Request for Proposals

For

Janitorial Services

(Elementary

Academy)

RFP # FY27-001

Due Date:

May 28, 2026, at 5:00 PM ET

Contact:

Cenobia Hilton Charles R. Drew Charter School

Procurement Services Department 300 Eva Davis Way SE

Atlanta, GA 30317

REQUEST FOR PROPOSALS (RFP) # FY27-001

Drew Charter School is requesting proposals from qualified vendors to provide janitorial services for the 2026-2027 school year, in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP) Number FY27-001. Unless otherwise noted, Proposers must provide a proposal for all of the requirements stated within this request. Interested vendors must be able to commit the resources necessary to provide services in a timely manner and conform to the material aspects of the scope required. To be considered valid in the selection process, all proposals must follow the critical dates, as set forth below:

Critical dates:

1) Pre-proposal Meeting/Facility Walkthrough (Mandatory): May 12, 2026. Interested vendors should attend a pre-proposal meeting to review specifications, clarify any questions, and have a walkthrough of the facilities with School officials. The meeting will be held on May 12, 2026 at 10:45 AM ET, at the following location: Drew Charter School Elementary Academy, 301 Eva Davis Way SE, Atlanta, GA 30317.

2) Questions due date: May 14, 2026. Questions about the RFP should be submitted to: Drew Charter

School via the BidNet Direct Platform at https://www.bidnetdirect.com/georgia/drewcharterschool by May 14, 2026, 11:59 PM ET. Late questions will not be answered. Responses to questions will be posted on BidNet to all prospective vendors by May 19, 2026.

3) Proposal due date: May 28, 2026. Vendors must submit responses to this RFP by using the Bidnet

Direct Platform for official submission at https://www.bidnetdirect.com/georgia/drewcharterschool by 5:00 PM ET on May 28, 2026. Proposals received after this date and time will not be considered and individual extensions to the due date will not be granted.

4) Proposal expiration date: Interested vendors must indicate an expiration date for the proposal and pricing. All of the proposal’s contents and fees must be guaranteed for 120 days from the proposal due date.

The award of any contract is based upon the content of the vendor’s proposal that best meets the needs of Drew Charter School, taking into consideration vendor’s qualifications, price, and service capabilities. Prior to a formal award, all contract terms and conditions must be agreed upon by both parties. The School may choose to select and contract with one or more vendors to provide either all or a selected group of the components described in this RFP.

https://www.bidnetdirect.com/georgia/drewcharterschool%20by%20May%2014 https://www.bidnetdirect.com/georgia/drewcharterschool%20by%20May%2014 https://www.bidnetdirect.com/georgia/drewcharterschool

TABLE OF CONTENTS

PART A - PROPOSAL INSTRUCTIONS

PART B – RFP SPECIFICATIONS

SECTION 1 – GENERAL PROVISIONS

SECTION 2 – SCOPE OF WORK

ATTACHMENTS

ATTACHMENT A – COST PROPOSAL FORM

ATTACHMENT B – RFP SIGNATURE PAGE

ATTACHMENT C – REFERENCES

ATTACHMENT D – NON-COLLUSION STATEMENT

ATTACHMENT E – CERTIFICATION OF INDEPENDENT PRICE DETERMINATION 37

ATTACHMENT F – PROPOSER GUARANTEES

ATTACHMENT G – CONTRACTOR AFFIDAVIT

ATTACHMENT H – NO PROPOSAL REPLY FORM

PART A - PROPOSAL INSTRUCTIONS

1. PURPOSE

This solicitation is for the purpose of entering into a contract for janitorial services for Drew Charter School Elementary Academy (hereinafter referred to as the “School” or “Drew”). The bidder is hereinafter referred to as the “Vendor” or “Offeror”.

The successful Vendor(s) shall have, at minimum, the capabilities listed in this RFP, and the response(s) submitted must reflect in detail the inclusion of the services as well as the degree of expertise in utilizing these capabilities.

2. RFP PROPOSED TIMELINE

EVENT # DESCRIPTION DATE TIME

RFP is advertised in The Champion Newspaper & posted on Georgia Procurement Registry (GPR)

May 7, 2026 ---

2 Pre-proposal meeting & facility walkthrough with prospective vendors May 12, 2026 10:45 AM ET

3 Last day for Vendors to submit questions May 14, 2026 ---

4 Last day for School to answer questions May 19, 2026 ---

5 Proposals are due May 28, 2026 5:00 PM ET

6 Interviews with Review/Evaluation Committee (if needed) June 1, 2026-June

2, 2026

7 Evaluation of proposals with review/evaluation committee

Completed by June 5, 2026 ---

8 Contract award On or about June 15, 2026 ---

9 Contract start date July 1, 2026 ---

3. QUESTIONS REGARDING THE RFP

All questions related to this RFP should be submitted via the BidNet Direct Platform at https://www.bidnetdirect.com/georgia/drewcharterschool. Final day to submit questions is May 14, 2026. Responses to questions will be answered via BidNet Direct Platform to all participating Vendors by May 19, 2026.

