biddoc.pdf

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Request for Proposal (RFP) # 27151 Custodial Supplies and Services

EVENT DATE

Date of Issue Monday, August 10, 2026 Inquiry Deadline Thursday, August 20, 2026 at 10:00 a.m., MST

Addendum Issued Tuesday, August 25, 2026 Closing Date Thursday, September 3, 2026 at 2:00 p.m. MST

PROJECT SCOPE:

The District invites qualified vendors to submit proposals for the provision of custodial supplies, equipment, and related support services. The intent of this solicitation is to establish a partnership with a responsive and experienced supplier capable of supporting the District’s daily cleaning and maintenance operations across multiple facilities.

SECTION I: Project Background

The selected vendor shall provide reliable access to high-quality custodial products and equipment, efficient delivery services, inventory support, technical expertise, and responsive customer service. The District seeks a vendor who can furnish custodial supplies, related products, equipment, and associated services necessary to support District operations.

SECTION II: Specification

Mandatory Requirements: The District identifies the following requirements as critical to the success of this project scope.

1. Delivery and Logistics

• Provide routine and emergency delivery of custodial supplies and equipment to designated District locations.

• Coordinate deliveries on a mutually agreed-upon schedule.

• Ensure all shipments are clearly labeled with delivery location, purchase order number, and contents.

• Notify the District promptly of any backorders, product shortages, or delivery delays.

• Provide estimated delivery dates for backordered items.

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• Maintain sufficient inventory levels to support District requirements.

RESPONDENT ACKNOWLEDGEMENT: (Check the appropriate acknowledgement below and initial your response).

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative proposal with supporting documentation to the Technical Proposal).

____________ Respondent Initials

2. Ordering and Customer Service

• Assign a dedicated account manager as the primary point of contact.

• Provide ordering methods that may include phone, email, electronic, or online ordering capabilities.

• Respond to District inquiries within two (2) business days.

• Resolve order discrepancies, shortages, damaged goods, or billing issues within three (3) business days.

• Provide proactive communication regarding product availability and service-related issues.

RESPONDENT ACKNOWLEDGEMENT: (Check the appropriate acknowledgement below and initial your response).

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

3. Inventory Management and Reporting

• Provide inventory tracking and reporting capabilities.

• Offer par-level recommendations and inventory optimization assistance upon request.

• Provide usage, spending, and purchasing reports as requested by the District.

• Support recurring, standing, or automated ordering programs when feasible.

• Assist the District in identifying opportunities to reduce waste and improve inventory management.

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_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

4. Product Standards and Substitutions

• Supply products that meet all District specifications and applicable safety requirements.

• Provide Safety Data Sheets (SDS) for applicable products.

• Notify the District of product changes, discontinuations, or availability issues.

• Obtain District approval prior to any product substitution.

• Provide product samples upon request.

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

5. Pricing and Invoicing

• Provide firm pricing for the contract term.

• Honor all awarded contract pricing.

• Submit invoices that reference applicable purchase order numbers.

• Provide itemized invoicing with sufficient detail for auditing purposes.

• Participate in pricing reviews and contract discussions upon request.

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

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6. Inventory Management and Reporting

• Maintain high performance standards related to product quality, order accuracy, and delivery reliability.

• Participate in periodic performance reviews conducted by the District.

• Develop and implement corrective action plans when performance deficiencies are identified.

RESPONDENT ACKNOWLEDGEMENT: (Check the appropriate acknowledgement below and initial your response).

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

7. Sustainability and Compliance

• Offer environmentally preferable and sustainable product alternatives.

• Provide products that comply with all applicable federal, state, and local regulations.

• Supply documentation of certifications, including but not limited to Green Seal, ECOLOGO, EPA Safer Choice, or equivalent certifications where applicable.

• Support District sustainability initiatives through product recommendations and reporting.

RESPONDENT ACKNOWLEDGEMENT: (Check the appropriate acknowledgement below and initial your response).

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

8. Custodial Equipment

The District intends to purchase custodial equipment through the awarded contract.

Equipment may include, but is not limited to:

• Auto scrubbers

• Burnishers

• Floor machines

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• Carpet extractors

• Wet and dry vacuums

• Backpack vacuums

• Upright vacuums

• Sweepers

• Floor sweepers

• Pressure washers

• Portable cleaning equipment

• Custodial carts

• Housekeeping carts

• Recycling collection systems

• Chemical dispensing systems

• Battery charging systems

• Cleaning accessories and attachments

• Replacement parts and consumables

The Vendor shall

• Recommend equipment solutions based on District operational needs.

• Supply equipment specifications, warranty information, and operating documentation.

• Coordinate delivery and setup of purchased equipment as required.

• Offer maintenance and repair services, including parts availability.

• Provide estimated repair response times.

• Make loaner equipment available when feasible during repairs.

