77-20250925105753 DCS.pdf

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7168

Issue Date: September 23, 2025

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: October 20, 2025 Date: October 27, 2025 Time: 10:00 AM, CST Time: 8:00 am, CST Location: DeSoto County Schools Location: DeSoto County Schools Central Services Central Services

5 East South Street 5 East South Street Hernando, MS 38632 Hernando, MS 38632

Bid Items

Bid Number: #376-CPS-DCS26 Description: Janitorial Cleaning and Paper Supplies

Procurement Schedule:

Public Notice to Newspaper September 23, 2025

Advertisement Publication Dates September 25 and October 2, 2025

Release of Bid September 25, 2025

Deadline for Questions/Clarifications October 9, 2025, 12:00 pm, CST

Unpriced Bid Proposals October 20, 2025,10:00 am, CST

Reverse Auction for Approved Bidders October 27, 2025, 8:00 am, CST

Anticipated Board Approval November 6, 2025

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the unpriced proposal form, nor placing it in the mail by this date will meet legal requirements. All unpriced proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all unpriced proposals received and to waive any and all informalities.

1. If submitting a paper unpriced proposal, it shall be typed. Any changes that are made must be initialed. No changes shall be allowed after the unpriced proposals are opened. The DeSoto County School District shall not be responsible for any errors or omissions. Unpriced proposals may be hand delivered, mailed, or submitted electronically. Paper unpriced proposals must be submitted in a sealed 8” x 10” or larger envelope. Please label outside envelope or shipping box as follows or the bid may be rejected:

Attn: Jenifer Hale Janitorial Cleaning & Paper Supplies Unpriced Proposals

#376-CPS-DCS25

October 20, 2025 @ 10:00 a.m. CST Name of company or person submitting bid

2. Any unpriced proposals received after the opening date or time shall be refused and marked “Late Unpriced Proposal” and returned to the bidder unopened. For this purpose, the official time for the unpriced proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced proposals may be modified or withdrawn by written notice from the Bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced Proposal, the bidder must submit a new Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of District.

4. All items contained in this unpriced proposal are to be per specifications unless otherwise specified.

5. The District shall issue a written addendum/clarification if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda/clarification will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda/clarification, the addenda/clarification shall govern all other contract documents to the extent specified. Subsequent addenda/clarification shall govern over prior addenda/clarification only to the extent specified.

6. All bids shall be submitted exclusive of taxes. Documentation of tax exemption will be furnished when necessary.

7. Both paper unpriced proposals and electronic unpriced proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic unpriced proposals shall be submitted online at www.centralbidding.com. Should http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/ the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

8. All items will be awarded by line item.

9. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

10. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal. Questions received after the mentioned deadline for Written Questions/Clarifications shall not be considered.

Qualification of Bidders:

Unpriced proposals will be evaluated by staff of the District. All bidders submitting acceptable specifications will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of October 27, 2025, at 8:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the Bidder must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814.

1. All items shall be invoiced and delivered to individual locations within the DeSoto County School District as noted on each purchase order. Some locations do not have loading docks; please take that into consideration when submitting bids. A list of schools with and without loading docks and a list of schools with their address are included in the bid packet for review.

2. It is understood that the successful bidder agrees to deliver all items FOB destination to this point. ALL RELATED COST FOR DELIVERY IS TO BE PAID BY THE BIDDER AND SHOULD BE INCLUDED IN THEIR BID. NO ADDITIONAL DELIVERY CHARGES SHALL BE PAID BY THE DESOTO COUNTY SCHOOL DISTRICT. Any items requiring unpacking or assembly shall be unpacked, assembled, and set in place by the successful bidder, at their expense, as directed by the designated representative of the DeSoto County School District.

3. One (1) week delivery time on all supplies.

4. Each purchase order will be divided into four (4) sections by location and includes approximately ten (10) different school sites. Delivery of supplies will be made to each individual location as specified on the purchase order. The District will place up to nine (9) sets of these orders per school year during the term of the bid, November 6, 2025 – September 30, 2026.

5. Vendor will be responsible for any delivery issues such as double shipments even if packaging has been opened to verify order.

mailto:dcs.purchasing@dcsms.org https://www.centralauctionhouse.com/registration.php

6. Deliveries must be made to each individual location between the hours of 9am and 2pm, CST. If any problems with delivery, please contact David Ross at 901-598-4417.