This period will be the only opportunity for RFP clarification. Additional questions will not be received, nor will responses be provided at any other time during this process.

https://www.bidnetdirect.com/georgia/drewcharterschool

From the issue date of this RFP until the Vendor is selected, Vendors are not allowed to communicate for any reason with the School staff except through the Procurement Services Department contact specified herein. For violation of this provision, the School reserves the right to reject the proposal of the offending Offeror.

4. PREPARATION OF PROPOSALS

Offerors are expected to examine the attached instructions, provisions, clauses, attachments, exhibits, etc. Failure to do so will be at the Offeror’s risk. It is understood and agreed that all actions taken and information furnished by the Offeror as a result of this solicitation are at no cost or obligation to the School, and shall not be construed as an obligation on the part of the School to enter into a contract with the Offeror, whether or not the requirements reflected in this solicitation are terminated or modified.

The proposal shall be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this solicitation as described in Section 2, Scope of Work. Emphasis should be placed on conformance to the proposal instructions, responsiveness to the proposal requirements, and completeness and clarity of content. The Offeror is required to be fully acquainted with the federal and state procurement laws and regulations as it relates to this procurement.

The School accepts within the time specified therein, any proposal (or part thereof); whether or not there are negotiations subsequent to its receipt, unless the proposal is withdrawn by written notice to the School prior to the award of the contract. If subsequent negotiations are conducted, they shall not constitute a rejection or counter offer on the part of the School.

If the General Provisions conflict with the Special Provisions contained in this RFP, the Special Provisions shall prevail.

Proposals shall be valid for one hundred and twenty (120) days from final solicitation closing date, and the Offeror’s offer may be held open for a lengthier period of time subject to the Offeror’s consent. Proposals received shall be considered final, and no proposal shall be altered, amended, or withdrawn after the specified closing date.

The School reserves the right at any time during this process to re-solicit its requirements if the proposals received do not meet the School’s needs, or if terms and conditions during the negotiation process cannot be mutually agreed upon.

5. PROPOSAL FORMAT

The information provided herein is intended to assist Vendors in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested Vendors with sufficient basic information to submit proposals meeting the minimum requirements, but it is not intended to limit a proposal’s content or exclude any relevant or essential data therefrom. Vendors are at liberty and are encouraged to expand upon the specifications to demonstrate their experience with similar schools and industry experience.

Proposals should be organized by using the following required proposal components:

COVER LETTER: Cover letter shall be prepared on the Offeror’s company letterhead, with signature of the Offeror’s authorized representative who may legally enter the company into a formal contract. Provide contact information including name, title, address, telephone, fax, and e-mail address for Offeror’s authorized representative. The cover letter shall briefly summarize the Vendor’s ability to provide the services specified in the Section 2, Scope of Work. The letter should also include a complete disclosure of information as described in Item 10 and a statement describing any organizational conflicts of interest as described in Item 15.

TABLE OF CONTENTS: Each proposal shall include a Table of Contents with page numbers for each of the requirements of the solicitation.

DESCRIPTION OF SERVICES AND QUALIFICATIONS: Each proposal must contain a detailed description of how the Offeror will provide the services described in Section 2, Scope of Work. The Offeror may include descriptions of any enhancements, additional services, or expertise the Offeror will provide which are not specifically described in the solicitation. Provide qualifications of designated personnel/staff/technicians who will be assigned to the School.

COST PROPOSAL: Each proposal shall include a completed Attachment A, Cost Proposal Form for fees proposed to perform services as described in Section 2, Scope of Work.

ALL OR NOTHING: The School intends to award the Contract on an ALL or NOTHING basis to the responsive and responsible Offeror(s) whose proposal that will be most advantageous to the School, price and other factors considered. Each Proposer must submit a complete response to this RFP. Proposals failing to include all of the requested information

SHALL BE REJECTED.

6. SUBMITTALS

Vendors must submit responses to this RFP by BidNet Direct Platform https://bidnetdirect.com/georgia/drewcharterschool by 5:00 PM ET on May 28, 2026.

Proposals shall be valid for one hundred and twenty (120) days from final solicitation closing date, and may be held open for a lengthier period of time subject to Offeror’s consent. Proposals received shall be considered final, and no proposal shall be altered, amended, or withdrawn after the specified closing date.

7. REVISIONS TO THIS RFP

https://bidnetdirect.com/georgia/drewcharterschool

In the event that it becomes necessary to clarify or revise this RFP, such clarification and revisions will be by addendum. Any addendum to this RFP will become part of this RFP and part of any contract awarded as a result of this RFP.

8. LATE PROPOSALS, MODIFICATION OF PROPOSALS, AND WITHDRAWAL OF

PROPOSALS

Any proposal received after the time specified for receipt will not be considered, unless it is received before award is made; or (1) it was sent by means authorized and compliant with this solicitation and determined by the School that the late receipt was due solely to the mishandling by the carrier; (2) it is the only proposal received; or (3) it is determined that the competitive integrity of the solicitation was not compromised and is in the best interest of the School to do so.