• Provide demonstrations or trial opportunities upon request.

• Supply total cost of ownership information, including expected lifespan, maintenance requirements, and operating costs when available.

_______Respondent confirms that the above requirement can and will be met.

_______Respondent cannot meet the requirement as described.

_______Respondent would like the District to consider an alternative (please attach alternative

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Proposal Submittal Requirements

Proposals shall include, at a minimum

• Completed Proposal Form

• Company Profile

• Product Catalog and Equipment Information and all associated pricing.

• Pricing Submission: All pricing-related materials, including Attachment A and equipment pricing catalogs, shall be submitted solely within the designated Pricing Envelope in BidNet.

• References

• Description of Service Approach

• Evidence of Certifications, Compliance Programs, and Applicable Licenses

• Sustainability Information

• Value-Added Services

Vendor Questionnaire

Vendors shall complete the following questionnaire as part of their proposal. Responses should be clear, concise, and directly address each question.

1. Company Information

• Provide company name, address, and primary contact information.

• Describe your company’s history and years of experience in providing custodial supplies and equipment.

• Identify any cooperative purchasing agreements or public sector contracts currently held.

2. Experience and References

• Describe your experience serving school districts or similar organizations.

• Provide at least three (3) references with contact information.

• Describe a project of similar size and scope, including any challenges and how they were resolved.

3. Ordering and Delivery

• Describe your ordering process, including online platform capabilities.

• Outline your delivery schedule and geographic coverage.

• Provide your standard order fulfillment rate and on-time delivery performance.

• Describe how you handle urgent or emergency orders.

4. Inventory and Reporting

• Describe any inventory management tools or reporting systems you offer.

• Provide examples of reports available to clients.

• Explain how you assist customers with managing stock levels and reducing waste.

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5. Products and Equipment

• Provide an overview of your product lines and custodial equipment offerings.

• Describe how you ensure product quality and compliance with safety standards.

• Explain your process for handling discontinued items or substitutions.

• Describe your ability to provide equipment recommendations, demos, or trials.

6. Customer Service and Support

• Describe your customer service structure and response times.

• Provide details about the assigned account manager and support team.

• Explain your process for resolving issues such as incorrect or damaged orders.

• Describe any training or technical support you provide to staff.

7. Pricing and Value-Added Services

• Describe your pricing structure, including discounts, rebates, or incentives.

• Provide details on any value-added services offered (e.g., training, sustainability programs, reporting tools).

• Describe your approach to cost savings and efficiency improvements for clients.

8. Sustainability and Compliance

• Describe your sustainability initiatives and environmentally preferred product offerings.

• Provide information on any certifications or compliance programs.

• Explain how you stay current with regulatory requirements.

9. System Integration and Technology

• Describe your ability to integrate with ERP systems (Workday).

• Provide details on electronic ordering, invoicing, and reporting capabilities.

• Describe any technology tools that improve efficiency or visibility for the District.

10. Additional Information

• Provide any additional information you believe would be beneficial to the District.

• Describe any innovative solutions or services not previously addressed.

SECTION III: Administrative Information

1. Respondent Inquiries

a. Respondents will e-mail inquiries concerning this RFP before the inquiry deadline.

b. All inquiries require identification by the RFP number in the subject line.

2. RFP Contact

a. The District Representative for this RFP is Amy Hollopeter E-mail all inquiries to:

amy.hollopeter@jeffco.k12.co.us

b. The District Representative is the sole point of contact for Respondents regarding this RFP.

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SECTION IV: Response Requirements and Response Format

Respondents must include the items below in their proposal.

Technical Proposal

1. Include a Copy of this RFP with acknowledgements completed.

2. Respondent profile:

RESPONDENT ACKNOWLEDGEMENT:

Company’s Registration Name Company’s common name (if different)

Response Contact Name Response Contact Phone Number

Response Contact Email

3. Respondent’s Certification:

The undersigned, with full authority and position to bind the Respondent to the proposal provided, hereby binds the Respondent to the terms and conditions contained herein and to the Respondent’s full offer without exclusion or limitation.

Signature Printed Name

Title Date

4. Respondent’s Addenda Acknowledgement:

The Respondent acknowledges the receipt and review of the following RFP Addenda:

_________ (Number of Addenda issued and review by Respondent)

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5. Contract Terms Acceptance:

Colorado and federal law require inclusion of certain provisions in all contracts to which the District is a party. (For example: see, CRS §22-1-135). Contracting will be done using the District’s contract forms.

Respondent terms may be included in certain contract components as approved by the District.

6. Conflicts of Interest Disclosure: Colorado Revised Statutes §24-18-201 governs interests in public contracts by local government officials, current and former local government employees, and others.

________ Respondent has reviewed the requirements of C.R.S. §24-18-201 and confirms that no violation of this statute will exist if Respondent were to execute a contract under this RFP.