7. Vendors will have 10 minutes to bid on each line item. See attached schedule.

Terms of Agreement:

The term of bid shall be November 6, 2025 – September 30, 2026. If the DeSoto County School District, in whole or in part, is not satisfied with the performance of services or product supplied and agreed to with this bid, the District may terminate the agreement after giving specific reason(s) by written notice to vendor(s) and offering opportunity for vendor(s) to correct specific reason(s) for dissatisfaction within a thirty (30) day period, date to be specified by the District. If vendor does not respond to notice within the thirty (30) day period, the District has the option to terminate the agreement. If vendor wishes to terminate the agreement prior to the thirty (30) day wait period, they may do so with written notification.

DCS will not accept any price increase that has not been previously agreed upon by both involved parties for the term of the bid. If vendor increases pricing for any item, for any reason, that has not been agreed upon by DCS, DCS may withdraw from purchasing item with vendor and purchase from the next lowest vendor to be determined during scheduled reverse auction. The next lowest vendor must adhere to their lowest bid amount submitted during the reverse auction.

If winning vendor cannot meet request for item specified in bid documentation within 30 days of DCS submitting the purchase order for the items, DCS reserves the right to purchase said items(s) from the next lowest vendor that bid during the reverse auction.

Accounting Practices:

The DeSoto County School District requires that purchase orders be issued before any items are ordered or delivered. The District shall not be responsible for any products delivered without an approved purchase order, and/or without a signed acknowledgement of receipt by a District employee at time of delivery. Separate packing slips must be issued for each shipment at each individual school location

The awarded bidder shall provide accurate, readable, and timely reports, such as invoices, credits, and statements as requested by the District.

Signed delivery tickets shall be turned in with invoices. All invoices shall include the purchase order number. Separate invoices shall be issued for each purchase order. Any corrections to invoices must be completed within 30 days of notification of error.

The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

Budgetary Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi and venue for the resolution of any dispute shall be DeSoto County, Mississippi. Bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost of legal action to Bidder.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting general liability insurance coverage of $1,000,000 listing the District as additional insured and worker’s compensation insurance coverage of $500,000 per occurrence. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

Cleaning & Paper Supplies Bid #376-CPS-DCS26

DeSoto County Schools is conducting a bid for Cleaning and Paper Supplies for the entire District. A quantity range for each product is indicated on the Unpriced Proposal Form that is enclosed.

• If bidding an alternate item for any brand specific product listed or if the bid item listed is not brand specific, with exception to trash can liners, please provide a full, unopened unit sample of proposed alternate product. Sample products must be identical to those that would be delivered if awarded bid.

Samples must be labeled with vendor name. Providing these samples shall be entirely at bidder expense and none shall be returned. Safety Date Sheets (SDS) must accompany each sample for any alternate products proposed.

• If bidding on trash can liners, bidders must submit a sample of two (2) full, unopened, and unaltered cartons of each liner for each trash can liner bidding with Unpriced Proposal. Samples must be delivered no later than 10am, CST, October 20, 2025, and must be labeled with vendor name. Samples, including cartons and all of their markings, must be identical to those that would be delivered if awarded the bid for trash can liners. Please see sample label attached for reference which shows necessary information that must be included on label. Providing these samples shall be entirely at vendor expense and will not be returned. If awarded bid, vendor shall not make any substitutions from the provided samples.

• There will be four (4) separate purchase orders with each order placed which will include approximately ten (10) locations each. Orders will be placed approximately nine (9) times from date of award of bid through September 30, 2026. A list of schools and their address and a list of schools with and without loading docks is included in bid packet. Delivery of supplies will be made to each individual location as specified on the purchase order. Deliveries must be made to each individual location between the hours of 9am and 2pm, CST. If any problems with a delivery, please call David Ross at 901-598-4417.

Products

Hardwound Roll Towels, Marcal, NP-6800 EN – or equivalent

7.875” wide x 800’ long, 2” core 6 rolls/cs 100% recycled Color- kraft Minimum 50% post-consumer Must fit current dispenser – see attached for specifications

Jumbo Roll Bath Tissue, Marcal, NP-5206 – or equivalent

3.3” wide x 600’ long, 3.3” core 12 rolls/cs 2-ply 100% recycled Color-white Minimum 50% post-consumer Green-Seal Certified Must fit current dispenser – see attached for specifications

Toilet Tissue Dispenser, Von Drehle, #AE42V – or equivalent

Required Specifications

Single, jumbo roll dispenser Fully enclosed Locking Feature Depth 4.75” Approx. 12”x10.5”x4.75” Price per one dispenser

24” x 33” Clear Trash Can Liner

8-micron natural density can liners 50/roll, 20 rolls/cs (Total of 1000/cs) Minimum 16.07lb net weight