9. PROPOSAL VALIDITY & EXCEPTIONS TO TERMS

The Offeror assumes sole responsibility for the complete effort required in submitting a proposal in response to this RFP. By submitting a response to this RFP, the Offeror is acknowledging that they: (1) have read the information and instructions, and (2) agree to comply with the information and instructions herein.

Any exceptions must be clearly identified and the rationale fully supported by the Offeror.

10. DISCLOSURE OF INFORMATION

The Offeror must include a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or pending investigation which involves the Offeror, or in which the Offeror has been judged guilty or liable. Failure to comply with the terms of this provision will deem the proposal to be non-responsive and become disqualified from award. The School reserves the right to reject any proposal based upon the Offeror’s prior history with the School.

11. COMPANY INFORMATION

Proposals must include a minimum of three (3) business references, preferably within the last five (5) years, consisting of current or previous customers of comparable size. Include contact names, company names, addresses, phone numbers, e-mail addresses, and information on the scope of services rendered for the references. (Attachment C).

The Offeror’s proposal shall include a summary description of company, job descriptions and resumes of key personnel, company organizational chart, and staffing plan to be utilized under the Contract. The Offeror shall explain how personnel will manage, supervise, and perform services: (1) Include description of experience and qualifications of key personnel providing services, with a clear explanation of personnel roles and responsibilities (i.e., personnel responsible for work order/special project completion, hiring/training, employee management, quality assurance, issue resolution, and administration.); and (2) Describe the management and reporting relationships, planned level of effort, anticipated duration of involvement, and on-site availability.

Janitorial Services Qualifications and Expertise. The Offeror should explain how it proposes to take over and carry out the janitorial services. The response should be guided by the estimated “Scope of Work” attached hereto – but calibrated to its understanding of the facilities, the School’s needs, and the Offeror’s expertise and qualifications.

12. TECHNICAL PROPOSAL

The technical part of the proposal should explain how the Offeror will effectively perform the services specified in this RFP. It shall consist of two parts: (1) an Implementation Plan and

(2) an Operations Plan.

IMPLEMENTATION PLAN

The Implementation Plan should provide a detailed plan for the orderly assumption of responsibility for execution of the proposed services for the School. It should address: (1) transition tasks to be performed; (2) transition responsibilities (both the Offeror’s and the School’s); and (3) timeline for all transition activities necessary for a successful transition of Vendors for the School. It should also describe how the Vendor intends to handle the transition, including details on timeline, work steps, staffing, inventory analysis, understanding of the condition, and understanding of the service requirements.

OPERATIONS PLAN

The Operations Plan should explain how the Offeror intends to execute the scope of services as outlined in the RFP. It should identify those services that will be performed by the on-site staff that the Offeror would employ. The plan should also include a schedule format, scope of work for service; Health & Safety Plan; Quality Assurance Plan; and any other documents required to support the overall Operations Plan.

13. PROPOSAL EVALUATION FACTORS

The objective of the evaluation process is to identify the proposal which represents the best value to the School on a combination of technical and cost factors. The evaluation shall consist of a (1) technical determination that the Offeror’s proposal does or does not meet the requirements of Section 2, Scope of Work; (2) a determination that the Offeror is otherwise eligible for award, taking into account responsiveness to the solicitation, and (3) a determination of Offeror’s responsibility contained in this solicitation.

Proposals meeting the requirements and determined eligible for award by a Review Committee shall be evaluated on the vendor proposal determined to be best suited for the School; meeting the school’s technical specifications; the best value for the amount expended; and in compliance with the provisions of the RFP.

The School reserves the right in its sole discretion to reject any proposal or all proposals in whole or in part, without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness of the submission requirements. If a proposal fails to meet a material requirement of the RFP, or if it is incomplete or contains irregularities, the proposal may be rejected. A deviation is material to the extent that a proposal is not in substantial accord with RFP requirements. Any proposal may be rejected where it is determined to be not really competitive.

During the evaluation process, the Committee reserves the right, where it may serve the School’s best interest, to request additional information or clarification from vendors or request interviews with one or more vendors.

The evaluation will consist of the following:

Part one: An evaluation of the written responses to the RFP. This is a technical determination that the Proposer’s written response to the RFP does or does not meet the requirements of the scope of services required; and the Proposer’s overall responsiveness to the RFP.

Part two: After all written responses have been evaluated and scored, the Committee will invite a limited number of vendors who received the highest scores to participate in the interview process. The interview process will provide the firm with an opportunity to answer questions the Committee may have about their proposal.

Evaluation Factors/Criteria Weight:

Category Point Value

Completeness of Response:

Compliance with RFP instructions and format.

Organization of the submittal.

Clarity and completeness of RFP response.

10 points

Cost Proposed pricing accurately reflects the vendor’s effort/commitment to meet School requirements and objectives.

Proposed pricing appropriate to scope of work to be provided.

35 points

Project Approach/Methodology Project approach/methodology meets an understanding of the scope of work, and knowledge of applicable laws and regulations related to the scope of work.

