Madison Count School System RFP Floor Cleanin.pdf

Page | 1 RFP Madison County School System Floor Cleaning Services February 10, 2026

MADISON COUNTY SCHOOL SYSTEM

Request for Sealed Competitive Proposals

FLOOR CLEANING SERVICES FOR

STRIPPING, CLEANING, AND WAXING OF FLOORS:

MADISON COUNTY SCHOOL SYSTEM

DANIELSVILLE, GEORGIA

OWNER

MADISON COUNTY BOARD OF EDUCATION

800 MADISON STREET

DANIELSVILLE, GEORGIA

PROPOSAL DUE DATE: March 11, 2026 at 3:00 p.m.

Amanda Wommack Assistant Superintendent for Business Operations Madison County Charter School System 800 Madison Street Danielsville, GA, 30633

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INTRODUCTION:

Madison County School System is requesting bid proposals from qualified vendors for providing floor cleaning services of stripping, cleaning, and waxing of floors at their Early Learning Center, Board of Education Offices, Elementary Schools, Middle School, and High School. The proposal must include the moving and replacement of furniture.

INSTRUCTIONS:

Interested firms are to submit a sealed proposal for this project to the Madison County Charter School System (MCSS) as detailed in this Request for Proposal (RFP). It is the intent of the MCSS to award contract to the firm that clearly demonstrates the ability to provide these services to the highest professional standards. All respondents to this RFP are subject to instructions communicated in this document, and are cautioned to completely review the entire RFP and follow instructions carefully. The MCSS reserves the right to reject any and all proposals, and to accept any portion of all proposal, and accept any proposal, which in its opinion, may be in the best interest of MCSS.

The contractor agrees to perform all work in compliance with O.C.G.A.13-10-91, Georgia Security and Immigration Compliance Act. The contractor shall state affirmatively that the individual, contractor, or corporation which is contracting with the Madison County School District, has registered with and is participating in a federal work authorization program using any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91 Exhibit B that must be completed with proposal.

The contractor 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 the Madison County School District, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Madison County School District at the time the subcontractor(s) is retained to perform such service.

SUMBMITTAL OF RFP:

Two (2) copies of your proposal must be submitted by March 11, 2026 no later than 3:00 p.m.to:

Attention: Amanda Wommack Assistant Superintendent for Business Operations Madison County Charter School System 800 Madison Street Danielsville, GA 30633

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Please label all proposals on the outside: “Proposal for Madison County School System Floor Cleaning Services”. Proposals must be physically received by the Owner prior to the deadline indicated in the Schedule of Events (on page 5) at the exact address mentioned above. It is the sole responsibility to assure the delivery, regardless of reason. No proposal submittals will be accepted after the time stipulated. Proposals will not be accepted via facsimile or e-mail. Proposal submissions that are received late, incomplete, unsigned or in locations other than the address indicated will not be considered.

Contractors are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes as an offer. Offers shall remain valid for ninety (60) days and may not be withdrawn except as provided herein.

To minimize the cost to the proposer in responding to this solicitation, entities are encouraged to be brief and succinct. Avoid extravagant covers, bindings, and photographs. MCSS nor its constituents, will be responsible for any monetary or resource compensation generated by said entity responding to, or failing to respond to, this RFP.

Technical Questions:

Technical questions relating to the RFP must be submitted in writing via email to any or all of the following:

Amanda Wommack, Assistant Superintendent for Business Operations, awommack@madision.k12.ga.us The subject line should state “Technical Question for Madison County School System Floor Cleaning Services RFP”. All questions and answers will be posted on the website in an addendum under the RFP posting. Deadline for questions is Friday, February 20, 2026 by 12:00 pm. Proposers are encouraged to check the website (www.madison.k12.ga.us) to review the questions and answers. Deadline for all questions

There will be a Mandatory Pre Proposal Meeting scheduled for Wednesday, February 18, 2026 at 8:30 a.m. at the Madison County Board of Education located at 800 Madison Street, Danielsville, GA 30633 in Professional Learning Room 1 (PLC 1). During this meeting, all proposers are expected to visit the locations included in the scope with Joe Jones (maintenance/contract specialist) who will be providing the tour.

From the issue date of this solicitation until a successful contractor (proposer) is selected and the selection is announced, respondents are not allowed to communicate for any reason with any members or employees of the Owner except for submission of questions as instructed in the RFP. For violation of this provision, the Owner shall reserve the right to reject the proposal of the offending proposer.

mailto:awommack@madision.k12.ga.us http://www.madison.k12.ga.us/

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Errors in Proposals: Proposers or their authorized representatives are expected to investigate the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer’s own risk. It is the intent of the MCSS that the winning contractor will provide full services for this floor cleaning services project.

MINIMUM QUALIFICATIONS REQUIRED AND DOCUMENTATION MUST BE INCLUDED

WITH PROPOSAL (evaluated on a pass/fail basis by the selection committee)

• The contractor or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority.

