1-RFP Custodial Supplies 2026 2.23.26.docx
DOCX document 73 KB Posted
- Attached to
- LCSD Custodial Supply RFP
- Solicitation number
- LCSD02232026
- Issued by
- Box Elder County, Utah
About this file
This is a Request for Proposals (RFP) document issued by Logan City School District in Logan, Utah, for the procurement of comprehensive custodial supplies and equipment. The district seeks qualified vendors to provide paper goods (paper towels, toilet tissue, facial tissues), cleaning chemicals (green-certified cleaners, disinfectants, floor finishes, degreasers), waste management products (trash liners in various sizes), equipment and tools (mops, brooms, microfiber systems, PPE), and value-added services including training on chemical dilution systems and equipment maintenance. The contract term is two years with a one-year renewal option. Proposals are due on March 20, 2026, by 3:30 p.m., and the selection announcement is scheduled for March 27, 2026. Submissions must be sent to Paul Guymon, Purchasing Manager, either by email at paul.guymon@loganschools.org or by mail to Logan City School District, 101 W Center Street, Logan, Utah 84321. Additionally, each proposer must submit physical test samples of eight specified products (roll paper towels, multi-fold towels, toilet tissue, small and large can liners, all-purpose cleaner, and glass cleaner) in a single labeled container.
Proposals will be evaluated using a weighted 100-point scoring system based on five categories: Company Profile & Experience (including financial stability and key personnel), Technical Specifications & Sustainability (product data sheets, certifications, and dispenser programs), Operations & Logistics (ordering processes, delivery schedules, and inventory management), Cost Proposal (pricing for core and non-core items with transparent fees), and Accounts Payable & Reporting Portal capabilities. The cost proposal requires completion of a Core Items Price List, definition of percentage discounts for non-core items, and explicit disclosure of any additional fees such as fuel surcharges. The selected vendor must provide a secure web-based portal at no cost to the district, offering digital invoicing, payment tracking, usage and budgetary reporting with exportable data in CSV or Excel formats, and potential EDI or Punchout integration capabilities with common ERP systems.
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| File | Type | Posted |
|---|---|---|
| 2-Copy of Appendix A 2.23.26.xlsx | XLSX spreadsheet |
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Text version
Request for Proposals (RFP): Custodial Supplies & Equipment
1. Project Overview Logan City School District is seeking proposals from qualified vendors to provide a comprehensive range of custodial supplies, paper products, and cleaning chemicals. Our goal is to consolidate purchasing, ensure product consistency, and achieve cost savings through a primary supply agreement.
· Contract Term: 2 Years with 1-year renewal option]
· Proposal Due Date: March 20, 2026 by 3:30pm
· Selection Announcement: March 27, 2026
· Proposals should be delivered to Logan City School District 101 W Center St. Logan, UT 84321 Attention Purchasing Manager, Paul Guymon
2. Scope of Work The selected vendor will be responsible for the timely delivery of high-quality cleaning supplies, including but not limited to:
· Paper Goods: Paper towels (roll/multifold), toilet tissue, and facial tissues.
· Chemicals: Green-certified cleaners, disinfectants, floor finishes, and degreasers.
· Waste Management: Trash liners (various micron weights and sizes).
· Equipment/Tools: Mops, brooms, microfiber systems, and PPE (gloves, masks).
· Value-Add Services: Training on chemical dilution systems and periodic equipment maintenance, provide dilution stations where needed, provide soap dispensers where needed.
3. Submission Requirements To be considered, vendors must organize their proposal into the following sections. This ensures an "apples-to-apples" comparison during our review.
A. Company Profile & Experience
· Brief history of the company and a description of the local distribution network.
· Evidence of financial stability (e.g., a brief letter from a banking institution or a recent financial statement).
· Key Personnel: Identify the dedicated Account Manager who will handle our orders and troubleshooting.
B. Technical Specifications & Sustainability
· Product Data Sheets: Provide Safety Data Sheets (SDS) for all proposed chemicals.
· Sustainability Certifications: List products that carry Green Seal,EcoLogo, or EPA Safer Choice certifications.
· Dispenser Program: If proposing a change in paper/soap systems, include a plan for the removal of old dispensers and the installation of new ones (at no cost to the organization).
C. Operations & Logistics
· Ordering Process: Description of the online ordering portal (if applicable).
· Delivery Schedule: Guaranteed lead times from order placement to delivery.
· Inventory Management: Describe your ability to maintain stock for "emergency" requests (e.g., pandemic-related spikes or flood cleanup).
D. Cost Proposal
· Complete the Core Items Price List (Appendix A).
· Define the percentage discount offered for "Non-Core" items in your full catalog.
· Explicitly state any additional fees (e.g., fuel surcharges, small order fees).
E: Accounts Payable & Reporting Portal The Proposer must provide a secure, web-based portal for account management. Access to this portal shall be provided at no additional cost to Logan City School District. The portal must include the following functional requirements:
1. Invoicing & Payment Tracking
· Digital Invoicing: Ability to view, download (PDF), and print invoices and credit memos.
· Payment History: A real-time dashboard showing paid, pending, and overdue invoices.
· Search/Filter: Ability to search for invoices by Date, Purchase Order (PO) Number, or Location/Department.
2. Usage & Budgetary Reporting
· On-Demand Reports: Ability to generate reports showing "Usage by Item" and "Spend by Location" over custom date ranges (Monthly, Quarterly, Annually).
· Exporting: Data must be exportable in common formats (CSV or Excel) for integration into our internal accounting software.
3. Integration Capabilities
· Please specify if your system supports EDI (Electronic Data Interchange) or Punchout integrations with common ERP systems (e.g., SAP, Oracle, QuickBooks).
4. Scoring & Evaluation Criteria The selection committee will use a weighted point system to rank proposals. A total of 100 points is available.
5. Testing Samples Each submitter shall supply a test sample of each of the following products for review.
Each sample must be provided and labeled with company name, provided in one box/container.
| Roll Paper Towels | Small Can Liner 10-15G | |
| Multi Fold Towels | Large Can Liner 40 – 45G | |
| Toilet Tissue | All Pupose Cleaner |
Glass Cleaner image1.png
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