RFP 2026_9 Custodial Supplies and Repair of E.pdf

April 23, 2026

REQUEST FOR PROPOSAL

To: All Vendors

The Gordon County School System “GCSS” requests your proposal to supply custodial chemicals and supplies for maintaining cleanliness and sanitary conditions within our facilities.

The successful vendor shall also be able to repair all custodial equipment. The contract term is July 1, 2026, through June 30, 2027, with an option to renew for up to three (3) additional years per the proposal’s Terms and Conditions. Prices shall remain firm for the entire proposed period. Proposals that do not guarantee prices through this period shall be considered “Non- Responsive” and will not be considered.

There will be a mandatory pre-proposal meeting at 10:00 am EST on May 7, 2026, at Central Office; 7300 Fairmount Hwy; Calhoun, Georgia 30701. Vendors who do not attend the mandatory pre-proposal meeting will not be eligible to submit a proposal. A general discussion of the services proposed will take place at the pre-proposal meeting. The meeting will begin promptly at 10:00 am EST and the GCSS reserves the right to disqualify vendors arriving late. A walk-through of the site will be provided after the meeting. Only vendors that attend the mandatory meeting may email questions to Mr. Ron Norrell, Facility Director, by e-mail (rnorrell@gcbe.org). Deadline for questions is no later May 12, 2026, 12:00 pm EST. Responses to questions shall be emailed to the vendors who attended the mandatory pre-proposal meeting no later May 14, 2026, at 2:00 pm EST.

Responses to this Request for Proposal shall be submitted in a sealed envelope marked “RFP 2026-9 Custodial Supplies and Repair of Equipment.” Proposals may be mailed to the Gordon County School System, Michelle Steward, 7300 Fairmount Hwy, Calhoun, Georgia 30701, or hand delivered to the Purchasing Department prior to the time of closing. Proposals will be received up to 12:00 PM Eastern Time on May 22, 2026. Interested parties are required to use the enclosed proposal form and instructed to carefully read all terms and conditions in this letter and the attached pages before completing their offer.

RFP shall be reviewed carefully and awarded in an equitable manner as specified in this document. Information shall be provided to the Board for their final approval.

The Gordon County School System reserves the right to accept or reject all offers, to waive any irregularity in proposals received, to award the entire proposal to one vendor or to make awards by group or by line item whichever is in the best interest of Gordon County School System.

Additionally, the Gordon County School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward

Purchasing & Procurement Agent mailto:rnorrell@gcbe.org

General Terms and Conditions

1. Three (3) letters of reference to similar structures (such as schools, colleges, and universities) shall be included with the proposal. References shall include complete name of institute, address, contact person, phone number and E-mail address, if available.

2. Proposals must be on the form provided within this Request for Proposal, sealed within an envelope marked as shown in the cover letter. Six (6) copies are requested (1 original, 5 copies). Please use the checklist at the end of this document to make sure all required components are included.

3. Indicate if you have ever defaulted on a contract or been denied a proposal due to non-responsibility to perform. If so, provide the facts and circumstances.

4. The vendor shall be responsible for the payment of any required taxes or fees associated with the contract.

5. All vendors shall provide a copy of their business license along with any other professional license pertinent to the scope of work.

6. The vendor warrants to the GCSS that all materials and equipment furnished under this contract shall be of excellent quality free from faults and defects to ensure quality results and performance for the project's completion.

7. The Solicitation (RFP) shall only be modified by a Solicitation Addendum.

8. The contract will be awarded to the vendor responsible whose proposal is determined to be the most advantageous and of the best value to GCSS.

9. All employees of the service provider must wear an identifying uniform, display clear and visible photo identification, and always carry proof of credentials while on school premises.

10. By the submission of this proposal, the vendor agrees not to assign the contract to others unless specifically authorized in writing by the GCSS and its designee.

11. The projected enrollment for each school/location is provided along with the address and information needed for making an appointment to visit each school/location.

12. Please take into consideration that extra-curriculum activities are a part of the school system and the need for paper products, can liners and hand soap increase when these activities are scheduled.

13. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any who submitted an offer. This information may be obtained after the offer has been awarded.

14. The vendor shall provide a State of Georgia Drug-Free Workplace certificate or Company Drug-Free Policy and the requirements. False certification or violation by failing to carry out the requirements of O.C.G.A. 50-24-3 shall cause termination of contract.