• The contractor must have sufficient bonding capacity for anticipated total cost of work. Provide a letter or other support documentation from a bonding company indicating the proposer’s capacity to bond the project for 100%.

• The contractor must have a current Contractor’s Public Liability Insurance policy and must be insurable in at least the following amounts: Bodily injury, including death- limits of $1,000,000 for each accident. Property damage limits of $2,000,000 for each accident and $10,000,000 for the aggregate of operations. (The Owner reserves the right to require additional limits and/or coverage for actual contract.) Provide your current insurance certificate.

• The contractor must have all necessary, valid and current licenses to do business in the State of Georgia. Provide a copy of your GC license, business license and Georgia Certificate of Existence.

• The contractor must provide in its proposal proof of the ability to obtain a payment bond for 100% of the amount that of work bid for this project. Upon selection, the winning proposer shall secure and present such bond information to MCSS, reflecting the bond amount specific to this project.

• The contractor must demonstrate a commitment to safety with regard to Worker’s Compensation by having an Experience Modification Rate (EMR) over the past three years of 1.2 or less.

• The contractor or its principals have not been terminated for cause or currently in default on any public works contract.

The Proposer must provide a sworn statement attesting to compliance with the minimum criteria listed above and provide supporting documentation as requested further in the process (Exhibit A).

Withdrawal of Proposal: A Contractor’s proposal may be withdrawn from the bid pool by a written request. Said request must be received by MCSS before the cut off time on bid day. A bidder who executes a withdrawal may submit a revised proposal before the cut off time on bid-day. Revised proposals will not be subject to prejudice from the owner.

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Confidentiality of Documents: Upon receipt of a proposal, the proposal shall become the property of MCSS. Proposals that are collected can be used by MCSS at its discretion. The details of the proposal documents will remain confidential to the extent possible until final award.

Compensation: MCSS has attempted to provide as much information about the scope of services as possible to enable firms to structure a most productive and cost-effective offer. The winning proposal will result in a contract between the contractor and MCSS. There will be only one contract with the winning proposer and that winning proposer will be responsible for paying any sub-contractors and purchasing materials as outlined in the submitted proposal. Payment will be made to the contractor only after the Project is completed.

Rejecting Proposals: MCSS reserves the right to reject any or all proposals, and is not bound to accept any proposal if that proposal is contrary to the best interest MCSS. Similarly, MCSS is not bound to accept the lowest dollar proposal if the offer is not considered in MCSS best interest.

Conflict of Interest: All respondents must provide a statement of disclosure, which will allow MCSS to evaluate possible conflicts of interest. No person involved in making procurement decisions may have personal investments in any business entity which will create a substantial conflict between their private interest and their public duties.

Affirmation: All proposals must clearly state and affirm, by signature, that the proposer has read the RFP document, fully understands the requirements if awarded this work.

Notification: MCSS will notify the successful respondent by either email, letter, or telephone call within 10 days after the proposal deadline. The winning proposer will be presented at the next Board of Education meeting.

PROJECT SCHEDULE:

Activity Date

(A) RFP Solicitation Release February 10, 2026

(B) Proposal Deadline March 11, 2026 by 3:00 p.m.

(C) Probable Award March 18, 2026

(D) Services Start May 26, 2026

(E) Services Completion July 15, 2026

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PROJECT SCOPE:

Proposals should include the following means, methods, equipment, and schedule to provide floor cleaning services that require all furniture be moved and reset, completely strip and clean all floors, and apply 5 coats of NCL-24/7 (27% solids) or an approved product proving an equal performance.

The work will begin on May 26, 2026 and must be completed no later than July 15, 2026.

Areas to include: Offices, Office Restrooms, Office Workrooms/Lounges, Classrooms, Hallways, Cafeteria, and Media Center (All areas with tile that can be waxed. Gymnasiums and kitchens are excluded.)

Madison County Early Learning Center, Board of Education, Colt Academy (99,520 sq ft) 800 Madison Street Danielsville, GA 30633

Colbert Elementary School (49,375 sq ft) 255 Colbert School Rd.

Colbert, GA 30628

Comer Elementary School (36,198 sq ft) 565 Gholston St.

Comer, GA 30629

Danielsville Elementary School (59,062 sq ft) 900 Madison Street Danielsville, GA 30633

Hull Sanford Elementary School (59,030 sq ft) 9193 Fortson Store Rd.

Hull, GA 30646

Ila Elementary School (45,406 sq ft) 150 Sewell Mill Rd.

Ila, GA 30647

Madison County Middle School (146,140 sq ft) 3215 Highway 172 Comer, GA 30629

Madison County High School (176,545 sq ft) Includes: Culinary Arts Auditorium, Foothills, Athens Tech areas, Alternative School Areas 600 Madison St.

