Request for Proposal

For

Custodial Services

For The

Screven County School System

Prepared by:

Chip Weaver 611 Pine Street

Sylvania, GA 30467

RFP

Issue Date: February 26th, 2026

Proposals Due:

March 27, 2026 2:00 pm

Screven County School System

REQUEST FOR PROPOSALS

ISSUE DATE: February 26th, 2026 RFP REF: CUSTODIAL

ISSUING AGENCY: Screven County School System

Locations Where Work Will Be Performed:

Screven County Elementary School, Screven County Middle School, Screven County High School, Screven County Board of Education, Screven County M&O Building, Bus Garage, Coastal Plains High School Building

Mandatory Pre-bid Walkthrough - All companies wishing to submit a bid must be present and sign in for the Mandatory Pre-Bid Walkthrough on March 10th, 2026 9:00 am. Any bids from companies not present at the walk-through will not be considered.

PERIOD OF CONTRACT: June 1, 2026 – May 31, 2027 12 months with Screven County School System (sometimes also referred to herein as the “Screven County School District” or the “District”) having the option to extend for up to four additional one-year terms.

Sealed Proposals for furnishing the Goods/Services described herein will be received until March 27, 2026, 2:00 pm. at the Screven County Board of Education, 611 Pine Street, Sylvania, GA 30467

*********** LATE PROPOSALS WILL NOT BE ACCEPTED ***********

INQUIRIES: Proposers shall have until March 23th, 2026 to make any inquiries. All inquiries for information should be directed in writing to: Chip Weaver, 611 Pine Street, Sylvania, GA 30467 or via email at cweaver@Screven.k12.ga.us.

PROPOSALS MUST BE DELIVERED TO

611 PINE STREET SYLVANIA GA 30467

On or By March 27, 2026 @ 2:00pm

In compliance with the Request for Proposal and to all the terms and conditions imposed herein, the undersigned offers and agrees to furnish the goods and services in accordance with the attached signed proposal.

Name and Address of Firm:

Date:

By:

Signature in Ink

Phone Number:

Title:

Agent Authorized to Enter into Contracts

The Screven County Board of Education is an Equal Opportunity Owner/Employer and will not discriminate against any party submitting a proposal because of race, creed, color, religion, sex, national origin, or ADA disability status.

mailto:mike.pritchett@murray.k12.ga.us

TABLE OF CONTENTS

I. PURPOSE OF REQUEST FOR PROPOSAL

II. NATURE OF PROPOSAL

III. PROGRAM REQUIREMENTS

IV. SCOPE OF PROGRAM

V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL

VI. EVALUATION OF PROPOSALS

VII. CONTRACT

VIII. RESPONSIBILITIES OF PROPOSER

IX. QUALIFICATIONS

X. SPECIFICATIONS

XI. ATTACHMENTS

A. CLEANING SCHEDULE

B. E-VERIFY AFFIDAVIT

C. BIDDING SCHEDULE / PRICE – BUSINESS PROPOSAL

D. CLEANING CHECKLIST

I. PURPOSE OF REQUEST FOR PROPOSAL

The purpose of this document is to solicit proposals from qualified vendors of Custodial Services for selected Screven County School System schools and facilities.

II. NATURE OF PROPOSAL

Each interested proposer shall be responsible for the review of this Request for Proposal, other information which may be requested, site visitation as required, and other information as it deems necessary for the submission of a comprehensive proposal which will represent the proposer’s best offer as a supplier of custodial services for the Screven County School System.

Each proposal shall be complete, and it shall be outlined and identified by sections of this Request for Proposal to facilitate Screven County School System review. In the preparation of each proposal, attention should be given to the criteria referenced, which may be used for purposes of review and award determination.

III. PROGRAM REQUIREMENTS

A. General - The proposer shall furnish all management, employment, supervision, training, and cleaning personnel, equipment, cleaning supplies, tools, and other materials as required for performance under this Request for Proposal.

B. Cleanliness - It will be the responsibility of the proposer to provide custodial services and supervision for the individual locations in keeping with high standards for an educational institution from the perspectives of sanitation, public relations, and protection of the facility. A detailed cleaning schedule is included for review and consideration in Attachment “A”.

