City of Hartshorne, Oklahoma
The City of Hartshorne is seeking bid proposals from qualified providers for custodial services.
Sealed Bid Deadline:
🕒 July 21, 2025, at 3:00 PM
📍 City of Hartshorne
C/O City Clerk
1101 Penn Avenue
Hartshorne, OK 74547
Bid Opening:
🕕 July 21, 2025, at 6:30 PM
📍 City Council Meeting
1101 Pennsylvania Avenue
Hartshorne, OK 74547
For more information, contact:
📞 918-297-2544
📧 clerk@cityofhartshorne.com
Scope of Services
PART I – SECTION 1: General Information & Locations
1. Overview
City Hall houses administrative offices, the police department, utility payment office, and Council Chambers. Public meetings occur on the 3rd Monday of each month, unless rescheduled due to a holiday.
2. Location
📍 City Hall – 1101 Penn Avenue, Hartshorne, OK 74547
Operating Hours: Monday–Friday, 8:00 AM to 4:00 PM, with evening public meetings as scheduled.
3. Building Access & Security
- Contractor is responsible for keeping building access codes secure and using them solely for cleaning services.
- All areas must be locked, and lights turned off after cleaning. Security lights must be activated as directed before leaving.
- Keys/devices will be issued by the City to designated personnel and must be returned upon request.
- Lost keys must be reported immediately. If a lock re-key is required due to loss, contractor is fully responsible for the cost.
- Doors must remain locked during service. Do not prop open any interior or exterior doors.
4. Reporting Requirements
Contractor must provide all documentation required by the City for regulatory compliance.
5. Restricted Personnel
Only bonded personnel may be present during custodial work. No visitors, pets, or unauthorized individuals are allowed in non-public areas or after-hours.
6. Supplies & Equipment
- Provided by the City: mops, vacuums, brooms, buffers, ladders, hoses, waxes, cleaners, paper goods, soaps, liners, air fresheners.
- Supply needs must be submitted to the Treasurer for purchase order processing.
7. Storage
All supplies and equipment must be neatly stored in the janitorial closet and used according to manufacturer directions.
8. Schedule of Services
Custodial work shall be performed twice weekly:
- Once during business hours
- Once after hours, without disrupting city meetings.
Task Breakdown
a. Office Services (Weekly)
- Empty and replace wastebasket liners; ensure no stains or odors.
- Vacuum carpeted areas.
- Sweep/dust mop and damp mop all floors.
- Clean surfaces (excluding desk tops and billing counter).
- Clean interior windows.
b. Common Areas (Twice Weekly)
- Vacuum and spot-clean carpets.
- Sweep/dust mop and damp mop floors.
- Empty and clean trash receptacles.
- Clean drinking fountains.
- Clean doors, glass, frames, and adjacent windows.
- Dust/wipe horizontal surfaces including walls, partitions, counters, and baseboards.
- Sweep exterior entryways.
c. Restrooms (Twice Weekly)
- Refill and clean all dispensers.
- Empty, clean, and disinfect all waste containers; insert new liners.
- Clean and disinfect sinks, counters, and fixtures with non-abrasive cleansers.
- Shine mirrors, chrome, and stainless steel.
- Thoroughly clean and disinfect urinals, toilets, and surrounding surfaces.
- Dust and spot-clean all partitions, walls, and surfaces.
- Sweep and mop floors with disinfectant solution.