________ Respondent has reviewed the requirements of C.R.S. §24-18-201 and offers in its RFP response factual disclosures relevant to this statute.

7. Price Guarantee: Respondent, by submitting its RFP response, guarantees all prices, rates, costs, fees, and other price proposals for 180 calendar days after the proposal due date or until the contract is executed, whichever comes first.

8. Attachments. The following documents are required to be attached to the proposal response.

a. Executive Summary: An executive summary of up to two pages, condensing the contents and highlighting the most relevant aspects of the Respondent’s proposal.

b. Technical Proposal: The Technical Proposal describes in detail how the Respondent proposes to meet the specification of this RFP. In the Technical Proposal, the Respondent addresses the specifications in the same sequence as they are presented in this RFP.

c. Alternative offers to Mandatory requirements (If any; see, Section II - Specifications)

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9. Cost Proposal: Cost Proposals are to be the Respondent’s best and final offer. The Respondent is to provide a cost for all the goods and services proposed. The Price Proposal must be separated from all other proposal. All undisclosed costs will be the responsibility of the Respondent.

SECTION V: Evaluation and Selection of Proposals

The District will evaluate proposals on:

● The quality of information provided by the Respondent relative to the RFP requirements and specifications.

● The best overall fit for the District to be successful in completing the defined scope.

● The total cost to the District.

The District may use a multi-stage evaluation and selection process. Proposals that do not meet the requirements of this RFP will not move forward in the evaluation process. Each stage of the evaluation process is designed to determine which Respondent or Respondents best fit the District’s need as defined in this RFP.

The District may ask clarification questions in writing and include the additional information gathered in the evaluation process.

SECTION VI: Information on Proposal Submittals and Process.

1. Modification or Withdrawal of Proposals.

Respondents may withdraw or modify their proposals at any time before the proposal deadline.

2. Addendum to RFP.

Respondents are responsible for reviewing bidnetdirect.com/colorado for addenda and updating their proposals accordingly.

3. Notice of Errors in RFP.

The District requests that Respondents report any errors or omissions in this RFP to the District Representative.

4. Open Records and District Ownership or Proposals .

The District is a public entity whose records are subject to public inspection in accordance with the Colorado Open Records Act, C.R.S. § 24-72-200.1 et seq. (“CORA”).

Once the District awards a contract, then all proposals, whether successful or not, will become public records subject to public inspection in accordance with CORA. Proposals will become the property of the District after the proposal deadline and will be considered public records and thus accessible to the public under applicable law.

https://www.bidnetdirect.com/colorado

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5. Pricing

All prices must be quoted at a firm price including F.O.B. Destination with inside delivery.

6. Federal Funding

If this award to the RFP is in part or wholly funded through Federal funds, the applicable federally mandated terms apply. These terms are known as the Federal Funding Provisions will be made a part of the District contract, and may be viewed on the District’s Purchasing webpage.

7. Multiple Awards

The District reserves the right to award this RFP wholly or in part, to multiple Respondent’s, if the District determines this to be in the best interests of the District.

8. Incurring Costs

The District is not liable for any cost the Respondent incurs prior to or outside of a signed contract, purchase order, or another authorized acquisition document. The Respondent has no property interest, of any nature, in the subject matter of this RFP, any award, or a contract until a contract is signed by the authorized representatives of the Respondent and the District.

9. Non-Discrimination

The Respondent shall comply with all applicable State and Federal laws, rules and regulations, and District policies prohibiting discrimination, intimidation, or harassment, based on ethnicity or race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, age, veteran status, or disability.

10. Media / News Releases

Respondents shall not make any news releases or engage in any other publicity relating to this RFP, RFP proposals or resulting contracts without prior written approval by the District.

11. Certification of Independent Pricing Determination

Respondents shall comply with all applicable federal, state, and local laws relating to anti-trust, anti-collusion, price-fixing, and other protections of fair trade and fair competition. Except as a Respondent may otherwise disclose with particularity in its submission of a response, the Respondent certifies that the prices and other terms in the response have been arrived at in full compliance with all applicable laws..

12. Reservation of Rights

The District reserves the right to:

a. Reject any and all proposals received as a result of this RFP;

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b. Waive or decline to waive any informalities and any irregularities in any proposal or responses;

c. Request clarification(s) of the Respondent’s proposal;

d. Adopt all or any part of the Respondent’s proposal;

e. Negotiate changes in the scope of work or services to be provided;

f. Engage the successful Respondent for future scopes of work based upon future needs;

g. Withhold the award of contract for any reason;

h. Make updates and changes to its sample contract template forms and standard provisions;

i. Select the Respondent it deems to be most qualified, responsive, and responsible to fulfill the needs of the District;

j. Cancel the RFP at any time.