15. Final acceptance for GCSS will be contingent upon the approval of their Governing Board.

16. Neither GCSS nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by GCSS and a party containing such terms and conditions as are negotiated between those parties. GCSS reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, GCSS will determine the party(s) and proposal that in the sole judgment of GCSS is in the best interest of GCSS (if any is so determined), with respect to the evaluation criteria stated herein. GCSS then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached.

17. Request for Proposals are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in proposals if you wish. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

18. A primary contact person shall be assigned to GCSS for all communications relating to services provided by the successful. This is essential to retaining a professional and successful relationship.

19. All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

20. Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

21. All services requested shall be complete and to the satisfaction of the GCSS or its designee before payment is made.

22. The contract period shall begin July 1, 2026, following Board approval. The contract shall remain through June 30, 2027. When the contract period ends, GCSS will have the option to renew the contract on an annual basis for three years.

23. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this proposal period. The proposal prices submitted will remain valid for 180 days

24. The Gordon County School District also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining the best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. The Gordon County School District shall not disclose the contents of proposals to competing proposers during the negotiations. Reference O.C.G.A 36-91-21 for regulations for best and final offers.

25. Vendor shall show proof that they have a fulltime trained floor equipment technician that has at least 3 years’ experience repairing and servicing the following brands of floor machines.

a. Karcher-Windsor

b. Tennant

c. Tom Cat

d. Kaivac

e. Proforce

f. Advance

26. Vendor will have experience with Tersano Lotus Pro Series high-capacity wall units and must provide stabilization modules within 24 hours of notification by GCSS.

27. Vendor must provide a comprehensive list of all products offered under the contract. The list must be in Alphabetical order by:

a. Common use name

b. Part number used to order

c. Name of the manufacturer of the product

d. Product category

e. List must be provided in Microsoft Excel format

28. The categories shall include the following:

a. Floor Care

i. Floor Pads

ii. Floor Finish and Removal

iii. Brushes, Brooms, Mops, Handles

iv. Vacuum Bags, Filters, Brushes

b. Restroom Care

i. Paper Products

ii. Dispensers

iii. Can Liners

iv. Kaivac Products

c. Cleaning Products

i. Aerosols

ii. Bottles and Sprayers

iii. Laundry Products

d. Miscellaneous

i. Bottles and Sprayers

ii. Microfiber Items

iii. Aerosols

iv. Laundry Products

e. Spartan Products

f. Hazardous Waste Products

g. Deliveries and Service

h. Employee Training

i. Equipment Service and Repair

SPECIFICATIONS

CUSTOMER SATISFACTION:

The successful vendor shall guarantee satisfaction with all products and services.

PRODUCT CONSISTENCY:

All chemicals and products must be consistent in brand and packaging; no exceptions will be accepted. All products shall be labeled as to use and content. Products offered shall be identified as to manufacturer. This shall be stated on the bid form provided.

DISPENSERS:

Replacement of dispensers (toilet tissue, paper towels, soap and chemical dispensers) if needed, are to be provided and installed by the successful vendor at no additional cost to the GCSS. Any additional dispensers shall be comparable to existing equipment matching as to description and use of product. All new dispensers installed by the successful vendor shall become the property of GCSS upon the termination of the contracted period.

The removal of any dispenser shall be done in a manner that will insure that the area affected by the removal be left with a professional finish and acceptable to the GCSS and its designee.

Removal and replacement of dispensers shall be done in a timely manner by the successful vendor without any disruption to the daily schedule of students or faculty within the GCSS. Approximate time needed for removal and replacement shall be stated on the bid form included in the bid package.

SHELF LIFE OF PRODUCTS:

The successful vendor shall label all products according to the shelf life of the product if this is an important factor in the quality and usefulness of the product.

LITERATURE AND INFORMATION:

The successful vendor shall provide literature and information on all products proposed, work with the custodial staff to assist and inform them in proper dilution and safe use of all chemicals and supplies, take inventory of all products and help them to meet and keep all safety standards. MSDS sheets for all products and chemicals shall be provided at the time proposal is submitted. The successful vendor shall, at the time of the award, provide a set of MSDS sheets for all schools and locations. A complete list with pricing of the product line of chemicals/supplies must accompany proposal.

LABELING OF PRODUCTS:

Vendor shall label all supplies and products clearly as to any hazardous properties and the required antidotes.

SAMPLES:

Samples of any or all supplies or products shall be made available if requested by the Maintenance Department at no charge to the school system. Samples shall be delivered in a timely manner to the Maintenance Department at the Holland Complex.