IV. SCOPE OF PROGRAM

A. General - The overall scope of work is to provide complete custodial services as required for

Screven County School Systems’ facilities listed. See Attachment “C”.

B. Space - Through actual measurements, use of existing drawings and/or other means, it shall be the responsibility of the proposer to verify measurements as deemed applicable for the submission of a proposal. Square footages quoted in Attachment “C” are approximations.

V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL

A. Mandatory Pre-Proposal meeting - Only those proposers who attend the pre-proposal meeting at

9:00 a.m. on March 10th, 2026, shall be eligible for submission of a proposal. The pre- proposal meeting will be held at the Screven County Board of Education, M&O Building 611 Pine Street, Sylvania, GA 30467

B. Mandatory Tour of Facilities – It shall be the sole responsibility of the proposer to visit each facility to acquaint itself with the nature and extent of work involved. Site visits will start immediately after the Pre-Proposal meeting on March 10th and will leave from 611 Pine Street, Sylvania, Ga. 30467, at 9:30 am. Transportation to all sites will be up to the proposer.

The district will have representatives to conduct tours and answer questions. Although tours are not mandatory, they are highly encouraged.

C. Questions related to RFP and requirements

D. Copies of Proposal - Each proposal shall include one (1) original and three (3) separately bound identical copies. Additionally, proposals are to include an electronic copy in PDF format on CD/DVD and/or USB drive. Submit proposals in a sealed envelope with the proposer’s name, RFP Reference, and project name clearly indicated. Failure to comply may result in the rejection of the proposal.

E. Acceptance/Rejection of Proposal

1. The contract may be awarded to the qualified proposer whose proposal is determined by the Screven County School System to be most advantageous to Screven County School System.

The committee’s evaluation of criteria and other factors will be taken into consideration.

2. Screven County School System reserves the right to reject any or all proposals and to waive informalities and irregularities in proposals received.

3. This Request for Proposal does not commit Screven County School System to contract for any requirements for this solicitation.

4. A written award or contract furnished to the successful proposer, within the time for acceptance specified in the proposal, shall be deemed to result in a binding contract without further action by either party.

5. In competitive sealed proposals, prices will not be divulged at the opening.

F. Waiver – Proposer agrees to waive any claims it has or may have against the Screven County School System, its Board employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

G. Unit and Total Cost - Each proposal shall include monthly and yearly unit and total cost figures.

See Attachment “C”.

VI. EVALUATION OF PROPOSALS

A. Committee - Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Screven County School System. In the process of evaluation, the total proposer’s proposal will be considered. However, particular attention will be paid to those criteria which are referenced in section VI.(B) of this request.

During the process of evaluation, the committee may need additional information. This need will be requested by Screven County School System, and the proposer shall be responsible for responding in written form or in person as requested.

B. Award Criteria - Specific criteria that may be utilized by the committee in the evaluation process is referenced below and must be included with the proposal.

PROPOSAL CRITERIA FORMAT

TAB 1 Understanding & Ability to Meet all Service Requirements

1. Submit a cover letter and introduce the company, detailing the acceptance of requirements and policies stated within the RFP. The cover letter should be signed by a representative authorized to legally bind the firm.

2. Acknowledge receipt of any amendments.

3. Submit a completed copy of the E-Verify Affidavit (Attachment “B”).

4. How long in business (Submit date organized).

5. Submit the number of employees currently on payroll.

6. Submit a summary of understanding of the requirements, management practices, and capabilities of the training proposer’s employees. The summary should outline the proposer’s ability to meet the physical responsibility requirements.

7. Submit information related to the company's compensation package.

8. Submit a list of all the equipment to be used in the contract. Include a picture and specification sheet of each equipment item listed.

9. Submit a list of supplies and chemicals to be used in the contract.

10.Submit the technique used for cleaning each type of floor.

11. Submit definition and methodology for Deep Cleaning of Restrooms and

Cafeteria.

TAB 2 Satisfactory Record of Performance

1. Submit Experience in school facilities projects of similar size and scope

2. Provide a list of all current clients. Identify new clients that you have been providing services for over the past twelve (12) months. The client list should include the following:

Company Name, mailing address, contact name, telephone number, project scope, project value, and dates of service.