40” x 48” Clear Trash Can Liner

12-micron natural high density can liners 25/roll, 10 rolls/cs (Total of 250/cs) minimum 15.10lb net weight

43” x 47” Black Trash Can Liner

1.5mil black low-density trash can liners 10/roll, 10rolls/cs (Total of 100/cs) Minimum 20.21lb net weight

Industrial Pathmaker, Spartan #008705 – or equivalent

Low foam, industrial strength floor cleaner Requires one rinse only 5-gallon Fragrance Free

Wave 3D Urinal Screen, Fresh Products – or equivalent

Works up to 30 days Long posts on both sides to eliminate splash Fragrances – cucumber melon, coastal, ocean mist, honeysuckle 10 count per case

Dust Mop/Dust Cloth Treatment, Spartan #309900 – or equivalent

Water based Ready to use Low odor 20oz can, 12 per case Safe to use on air filters, mops, matting

Shineline Baseboard Stripper, Spartan #609700 – or equivalent

For cleaning baseboards, corners, stairs Removes industrial soils and adhesives

PH 11.2-11.8

Clear color Lemon scent Ready-to-use Aerosol 12-20oz cans per case iShine Floor Finish, Spartan #405504 – or equivalent

Provides maximum protection against scuff marks, water spots and black heel marks 25% Non-Volatile Solids

Delivers high shine with moderate maintenance 5-gallon pail

Clean by Peroxy, Spartan #003504 – or equivalent

Green seal certified Pale blue color Cleans windows, mirrors, floors, walls, carpets, restrooms, kitchens, tile and grout

PH 2.0-3.0

Dilution 1 – 12oz per gallon Fresh Spring Rain Scent 4/gallon case

CX3 Bio-Assist Heavy Duty Extraction Cleaner, Spartan #311004 – or equivalent

Dilution 2 oz./gal

PH 8.0-9.0

Floral scent Low foaming Non-corrosive, phosphate free, biodegradable Organic digesters for odor control

Graffiti Remover SAC, Spartan #317103 – or equivalent

Removes graffiti markings, paint, marker, ink, crayon, pencil Biobased solvent Soy based, No petroleum based solids Ready-to-use Unscented Quart, 12 per case

SD-20, Spartan #652000 – or equivalent

All-purpose degreaser Synthetic Does not contain soap, free alkali, caustics, ammonia 20oz can, 12 per case

Profect HP, Spartan #100803 – or equivalent

Cleaner, deodorizer, disinfectant for infection control Ready-to-use Kills bacteria and viruses in 60 seconds Quart, 12 per case

EnduraStrip, Spartan # 006705 – or equivalent

Stripper for traditional floors Water-based PH 13.4-13.8, dilution 10-16oz/gallon Unscented Clear color 5-gallon pail

**For the remaining items in the bid specifications, we will accept no substitutions to keep products uniform through the District**

Bids will still be placed on a line-item basis. Please refer to attached bid schedule for times.

Lite’N Foamy Cranberry Ice Hand Soap, Spartan #315204 - no substitutes

Hand, hair, and body soap Low viscosity Bio-based Cranberry fragrance Ready to use 1200 handwashes per 1000ml Gallon, 4 per case Winning Vendor must provide dispenser at no additional cost

IQ Cranberry Ice Hand Soap, Spartan #460200 - no substitutes

Hand, hair, and body soap Low viscosity Ready to use Bio-based 1900 handwashes per 1250ml 1250ml, 4 per case Winning Vendor must provide mounting brackets at no additional cost

NABC, Spartan – no substitutes

Non-acid disinfectant bathroom cleaner Fresh Scent Bactericidal & virucidal 2-liter, 4 per case

Vomitus Absorbent, VoBan Aromatic Absorbent MFG #241 – no substitutes

1 lb. Bag Medicinal Scent Brown Color Effective on vomit, pet accidents and other spillage Fortified with enzymes to help eliminate odor Pack: 24/case

BioRenewables Glass Cleaner, Spartan – no substitutes

Cleaner for mirrors, glass, windows, etc.