INVENTORY CONTROL:

The successful vendor shall provide an account representative that shall work with the lead custodian at each school/location, to determine the appropriate inventory levels by meeting with them once monthly. Prior notification shall be made with the lead custodians as to date and time of meeting. Inventory levels shall be sufficient to maintain the facilities at the proper sanitary maintenance level of health and safety. Working together, the account representative and the lead custodian shall determine the inventory level needed by each school/location. Product availability shall be maintained by the successful vendor to provide all products requested upon receipt of order. Backorders are not acceptable.

FLOOR CARE:

The products for floor care shall be subdivided into two areas:

HARD FLOOR CARE - The supply products in this group shall include floor finish, floor stripper, neutral floor cleaner, spray buff, defoamer, floor pads, wet mops, wet mop handles, dust mops, dust mop handles, dust mop frames, mop buckets, wringers and floor scrapers. Floor care shall be based on five (5) coats of floor finish and maintenance required to keep the floors cleaned and maintained throughout the year. Hard floor care shall cover one annual restorative hard floor care refinishing per year.

CARPET MAINTENANCE – The supply products in this group shall include extraction cleaner, spotters, bonnet cleaner, spin bonnets and deodorizer. Carpet care shall cover one annual restorative cleaning per year.

RESTROOM CARE:

The supply products in this group shall include everything needed to disinfect and clean the restroom areas on a daily basis. The products shall include a non-acid bathroom cleaner, hospital grade disinfectant, sanitary napkin disposal bags, film free glass cleaner, tile and porcelain cleaner, liquid enzymes, non-acid bowl cleaner, stainless steel cleaner, crème cleanser, hand soap, gloves and bowl brushes. All of the disinfectants utilized in the program shall be registered with the state of Georgia and have an EPA number.

PAPER PRODUCTS AND CAN LINERS:

The products in this area include all paper towels (multi-fold towels, single-fold towels, center-pull towels,) toilet tissue, and small, medium and large can liners. Products offered shall be identified as to manufacturer. This shall be noted on the bid form provided.

ORDERING:

An order form with all items offered by the successful vendor shall be made available. The form shall be 2-part. Signed copies of orders must be kept on file at the school/location. Orders shall be sent weekly.

DELIVERIES AND SERVICE:

Vendor shall provide inside delivery to all schools/locations once weekly. No shipping and handling charges will be paid. All items are to be delivered at no cost to GCSS. A signed receipt showing the lead custodian’s or designee’s signature shall be provided and kept at the school/location requesting delivery. A monthly usage report for each school/location shall be provided to the Maintenance Department upon receipt of the monthly billing. Usage report shall be in the form of a summary report (SEE Summery Page/s Requirements).

TRAINING:

Training of all custodial staff as to use and safety of products shall take place annually for all schools/locations at a specifically scheduled time. Date and time shall be determined at a later date, working with the Facilities Director, school administrator, and the lead custodian. This training shall include proper usage of each of the chemicals/products utilized by the schools/locations with an emphasis on safety, as well as current EPA and Right to Know Regulations concerning chemicals and facility maintenance. This training shall be part of the contract and with no additional cost to GCSS.

EQUIPMENT SERVICE AND REPAIR AGREEMENT:

The successful vendor shall repair equipment as needed and in a timely manner. Prior approval from the Maintenance Department, based on an estimated cost, is required for the repair of all equipment.

The successful vendor shall be responsible for making any repairs needed to all custodial equipment owned by the GCSS. The successful vendor shall provide a Certified Technician for repairs to all equipment owned by the GCSS. The technician must be able to respond to on-site repairs within 24 hours from the time the service call is made. All repairs are to be done on site or at the location of the successful vendor. The repair site shall have adequate parts inventory to service equipment within an obligated period of time. Repair of equipment will be based on a pre-determined hourly rate, with the GCSS being responsible for payment of parts used in the repair (excluding warranty items.) An invoice stating the original cost-plus profit (%) of parts used shall be required upon invoicing to determine correct pricing offered.

MAINTENANCE OF EQUIPMENT:

The successful vendor shall provide a preventative maintenance program working with the lead custodian at each school/location in providing adequate training and information as to the care of and maintenance for all equipment owned by the GCSS.

TERMINATION OF CONTRACT:

GCSS reserves the right to terminate the contract with a thirty (30) day notice, if quality of products or service does not meet specifications agreed upon according to the contract proposal.