TAB 3 Training, Qualifications & Experience of key personnel who will be assigned to this contract

1. Submit name, experience, training, & qualifications of key personnel to be assigned to this contract (with titles).

2. Give a detailed description of your company’s employee training, schedule of ongoing training, and who will be responsible for providing the training.

3. Give a detailed description of how your company will have employees evaluate the training offered to them.

4. Submit a name that will be assigned to follow up with employees who may need additional follow-up training.

TAB 4 Cost

1. Submit Cost on the enclosed “Bidding Schedule” (Attachment “C”)

2. Bid Bond

3. The number of total daily hours is listed in attachment “C” at each school.

TAB 5 Annual Report or Financial Statement

1. Submit a copy of the current annual report or financial statement prepared by a Certified

Public Accountant, or submit a statement that such information shall be available if chosen for an interview with the Evaluation Committee.

TAB 6 Exceptions taken to the RFP

TAB 7 Additional Information not Requested

C. Negotiations – The Screven County School System may elect to make an award offer without conducting interviews or negotiations. However, after the proposals have been reviewed, the Evaluation Committee may elect to interview selected proposers. The committee may then enter into additional negotiations.

VII. CONTRACT

A. Award - It is the full intent, assuming that satisfactory proposals are received, to award a contract.

If an award is made it will be for a period beginning on the date of the contract, June 1, 2026, and ending May, 31st 2027, at a fixed price, with the ability of Screven County School System to renew the contract for four (4) additional one-year terms. A termination for convenience provision will be included. The contract must comply with O.C.G.A. § 20-2-506. Renewals will be made based upon the recommendations of the authorized representatives of Screven County School System and the proposer. In case of extensions, the cost per month which was submitted in the proposer’s proposal, may be increased or decreased within negotiations.

B. Assignment – No contract or its provisions may be assigned, sublet, or transferred without the written consent of the District.

C. Termination/Cancellation - Screven County School System reserves the right to cancel the contract upon thirty days written notice to the proposer, with or without cause.

D. Payments - Payment for services received will be made on a monthly basis. After approval, the invoice will be forwarded for payment. Payment shall be made within a reasonable timeframe.

The Screven County School System is exempt from all state sales tax and federal excise ta,x and these taxes must be deducted from any proposal.

E. Insurance - The proposer shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates in the amounts shown and under the conditions noted shall be provided to the District before the commencement of any work:

1. Commercial/Comprehensive General Liability

a. $1,000,000 Bodily Injury Per Person

b. $1,000,000 Bodily Injury Aggregate Limit

c. $ 1.000,000 Property Damage Per Occurrence

d. $1,000,000 Property Damage Aggregate Limit

2. Comprehensive Automobile Liability

a. $1,000,000 Property Damage Per Occurrence

3. Workmen’s Compensation and Employers’ Liability

a. $ 500,000 Bodily Injury Per Person

4. Umbrella or Excess of Loss Coverage

a. $10,000,000 Per Occurrence

5. The proposer will provide an insurance certificate within 21 days after acceptance of the contract.

6. Screven County School System must have 10 days' notice of cancellation or change in insurance coverage and give its approval.

The District shall be named as an additional insured by Endorsement on the proposer’s policy as to the subject contract.

F. Addenda - Any “Addenda” or instructions to Proposers issued by Screven County School

System prior to the time for receiving proposals shall be included in the resulting contract.

VIII. RESPONSIBILITIES OF PROPOSER

A. Contract Management Team - The District will require the following supervisory positions to be filled as a minimum acceptable to the District to manage this contract.

1. Project Manager – The Project Manager shall reside within 45 miles of the Screven County

School District area to represent the Contractor and to be responsive to the Director of Operations. This should be an executive position filled by an experienced manager. The Director of Facilities shall report any problems or concerns with Building Employees to the Project Manager. The Project Manager must have a cell phone with a local number and email access. The Project Manager shall oversee school buildings directly and be available for emergencies that require custodial response.

2. Building Supervisor - The proposer shall designate one person at each location as

“supervisor”. Communications from the principal shall be directed to the Proposer’s Building Supervisor. The supervisor at each location shall notify the principal or site manager of any condition, deterioration, damage, safety hazard, menace, or inoperative device promptly upon discovery. The principal shall notify the Director of Operations. The Proposer’s Building Supervisor shall be on-site to supervise all cleaning activity and the cleaning employees on that site, as well as perform cleaning duties.