Danielsville, GA 30633

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Responsibilities of the Proposer:

Contractor shall, at their own expense, provide all cleaning supplies, cleaning equipment, and all materials as needed to provide the required services. The Contractor shall be solely responsible, at its own expense, for the proper collection, handling, transportation, and disposal of all waste materials generated during floor stripping, cleaning, and waxing activities. All waste disposal shall comply with all applicable federal, state, and local laws, regulations, and environmental requirements, including any local disposal and recycling requirements. Chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements.

Terms of Agreement:

Any agreement developed as a result of this RFP will commence and take effect on a date mutually agreed upon by the successful Proposer and the MCSS and will be set forth in the Agreement. The initial contract period shall begin May 15, 2026 with successive one (1) year renewals with MCSS.

The contract shall state the total obligation of the school system for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term if renewed. Accordingly, proposals should be for the periods May 15, 2026 to July 15, 2028. During this multi-year agreement, the contract will renew automatically at the end of each contract year if the Board does not notify the vendor in writing of its non-renewal intent by May 14 of the same year.

Also, in accordance with Georgia Code 20-2-506, this contract may be voided by the Board should the Board fail to fund this expense in any fiscal year budget, which runs from July 1 to June 30.

PROPOSAL REQUIREMENTS:

Responses must be submitted in the format outlined in this section. Each response will be reviewed to determine if it is complete prior to actual evaluation. The intent of the Owner is that all responses follow the same format order to evaluate each respondent fairly. Proposal responses shall include the following:

1. Documentation items of Minimum Qualifications as indicated on pg. 4. (Evaluated on pass/fail basis by the selection committee.)

2. Firm History and Information (Evaluated 15 %)

• Describe the qualifications of your firm; include resumes, licenses, certifications, and applicable experience.

• Describe the ownership and current principals of your firm.

3. Relevant Experience (Evaluated 15%)

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• Describe experience with similar projects for local governments specifically, within the past five (5) years; and in the State of Georgia.

• Provide the names and experience of the project leaders.

• Technical capabilities and ability to interface with MCCSS staff.

4. Financial Responsibility (Evaluated 10%)

• Provide at least two (2) financial references

• Provide an explanation of your firm, or any predecessor firm, has ever filed for bankruptcy

• Provide an explanation if your firm has ever made or filed an errors and omissions claim.

5. References (Evaluated 15%) Provide the following information of organizations/governments similar to MCCSS that you have performed similar services within the past five years.

• Customer name and contact name, address, telephone number and email.

• Scope of project.

• Cost of project

• End result and subsequent disposition

6. Project Approach (Evaluated 25%)

Provide a brief description of your firm’s approach for these projects. The description should include, at a minimum, the following:

• Schedule control and schedule recovery

• Change order management

• Safety Program

• Quality Control

• Post completion process

7. Cost Proposal/Fee (Evaluated 20%)

MCSS requires a total cost for this project. A lump sum cost proposal to supply all equipment, materials, supplies, labor to complete the project. (See Attachment p. 10)

8. Contact Information

All proposals must include the following contact and authorization information:

• Company Name

• Mailing Address

• Street Address

• Office and Cell phone

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• Fax Number

• Email Address

• Authorized Signee and Title

• Printed Name and Title

• Signature of Authorized Signee and Date Affirming the Proposal

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Attachment Price Quotation for the following Proposal:

Floor Cleaning Services for Stripping, Cleaning, and Waxing of Floors

1. Total Contract Price for Floor Cleaning Services for May 15, 2026 thru July 15, 2026

2. Total Contract Price for Floor Cleaning Services for May 15, 2027 thru July 15, 2027

3. Total Contract Price for Floor Cleaning Services for May 15, 2028 thru July 15, 2028

4. Name of Company: ___________________________________________________________

Address: ___________________________________________________________

Telephone/Fax #: ___________________________________________________________

Email Address: ___________________________________________________________

Company Website: ___________________________________________________________

5. Signature of Authorized Company Representative: ___________________________________________________________

Printed Name: ___________________________________________________________

Date: ___________________________________________________________

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EXHIBIT A

CERTIFICATION OF INFORMATION PROVIDED

By Submission of this Proposal, the Prosper certifies this Proposal has been derived independently, without consultation, communication, or agreement as to any matter relating to this Proposal with any other Proposer or with any competitor. The Proposer herby certifies this Proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same Work and is in all respects fair without collusion of fraud. The Proposer agrees to abide by all conditions of the Proposal.

Respectfully submitted, Typed Name of Proposer

Title of Proposer

By: __________________________________________ [Seal]

Georgia License Number

Date of Execution

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EXHIBIT B

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

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 engaged in the physical performance of services on behalf of the Madison County School District has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13- 10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,20__.

NOTARY PUBLIC

My Commission Expires: