Period
This contract period is for 12 months. Upon agreement of BRCC and the contractor, a term contract may be
extended for two additional twelve-month periods at the same prices, terms and conditions. In such cases, the
total contract cannot exceed 36 months.
8. Prices & Delivery.
Unless otherwise specified by BRCC in the Invitation, bid prices shall be complete, including transportation
prepaid by Bidder to destination and firm for acceptance for a minimum of 45 days. Prices are to be bid on unit
of measure requested, per roll, per reel, per carton, per gallon, etc., as specified in the Invitation. If accepted,
prices shall be firm for the contractual period.
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Bids other than Platform Delivery F.O.B. destination may be rejected. Platform Delivery FOB Destination means
the successful bidder shall deliver and unload purchased items to the dock of the designated point of receipt. All
cartage, drayage, packaging, handling, palletizing, etc. shall be included in the Bid price. Include a packaging list
that includes the purchase order number with each shipment.
Bids may be rejected if the delivery time indicated is longer than that specified in the Invitation.
9. Taxes.
Vendor is responsible for including all applicable taxes in the Bid Price. BRCC is exempt from all state and local
sales and use taxes.
10. Financial Stability
The contractor shall possess the financial capacity necessary to provide staffing, equipment, supplies, and other
resources required for successful contract performance.
The Contractor shall demonstrate financial stability sufficient to perform the services required under this
solicitation. Upon request by BRCC, the proposer shall provide financial information, including but not limited to
audited financial statements, reviewed financial statements, balance sheets, income statements, or other
documentation deemed acceptable by BRCC.
BRCC reserves the right to reject any proposal from a proposer whose financial condition is determined to be
insufficient to satisfactorily perform the contract.
11. Award.
A purchase order or contract will be awarded to the Bidder who has provided a responsive and responsible Bid at
the most favorable Bid Price as determined by the signed Bid Form.
BRCC reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all Bids
and waive any informalities. The purchase order or contract, faxed, mailed, or delivered to the successful bidder
is the official authorization to render services.
12. Invoices.
Invoices shall be submitted to, Baton Rouge Community College, Accounts Payable, 201 Community College
Drive, Baton Rouge, Louisiana, 70806. The invoice shall refer to the purchase order number, quantity, unit price,
and deliver point. Invoices shall show the amount of any cash discount and shall be submitted on the contractor's
own invoice form. Payment terms are net 30. Payment will be made on the basis of the unit price as listed in the
purchase order/contract. Such price and payment will constitute full compensation of furnishing and delivering
the contract commodities or services. Invoice pricing must match bid pricing structure.
13. Purchase Order/Contract Cancellation for Cause.
BRCC has the right to cancel any contract, in accordance with its purchasing rules and regulations, for cause,
including but not limited to, the following:
(1) Failure to deliver within the time specified in the contract;
(2) Failure of the product or service to meet specifications, conform to sample quality or to be
delivered in good condition;
(3) Misrepresentation by the contractor;
(4) Fraud, collusion, conspiracy or other unlawful means of obtaining any contract with BRCC;
(5) Conflict of contract provisions with constitutional or statutory provisions of state or federal law;
(6) Any other breach of contract.
14. Termination of the Purchase Order/Contract for Convenience.
BRCC may terminate the contract at any time by giving thirty (30) days written notice to the Contractor of such
termination or by negotiating with the Contractor an effective date. The Contractor shall be entitled to payment
for deliverables in progress, to the extent work has been performed satisfactorily.
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15. Termination for Non-Appropriation of Funds.
The continuance of the contract is contingent upon the appropriation of funds to fulfill the requirements of the
contract by legislature. If the legislature fails to appropriate sufficient monies to provide for the continuation of
the contract, or if such appropriation is reduced by the veto of the Governor or by any means provided in the
appropriations act or Title 39 of the Louisiana Revised Statutes of 1950 to prevent the total appropriation for the
year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to
provide insufficient monies for the continuation of the contract, the contract shall terminate on the date of the
beginning of the first fiscal year for which funds are not appropriated.
16. Default of Contractor.
Failure to deliver within the time specified in the Bid will constitute a default and may cause cancellation of the
contract. Where BRCC has determined the contractor to be in default, BRCC reserves the right to purchase any
and all products or services covered by the contract on the open market and to charge the contractor with the cost
in excess of the contract price. Until such assessed charges have been paid, no subsequent Bid from the
defaulting contractor will be considered.
17. Order of Priority.
In the event there is a conflict between the Instructions to Bidder or Standard Terms and Conditions or Special
Terms and Conditions, the Special Term and Conditions shall govern.
18. Applicable Law.
All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.
19. Terms and Conditions.
This solicitation contains all terms and conditions with respect to the commodities herein, any vendor contracts,
forms, terms or other materials submitted with bid may cause bid to be rejected.
20. Equal Opportunity.
By submitting and signing the Bid, Bidder agrees that he will not discriminate in the rendering of services to
and/or employment of individuals because of race, religion, sex, age, national origin, handicap or disability.
Bidders shall keep informed of and comply with all Federal, State and local laws, ordinances and regulations
which affect their employees or prospective employees.
21. Non-Exclusivity Clause.
This agreement is non-exclusive and shall not in any way preclude BRCC from entering into similar agreements
and/or arrangements with other vendors, or from acquiring similar, equal or like goods and/or services from other
entities or sources including state contracts.
22. Scope of Work Inclusions.
Contractor shall include all labor, material and equipment required to produce a completed service or installation
which is acceptable to BRCC.
Contractor shall furnish all necessary permits, licenses and certifications as may be required for the performance
of the required services.
Contractor is responsible and shall clean up and remove from any premises where the services are performed all
debris resulting from his work and shall see that BRCC's premises and items furnished are left in good order,
clean and properly installed.
23. Purpose.
The purpose of this contract is to provide the specified services. The terms and conditions of this specification
are incorporated into and an essential part of the services. The contractor shall perform all services in a safe
manner, in a manner to conform to the highest standard of good trade practices, in accordance with applicable
laws and regulations and in accordance with manufacturer's performance specifications.
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24. Insurance and Indemnity.
See Exhibit A
25. BRCC Inspection.
All work and services performed under this contract shall be subject to inspection by BRCC, its staff or a
specialist designated by BRCC to ensure compliance with all terms and conditions of this contract at BRCC's
expense.
In the event services are rejected as unsatisfactory or failing to comply with all terms and conditions or this
contract, the successful Bidder shall redo the work at its sole cost and expense, or the contract may be cancelled at
the option of BRCC
26. Signature Authority.
ATTENTION: R.S. 39:1594(C)(4) REQUIRES EVIDENCE OF AUTHORITY TO SIGN AND SUBMIT BIDS
TO THE STATE OF
LOUISIANA. YOU MUST INDICATE WHICH OF THE FOLLOWING APPLY TO THE SIGNER OF THIS
BID.
PLEASE CIRCLE ONE.
1. THE SIGNER OF THIS BID IS EITHER A CORPORATE OFFICER WHO IS LISTED ON THE MOST
CURRENT ANNUAL REPORT ON FILE WITH THE SECRETARY OF STATE OR A MEMBER OF A
PARTNERSHIP OR PARTNERSHIP IN COMMENDAM AS REFLECTED IN THE MOST CURRENT
PARTNERSHIP RECORDS ON FILE WITH THE SECRETARY OF STATE. A COPY OF THE ANNUAL
REPORT OR PARTNERSHIP RECORD MUST BE SUBMITTED TO THIS OFFICE BEFORE CONTRACT
AWARD.
2. THE SIGNER OF THE BID IS A REPRESENTATIVE OF THE BIDDER AUTHORIZED TO SUBMIT
THIS BID AS EVIDENCED BY DOCUMENTS SUCH AS, CORPORATE RESOLUTION, CERTIFICATION
AS TO CORPORATE PRINCIPAL, ETC. IF THIS APPLIES A COPY OF THE RESOLUTION,
CERTIFICATION, OR OTHER SUPPORTIVE DOCUMENTS SHOULD BE ATTACHED HERETO.
3. THE BIDDER HAS FILED WITH THE SECRETARY OF STATE AN AFFIDAVIT OR RESOLUTION OR
OTHER
ACKNOWLEDGED/ AUTHENTIC DOCUMENT INDICATING THAT THE SIGNER IS AUTHORIZED TO
SUBMIT BIDS FOR PUBLIC CONTRACTS. A COPY OF THE APPLICABLE DOCUMENT SHOULD BE
SUBMITTED TO THIS OFFICE BEFORE CONTRACT AWARD.
27. Bidder's Responsibility.
It is the Bidder's responsibility to check the LaPac website frequently for any possible addenda that may be
issued. BRCC is not responsible for a Bidder's failure to download any addenda documents required to complete
the Invitation to Bid.
28. Materials & Workmanship.
It is the intent of these specifications to describe a complete system in satisfactory operating condition. The work
will be installed in accordance with all local, state and federal codes, laws and regulations, whether called for in
these specifications or not. All materials and apparatus required for the work will be new, of the quality specified,
furnished, delivered, erected, connected and finished in every detail and will be so selected and arranged to fit
properly in the building space. All work will be executed by competent workmen and in a thorough, substantial
and workmanlike manner.
29. Experience Requirements.
The Contractor shall have satisfactory janitorial service experience. Contractor shall provide references from 3
current or previous clients within 5 business days upon BRCC's request.
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30. Bidder Inquiries.
An inquiry period is hereby firmly set for all interested bidders to perform a detailed review of the bid
documents and to send any written inquiries relative thereto. Without exception, all inquiries MUST be given
in writing by an authorized representative of the proposer, clearly cross-referenced to the relevant bid section.
All inquiries must be received by 12:00 p.m. June 16, 2026. Only those inquiries received by the established
deadline shall be considered by the State. Inquiries received after the established deadline shall not be
entertained.
Inquiries concerning this bid can be emailed to:
Bland Washington
E-mail: washingtonb@mybrcc.edu
An addendum will be issued and posted to the LAPAC website to address all workable inquiries received and
any other changes or clarifications to the bid. No negotiations, decisions or actions shall be executed by any
bidder because of any oral discussions with any BRCC employee or consultant. It is the bidder's
responsibility to check the LAPAC website regularly for addenda that may be issued.
31. Bid Quantities on Term Contracts.
For an open-ended requirements term contract, quantities shown are based on the previous contract usage or
estimates. When usage is not available, a quantity of one (1) indicates a lack of history on the item. The
successful Bidder shall supply, at Bid Prices, actual requirements as ordered whether the total of such
requirements is more or less than the quantity shown
SCOPE OF WORK
The intent of these specifications is to provide Baton Rouge Community College (BRCC) with a contract for
janitorial services at various BRCC Locations.
The Contractor shall be responsible for providing all necessary, personnel, supervision, and transportation
required to execute the services defined herein.
Staffing: All personnel must be legally authorized to work, properly trained in all required tasks, safety
procedures (e.g., OSHA/HAZWOPER), and the proper use of all chemicals and equipment.
Background Checks: The Contractor is required to conduct background checks on its employees assigned to the
facility(ies) and ensure compliance with all applicable security protocols.
Supplies: BRCC will provide all chemical cleaning supplies (e.g. cleaning solutions) and restock supplies (e.g.
toilet paper, napkins, etc.). Any supplies other than the ones provided by BRCC are prohibited for use. The
bidder shall not include these supplies cost in their bid.
Equipment: The Contractor must provide and maintain all necessary equipment in good working order. All
vacuum cleaners must have high-efficiency particulate air (HEPA) filters to ensure proper air quality.
Buffing equipment should be in safe operating order both electrically and mechanically.
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Supervision: A designated Site Supervisor must be available during all service hours and contactable 24/7 for
emergencies. The Supervisor will be the primary point of contact for the Facility Manager.
I. Service Areas
Contractor shall perform the following janitorial services:
A. General Office & Common Areas
These areas include offices, cubicles, hallways, conference rooms, break rooms, lobbies, and stairwells.
Daily Service:
* Trash Collection: Empty all waste receptacles and replace liners. Transport collected waste to the
designated facility dumpster/receptacle.
* Dusting: Dust all accessible horizontal surfaces, including desks, file cabinets, windowsills, and
exposed piping/vents.
* Vacuuming/Sweeping: Vacuum all carpeted areas (wall-to-wall) and sweep/dust mop all hard surface
floors.
* Spot Cleaning: Remove smudges, fingerprints, and spills from walls, doors, light switches, and
partitions.
* Glass/Entrance: Clean glass entrance doors and adjacent sidelights (inside and out).
* Keep janitorial/janitorial closet(s) neat, clean, and orderly
B. Restrooms
Daily Service: (Cleaned on two-hour intervals)
* Restrooms must be maintained to the highest standards of sanitation and hygiene.
* Sanitizing: Clean and sanitize all toilets, urinals, sinks, and countertops using hospital-grade
disinfectants.
* Floors: Sweep/mop floors with a disinfectant solution. Pay special attention to baseboards and
corners.
* Stocking: Restock all paper products (toilet paper, paper towels), hand soap, and hand sanitizer
dispensers.
* Waste: Empty and sanitize all feminine hygiene and trash receptacles.
* Fixture Cleaning: Polish all chrome fixtures, mirrors, and dispensers.
C. Floor Care -All Areas
Floor care must adhere to the manufacturer's recommendations for all floor types.
Deliverable: The Contractor shall provide Service Frequency Notes for hard surface floors during
inspections.
1. Vinyl, Tile, Wood
* Daily Service: (Spot Clean/Dust Mop) Wet mop/Auto-scrub floors.
* Quarterly Service: Strip and Wax all Luxury Vinyl Tile (LVT) flooring
* Bi-Annually Service: (Hard Floors) Strip, seal, and apply a minimum of four coats of
"Signature" commercial-grade finish. High-Traffic Area Maintenance Monthly Buffing or high-
speed burnishing of high-traffic hard-surface areas.
2. Carpeted Floors Deep Cleaning
* Quarterly Service: Hot water extraction (steam cleaning) or bonnet cleaning of all carpeted
areas.
D. Interior Window Cleaning
1. Interior Windows
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* Daily Service: Clean all interior partition glass, interior windows, and high-level windows. This
includes cleaning frames and sills.
2. Exterior Windows:
* Annual Service: Clean all exterior windows, glass doors, and ground-level glass using
professional methods. To be performed Annually (During Spring) or as specified.
II. Inspections
Quality Control and Inspections:
* In order to monitor the quality of work performed by the Contractor, the BRCC's Janitorial
Supervisor or designee shall conduct random inspections on all areas cleaned. The intent of this
contract is to receive acceptable, quality, complete, and uniform janitorial services throughout
each building or area on a daily basis.
* The Contractor shall implement a documented Quality Assurance (QA) Program.
* The Site Supervisor must conduct daily checks of the facility. The Operations Manager of
Janitorial and the Janitorial Supervisors will conduct a formal joint inspection Monthly to review
performance.
* Any deficiencies noted during inspections must be corrected by the Contractor within two (2)
hours for high-priority and emergency items (e.g., spills, restroom issues), and within 24 hours
for all other items.
* The Director of Facility Services, or designee shall notify the Contractor of reported performance
issues. The Contractor has seven (7) business days, from the date of notice, to respond to the
reported performance issue(s). The contractor's failure to respond to the agency's initial notice of
deficiencies in performance, or failure to respond to the Director of Facility Services or designee
notice of performance issues within the required number of days specified in each notice may
constitute grounds for contract termination.
Holiday Schedule:
BRCC will recognize the following unpaid holidays during the contract term. The Contractor will not be
responsible for having any personnel in the facility on these holidays: New Year's Day, MLK Day, Mardi Gras
Tuesday, Good Friday, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas (Dec. 24-Dec.31). On
all other days the contractor shall supply staffing to ensure normal operation.
If the Agency is closed due to a weather event, the contractor will be notified, and no staff member will be
needed.
Staffing Requirements:
The Contractor shall provide relief personnel as necessary to ensure that each assignment is performed daily, per
Contract specifications, regardless of absenteeism.
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Services shall be performed during business hours (7:00 AM to 9:00 PM, Monday through Thursday & 7:00 AM
to 6:00 PM, Fridays) to minimize disruption. All special project work (stripping and waxing) must be coordinated
in advance with the Operations Manager of Janitorial.
Staffing Requirements
Campus (Mon-Thurs) FRIDAYS ONLY Number of Staff
Acadian (3) 7am - 4pm 7am - 4pm One
10am - 7pm 9am - 6pm One
12pm - 9pm 9am - 6pm One
Jackson (1) 7am - 4pm 7am - 4pm One
Port Allen (1) 7am - 4pm 7am - 4pm One
Central (1) 7am - 4pm 7am - 4pm One
Stipulated Damages:
If services are not in conformity or not performed within the requirements of the contract, the Contractor agrees to
pay stipulated damages.
For each occurrence of which the Contractor fails to meet the scheduled staffing requirement during work hours
due to late arrival, early departure, or any other absence, Contractor agrees to pay the sum of $25.00 per hour (one
(1) hour minimum) for each hour or portion thereof for which the facility is unattended and until the post is
staffed. Late arrival, early departure or any other absence will be defined as any absence over fifteen (15)
minutes. This is not a penalty, but stipulated damages.
The Contractor agrees that for each occurrence in which assigned personnel reports for duty without the
necessary equipment to properly perform their assigned duties, or with equipment that is not fully operational, the
Contractor shall pay the sum of $25.00 per occurrence. This amount shall be considered stipulated damages and
not a penalty and may be applied as credit to the Contractor's next invoice.
Contractor agrees that the amount of stipulated damages will be deducted from payments for the work under this
solicitation. The Contractor shall be liable for stipulated damages more than amounts due the Contractor under
this contract.
In the event of late arrival of fifteen (15) minutes or more, BRCC will notify the Contractor, and replacement
personnel must arrive at the designated location not more than one (1) hour after notification. The arrival of
replacement personnel will not remove the stipulated damage fee requirement.
Safety and Compliance:
The Contractor must comply with all local, state, and federal laws, including but not limited to the Association of
Physical Plant Administrators (APPA) (Level 1 - Orderly Spotlessness and Level 2 Ordinary Tidiness Cleaning
Standards) and Occupational Safety and Health Administration (OSHA) standards. The Contractor is solely
responsible for all worker compensation, payroll, taxes, and other employee-related liabilities.
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