B. Safety - Proposer shall be familiar and in complete compliance with OSHA, AHERA, SCDHEC, and EPA requirements and shall immediately report any loss or time of major injuries to the Director of Operations.

The proposer shall be responsible for training his/her employees in the application of chemicals and the use of equipment to facilitate safe conditions for the employees, students, staff, and faculty.

The proposer shall be responsible for training his/her employees in an approved Asbestos Awareness Program.

C. Workmanship - The proposer’s employees shall be thoroughly experienced and/or trained and certified in the particular trade or class in which they are employed. All work shall be performed according to the specifications covering the class or type of work and shall meet the approval of the Director of Operations. The proposer shall be responsible for providing the proper training for all of proposer’s employees regarding the proper handling of equipment and application of cleansers, polishes, waxes, and other chemical substances. Documented yearly training of all employees in cleaning techniques and safety regulations will be required. Damages resulting from the improper application or use of chemical substances will be the responsibility of the proposer. Additionally, the proposer is responsible for providing all training for his employees as required by AHERA, SCDHEC, OSHA, and EPA regulations. The proposer must have a semi-annual meeting with the entire cleaning staff to discuss safety and district concerns.

D. Chemicals, Materials, and Equipment

1. The procurement and maintenance of all equipment, supplies, materials, and chemicals for the successful execution of this contractual obligation shall be the proposer’s responsibility.

2. Materials shall be stored neatly in areas designated by the District or the Director of Operations. School storage space will be provided as available at each individual school.

Proposer shall be responsible for providing any extra storage space needed at the school.

This may include, but is not limited to, storage containers, pods, etc. The District shall assume no responsibility for loss or damage of stored materials, chemicals, and equipment. Damage to the District’s storage facilities shall be the responsibility of the contractor.

3. District will provide locked storage spaces where available, but it shall not be responsible for losses that may be incurred due to theft and/or vandalism.

4. Proposer shall post a list of supplies, with minimum requirements, at each school. The proposer’s Building Supervisor will be responsible for checking supplies daily and making sure they are replenished.

5. Chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Proposer shall be responsible for maintaining Material Safety Data Sheets (MSDS) on each job site for all chemicals used in the cleaning process.

6. Vacuum cleaners used during the proposal period shall be HEPA-approved. Proposer is responsible for the proper operation and upkeep of HEPA vacuums.

7. Proposer must furnish all needed safety equipment and protective devices necessary for the safety of all building occupants and the property of the District.

8. Proposer shall maintain the proposer’s equipment to present a neat appearance, be free from hazards, and to perform in a “like new” manner. All cleaning equipment shall be cleaned after work is completed each day.

E. Telephones - The Project Manager shall maintain a cell phone service with local or toll-free service to the district.

F. Office and Storage Space

1. Proposer shall provide their own office space for operations and warehouse space for supplies and equipment storage.

2. All combustibles such as propane, gasoline, etc. must be stored outside.. Proposer shall furnish secure storage to be placed in district-approved areas if needed.

3. The proposer, while performing his work, may utilize janitor closets in each school. Must maintain 2 ft. clearance for all cut-offs, electrical panels, roof hatches, network cabinets, and other structures. The proposer must always maintain such room in a neat and sanitary condition. Mops shall be clean and hung to enhance drying; mop buckets shall be empty and clean when stored.

G. Project Coordination - The proposer shall coordinate and schedule his staff to complete the daily work in conjunction with the school schedule. The proposer shall plan the work in conjunction with the school principal to minimize the disruption of school operations. On Friday afternoons at 2:00 pm the proposer shall provide weekly inspection reports of all facilities under this proposal to the Director of Facilities. The proposer shall confer with principals and the Director of Facilities, as specified, but not less than once per week, in order to set up and maintain the facility in an acceptable state of cleanliness and sanitation. Inspection forms must have district approval. Any substitute worker or newly assigned custodian shall report to the Building Supervisor before starting their workday. The Building Supervisor shall introduce the substitute worker to Building Administration before their workday begins.