30 points

Relevant Experience Contractual and technical experience in performing work of similar size and scope.

Experience and qualifications of key personnel that will be assigned to provide services pursuant to this RFP.

15 points

Presentation and Interview (if needed):

Presentation by each vendor shall not exceed sixty (60) minutes in length. (A limited number of vendors will be invited for the interview process. )

10 points

TOTAL: 100 points

LOCAL PREFERENCE

For purposes of applying a local preference to contracts for services, local business shall mean any business which regularly maintains an office or space of business within the corporate limits of the Clayton, Cobb, DeKalb, Fulton or Gwinnett counties, and has maintained such office or place of business for at least twelve (12) months prior to posting of the RFP. It is the responsibility of the business providing the proposal to identify itself as local. The local business shall be awarded five (5) additional points in the total evaluation.

Once the evaluation process has been completed (and any negotiations the School desires to conduct have occurred), the apparent successful Offeror(s) may be required to enter into discussions with the School to resolve any exceptions prior to contract award.

The School reserves the right at any time during this process to re-solicit its requirements if the proposals received do not meet the School’s needs, or if terms and conditions during the negotiation process cannot be mutually agreed upon.

14. LICENSES AND PERMITS

The Offeror is responsible for obtaining and maintaining in good standing, all licenses, permits, inspections and related fees for each or any such licenses, permits and/or inspections required by the county, city, or other government entity or unit to accomplish the work specified in this

RFP.

The Offeror must be licensed and registered to do business in the State of Georgia. A copy of the Offeror’s business licenses must be submitted with the proposal. O.C.G.A § 14- 2- 1501.

15. ORGANIZATIONAL CONFLICT OF INTEREST

It is the policy of the School to avoid situations which place an Offeror in a position where its judgment may be biased because of any past, present, or currently planned interest, financial or otherwise that the Offeror may have which relates to the work that will be performed pursuant to this solicitation or where the Offeror’s performance of such work may provide an unfair competitive advantage.

The Offeror shall prepare a statement which describes all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) relating to the work to be performed hereunder and bearing on whether the Offeror has a possible organizational conflict of interest with respect to (1) being able to render impartial technically sound and objective assistance or advice or (2) being given an unfair competitive advantage.

In the absence of any relevant interest referred to above, the Offeror shall provide a statement certifying that to its best knowledge and belief no such facts exist relevant to possible organizational conflicts of interest. The refusal to provide the disclosure or representation and any additional information as required shall be considered non-responsive and shall result in disqualification of the Offeror for award.

16. CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

Proposals will be held in confidence and will not be made available to other Vendors.

Likewise, the Offeror agrees to hold in confidence any and all information included in this solicitation and any other information provided by the School. Offeror will not disclose to a third party any part of the solicitation, except as necessary to respond to the proposal.

Response to the solicitation is for the sole use of the School and its agents for evaluation purposes and does not create any obligations or responsibilities on behalf or in the name of the School, nor does it create or imply any binding contractual relationship between the School and the Offeror. And moreover, no such obligations, responsibilities, or relationships will be created in the absence of a written contract between the School and the Offeror.

All proposals and other materials submitted will become the property of the School, and will not be returned to the Offeror.

17. NON-COLLUSION STATEMENT

The Offeror shall complete and submit Attachment E, certifying that the offer is made without prior understanding, agreement or connection with any corporation, firm, or person submitting an offer for the same services, and is in all respects fair and without collusion or fraud. The Offeror understands that collusive bidding is a violation of state and federal laws and can result in fines, prison sentences, and civil damage awards. The Offeror agrees to abide by all conditions of this RFP, and certifies that the signature of the Offeror is authorized to sign and can legally enter his or her organization into a formal contract with the School.

18. DEBARRED, SUSPENDED, AND INELIGIBLE STATUS

The Offeror shall certify that they have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia. The Vendor shall immediately notify the School if the Offeror is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Contractors by a federal entity. To ensure that the Offeror has not been debarred or suspended, the Offeror will be researched on the Excluded Parties List System at www.epls.gov.

19. PRICING

Using the Scope of Work attached to this RFP, the Offeror shall provide pricing with the annual and monthly comprehensive fees, inclusive of all labor, equipment, supplies, services, insurance, all other overhead and expenses of performance, and profit. The Offeror shall clearly explain assumptions used to provide the estimates and/or the methodology used to create them.

The Offeror must also sign and submit a Certification of Independent Price Determination, certifying that the prices in the offer have been arrived at independently, without consultation, communication or agreement, for the purposes of restricting competition. (Attachment F)

20. CONDITION OF AWARD

Award is conditional on availability of funds. The School reserves the right to award a contract to other than the lowest proposal and to reject any or all proposals. The primary consideration for award will be which Offeror can perform in a manner most advantageous to the School.

The School may award a contract based on initial proposal received, without discussion on such proposals. The School may make award based on any or all items listed in the solicitation.