Non-ammoniated Phosphate free Biodegradable Green Seal Approved 2-liter, 4 per case

Clean By 4D, Spartan #101102 – no substitutes

Multipurpose Healthcare Disinfectant Removes stains and odors Fresh fragrance Peroxide based 3-7% 2-liter, 4 per case

Xcelente Clean on the Go, Spartan – no substitutes

Multi-purpose cleaner Phosphate free Green Seal Approved 2-liter, 4 per case 1 oz per gallon dilution Lavender Fragrance

Feminine hygiene products waste receptacle, Hospeco MFG #HOSND1W – no substitutes

8.25 x 4.5 x 11.6” – Metal White Convenient hinged lid Wall mounted (screws not included Quantity = each

Paper Towel Dispenser, Georgia Pacific, #GPC54338A – no substitutes

13x10x14.4”, Black Holds rolls up to 8” Mounts with screws (not included) Price per one dispenser

Hyper Concentrate Floor Stripper, SC Johnson, #680076 – no substitutes

Straw Colored pH 12.5+ pH at dilution 11.54 (1:8) Density 1.029 g/cm3 at 27.5° C Fragrance low odor Shelf Life 4 years

Napkin Receptacle Liners, Hospeco, #HOS5260 – no substitutes

7.5” x 3” x 10.5” Brown 500/carton Kraft waxed paper liners with gusset for better fit

1 |

Cleaning and Paper Supplies Bid

#376-CPS-DCS26

ALL TIMES CENTRAL

Reverse Auction Timeline Start Time End Time Description

8:00 am 8:10 am Jumbo Roll Bath Tissue, Marcal, NP-5206, 12 rolls per case – or approved equivalent

8:10 am 8:20 am Brown Hardwound Roll Towels, Marcal, NP-6800, 6 rolls per case – or approved equivalent

8:20 am 8:30 am Toilet Tissue Dispenser, Von Drehle, #AE42V – or equivalent

8:30 am 8:40 am 24” x 33” Clear 8 Micron Trash Can Liners (1000/Case)

8:40 am 8:50 am 40” x 48” Clear 12 Micron Trash Can Liners (250/Case)

8:50 am 9:00 am 43” x 47” 1.5 Mil Trash Can Liner, Black (100/Case)

9:00 am 9:10 am Industrial Pathmaker, Spartan, #008705, 5 Gallon Pail – or approved equivalent

9:10 am 9:20 am iShine Floor Finish, Spartan, #405504, 5 Gallon Pail- or equivalent

9:20 am 9:30 am EnduraStrip, Spartan, #006705, 5 gallon Pail- or equivalent

9:30 am 9:40 am Wave 3D, Fresh Products, 10 Per Case – or approved equivalent

9:40 am 9:50 am Dust Mop/Dust Cloth Treatment, Spartan, #309900, (12) 20 oz. Cans/Case – or approved equivalent

9:50 am 10:00 am Graffiti Remover SAC, Spartan #317103 – or equivalent

10:00 am 10:10 am SD-20, Spartan #652000 – or equivalent

DeSoto County Schools Cory Uselton, Superintendent of Education

Five East South Street Hernando, MS 38632

662-449-7291

FAX-662-449-7242

2 |

10:10 am 10:20 am Profect HP, Spartan #100803 – or equivalent

10:20 am 10:30 am Shineline Baseboard Stripper, Spartan #609700 (12) 20oz can/cs- or equivalent

10:30 am 10:40 am Clean by Peroxy, Spartan #003504, (4/gallon cs) or equivalent

10:40 am 10:50 am CX3 Bio-Assist Heavy Duty Extraction Cleaner, Spartan #311004 – or equivalent

10:50 am 11:00 am Lite’N Foamy Cranberry Ice Hand Soap, Spartan #315204 - no substitutes

11:00 am 11:10 am IQ Cranberry Ice Hand Soap, Spartan #460200 - no substitutes

11:10 am 11:20 am NABC, Spartan – no substitutes

11:20 am 11:30 am Vomitus Absorbent, VoBan Aromatic Absorbent MFG #241 – no substitutes

11:30 am 11:40 am BioRenewables Glass Cleaner, Spartan – no substitutes

11:40 am 11:50 am Clean By 4D, Spartan #101102 – no substitutes

11:50 am 12:00 pm Xcelente Clean on the Go, Spartan – no substitutes

12:00 pm 12:10 pm Feminine hygiene products waste receptacle, Hospeco MFG #HOSND1W – no substitutes

12:10 pm 12:20 pm Paper Towel Dispenser, Georgia Pacific, #GPC54338A – no substitutes

12:20 pm 12:30 pm Diversey Pro Strip ULTRA Heavy-Duty Floor Stripper – no substitutes

12:30 pm 12:40 pm Hyper Concentrate Floor Stripper, SC Johnson, #680076, 2 gallon box-no substitutes

12:40 pm 12:50 pm Napkin Receptacle Liners, Hospeco, #HOS5260, 500/carton no substitutes

SIGNATURE DATE

PRINTED NAME

TITLE

Unpriced Proposal – Janitorial Cleaning & Paper Supplies

Unpriced Bid Proposal Form Cleaning & Paper Supplies

Bid 376-CPS-DCS26

Vendor Name: __________________________________

Please check each line that you will be bidding in the appropriate column indicating whether or not you will be bidding the specified product or an equivalent product that meets the specifications.