H. Keys

1. One set of keys will be furnished to the proposer for the Project Manager and each of the four

Building Supervisors.

2. Two sets of keys will be furnished to the proposer for each facility by the District. If additional keys are needed, a request shall be made to the Director of Facilities.. The District’s representative will make these additional keys, and the proposer will be billed for the cost. It is extremely important that the proposer be responsible and accountable for the keys and security of the building. Upon termination of the contract, the proposer shall return all keys to the Director of Operations before the final payment is made. Proposer keys lost or stolen while in the possession of the proposer will be replaced, and all applicable locks re-keyed at the proposer’s expense if it is determined that security of the facility has been compromised.

3. Employees shall not leave keys in doors or admit anyone into any building or office that is not a designated employee of the proposer.

4. It is the responsibility of the proposer to lock all exterior doors after students and teachers have left for the day. All exterior doors shall remain locked while the building is being cleaned.

All doors that were unlocked upon entry will be immediately locked.

I. Employee ID Badges – All proposer employees will be issued a Screven County School System

ID badge.

J. Security - The proposer shall be responsible for training employees in the security requirements of the District and shall be responsible for the enforcement of the same. The District security requires that you provide them with a list of all employees hired by name, social security number, date of birth, sex, race, and address. The proposer shall have E-Verify checks of all applicants prior to employment. A copy of the E-Verify report must be issued to the Director of Operations upon request. Additionally, each employee shall be informed of the following:

1. The proposer shall be responsible for safeguarding against loss, theft, or damage of all

District’s property, materials, equipment, and accessories that might be exposed to the proposer’s employees. If any person working for the proposer’s company is caught stealing or damaging property, materials, equipment, and accessories belonging to the Screven County School District, the proposer will be the responsible party to pay restitution for damages or theft.

2. The Building Supervisors will be trained to secure buildings and set or disarm alarms. The Project Manager will do this training with assistance from the Director of Operations.

3. The Director of Facilities will provide the proposer with the appropriate security code numbers for each building.

4. Guns or other dangerous weapons shall not be allowed on District property.

5. The proposer’s employees working after normal school hours shall secure and keep all outside doors and windows locked while performing their duties, keep fire doors operable, and monitor unauthorized entry. The proposer’s employees shall report any issues to the Principal or Building Supervisor immediately. Proposer’s employees shall perform a “fire watch” function, shall, upon completion of work, secure doors and windows, turn off general lighting and shall report to the principal or Building Supervisor actions of students that abuse the physical plant.

6. The proposer’s Building Supervisor at each location shall be held responsible for securing of the buildings.

K. Alarm Activation/Deactivation - The proposer’s Building Supervisor may be required to ensure the school/building alarm systems are deactivated, and appropriate outside doors are unlocked by 6:30 a.m. each day, Monday through Friday, as directed by the Principal. The proposer’s Building Supervisor or night crew employees must ensure that all doors and windows in the school/buildings are locked before leaving for the night. The proposer’s night crew employees must make sure each building is vacant and the alarm system is activated (armed) before leaving the premises.

NOTE: Problems encountered locking any exterior door must be called in to the Director of Operations.

The accepted proposer shall be provided with the telephone number.

L. Alarm Systems Problems - During the normal school day, problems with the security system should be reported to the Principal, who will report it to the Maintenance Department. After school hours, the proposer’s evening employees shall report the problem to the Building Supervisor, who will then contact the School Administrator or Director of Operations, if the problem cannot be corrected and the alarm system set.

M. Drug Free Workplace - All forms of tobacco (or substitute) products, alcohol, and drugs are prohibited on District property.

N. Damage or Theft - Proposer shall be responsible for the repair or replacement to the satisfaction of the District, any damage to the facility caused by any employee of the proposer. The proposer shall be responsible for any loss or damage to property, including money, securities, merchandise, fixtures, and equipment belonging to the District or to any other person or organization to such extent as the District is legally liable for such loss or damage. If any such loss or damage was caused by the proposer or any employees thereof, while such employee is on the premises of the District as an employee of the proposer. Should it be determined that the proposer’s employees are responsible, the proposer is legally liable. Proposer will always take a neutral position between the employee and the District and investigate the matter in order to protect the relationship with the District.

