BM_26_001_Janitorial_Services_Grounds_Mainten.pdf

MACON COUNTY SCHOOL SYSTEM

Request for Proposal Janitorial/Cleaning Services &

Grounds Maintenance

Request for Proposals #BM-26-001

31 Buck Creek Bypass Road

Oglethorpe, Georgia 31068

(478) 472-8188

Macon County School System RFP for Janitorial/Cleaning Services & Grounds Maintenance

INTRODUCTION

The Macon County School System is soliciting proposals for a one (1) year contract for

Janitorial/Cleaning Services & Grounds Maintenance for three school buildings and grounds maintenance.

Vendors are required to submit written proposals that present the vendor’s qualifications and understanding of the work to be performed. The vendor’s proposal should be prepared simply and economically and should provide all the information it considers pertinent to its qualifications for the specifications listed herein. Emphasis should be placed on the completeness of services offered and clarity of content.

The proposal must be submitted no later than 12:00 PM on Monday, August 25, 2025, directly to the Macon County Board of Education at the following address:

Dr. Johnathan Roberts, Superintendent

Attn: Request for Proposal for Janitorial/Cleaning Services & Grounds Maintenance

31 Buck Creek Bypass Road

Oglethorpe, GA 31068

GENERAL INSTRUCTIONS FOR PROPOSAL

1. Proposal Content - A completed proposal must contain the following:

a. Proposal Form & Signature Page – the proposal form and signature page must be completed and signed by an individual authorized to bind the vendor. All proposals submitted without such proposal form and signature page may be deemed nonresponsive.

b. References – Proposals shall include a list of three (3) references including name, address, phone number and contact person. The school system reserves the right to contact references other than, and/or in addition to, those furnished by a vendor.

2. Proposal Period – Proposal prices are to be firm for ninety (90) days.

3. Proposal Award - It is the intent of the Macon County School System to accept the lowest responsible proposal, provided it has been submitted in accordance with the proposal documents. If a proposal is selected it will be the most advantageous regarding price, quality of service, the Vendors qualifications and capabilities to provide the specified service, and other factors which the Macon County School

System may consider. The Macon County School System reserves the right to accept or reject any or all proposals and to waive irregularities therein. Proposals will be approved publicly on Tuesday, September 2, 2025, at 6:00 PM, at the regular scheduled Board meeting.

4. Term and Renewal – The term of the Contract shall be for one (1) year unless earlier terminated. The Contract may be terminated by either party with a ninety (90) day written notice. The Contract may be terminated by either party with or without cause in less than ninety (90) days by mutual agreement or in the event of substantial failure to perform in accordance with the terms set forth in the Contract.

5. Basis of Payment – Payment will be made to the contractor within 30 days upon receiving the contractor’s monthly invoice and after approval by the Macon County

Board of Education. The invoice shall state the dates the services were performed and amount for each building. Special services provided will be billed via a separate invoice and described by the service provided and the date it was provided.

SPECIFICATIONS

The specifications outline the requirements for Janitorial/Cleaning Services & Grounds

Maintenance for three (3) Macon County School System buildings. A list of each building, the address and approximate square footage is outlined to assist you in your quote.

A walkthrough can be scheduled by appointment to view the buildings beforehand.

Building List Macon County Elementary o 1 floor – 147,179 sq. ft.

o 400 State Route Hwy 128 Bypass Road, Oglethorpe, GA 31068 o (3 miles from the middle/high school) o Includes entryway and main hallway, classrooms, bathrooms, cafeteria, media center, and entire office area. (Entire building if not named here, except the kitchen).

Macon County Middle o 1 floor – 97,414 sq. ft.

o 615 Vienna Road, Montezuma, GA 31063 o Includes all office areas, conference rooms, media center, classrooms, cafeteria area, and restrooms. (Entire building if not named here, except the kitchen).

Macon County High School o 1 floor - 101,903 sq. ft.

o 611 Vienna Road, Montezuma, GA 31063 o Includes entire front office area, conference rooms, individual offices, media, cafeteria area, classrooms, and bathrooms. (Entire building if not named here);

Field house, press boxes, athletic/concession restrooms.