EVALUATION:

The evaluation shall be done with a committee reviewing the history of the company, the number of personnel, the number of vehicles used for delivery purposes, job experience (school systems and/or jobs comparable in size to the GCSS), references, quantity and quality of service/products, and cost.

Item No. Part Number (or equal) Product Description (or equal)

FLOOR CARE

1 10” Dual Surface Brush 2 14” Cotton Bowl Mop 3 18.5” Blue Microfiber Mop Pad 4 22” Black Moss Floor Squeegee 5 24 x 5 Blue Grabber Static Mop Head 6 24 x 5 Clip-on Dust Mop Frame 7 24 x 5 Microfiber Mop Head 8 24 x 5 Snap-on Dust Mop Frame 9 26 qt Mop Buck/Wringer Combo, Rubber Maid or Equal 10 26 qt Mop Bucket 11 26 qt Yellow Splash Guard Mop Bucket w/ringer 12 4” Lobby Broom 13 4” Stainless Blades – Scrap Blades 14 48 x 5 Blue Grabber Static Dust Mop 15 48 x 5 Snap-on Dust Mop Frame 16 5’ Handle Dust Mop Clip-on 17 5’ Luma Thread Metal tip wood handle 18 5” Baseboard Corner Brush by Better Brush 19 60” Dust Mop 20 60” Dust Mop Frame 21 Angle Broom, Yellow Bristle, Wooden Handle 22 Carlisle 8” swivel head brush with handle 23 Deluxe Toilet Bowl Mop 24 ETC Gator Stripping Shoes Sizes – S, M, L, XL 25 Light Duty Floor Scraper 26 Lobby Dustpan 27 Medium Green Industrial mop 28 Swivel Pad Holder 9” 29 Vacuum Bags Windsor S-1Z 30 Vacuum Bags Proforce 1200XP 31 White/Blue Finish Mop looped ends mop head and handle 32 Americo Brand Smart Scrub Pads or Equal 13” Round 33 Americo Brand Smart Scrub Pads or Equal 14”x 28” Rectangle 34 Americo Brand Smart Scrub Pads or Equal 14” x 20” 35 Americo Brand Smart Scrub Pads or Equal 20” Round 36 #104 Black 4.5 x 10 H.D. Pad 37 12” Red Scrub/Buff Pad 38 12” White Floor Pad 39 13” Red Scrub/Buff Pad 40 13” White Polish Pad 41 14” x 20” Marron Strip/Prep Pad 42 14” x 20” Prep Pad 43 14” x 20” Red Scrub/Buff Pad 44 14” x 28” Maroon 45 14” x 28” Prep Pad 46 14” x 28” Red Scrub/Buff Pad 47 20” Black Strip Pad 48 20” Green Scrub Pad 49 20” Jaguar Pad 50 20” Natural Fiber UHS Burnisher Pad 51 20” Red Scrub/Buff Pad

52 20” White Polish Pad 53 27” 3000 Synthetic Sky-Blue Burnishing Pad UHS 54 27” Hair Burnish Pad Natural 55 27” Natural Finer UHS Burnish Pad 56 27” White Pad 57 3M #96 Medium Duty Scouring Pad Green 6” x 9” 58 4.6” x 10” Doodle Bug Pads-Black, Brown, White 59 4” x 5” Black H.D Utility Pads 60 Rubber Maid Commercial Wall & Floor Scrub Brush

GLASS CLEANERS

61 303004 Spartan Glass Cleaner 62 326103 Spartan Glass Cleaner 63 626204 Fast & Easy Multi-Purpose Cleaner

GLOVES

64 Gloves, Powder Free Vinyl – S, M, L, XL 65 MCR Safety or Equal 3-mil Nitrile Disposable Gloves – S, M, L, XL 66 MCR Safety or Equal 6-mil Nitrile Disposable Gloves – S, M, L, XL

PAPER PRODUCTS

67 2 ply Bath Tissue 3.874 x 3.6 Perf 456 Sheet Roll 68 7.9 width x 800” hard Wound Roll White Kraft Roll Towels 69 Bleached Roll Towel 70 Jr. Jumbo Tissue 2 Ply 3.54 wide 3.3 Core o.d. 8.75 650” roll 71 Kitchen Roll Towel 72 Kleenex or equal facial quality tissue 73 Triple S - Mechanical Pulldown Dispenser Smoke 74 Von Drehle 3.875 x 4 2 Ply 205’ 75 Von Drehle 8” x 800” Brown Roll Towel 76 Von Drehle 8” Roll Towel Dispenser 77 Von Drehle 9” x 11” Household Roll Towel