O. Proposer’s Employees

1. All matters pertaining to recruiting, screening, hiring, compensating, retaining, and terminating shall be the exclusive responsibility of the proposer. These matters shall be done fully in compliance with all state and federal statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour, insurance, background checks, and any other stipulations prudent to employee management.

2. Only those employees who have been properly trained shall be assigned duties under this proposal.

3. Any employee whose work habits and/or conduct are deemed objectionable shall be removed from the School District upon request of the Director of Operations.

4. The proposer agrees to be responsible for and shall provide general supervision of all his employees working under this proposal. Whenever any employee is working, there shall be a designated supervisor directing all work.

5. Any substitute worker or newly assigned custodian shall report to the main office immediately upon entering the school building and be introduced by the Building Supervisor to the school Administration and staff.

P. Procedures for Proposer Staff Changes

1. Proposer is to maintain the current employee roster by name and school assignments.

Employee changes should be reported to the Director of Facilities within 24-48 hours of change. Proposer shall make notification by phone and follow up with a written notification by email. The proposer shall immediately return to SCSS designee the ID badges of terminated employees.

2. Proposer must schedule an appointment with the Screven County School System M&O department for badge issuance before new employees start work in SCSS facilities.

Q. Rules for Proposer’s Employees - The proposer shall ascertain that all his employees abide by the following rules. Upon written request of the Director of Facilities to the proposer, any proposer’s employee who fails to abide by these rules will be immediately removed from the School System and replaced.

1. All employees shall be dressed in a manner authorized by the proposer and in accordance with the Screven County School System Employee dress code. Employees will be neat and clean in appearance. Uniforms shall be worn that fully identify the employee as a member of the proposer’s workforce. Uniforms must be approved by the District prior to placing an order.

Picture identification badges must be worn at all times while on the premises.

2. Employees shall be of good integrity and character.

3. Employees shall not disturb any papers, boxes, or other materials except that in trash receptacles or designated areas for trash or unless such material is properly identified as trash.

4. Employees shall report any property loss or damage to their supervisor immediately. The supervisor shall report such damage, within 24 hours, to the Principal of the school in writing, specifying the location and extent of the damage. Failure to report such damage, as required, may be construed as a default of the contract.

5. Employees shall not open drawers, file cabinets, or use any telephone except public pay phones, or use any equipment, kitchen, or otherwise, unless given specific approval by the school principal or the principal’s designee.

6. Proposer’s employees shall not clean or move copy machines, office computers, or other office machines except when specifically requested by the school principal or designee.

These items may be dusted using a feather duster.

7. Employees shall not engage in idle or unnecessary conversation with school employees, other employees of the proposer, or visitors to the building.

8. Employees shall not remove any article or materials from the premises, regardless of value.

This is to include the contents of any item found in the trash containers in or around the premises. Trash items are to be placed in dumpsters or trash cans designated for that purpose.

9. Employees shall abide by rules and regulations set forth by the District administration and policies set forth by the District Board of Education.

10.The proposer’s supervisors must possess the ability to communicate effectively, both orally and in writing, with the custodial staff and other employees. The proposer’s supervisors shall make contact on a regular basis with the school principal to ensure adequate communication concerning the project. The proposer’s supervisors are responsible for reporting maintenance problems as they arise, as well as other problems of mutual concern.

11. The use or possession of alcoholic beverages or other non-prescription drugs will not be permitted on the contracted property. Proposer’s employees who report for work showing evidence of any impaired conditions must not be permitted to remain on the premises.

12.Proposer’s employees shall not use any part of the building and/or grounds other than for purposes expressly stated in this agreement.

13.Proposer’s employees shall not allow any unauthorized persons in the school buildings (children, friends, or anyone else not authorized by the District or the proposer).

R. Utilities - The District shall provide the proposer with all normal utilities required for cleaning of buildings, including telephone, necessary for performing this proposal (electricity, lights, water, and gas). Upon written request from the Director of Facilities, the proposer will comply with energy conservation requirements initiated by the District. Mechanical, heating, air conditioning, and telephone equipment rooms are considered off limits to the proposer’s forces. No custodial supplies are to be stored in these areas. The Director of Operations shall define exceptions. NO

MECHANICAL EQUIPMENT WILL BE ADJUSTED OR OPERATED BY THE PROPOSER’S

EMPLOYEES. In the event of failure or trouble noted in any such items, the matter must be referred to the school principal. During evening cleaning operations, lights will be off except in the area where actual cleaning is taking place.