√ MEETS √ALTERNATE Minimum/Maximum

Quantity

SPECIFICATION

3,000 – 10,000 Jumbo Roll Bath Tissue, Marcal, NP-5206, 12 Rolls Per Case – or equivalent 3,000 – 10,000

Hardwound Roll Towels, Marcal, NP-6800 EN, 6 Rolls Per Case – or equivalent

50—250 Toilet Tissue Dispenser, Von Drehle, #AE42V – or equivalent 200 – 1,500 24”x33” Clear 8 Micron Trash Can Liners (1000/Case) 50 - 500 40”x48” Clear 12 Micron Trash Can Liners (250/Case) 1,000 - 3,500 43”x47” 1.5 Mil Trash Can Liner, Black (100/Case) 300 – 1,000 Industrial Pathmaker, Spartan, #008705, 5 Gallon Pail – or equivalent 250 - 3,000 iShine Floor Finish, Spartan, #405504, 5 Gallon Pail – or equivalent 20-500 EnduraStrip, Spartan, #006705, 5 Gallon Pail – or equivalent 450—800 Wave 3D, Fresh Products, 10 Per Case – or equivalent 20 - 40 Dust Mop/Dust Cloth Treatment, Spartan, #309900, (12) 20 oz. Cans/Case – or equivalent 5—15 Graffiti Remover SAC, Spartan #317103 – or equivalent 50—150 SD-20, Spartan #652000 – or equivalent 40—200 Profect HP, Spartan #100803 – or equivalent 20-100 Shineline Baseboard Stripper, Spartan #609700, (12) 20oz can/cs - or equivalent

Unpriced Proposal – Janitorial Cleaning & Paper Supplies

40-200 Clean by Peroxy, Spartan #003504, (4/gallon cs) – or equivalent 5-15 CX3 Bio-Assist Heavy Duty Extraction Cleaner, Spartan #311004, (4/gallon/cs) – or equivalent 50—300 Shineline Floor Prep, Spartan #302904 – or equivalent No Substitutes

Allowed 300 – 1,200 Lite’N Foamy Cranberry Ice Hand Soap, Spartan #315204 - no substitutes

No Substitutes Allowed

100 – 1,000 IQ Cranberry Ice Hand Soap, Spartan #460200 - no substitutes

No Substitutes Allowed

50 - 400 NABC, Spartan – no substitutes

No Substitutes Allowed

20—50 Vomitus Absorbent, VoBan Aromatic Absorbent MFG #241 – no substitutes

No Substitutes Allowed

20—40 BioRenewables Glass Cleaner, Spartan – no substitutes

No Substitutes

60—200 Clean By 4D, Spartan #101102 – no substitutes

150—600 Xcelente Clean on the Go, Spartan – no substitutes

10—25 Feminine hygiene products waste receptacle, Hospeco MFG #HOSND1W – no substitutes

100--600 Paper Towel Dispenser, Georgia Pacific, #GPC54338A – no substitutes

20-50 Hyper Concentrate, SC Johnson, #680076, 2 gallon box floor stripper

20-100 Napkin Receptacle Liners, Hospeco, #HOS5260, kraft waxed paper liners with gusset for better fit

***If bidding an equivalent item to what is specified, and for ALL trash can liners being bid, please remember to submit a sample per directions in the bid packet by the Unpriced Proposal due date and time of October 20, 2025, 10am, CST, and be certain to include Safety Data Sheets (SDS) for each. All samples must be labeled with vendor name and “Bid #376-CPS-DCS25”. If any of the required information is missing from the equivalent samples provided, the DeSoto County School District reserves the right to disqualify the vendor from participation in the reverse auction scheduled for 8am, CST, October 27, 2025.***

PRINTED NAME TITLE

Vendor Information & Agreement Form

Cleaning and Paper Supplies

October 20, 2025, 10:00 am, CST

Bid #376-CPS-DCS26

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

Return with your Unpriced Proposal paperwork due October 20, 2025, by 10am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Proposal Form, Reverse Auction Timeline and Specification sheet with specifications of any alternates and applicable samples