HAZARDOUS WASTE ITEMS

78 Air Lift Lemon Scent 79 SSS Absorbent Powder – Lemon Fragrance 80 SuperSorb – Lemon Fragrance 81 Tolco Soak IT 82 Bleach

TRASH CAN LINERS

83 24 x 33 .6 liner natural 84 30 x 36 White Liner 85 38 x 57 .58 Black Reprolene 1.7 86 38 x 58 60-gauge 1.18 clear 87 38 x 60 1.7 mil Natural

RESTROOM RELATED PRODUCTS

88 Spar Crème Mild Abrasive Cleaner – 32 oz 89 TNT Foaming Disinfectant Cleaner 90 “X” Effect Bowl Cleaner 91 Consume Eco-Lyzer 92 Graffiti Remover 93 Kailblooey 4-gallon case with replacement Squeegees,wheels,straws,lids 94 21” Plastic Handle Bowl Brush 95 26” Uger Ergo Toilet Bowl Brush with two heads 96 Soap Dispenser for above (SSS or equal) 97 Foam Clean Lotion Hand Soap 1000 ml Enhanced with Aloe and Vitamin E

Luxury Skin Care Formula Green Seal Certified (SSS or equal)

MISCELLANEOUS

98 10 Pound Box Reclaimed Blue Huck Towels 99 12” Feather Duster 100 40lb H.D. Non-Phosphate Powdered Laundry Detergent 101 5 Gallon Diversey GP Forward General Purposes Cleaner 102 6” x 4.25” x 1.625” Cellulose Utility Sponge 103 Bar Keepers Friend Cleanser & Polish 104 Blue Huck Towels 10lb box reclaimed 105 Clorox – SOS Heavy Duty Steel Wool Soap Pad 15 pads per box 106 Hotel Brillo Pads 107 Impact 5032WG 32 oz bottle for 5900 108 Impact 5900 Trigger Sprayer for QT. bottle 109 Impact Brand 904A Hand Pump (1 oz) for 5-gallon pail 110 Jan-ADVU500-2 (10 pk) Micro-Filter Bag with 2 Pre-filters 111 Joy Dishwashing Liquid 112 Kaivac Safety Cap 113 Lambs Wool Duster 114 Pledge Lemon Clean Wipes or Equal 115 Pro Team 103483 Disposable Filter Bags 116 Pro Team 107313 Disposable Filter Bags 117 Regular Filter Bag 118 Vandalism Mark Remover

CHEMICALS OFFERED SHALL BE BY SPARTAN

119 644500 Spartan Chewing Gum Remover 120 310605 Spartan Consume FWD POW 121 310705 Spartan Consume POW Bulk 122 629000 Spartan Stainless-Steel Cleaner 123 106004 Spartan PSQ Disinfectant Cleaner 124 120205 Spartan “HDQ” Neutral Cleaner Disinfectant – 5 gallon 125 61200 Spartan Citro lemon Furniture Polish or Equal 126 13016 Triple S Pro Series Speed Clean 1 Qt Pump Spray 127 301304 Spartan Dust Mop/Dust Cloth Treatment 128 Comet Cleaner with Bleach 129 44098 SSS Foam Clean lotion Skin Cleaner Hand Soap 130 607600 20 oz. SparSan Q Linen 131 301604 1 gallon Damp Mop 132 301605 5 gallon Damp Mop 133 329704 1 gallon Consume Eco-Lyzer 134 329705 5 gallon Consume Eco-Lyzer 135 309604 1 gallon Xtraction II – Carpet Cleaner 136 302403 1 qt Defoamer 137 302404 1 gallon Defoamer 138 652000 18 oz SD-20 Degreaser 139 474002 Shine line Multi-Surface Cleaner 140 607500 Steriphene II Disinfectant Deodorant 13 oz Spray 141 608100 Steriphene II Disinfectant Deodorant 13 oz Spray 142 101715 TB-Cide Quat 143 326204 RTU Fast and Easy 144 318603 RTU Spray Buff 145 474002 Multi-Surface Cleaner 146 008405 Shine line Emulsifier + Strip