S. Working Hours - Proposer’s concentrated night cleaning must be undertaken after normal office/school hours. Normal hours are from 7:30 a.m. to 3:30 p.m. From time to time, the school building or part thereof is used for meetings or program fulfillment before and after normal working hours. It is the cleaning proposer’s responsibility to perform all duties with the frequencies required by this proposal, regardless of the time vacated. (The school principal is to provide a monthly activity calendar to assist the proposer with the schedule.) Each school is to be manned daily by Supervisor(s) who are to keep the building neat and attractive by providing light cleaning and whatever other duties the principal may assign. The Supervisor shall be accessible during the entire school day. All evening work shall be started after 4:00 p.m. and end not later than 12:00 am at all schools. Times of evening hours must meet District approval.

Proposer shall provide full staff on all school staff workdays, per the school calendar, which will not be fewer than 190 days. This includes normal days of operation, furlough days, and teacher work days.

T. Inclement Weather - In case of inclement weather, the proposer’s Project Manager will directly contact the Director of Operations and inform him of the status of cleaning in the facilities covered by this proposal. The Building Operational Manger will notify the proposer’s Project Manager of the scheduled make-up day(s). The Director of Operations will notify the proposer’s Project Manager if school is cancelled due to inclement weather. If the Facilities Department reports to work, a proposer’s representative (building supervisor) will be expected to be at each school to assist with removing walkways and entranceways of snow and ice and to properly disperse ice melt in these areas.

U. Project Coordination and Inspections - The proposer shall coordinate and schedule the proposer’s staff to complete the daily work. The proposer shall plan the work in conjunction with the school principal to minimize the disruption of school operations.

The proposer shall provide weekly inspections of all facilities under proposal and confer with principals and the Director of Operations, as specified, but not less than once per week, in order to set up and maintain the facility in an acceptable state of cleanliness and sanitation.

The proposer’s Project Manager shall accompany the Director of Operations on periodic inspections of the work at any time during normal business hours of the school. The District reserves the right to make a determination as to whether service is being performed satisfactorily.

V. Work Conferences - The proposer’s Project Manager will meet upon request with the Director of

Operations.

W. Performance Record - School employees are to send requests and complaints to the school office. Office employees will document the complaint and send an email detailing the deficiency to the Proposer’s Project Manager, who will address the issue. Proposer will be given 48 hours to resolve the issue to the satisfaction of the school administrator or designee.

X. Complaints and Supply Requests - The proposer shall correct all complaints and supply requests for services within a reasonable time period. All complaints, both major and minor, shall be investigated within 48 hours. Any complaint, which cannot be corrected during the same working day of which, is considered unreasonable or which cannot be dealt with for reasons beyond the proposer’s control, shall be specifically reported to the Director of Operations.

Uncorrected complaints, if not considered unreasonable by the Director of Operations, shall be cause for the following actions by the District.

In the event it becomes necessary for the school system to take corrective action based on contractual service failure, the incurred cost of labor and materials will be charged to the proposer.

Y. Consumable Supplies - The proposer shall provide consumable supplies to perform all work functions. Consumable supplies include but are not limited to:, rags, carpet shampoo, mops, mop buckets, wet floor signs, dust mops, brooms, brushes, and wringers. All consumable supplies must meet district approval.

The Screven County School District will provide toilet paper, paper towels, large black trash bags, clear classroom trash bags, white kitchen paper towels, hand soap, hand sanitizer, and all required dispensers for these consumables.

AA. Extra Billing - It may become necessary for the cleaning proposer to perform duties over and above the scope of work outlined in this proposal. Prior to performing such duties, the proposer will develop an estimate of the cost of the work based on unit prices established within the cost proposal schedule. This estimate must be approved by the Director of Facilities prior to work being performed.

CC. Special Cleaning and other Requirements to be Performed by Proposer

1. Any cleaning for, or any requirements for a Supervisor being present during special events or activities in the schools sponsored by the school will be considered a part of the cleaning proposal.