RESPONSIBILITIES OF THE CONTRACTOR

The following cleaning instructions are outlined by building, cleaning location within the building and a cleaning schedule.

General Offices, Conference/Training Room, Work Area

Daily

1. Clean debris around entrances

2. Empty trash cans/replace liner as needed

3. Spot clean desktops

4. Spot clean lobby glass including front doors and partition glass

5. Dust mop hard floors or vacuum carpet floor traffic lanes only

6. Clean interior of microwaves removing food particles and stains.

Weekly

1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Contractor to furnish trash receptacle liners)

2. Thoroughly dust all horizontal and vertical surfaces, including desktops, files, windowsills, ledges, moldings, chair bases, telephones, computers, pictures, office furniture and all manner of furnishings.

3. Vacuum traffic lanes.

4. Dust mop all hard surface floors.

5. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture.

6. Spot treat soiled carpet areas.

Monthly

1. Thoroughly vacuum all carpeting, taking care to get into corners, along edges and beneath furniture.

2. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills.

3. Complete all high dusting, including exhaust fans and air ventilators within reach.

4. Damp wipe telephones with disinfectant.

Quarterly

1. Thoroughly wash windows (interior and exterior on ground level; interior only on second/etc. floor) and partition glass on both sides. Damp wipe all window/glass frames (Weather permitting).

2. Dust horizontal blinds.

Semi-Annually

1. Machine strip all tile floors, taking care to get into corners, along edges, and beneath furniture. Rinse, reseal, and refinish/wax all tile floors.

Classrooms, Media Center

1. Empty trash cans, replace liner as needed

2. Spot clean desktops

3. Dust mop hard floors or vacuum carpet floor traffic lanes only

Restrooms

1. Clean, sanitize, and polish all fixtures including toilet bowls, urinals, sinks

2. Clean all glass and mirrors

3. Empty all trash cans and disposals, insert liners as needed, spot clean and sanitize containers

4. Empty and sanitize interior of sanitary container

5. Spot clean walls, doors, and partitions

6. Sweep and damp mop hard floors

Weekly

1. Empty all trash and sanitary napkin receptacles, replace liners, as needed and wipe receptacles clean. Remove trash to a collection point. (Client to furnish trash receptacles liners)

2. Stock towels, tissue, and hand soap. Wipe/polish dispensers as needed. (Client to furnish supplies)

3. Toilets and urinals to be cleaned and sanitized inside and outside. Polish bright work.

4. Toilet seats to be wiped clean on both sides.

5. Scour and sanitize all basins. Polish bright work.

6. Remove splash marks from walls around basins.

7. Dust horizontal surfaces, including partitions, top of mirrors, and frames. Clean and polish mirrors.

8. Sweep or dust mop hard surface floor.

9. Report any restroom repairs needed to the maintenance department.

Monthly

1. Wipe all restroom partitions on both sides.

2. Pour fresh water down floor drains to refresh water in sewer line.

3. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills.

4. Complete all high dusting, including exhaust fans and air ventilators within reach.

Quarterly

1. Machine strip all tile floors, taking care to get into corners, along edges, and beneath furniture. Rinse, reseal, and refinish all tile floors.

2. Thoroughly scrub and rinse ceramic floors.

Entrance(s), Lobby, Reception Area

Weekly

1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Contractor to furnish trash receptacle liners)

2. Squeegee both sides of glass doors removing prints and smudges; wipe frames.

3. Thoroughly dust all horizontal and vertical surfaces, including windowsills, ledges, moldings, telephones, pictures, office furniture and manner of furnishings.

4. Vacuum walk off mats and traffic lanes.

5. Spot treat soiled carpet areas.

6. Dust mop hard surface floors.

7. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture.

8. Police outside area including sidewalks, etc. removing all litter and debris.

9. Dust all horizontal and vertical surfaces.

Monthly

1. Thoroughly vacuum all carpeting, taking care to get into corners, along edges and beneath furniture.

2. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills.