147 004005 5 gallon Shine line Multi Surface Cleaner 148 405005 5 gallon White Sun Floor Finish 18% Solids 149 405505 5 gallon IShine Floor Finish 25% Solids 150 444004 Spray Buff 151 KBOSHK KaiBosh–Restroom Cleaner Disinfectant with Squeegee Blade & Wheel 152 KBOSH Liquids Only 153 KBLOOEYK KaiBlooey with squeegee kit 154 KBLOOEY KaiBlooey without Liquids 155 61600 16 oz SSS Para Wall Deodorant Block Cherry with Hanger 156 63681 Spartan Germicidal Bowl Cleaner

CUSTODIAL REPAIR PARTS (to be purchased as needed) 157 147 1058 500 Advance Spectrum 12 10 pcs Dust Bag & 2 Pre-Filter Kit 158 147 0913 500 Advance Spectrum 12 Bearing 159 147 0966 500 Advance Spectrum 12 Exhaust Filter 160 147 1250 600 Advance Spectrum 12 HEPA Filter - H13 161 147 0864 510 Advance Spectrum 12 Vacuum Motor 162 J-305G-AC Trojan Battery 163 30XHS Trojan Battery 164 CSC-20 Trojan Battery 165 J-185H-AC Trojan Battery 166 SCS225 Trojan Battery 167 J-250P Trojan Battery 168 T-145 Trojan Battery 169 14-BS Exide Battery 170 CRA16 Kaivac Coupling 171 SUBGAKW Kaivac Spray Gun 172 CVS01C Kaivac Vac Motor 173 603659 Nobles 26-inch Squeegee Blades 174 19417 Nobles On/Off Switch 175 160462 Nobles Vacuum Hose 176 130406 Nobles Vacuum Motor 177 180626 Nobles Vacuum Motor Filter 178 86 328 020 Windsor iScrub20 Hose Assembly 179 86 302 360 Windsor iScrub20 Hose Assembly 180 86 005 070 Windsor iScrub20 Pad Lock 181 86 326 060 Windsor iScrub20 Squeegee Blade Front 182 86 326 070 Windsor iScrub20 Squeegee Blade Rear 183 86 333 970 Windsor iScrub20 Switch 184 86 010 610 Windsor iScrub20 Valve Solenoid 185 86 004 950 Windsor S-12 Brush 186 86 135 510 Windsor S-12 Cord 187 86 141 400 Windsor S-12 Filter 188 86 005 220 Windsor S-12 Filter 189 86 143 630 Windsor S-12 Motor 190 86 001 910 Windsor SC-264 Breaker 191 60 008 020 Windsor SC-264 Squeegee Blade Front 192 86 007 430 Windsor SC-264 Squeegee Blade Rear 193 86 005 460 Windsor SC-264 Vacuum Motor

SUMMARY PAGE/S REQUIREMENTS

Vendors must provide, monthly, a summary page/s of products and items delivered to each school/location. The summary page should include the following information:

1. Quantity of product or item.

2. Item or part number of product.

3. Description of product with name of Manufacturer.

4. Unit price of the item or product.

5. Extended total price of the particular line item.

6. Page total of all extended line-item totals.

The goal of the summary page/s is to give quantity and price information on the type of products delivered during the summary month for a particular school/location. This information will provide the Maintenance Department, working with the successful vendor, a tool to help manage inventory and control costs more effectively.

INVOICE REQUIREMENTS

Invoices must provide a cost breakdown by each school that equals the monthly summary sheet totals. When added together all invoices shall equal the total billing amount.

Example:

School A = $235.00 School B = $335.00 School C =$ 455.00 Monthly Total: $1,025.00

PROPOSAL FORM

“RFP 2026-9, Custodial Supplies and Repair of Equipment”

A list and individually priced cost of all chemicals and products offered shall be provided on a separate sheet.

Total annual cost for all custodial supplies and products as per the specifications, terms and conditions contained in this proposal shall be $_______________________. Please include a break-down of how you calculated this amount.

This annual cost shall be divided by twelve (12) months to attain the monthly cost of $____________. (Payment to be made monthly)

Estimated time period for replacement of dispensers __________________.

The per hour charge for the repair of equipment shall be $________________.

Replacement parts mark-up cost for equipment repair ________________ (Percentage).

If equipment being serviced is delayed to the extent that a replacement is necessary, is your company able to provide that equipment? YES_________ NO________ If replacement equipment is available, please provide a detailed list and cost of rental if applicable.

The cost of pick-up and delivery per repair order for each school/location shall be $___________.

Please provide the number of personnel within the company ___________________________.

Please provide the number of vehicles used for delivery purposes _______________________.

Please explain below how the rate for cost of pick-up and delivery was determined: (mileage, per trip, etc.)