2. Emergency and/or call service will be provided at an agreed-upon rate.

3. The Proposer shall provide a mid-year service of top-scrubbing and re-waxing of all floors in commons areas, hallways, and cafeterias during the School System’s Christmas break. This should be included in the Proposer’s Bid Proposal.

IX. QUALIFICATIONS

A. Qualifications - Each proposer shall submit evidence of qualifications that would influence the ability to satisfactorily perform the custodial services defined elsewhere in this document (see evaluation criteria for additional pertinent details)

1. Proposers must be licensed to do business in Screven County, Georgia.

2. Proposer must have been in the custodial services business for a minimum of five

(5) years.

3. Proposers must currently have contracts, in satisfactory standing, with a business or

School District of a similar size to Screven County.

4. The proposer must demonstrate the ability to manage a school district with current references and management expertise.

5. Proposers must register and participate in the federal work authorization program to verify information for all new employees (E-Verify). A signed Screven County affidavit must accompany all proposals. (Attachment “B”)

6. Proposers may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances, and personnel to furnish the service offered satisfactorily and expeditiously.

X. INDEMNITY

Proposer shall indemnify and hold harmless the District from and against any and all claims, damages, losses, and expenses (including reasonable attorney’s fees) arising out of or relating to the work contemplated herein.

XI. SPECIFICATIONS

A.See Attachment “A” for the cleaning schedule and expectations.

ATTACHMENT “A”

CLEANING SCHEDULE

END OF SECTION

ATTACHMENT

“B” E-VERIFY

AFFIDAVIT

Georgia Security and Immigration compliance Act:

e-Verify and SAVE Program Overview

[OCGA § 13-10-91]

Pursuant to the “Georgia Security and Immigration Compliance Act,” Screven County School System is required to have all of its contractors register and participate in the federal work authorization program to verify information of all new employees. Contractors or subcontractors cannot enter a contract with the School District for the physical performance of services unless the contractors or subcontractors register and participate in the federal work authorization program to verify information of all new employees. O.C.G.A. § 13-10-91. Each contractor is urged to complete the attached Affidavit.

Affirmative language will be included in contracts for the performance of services regarding the above requirement. The School System will require an affidavit from a contractor showing its compliance with the requirements of O.C.G.A. § 13-10-91 at the time a contract for the performance of physical services is executed. The contract shall include language referencing this obligation and providing that failure to supply an affidavit evidencing such compliance (or to continue to meet the statutory obligation during the life of the contract) shall constitute a material breach of the contract.

To register for the E-Verify Program, visit www.uscis.gov. Your bid will not be accepted without this e-verify number.

http://www.uscis.gov/

AFFIDAVIT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is contracting with Screven County School System, Sylvania, Georgia, has registered and is participating in a federal work authorization program* (an electronic verification of work authorization program operated by the U.S. Department of Homeland Security or any equivalent federal work authorization program operated by the U.S. Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), in accordance with the deadlines established in the referenced statute.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Screven County School System, contractor will secure from such subcontractor(s) similar verification of compliance with OCGA 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification the Screven County School System at the time of subcontractor(s) is retained to perform such services.

*The applicable federal work authorization program as of the effective date of the statute is the E-Verify program of the Systematic Alien Verification for Entitlements (SAVE) Program office of U.S. Citizenship and Immigration Service (USCIS). To register for the E-Verify Program visit www.uscis.gov Your bid will not be accepted without this e-verify number.

BY: Authorized Officer or Agent Date

(Contractor Name)

Printed Name Contractor’s/Vendor’s E-Verify #

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DATE OF , 20

Notary Public My Commission Expires:

http://www.uscis.gov/

Screven County Schools

190 Day Pricing Schedule

Location Sq. Ft. Price/Sq. Ft. Monthly Billing Yearly Cost

SCES 147,645

SCMS 108,148

SCHS 160,036

Charter School 3,750

230 Day Pricing Schedule

Location Sq. Ft Price/ Sq. Ft Monthy Billing Yearly Cost

Screven County Boe 7734

Bus Shop 11,268

Maintenance and Operations

16,352

END OF SECTION

Screven County Schools