Accordingly, each initial proposal should be submitted with the most favorable terms from a price and technical standpoint. Any financial data submitted hereunder or any representation concerning facilities or financing will not form a part of any resulting contract. If the resulting contract contains a clause for price reduction for defective cost or pricing data, the contract will be subject to reduction of cost or price if the cost or pricing data furnished is incomplete, inaccurate, or not current.

21. CONSIDERATION

To assure consideration, all proposals shall be made using the RFP forms enclosed unless otherwise specified. All proposals must be written in ink or typed. Mistakes may be crossed out and corrections made adjacent, however, each correction must be initialed by the person signing the proposal.

http://www.epls.gov/

22. REJECTION AND NOTIFICATION

The School reserves the right to accept or reject any part or all proposals submitted in response to this solicitation. The School may enter into negotiations with more than one Vendor simultaneously in response to proposals. The School shall not be obligated to explain its final selection or disclose anything about the selected Vendor’s proposal.

23. CERTIFICATION

By responding to the solicitation, the Offeror certifies that it shall operate in accordance with all applicable state and federal regulations. In addition, the Offeror understands that all terms and conditions within the solicitation shall be incorporated in the resulting contract document.

It is the Offeror’s responsibility to ensure that all information included in their proposal is current, complete, and accurate.

24. BID PROTEST PROCEDURES

Any protests arising from this solicitation and award shall be made in writing and shall be e-mailed to Cenobia Hilton, Procurement Officer, at: cenobia.hilton@drewcharterschool.org.

The protest shall be filed no later than ten (10) days from the award notice and shall include:

• The name, address, and telephone number of the protester;

• The signature of the protester or an authorized representative of the protester;

• Identification of the purchasing agency and the solicitation or contract number;

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents;

• The form of relief requested.

A written response to the protest will be made within 30 days from receipt of the protest and all items indicated above.

mailto:cenobia.hilton@drewcharterschool.org.

PART B – RFP SPECIFICATIONS

SECTION 1. GENERAL PROVISIONS

School contemplates that, in addition to the terms described above in this RFP and such other terms as may be customary or appropriate, final agreement between the School and the selected Vendor(s) will include, without limitation, the following terms. Submission of a proposal shall constitute agreement to contract on these terms, except for any term specifically reserved in the proposal for future negotiation.

1.1 INTENT TO CONTRACT

Charles R. Drew Charter School intends to enter a contractual agreement (the “Contract”) with experienced and qualified vendor(s) to provide janitorial services for the 2026–2027 School Year.

1.2 CONTRACT TERM

The initial term of the contract will begin on or about July 1, 2026 and will end on June 30, 2027. The contract may be renewed for up to four (4) years after the original contract.

1.3 INDEMNIFICATION, INSURANCE, AND LIMITATION OF LIABILITY

A. Legal Representation and Costs

1) Except as expressly provided herein or in connection with insurance coverage required to be provided in the Contract by one party for the benefit of the other, each party shall be responsible for its own legal representation and legal costs.

2) As more fully described below, except where there is an actual or potential conflict of interest, the School and the Vendor shall fully cooperate with one another and their respective legal counsel in connection with any legal claim asserted against either of them.

B. Indemnity to Property or Persons

1) The Vendor shall indemnify and save and hold the School, the Board, and its employees, officers, directors, subcontractors, and agents harmless from any and all claims, demands, suits, costs, judgments, or other forms of liability to third parties, actual or claimed, including attorney fees, for injury to property or persons, occurring or allegedly occurring in, on or about the School from the negligent, grossly negligent or reckless actions and omissions or willful misconduct committed by the Vendor or by its employees, officers, directors, subcontractors, or agents. Upon timely written notice from the School, the Vendor shall defend the School in any such action or proceeding brought thereon.

2) The School shall indemnify and save and hold Vendor, its partners, directors, officers and employees harmless from any and all claims, demands, suits, costs, judgments or other forms of liability to third parties, actual or claimed, including attorney fees, for injury to property or persons, occurring or allegedly occurring from the negligent, grossly negligent or reckless actions and omissions or willful misconduct committed by the School or by its employees, officers, directors, subcontractors, or agents. Upon timely written notice from the Vendor, the School shall defend the Vendor in any such action or proceeding brought thereon.

C. No Waiver

The foregoing provisions shall not be deemed a relinquishment or waiver of any kind of applicable limitations of liability to third parties provided or available to any of the parties under applicable state governmental immunities laws.

1.4 INSURANCE

Vendor, at its own expense, shall procure and maintain insurance for the duration of the contract as outline below against claims for injuries to persons or damages to Property that may arise from or in connection with the performance of the work hereunder by the Vendor.

The Vendor shall submit to School satisfactory evidence of insurance coverage (certificate of insurance or a certified copy of any applicable policy of insurance) prior to the start of the contract. Minimum insurance requirements include the coverage set forth below:

(a) Commercial General Liability Insurance: All vendors are required to carry a minimum limit of One Million and 00/100 Dollars ($1,000,000.00) per occurrence and Two Million and 00/100 Dollars ($2,000,000.00) in the aggregate for bodily injury, personal injury and property damage liability. Coverage shall include, but not be limited to: all operations, contractual liability, independent contractors, products/completed operations (for a minimum of two (2) years following completion), and defense.