AUTHORIZATION

Signature: __________________________________ Title: ______________________

Date: ________________________________________________________________

Email Address: ______________________________________________________

Telephone Number: _________________________________________________

LIST OF SCHOOLS/LOCATIONS

GORDON COUNTY SCHOOL

SYSTEM

ASHWORTH MIDDLE SCHOOL

(Approximately 102,000 Sq. Ft.)

333 New Town Road NE Calhoun, Georgia 30701 Phone: 706-625-9545 Projected Enrollment: 581

BELWOOD ELEMENTARY SCHOOL

(Approximately 85,000 Sq. Ft.)

590 Belwood Road SE Calhoun, Georgia 30701 Phone: 706-629-9547 Projected Enrollment: 521

FAIRMOUNT ELEMENTARY SCHOOL

(Approximately 54,600 Sq. Ft.)

130 Peachtree Street Fairmount, Georgia 30139 Phone: 706-337-5321 Projected Enrollment: 355

GORDON CENTRAL HIGH SCHOOL

(Approximately 201,289 Sq. Ft.)

335 Warrior Path Calhoun, Georgia 30701 Phone: 706-629-7391 Projected Enrollment: 793

RED BUD ELEMENTARY SCHOOL

(Approximately 93,000 Sq. Ft.)

4153 Red Bud Road, NE Calhoun, Georgia 30701 Phone: 706-625-2111 Projected Enrollment: 522

RED BUD MIDDLE SCHOOL

(Approximately 141,000 Sq. Ft.)

821 Hunts Gin Road

SONORAVILLE ELEMENTARY

SCHOOL (Approximately 91,000 Sq.

Ft.)

7320 Fairmount Highway S.E.

Calhoun, GA 30701 Phone: 706-879-5302 Projected Enrollment: 552

SONORAVILLE HIGH BLDGS 1

THRU 2/CENTRAL OFFICE

(Approximately 98,000 Sq. Ft.)

7300 Fairmount Highway Calhoun, Georgia 30701 Phone: 706-629-0793 Projected Enrollment: 300

SONORAVILLE HIGH BLDGS 4

THRU 7

Approximately 150,000 Sq. Ft.)

7340 Fairmount Highway SE Calhoun, Georgia 30701 Phone: 706-346-1892 Projected Enrollment: 1,121

TOLBERT ELEMENTARY

SCHOOL (Approximately 76,000 Sq.

Ft.)

1435 Hall Memorial Road Resaca, Georgia 30735 Phone: 706-629-4404 Projected Enrollment: 517

W. L. SWAIN ELEMENTARY

SCHOOL (Approximately 78,000 Sq.

Ft.)

2505 Rome Road Plainville, Georgia 30733 Phone: 706-629-0141 Projected Enrollment: 378

Phone: 706-879-5263 Projected Enrollment: 772

GORDON COUNTY COLLEGE & CAREER ACADEMY

(Approximately 30,000 Sq. Ft.)

305 Beamer Rd.

Calhoun, GA 30701 Phone: 706-879-5370 Projected Enrollment: 252 (see below) Gordon County College & Career Academy will be pulling students from the area high schools providing classes for students according to their related schedules. 252 students will not be attending class at any one time. The location is also used for outside functions and events. This should be considered when determining usage of paper products, can liners and hand soap.

TECHNOLOGY SERVICES

Approximately 7,700 Sq. Ft.

205 Warrior Path Calhoun, Georgia 30701 Phone: 706-629-7366

HOLLAND COMPLEX (Maintenance & Transportation) Approximately 29,000 Sq. Ft.

1300 Dews Pond Road Calhoun, Georgia 30703 Phone: 706-629-1804

**NUMBER OF PERSONNEL: 870 Projected

Flooring Types

Location Sq. Ft. Carpet VCT LVT Ashworth Middle 102,000 Classrooms Hallways, Cafeteria, & Front Office Belwood Elementary 85,000 X(music) X Some Classrooms, Office, & 2

Hallways Fairmount Elementary 54,600 X 2 Hallways Gordon Central High 201,289 Classrooms Media Center, Front Office, &

Hallways Redbud Elementary 93,000 X Music, Tech, Media, & Office Redbud Middle 141,000 X Reception & Lobby Sonoraville Elementary 91,000 X Media Center & Front Office Sonoraville High 1- 2/Central Office

98,000 X(offices & board room)

X Hallways & Cafeteria

Sonoraville High 4-7 150,000 X Media, Office, & Video Production Tolbert Elementary 76,000 Classrooms & Hallways Front Entry Way WL Swain Elementary 78,000 Classrooms Hallways & Front Office College & Career Academy

30,000 Classrooms Hallways

Technology Services 7,700 X Mobiles Holland Complex 29,000 Downstairs Office Upstairs

VENDOR APPLICATION

Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________Social Security No._________________ (If Company) (If individual)

Regular mailing address: Remit to address:

Phone: ____________________________ Fax: ___________________________

Email Address_______________________________________________________________ Previous Vendor Name(s) and Address:

Have you ever done business with the GCSS under any of the above names?

