Writing the scope
A defensible custodial scope has four parts: a space inventory in cleanable square feet by room type, a task-and-frequency matrix, a named APPA service level per space type, and the work-loading hours that follow from them. Everything else — response times, inspection protocol, key control — hangs off that frame.
APPA service levels in plain terms
APPA's Operational Guidelines for Educational Facilities: Custodial (4th edition, 2023) defines five levels. Level 1 is showpiece condition. Level 2 is ordinary tidiness — what most specifications ask for. Level 3 is casual inattention, visible but tolerated. Level 4 is moderate dinginess. Level 5 is unkempt neglect. Most districts write Level 2 into the specification and fund Level 4, which is the root of most custodial disputes.
Frequency, not just level
Five nights a week is not universal. Three-night schedules exist and price roughly a third lower, with the cost showing up in restroom condition by Thursday. Day porter coverage is a separate line and typically adds $30,000–$55,000 a year for one full-time position.
Contract terms that matter
One year with renewals is common; three to five year terms need an escalation clause or the contractor absorbs wage inflation and then cuts staffing to survive it. Market escalation runs around 1.5–3% a year. More important than the percentage is a reopener tied to statutory wage changes — that is the clause that actually protects both sides.
Transition
Changing custodial contractors mid-year is difficult; most awards start 1 July for a reason. A serious transition plan runs to a hundred line items: staffing, clearances, keys and alarm codes, equipment, consumables, inspection baseline, and the incumbent's retained employees.