(b) Workers' Compensation and Employers' Liability Insurance: All vendors are required to carry workers’ compensation Insurance affording workers' compensation benefits for all employees as required by law and Employers' Liability Insurance with limits of not less than Five Hundred Thousand and 00/100 Dollars ($500,000.00) per occurrence. The workers' compensation policy must contain a waiver of subrogation clause.

(c) Automobile Liability Insurance: When any motor vehicle (whether owned, non-owned or hired) is used in connection with any contract or services, the contractor must carry Automobile Liability Insurance with limits of not less than One Million and 00/100 Dollars ($1,000,000.00) per occurrence for bodily injury and property damage.

(d) Additional Insured: School must be named as additional insured on all general liability policies.

Vendor shall provide thirty (30) days prior written notice of material change, cancellation, or non-renewal of any applicable policy of insurance to School under the Contract. School reserves the right to increase or expand insurance requirements when it deems prudent.

1.5 WARRANTIES AND REPRESENTATIONS

Vendor warrants and represents that it possesses such expertise, experience and resources to perform the scope of services required in a diligent, timely and professional manner consistent with the highest standard of the industry. Vendor represents and warrants that none of its work performed under the Agreement will infringe on the rights of third parties.

Vendor will supply at all times an adequate number of well-qualified personnel to perform the work. Vendor will provide a contact person available and authorized to remedy any non-conformity with this warranty. If any Vendor’s work is found to be infringing, Vendor will correct the work to be non-fringing at no charge to School.

1.6 LAWFUL PERFORMANCE

Vendor shall remain in compliance with all applicable federal, state, county, and municipal, statutes, laws, ordinances, and regulations applicable to and affected by, the performance of duties under the contract.

1.7 LICENSE

Vendor represents and warrants that the Vendor holds a license, permit, or special license to perform the services pursuant to this Agreement, as required by law or employs or works under the general supervision of the holder of such license, permit or special license and shall keep and maintain all such licenses, permits or special licenses in good standing and in full force and effect at all times while the Vendor is performing the services pursuant to this Agreement. All applicable permits and licenses required shall be obtained by the Vendor, at its own expense. O.C.G.A § 14-2-1501.

1.8 RELATION OF PARTIES

The Vendor shall be an independent contractor and not an employee of the School, nor are the employees of the Vendor employees of the School.

1.9 ACCEPTANCE

Acceptance shall be made in accordance with the criteria established in Section 2, Scope of Work, and elsewhere in the Contract. The School shall not be held liable to reimburse the Vendor for work performed that does not meet the acceptance criteria.

1.10 BILLING PROCEDURES

All invoices shall be submitted to the Accounts Payable Department, by e-mail at:

accountspayable@drewcharterschool.org. Invoices must clearly identify the contract number, Vendor’s name and remittance address, item(s) or service(s) being invoiced (including quantity, unit price, and extended price, if applicable), services performed, and service dates. Failure to comply may result in delayed payments or the School may refuse payments for said charges. School shall not pay finance charges or interest to Vendor.

Payment term is Net 30, unless otherwise specified in the resulting contract.

1.11 AUDITS

The School shall be entitled to audit the books and records of the Vendor to the extent that such books and records relate to the performance of the work pursuant to this Solicitation.

Such books and records shall be maintained for a period of three years from the date of final payment under the original Contract.

1.12 CRIMINAL HISTORY RECORDS CHECK

The School requires that all individuals who will work on the School’s premises (including full-time, part-time and temporary employees, contractors and subcontractors) must be fingerprinted and cleared through the Georgia Criminal Information Center System (GCIS) before they are assigned to work at the School. The cost of background is the responsibility of Vendor.

1.13 DRUG POLICY

Any employee who is found in violation of the School’s drug policy or who refuses to permit an inspection may be removed or barred from the School premises at the discretion of the School. As used herein, "School premises" means property, leased or otherwise, including government-owned project site locations in which the School business is being conducted, and the School owned or rented vehicles and/or equipment. Therefore, the Vendor agrees to advise its employees and the employees of its subcontractors and agents of the School’s drug policy:

mailto:accountspayable@drewcharterschool.org

1) The manufacture, dispensation, sale, offer for sale, purchase, use, transfer, or possession of illegal drugs on the School premises is prohibited;

2) While on the School premises, employees are prohibited from being under the influence of alcohol ("Under the Influence" means that the employee is affected by alcohol in any detectable manner);

3) Probable cause drug and alcohol testing during the performance of the Contract shall be at the discretion of the School; and

4) Entry onto the School premises constitutes consent to an inspection of the employee and his or her vehicle as personal effects while entering, on, or leaving premises.

The Vendor shall defend and hold the School harmless from any suits or claims by its employees relating to enforcement of this provision.

1.14 TERMINATION

Either party can terminate the Contract. The Party (the “Notifying Party”) will give the other Party (the “Responding Party”) written notice that sets forth the Notifying Party's reasons for considering termination in sufficient detail. During the ten (10) day period following receipt of such notice, both Parties will discuss, in good faith, the Notifying Party's reasons for considering termination in an effort to avoid the need for termination.