Yes________ No________ If yes, which ones?

Names and signatures of persons authorized to sign proposals and contracts:

Name Title Signature

Have you ever been bonded? ________________ If yes, give the name and address of the Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason:

Is any litigation pending against you or your company? ___________________ If yes, briefly state the reason why:

Is your inventory stocked in the State of Georgia? ___________ If not, where is it stocked?

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

VENDOR DECLARATION

The offeror understands, agrees and warrants:

That the offeror has carefully read and fully understands the specifications.

That the offeror can successfully undertake and complete the responsibilities and obligations in said proposal.

That the vendor has liability insurance including workers’ compensation. A declaration of insurance form is included in the proposal.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to May 22, 2026, at 12:00 PM Eastern Time but may not be withdrawn after such date and time.

That the Gordon County School System reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The Gordon County School System reserves the right to waive any technicalities and formalities in the proposal.

That by submission of this proposal the vendor acknowledges that the Gordon County School System has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this bid.

OFFEROR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this nondiscrimination clause, the contract may be canceled or terminated by the Gordon County School System. -The vendor may be declared, by the Gordon County School System, ineligible for further contracts with the Gordon County School System until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF

COUNTY OF

Owner, Partner, or Officer of Firm

Company Name, Address, City and State being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the offeror to submit the attached proposal. Affidavit further states as offeror, that they have not been a party to any collusion among offerors in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of the Gordon County School System or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between offerors and any official of the Gordon County School System or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and sworn to before me this_____ day of 20__.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and sworn to before me this________ day of _________________, 20______

Notary Public

EVERIFY

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 (Gordon County School System) 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:

Everify 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 _____________, 20___ 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 _______ day of ___________,20_____.

NOTARY PUBLIC

My Commission Expires:

SUBMISSION CHECKLIST

RFP 2026-9, Custodial Supplies and Repair of Equipment”

The following are required items. Please make sure all the following bid documents are submitted with your proposal package. If any documents are excluded, your proposal could not be considered. One (1) original and five (5) copies of the following proposal documents shall be submitted with your proposal package:

• Vendor Declaration

• Certificate of Liability including Workers’ Compensation

• State of Georgia Drug Free Certificate (https://sbwc.georgia.gov/) or Company Drug Free

Policy

• E-Verify Form

• Certificate of Non-Discrimination

• Non-Collusion Affidavit

• State of Georgia Prompt Pay Act

• All Certificates, Licenses and Requirements specified in the RFP

• Proposal Form

• Reference Letters (3)

• Vendor Application

• W-9

• Bid, Payment & Performance Bonds (if applicable)

PROPOSAL SELECTION EVALUATION

The services being sought under the RFP are considered professional in nature. Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers, which will result in an award that is in the best interest of Gordon County Schools.

1. Technical Capability and Product Offering. (15 Points)

2. Service Delivery, Response Time, and Support (15 points)

3. Vendor Experience and/or Past Performance (15 points)

4. Staffing, Training, and Quality Control (15 points)

5. Cost and Value (40 Points)

Evaluations will be performed by a committee appointed by the Superintendent. Following completion of the initial evaluations, if deemed necessary by the committee, firms best qualified may be granted an opportunity to appear before the Evaluation Committee to make an oral presentation and submit to an interview. Committee evaluations will be reviewed by the Superintendent for her consideration of a recommendation. Recommendation for the award shall be presented to the Board by the Superintendent. Areas to be evaluated are listed above. The committee reserves the right to follow up with proposers, to get further clarification of items specifically mentioned in the proposal.

A local proposer shall be given 10 additional points, when all other factors are equal, and their pricing is within five percent (5%) of the lowest proposal. “Local” for the purposes of this policy, shall mean a provider with a recognized physical point-of-sale in Gordon County, Georgia.

https://sbwc.georgia.gov/