3. Complete all high dusting, including exhaust fans and air ventilators within reach.

Quarterly

1. Thoroughly wash windows (interior and exterior on ground level) and partition glass on both sides. Damp wipe all window/glass frames (Weather permitting)

2. Dust horizontal blinds.

Hallways

Weekly

1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Contractor to furnish trash receptacle liners)

2. Spot wipe partition glass removing prints and smudges

3. Thoroughly dust all horizontal and vertical surfaces, including windowsills, ledges, moldings, telephones, pictures, office furniture and all manner of furnishings.

4. Clean drinking fountain(s) or water cooler(s) removing watermarks and splashes on sides, fronts and surrounding walls.

5. Vacuum traffic lanes.

6. Dust mop all hard surface floors.

7. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture.

8. Spot treat soiled carpet areas

Monthly

1. Thoroughly vacuum all carpeting, taking care to get into corners, along edges, and beneath furniture.

2. Spot wipe walls, light switches and doors removing fingerprints, smudges, and spills.

3. Complete all high dusting, including exhaust fans and air ventilators within reach.

Quarterly

1. Thoroughly wash windows (interior and exterior on ground level) and partition glass on both sides. Damp wipe all window/glass frames (Weather permitting)

2. Dust horizontal blinds.

Semi-Annually

1. Machine strip all tile floors, taking care to get into corners, along edges, and beneath furniture. Rinse, reseal, and refinish/wax all tile floors.

Cafeteria Area

1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Contractor to furnish trash receptacle liners)

2. Clean and sanitize table tops.

3. Sweep and mop tile floors.

4. Clean spills during lunch periods to prevent slips, trips, and falls.

5. Clean and polish water fountains.

Weekly

1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Contractor to furnish trash receptacle liners)

2. Wipe clean fronts, tops, and sides of trash receptacles.

3. Stock and wipe/polish dispensers as needed. (Contractor to furnish supplies)

4. Dust mop hard surface floors.

5. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture.

Monthly

1. Spot wipe walls, light switches and doors removing fingerprints, smudges and spills.

2. Complete all high dusting, including exhaust fans and air ventilators within reach.

Quarterly

1. Thoroughly wash windows (interior and exterior on ground level; and partition glass on both sides. Damp wipe all window/glass frames. (Weather permitting)

Semi-Annually

1. Machine strip all tile floors, taking care to get into corners, along edges, and beneath furniture. Rinse, reseal, and refinish/wax all tile floors.

Grounds

Daily

1. Clean debris around entrances

2. Clean debris from parking lot

Weekly

1. Clean debris around entrances (including gum removal)

2. Weed, edge around buildings and sidewalks (including bus ramp)

3. Mow, trim, and edge grassy areas around and between the buildings.

Monthly (or as needed)

1. Trim boxwoods/hedges/trees/bushes

Equipment and Cleaning Chemicals The vendor will supply all cleaning equipment, chemicals, trash bags, paper towels, hand soaps and toilet paper.

Damage The contractor shall report to the Administration Department any damaged facilities and/or broken items that need to be replaced so as not to be held accountable weekly.

Proposal Instructions Request for Proposal for Janitorial/Cleaning

Services & Grounds Maintenance

1. Based on the requirements and provider qualifications please provide one original proposal to the Macon County School System.

2. Complete Proposal Form and Signature Page

3. Complete Worker’s Compensation Certificate

4. Complete Independent Contractor Statement

5. Complete Reference Form

If delivered via mail or in person, vendor shall include items 1-5 in a sealed envelope. All proposals should be clearly labeled on the outside of the envelope:

Proposals should be mailed or delivered in person to:

Macon County School System

Attn: Request for Proposal for Janitorial/Cleaning Services & Grounds Maintenance

P.O. Box 488 or 31 Buck Creek Bypass Road

Oglethorpe, GA 31068

Proposals must be received no later than 12:00 PM on Monday, August 25, 2025.