• Insurance Accord Form

• Completed W-9

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), only if vendor has not previously conducted business with DeSoto County Schools

School Locations

District Office – 5 E. South St., Hernando MS 38632 Transportation Department – 2211 Central Pkwy, Southaven MS 38672 Child Nutrition – 325 Kapik Dr, Hernando MS 38632 Chickasaw Elementary – 6391 Chickasaw, Olive Branch MS 38654 Center Hill Elementary – 13662 Center Hill Rd, Olive Branch MS 38654 Hernando Elementary – 455 Riley St., Hernando MS 38632 Hernando Middle School – 805 Dilworth Lane, Hernando MS 38632 Hernando High School-1200 McIngvale Rd, Nesbit, MS 38651 Hernando Intermediate School- 700 Dilworth Lane, Hernando MS 38632 Hernando Hills Elementary – 570 McIngvale Rd, Hernando MS 38632 Oak Grove Elementary – 893 Oak Grove Rd, Hernando MS 38632 Hernando Middle School – 700 Dilworth Lane, Hernando MS 38632 Horn Lake Elementary – 6341 Ridgewood Dr, Horn Lake MS 38637 Horn Lake High School – 3360 Church Rd, Horn Lake MS 38637 Horn Lake Middle School – 6125 Hurt Rd, Horn Lake MS 38637 Walls Elementary – 6131 Delta View Rd, Walls MS 38680 Horn Lake Intermediate School – 6585 Horn Lake Rd, Horn Lake MS 38637 Olive Branch Elementary – 9549 Pigeon Roost, Olive Branch MS 38654 Olive Branch High School – 9366 E. Sandidge Rd, Olive Branch MS 38654 Olive Branch Middle School – 6530 Blocker St., Olive Branch MS 38654 Shadow Oaks Elementary – 3780 Shadow Oaks Pkwy, Horn Lake MS 38637 Olive Branch Intermediate School – 8631 E. Pigeon Roost, Olive Branch MS 38654 Southaven Elementary – 8274 Claiborne Dr, Southaven MS 38671 Southaven High School – 735 Rasco Rd. W., Southaven MS 38671 Hope Sullivan Elementary – 7985 Southaven Circle W., Southaven MS 38671 Greenbrook Elementary – 730 Rasco Rd E., Southaven MS 38671 Southaven Intermediate School – 175 Rasco Rd, Southaven MS 38671 Southaven Middle School – 899 Rasco Rd W., Southaven MS 38671 DeSoto Central Elementary – 2411 Central Pkwy, Southaven MS 38672 DeSoto Central Primary School – 3210 Getwell Rd, Southaven MS 38672 DeSoto Central High School – 2911 Central Pkwy, Southaven MS 38672 DeSoto Central Middle School – 2611 Central Pkwy, Southaven MS 38672 Pleasant Hill Elementary – 7686 Pleasant Hill Rd, Olive Branch MS 38654 Lewisburg Elementary – 1717 Craft Rd, Olive Branch MS 38654 Lewisburg Primary School – 1707 Craft Rd, Olive Branch MS 38654 Lewisburg Middle School – 2605 Hwy 305 South, Hernando MS 38632 Lewisburg High School – 1755 Craft Rd, Olive Branch MS 38654 Lewisburg Intermediate School – 1711 Craft Rd, Olive Branch MS 38654 Overpark Elementary – 8530 Forest Hill Irene, Olive Branch MS 38654 Center Hill High School – 13250 Kirk Rd, Olive Branch MS 38654 Center Hill Middle School – 8756 Forest Hill Irene, Olive Branch MS 38654 Lake Cormorant Elementary – 3285 Wilson Mill Rd W., Lake Cormorant MS 38641 Lake Cormorant High School – 10201 Star Landing Rd, Lake Cormorant MS 38641 Lake Cormorant Middle Schools – 3203 Wilson Mill Rd, Lake Cormorant MS 38641 Career Tech West – 1005 Kuykendall Lane, Horn Lake MS 38637 Career Tech East – 8890 Deerfield Dr, Olive Branch MS 38654 DCAC/Magnolia – 6870 E. Center, Horn Lake MS 38637

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

School/Locations with loading docks:

District Office Child Nutrition Hernando Intermediate School Hernando Hills Elementary Hernando High School Lake Cormorant Elementary Lake Cormorant Middle School Lake Cormorant High School Horn Lake Intermediate School Horn Lake High School Southaven Intermediate School Southaven High School DeSoto Central Elementary DeSoto Central Primary School DeSoto Central Middle School DeSoto Central High School Pleasant Hill Elementary Center Hill Elementary Center Hill Middle School Center Hill High School Lewisburg Elementary Lewisburg Primary School Lewisburg Middle School Lewisburg High School Olive Branch High School Overpark Elementary