After the ten (10) day discussion period, the Notifying Party, if not fully satisfied, may terminate the Contract by giving thirty (30) days written notice of its intent to terminate to the Responding Party. In the event of termination, the Vendor shall be paid for services performed satisfactorily under this Agreement up to the date of termination as set forth in provision entitled “Compensation.”

1.15 NON-APPROPRIATION OF FUNDS

The School may terminate the Contract in whole or in part due to insufficient funding or non-appropriation of funds with written notice to the Vendor. The School shall pay for the costs of all of the services provided by the Vendor, if any, incurred up to the date of the termination notice.

1.16 CONFIDENTIAL INFORMATION AND PROPRIETARY MATERIALS

All financial, statistical, operating and personnel materials, and information, including, but not limited to, technical manuals, plans, policy and procedure manuals, and computer programs relative to or utilized in either parties’ business or the business of any subsidiary or affiliate of parties shall be the property of the originating party and shall be confidential.

Each party shall keep such information confidential and shall so instruct its agents, employees, and independent contractors. The use of such information in any manner shall not affect the ownership or the confidential nature of such information.

Neither party shall photocopy or otherwise duplicate any such materials without the prior written consent of the originating party. The School agrees that all computer software programs, signage, marketing, and promotional literature and material (collectively referred to as "Proprietary Materials"), used by the Vendor at the School in connection with the Contract provided by the Vendor shall remain the property of the Vendor. Upon termination of the Contract, all use of trademarks, service marks, and logos owned by the Vendor or licensed to the Vendor by third parties shall be discontinued by the School and return to the Vendor.

1.17 SUBCONTRACTOR AND ASSIGNMENT

Vendor shall not subcontract or assign any of the work contemplated under the Contract without first obtaining written approval to do so from School. Any approved subcontractor or assignee shall be bound by all the terms of the contract including the Confidential Information and Indemnification provisions, and School may assert its rights against any or all such other parties. Contractor shall furnish documentation and materials such as all licenses, certifications and governmental approvals, that it may have in its possession, required for its subcontractor or assignee to perform services under this Agreement, upon request to the School. All provisions applicable to the Vendor shall apply to the subcontractor or assignee without listing those provisions.

1.18 ENTIRE AGREEMENT

This Agreement is the sole and entire Agreement between the Parties relating to the subject matter hereof, and supersedes all prior understandings, agreements and documentation relating to such subject matter. Any modifications to the Contract must be in writing and signed by both Parties.

1.19 WAIVER

The waiver by either party of any breach of any covenant or condition of the Contract shall not be construed as a waiver of any subsequent breach of such covenant or condition or of the breach of any other restrictive covenant or condition contained in the Contract.

1.20 SUCCESSORS

School may assign the rights and benefits given to it in the Contract and the Contract shall survive any sale of assets, merger, consolidation, or other change in the corporate structure of School. Vendor shall not, voluntarily or involuntarily, sublicense, sell, assign, give or otherwise transfer the Contract without prior written consent from School.

1.21 SEVERABILITY

If any term, condition, or provision of the Contract shall be found to be illegal or unenforceable to any extent for any reason, such provision shall be modified or deleted so as to make the balance of the Contract, as modified, valid and enforceable to the fullest extent permitted by applicable law.

1.22 SURVIVORSHIP

Those sections that by their nature survive expiration or termination of the Contract will survive such expiration or termination.

1.23 AMENDMENT OR MODIFICATION

The Contract shall not be amended, revoked, altered or modified in whole or in part, except by an agreement in writing signed by the Parties. Such terms and conditions shall remain within the scope. Any and all modifications must be expressed in writing through an addendum and executed by the Parties prior to the enactment of such modifications.

1.24 GOVERNING LAW

The Contract shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to its conflict of law rules.

1.25 PREVAILING PARTY

Should any party hereto institute any action or proceeding in court to enforce any provision hereof or for damages by reason of an alleged breach of any provision of this Agreement or any exhibits or addenda, the prevailing party shall be entitled to recover from the losing party or parties such amount as the court may adjudge to be reasonable attorney’s fees for services rendered to the prevailing party in such action or proceeding. The term “prevailing party” as used in this Section shall include, without limitation, any party who is made a defendant in litigation in which damages and/or other relief may be sought against such party and a final judgment or decree is entered in such litigation in favor of such party defendant.

1.26 DISPUTE RESOLUTION

The Parties agree to submit all disputes arising under the Contract, or arising out of or related to the services to be provided under the Contract, to binding arbitration pursuant to the Rules of the American Arbitration Association for resolving commercial disputes.

1.27 KNOWLEDGE OF RIGHTS AND DUTIES

The Parties have carefully reviewed and completely read all of the provisions of the Contract and understand and have been advised that they should consult with their own legal counsel for any and all explanations of their rights, duties, obligations and responsibilities hereunder.