RFP EVALUATION

Evaluation Criteria

Experience 20%

References and Quality of Work 20%

Professional Liability Insurance 20%

Accessibility 20%

Cost 20%

PROPOSAL FORM REQUEST PROPOSALS FOR

JANITORIAL/CLEANING SERVICES & GROUNDS MAINTENANCE

The undersigned hereby submits the following proposal for the monthly cost of

Janitorial/Cleaning Services & Grounds Maintenance for the Macon County School System buildings:

Macon County Elementary School $

Macon County Middle School $

Macon County High School (including the field house and concession restrooms) $

Total

Signature Page Request for Proposal for Janitorial/Cleaning Services & Grounds

Maintenance

Name and Title (Please print.)

Signature

Date

Address

Contact (Please print.)

Phone

Fax

Email

WORKER’S COMPENSATION CERTIFICATION

I hereby certify that effective the date of my Contract with the Macon County School System at all times in the performance of such Contract that:

□ I have and will maintain in full force and effect policy of Workers Compensation Insurance in compliance with the Laws of the State of Georgia with the following insurance company:

Company Name

Agent’s Name

Telephone Number

Policy Number

Effective Date

OR

☐ I will perform said Contract myself and do not have and will not have any employee or employees assisting me with the performance of the Contract and am not required by the Laws of the State of Georgia to obtain and maintain a policy of Worker's Compensation Insurance in the performance of this Contract.

I understand that this statement is made as a material part of the Contract, which I have made with the Macon County School System.

Signature of Contractor Date

CONTRACTOR STATEMENT

It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto or as constituting the Contractor as the agent, representative or employee of the Macon County School

System for any purpose or in any manner whatsoever. The Contractor is to be and shall remain an independent contractor with respect to all services performed under this Agreement.

The Contractor represents that it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Contractor or other persons, while engaged in the performance of any work or services required under the

Agreement, shall have no contractual relationship with the Macon County School System, shall not be considered employees of the Macon County School System, and any and all claims that may or might arise under the Unemployment Compensation Act or the Workers’ Compensation

Act of the State of Georgia on behalf of said personnel arising out of employment or alleged employment including, without limitations, claims of discrimination against the Contractor, its officers, agents, contractors or employees, shall in no way be the responsibility of the Macon

County School System; and the Contractor shall defend, indemnify and hold the Macon County

School System, its officers, agents and employees harmless from any and all such claims irrespective of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall neither require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the Macon County School System, including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers’ Compensation, Unemployment Insurance, disability, severance pay, retirement or other benefits.

Company/Individual Name

Signature

Title

Date

CLIENT REFERENCES REQUEST FOR PROPOSAL FOR

JANITORIAL/CLEANING SERVICES & GROUNDS MAINTENANCE

Please list three (3) client references. It is preferred that those references are clients within the

State of Georgia. The Macon County School System reserves the right to contact references other than, and/or in addition to, those being furnished below.

Reference 1

Reference 2

Reference 3

PUBLIC NOTICE

The Macon County School System, Georgia is seeking proposals from qualified individuals to secure a one-year contract for Janitorial/Cleaning Services & Grounds Maintenance for three

Macon County School System buildings.

Copies of the Proposal Forms are available at Macon County School System, 31 Buck Creek

Bypass Road, Oglethorpe, GA 31068, via e-mail: gncarter@macon.k12.ga.us, or via the Macon

County School System website: www.macon.k12.ga.us.

Proposals must be submitted to the Macon County Board of Education at 31 Buck Creek Bypass

Road, Oglethorpe, GA 31068 no later than 12:00 PM on Monday, August 25, 2025.

Proposals must be clearly identified as “PROPOSALS FOR JANITORIAL/CLEANING SERVICES

& GROUNDS MAINTENANCE” and show the name and address of the submitting individual. Late proposals will not be considered.

The Macon County School System reserves the right to reject any and all proposals.

Posted: August 8, 2025

Published:

Macon County School System Website

Georgia Procurement Registry