School/Locations without loading docks:

Transportation Department Chickasaw Elementary Hernando Elementary Hernando Middle School Oak Grove Elementary Horn Lake Middle School Walls Elementary Olive Branch Elementary Olive Branch Middle School Shadow Oaks Elementary Olive Branch Intermediate School Southaven Elementary Hope Sullivan Elementary Greenbrook Elementary Southaven Middle School Career Tech West Career Tech East DeSoto County Alternative Center

5 East South Street page 1 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

July 2022

To all prospective vendors:

Thank you for offering to become a vendor to sell goods and/or services to DeSoto County Schools (DCS). A vendor is a company or person(s) providing goods and/or services in return for payment which is agreed upon in writing prior to receipt of the goods and/or services. If one of the schools or departments of DCS obtains goods and/or services pursuant to a purchase order, the provider is considered a vendor. This includes vendors paid by DCS and/or any one of the DCS’s school activity funds.

The DCS Purchasing Department is responsible for collecting the required information from all prospective vendors. For any new vendor, a school or department within DCS must request that a vendor be added to our records. A vendor packet must be completed and signed by the vendor and returned to the school/department requesting that the vendor become a vendor with DCS. The completed forms are forwarded to the DCS Purchasing Department for review and are added to our database provided all specifications are met.

The type of vendor and or service provided will determine the documentation that should be completed and submitted.

It is the vendor’s responsibility to make sure all required documentation listed below is provided to the school or department requesting that you be added to the DCS vendor list. Only completed applications with all required documents will be processed.

TYPE OF VENDOR:

• If ONLY providing products/goods, complete items #1-3

• If providing OFF-SITE agreement services, complete items #1-5

• If providing ON-SITE agreement services, complete items #1-5

• ANY vendors having contact with students MUST have a background check (item #6) completed every 2 years

(see attached document Background Check Requirements)

REQUIRED DOCUMENTS:

1. Registration Form for New Vendor

2. IRS Form W-9

3. Conflict of Interest Disclosure

4. Certificate of Insurance (COI) for General Liability (on ACORD Form) with a minimum of $1 million in coverage.

DCS must be listed as an additional insured. A sample COI has been provided.

5. Certificate of Insurance (COI) for Workers Compensation (on ACORD Form) with a minimum of $500,000 in coverage. A sample COI has been provided.

6. All contractors, including their employees, who work with students or have access to students must have a background check completed by Background Investigation Bureau (BIB). Maintenance and construction providers are exempt from the background check requirements.

5 East South Street page 2 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

To continue to provide services with DCS beyond the initial application, all vendors must have current documentation on file with DCS. It is the vendor’s responsibility to submit any updated paperwork to DCS in a timely manner.

To do business with DCS, a vendor must obtain an approved Purchase Order from the school or department prior to providing any goods or services regardless if student activity funds or district funds are being used to make the purchase.

The principal at each of our school locations is the only purchasing authority on each school campus that is allowed to sign any contract, agreement, or document which binds the district. All contracts must be board-approved prior to being signed by a purchasing agent.

• If a vendor delivers goods or services without an approved Purchase Order, the vendor will not be paid for those goods or services.

• If a school or department requests a vendor to provide foods or services without an approved Purchase Order, do not provide the goods or services until one has been issued.

Thank you again for offering your services to DeSoto County Schools. Should you have any questions, please contact the DCS Purchasing Department team at DCS.purchasing@dcsms.org.

Sincerely, DCS Purchasing Department mailto:DCS.purchasing@dcsms.org mailto:DCS.purchasing@dcsms.org

5 East South Street page 3 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

REGISTRATION FORM FOR NEW VENDOR

To be completed by the DCS employee

SCHOOL NAME: DATE:

EMPLOYEE NAME:

To be completed by the vendor: Please complete all areas below and return to the DCS employee listed above.

VENDOR LEGAL BUSINESS NAME:

VENDOR DBA:

YES NO NA

1 Are you a DCS employee or relative of an employee? If “yes,” please specify the name(s) of the relative(s):

2 Are you currently employed by an organization that participates in the PERS Program?

3 Are you a PERS retiree? If yes, a completed and approved PERS employee vs Independent Contractor Determination Questionnaire must accompany Vendor Registration Form.

4 Do you agree to accept a Purchase Order?

5 Mississippi Law allows a net 45-day net pay from receipt of invoice after goods and/or services have been rendered. Do you agree to accept this requirement?