1.28 NOTICES

All notices, requests, consents, claims, demands, waivers and other communications hereunder (each, a "Notice") shall be in writing and addressed to the parties at the addresses set forth in the RFP or to such other address that may be designated by the receiving party in writing. All Notices shall be delivered by personal delivery, nationally recognized overnight courier (with all fees pre-paid), facsimile (with confirmation of transmission) or certified or registered mail (in each case, return receipt requested, postage prepaid). Except as otherwise provided in the Contract, a Notice is effective only

(a) upon receipt of the receiving party, and (b) if the party giving the Notice has complied with the requirements of this Section.

SECTION 2. SCOPE OF WORK

2.1 OVERVIEW

The Vendor shall provide all labor, equipment, supplies, and services to satisfy the School’s need for janitorial services.

2.2 OPERATIONS

A. Equipment, Supplies, and Tools. The Vendor shall provide all supplies, equipment, and tools necessary to perform services. No material shall be used that will damage floors, floor covering, toilet fixtures, woodwork, painted surfaces, furniture, pathways, or which will create health or safety hazards. All products must be environmentally safe.

All equipment and tools must be clean, and in good operating condition at all times during the performance of the work. Periodic inspections of equipment and tools will be conducted to ensure compliance.

B. Office Space/Supply Room. The School will provide the Vendor with a reasonable office and supply space at no cost to the Vendor. Such space shall NOT include long-distance telephone service, access to voicemail and intranet systems, access to copiers and fax machines, and other standard office equipment.

C. Support. The School acknowledges that the Vendor will need the active support of the

School’s professional, administrative, operations, and other personnel to provide services and agree to use its best efforts to cooperate with the Vendor in that regard.

The Parties acknowledge that these services will begin with a start-up phase, during which the Vendor Operations Team will familiarize itself with particular aspects of the School’s facility, operations, applicable equipment, materials, supplies, and other such matters.

D. Periodic Reviews and Evaluations. The School and the Vendor will meet on a regular basis, no less than once per month, to review and discuss any ongoing operational matters relevant to the Contract.

Performance Evaluations shall include, but not limited to the following criteria.

Scoring is based on a scale of 1 to 5, with 5 being the highest.

• Vendor’s ability to manage a quality service program.

• Vendor’s ability to meet (daily/weekly) service requirements and train and supervise staff.

• Vendor’s ability to communicate and report to staff and site administrators (both verbal and written reporting).

• Vendor's ability to meet long term/capital related service requirements.

• Vendor’s pricing structure.

• Vendor’s breadth of service.

• Vendor’s ability to meet expectations, address issues and report on the performance of duties related to defined expectations (quality of customer service focus).

• Vendor’s ability to meet insurance requirements.

• Vendor’s flexibility of invoicing and report of expenses.

2.3 GENERAL

In the performance of the Scope of Work, the Vendor shall:

A. Be responsible for all janitorial services for the School as described in the Scope of

Work.

B. Provide accountability for creating work orders and performing the service or repair to validate the completion of work.

C. Provide seven (7) days per week, twenty-four (24) hours per day availability for the

School facility service needs.

D. Provide and purchase, at its own cost, all consumable items for the performance of the work (can-liners, towels, tissue, soap, etc.).

E. Provide, at its own cost, all necessary equipment for services under the Contract

(i.e., floor scrubbers, vacuum cleaners, trashcans, mechanic tools, etc.). Such equipment shall remain the property of the Vendor.

F. Assess training needs and provide training to service workers and service providers through proven instruction techniques, work processes, supplies, materials, and equipment.

G. Recruit, hire, train, and manage qualified employees to perform specific services.

H. Keep daily records of all work performed, labor, materials, etc.

Six classes of service are required under the Contract:

• Daily Service Requirements, which requires services to be provided every day of the week when the building is in operation.

• Weekly Service Requirements, which requires services to be performed a minimum of once a week.

• Monthly Service Requirements, which requires services to be performed a minimum of once a month. Monthly services will be determined by the School and the Vendor within ninety (90) days from the contract initiation.

• Quarterly Service Requirement, which requires services to be performed a minimum of once every three months.

• Annual Service Requirements, which requires services to be performed a minimum of once a year during the contract period.

• Nonspecific Service Requirements, which requires services to be provided to accomplish the requirements of the Contract.

2.4 JANITORIAL SCOPE OF WORK (ELEMENTARY ACADEMY)

The Vendor shall manage and provide janitorial services with the highest service standards while ensuring safety is top priority at the School. The Vendor shall work with the School to customize any unique requirements for janitorial services. All cleaning products must be labeled and appropriately stored in a safe manner. The MSDS or SDS sheets must be on file in both the janitorial office(s)/workspace and the Facilities office(s). The Vendor shall make every effort to ensure the use of “Green Products” (with exceptions allowable during pandemics and internal outbreaks of communicable diseases,) under this Agreement. The Vendor should track products that have been replaced with the green products.

The following is a list of janitorial tasks which outlines the minimum acceptable standards for the work to be performed and the frequency in which they should be completed under this Agreement.