6 All contractors providing services must provide proof of General Liability Insurance (refer to the coverage limits as outlined on the attached example ACORD Form). Have you attached a copy of your General Liability Insurance ACORD Form indicating proof of required coverage? Select “NA” if commodity vendor only.

7 Do you provide services that would require you to work on site at a DeSoto County School location or event venue? If yes, please provide a copy of your Worker’s Compensation Insurance indicating proof that you meet the required limits outlined in attached example ACORD Form.

W-9 INFORMATION: Request for Taxpayer Identification Number and Certification

DeSoto County Schools must have on file a copy of the vendor’s W-9 form from the IRS. Please visit the IRS website at https://www.irs.gov/pub/irs-pdf/fw9.pdf to complete a W-9. Include the W-9 with your completed vendor packet.

(continue to page 2) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

5 East South Street page 4 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

PURCHASE ORDER SUBMISSION: POs will be submitted to the following contact.

COMPANY NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

PAYMENT REMITTANCE INFORMATION: Checks will be mailed to the following contact.

REMIT NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

NAME OF AUTHORIZED REPRESENTATIVE (printed) SIGNATURE DATE

5 East South Street page 5 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

CONFLICT OF INTEREST DISCLOSURE

In accordance with the DeSoto County School District Employee Handbook:

An employee of the DeSoto County School District shall not have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with duties and responsibilities in the school district. No staff member shall engage in any type of private business during school time and on school property.

Employees shall not engage in work of any type where the source of information concerning customer, client, or employer originates from any information obtained through the school district. No gifts from any person or group desiring or doing business with the school district shall be solicited by a school employee except for normally valued instructional products or advertising items that are widely distributed.

5 East South Street page 6 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

5 East South Street page 7 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

BACKGROUND CHECK REQUIREMENTS

A vendor or employee of a vendor who is contracted to provide services on a regular basis on an individual campus of DeSoto County Schools (DCS) or other location where DCS students are present must have a background check. Per DCS board policy, independent contractors, consultants, and service providers who provide services for DCS or services pursuant to a parent/booster group to work with students ON or OFF school property must have a background check completed every 2 years. Maintenance and construction providers are exempt from the background requirement.

It is the responsibility of the vendor to start the process of obtaining a background check; the background check will be paid for by the vendor. The process could take approximately 24 to 48 hours to complete. Any vendor that is required to have a background check must have verification of an approved check before coming on campus.

Examples of vendor service categories that REQUIRE a background check may include but are not limited to:

• Choreographers, band/choir instructors, disc jockeys

• Photographers, videographers

• Audiologists, psychologists, speech therapists, occupational therapists, physical therapists

• Seamstress

Examples of vendor service categories that DO NOT require a background check may include but are not limited to:

• Judges (pageant, band, choir, contests)

• Musical accompanists

• Other contractors found by DCS officials to be substantially similar to the above (e.g. Santa Claus)

A professional contractor providing staff development or other similar services may submit a waiver of the background check if BOTH of the following criteria are met. The waiver request must be completed and submitted to the Purchasing Department for review and is subject to approval of the Board of Education of DeSoto County Schools.

• Services are provided less than seven (7) times within 1 fiscal year

• Contractor DOES NOT work with students

Background Investigation Bureau (BIB) is the company that handles required background checks for DeSoto County Schools. To get started, visit https://desotocs.schoolinsites.com/backgroundcheckinformation. Click the “BIB Background Check Link” and then the button “Volunteer Now!” to begin.

https://desotocs.schoolinsites.com/backgroundcheckinformation https://desotocs.schoolinsites.com/backgroundcheckinformation

5 East South Street page 1 of 1 Phone (662) 429-5271 Hernando, MS 38632 created June 2022 / KF Fax (662) 429-4198

REQUEST FOR NEW VENDOR

Please complete all areas of this form. To set-up a new vendor, submit this document and completed vendor packet to the Purchasing Department.

SCHOOL NAME: DATE:

EMPLOYEE NAME:

VENDOR NAME:

WHAT COMMODITIES AND OR SERVICES DOES THIS VENDOR PROVIDE?

LIST OTHER DCS VENDORS THAT CURRENTLY PROVIDE THESE COMMODITIES AND OR SERVICES.

PLEASE JUSTIFY THE REASON FOR USING THIS VENDOR (e.g. less expensive, no other vendor offers the same services, etc.).

DESCRIBE THE LONG-TERM BENEFITS FOR USING THIS VENDOR.