RFP # SMCPC-VMI-2627-FINAL.pdf

NOTE: CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS REQUEST.

SOUTHERN MARYLAND COOPERATIVE PURCHASING COMMITTEE (SMCPC)

REQUEST FOR PROPOSAL (RFP)

RFP TITLE: VENDOR MANAGED INVENTORY

RFP NUMBER: SMCPC-VMI-2627

CONTRACT PERIOD: ONE YEAR (1) YEAR, WITH FOUR (4) - ONE (1) YEAR RENEWAL

OPTIONS

INSURANCE CERTIFICATE REQUIRED: YES

DEADLINE FOR QUESTIONS: AUGUST 3, 2026, 3 P.M., EASTERN TIME (ET)

RFP CLOSING DATE/TIME: AUGUST 21, 2026, 3 P.M., EASTERN TIME (ET)

RFP PLACE OF DELIVERY: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

5980 RADIO STATION ROAD, 2ND FLOOR

LA PLATA, MARYLAND 20646

RFP MAILING ADDRESS: CHARLES COUNTY PUBLIC SCHOOLS

NOTE: PURCHASING DEPARTMENT

Attn: Eleanor Foddrell, Purchasing Analyst

P.O. Box 2770

SHIPPING ADDRESS UPS/FEDEX: CHARLES COUNTY PUBLIC SCHOOLS

NOTE: Attn: Eleanor Foddrell, Purchasing Analyst

E-MAIL ADDRESS: efoddrell@ccboe.com

PHONE/FAX NUMBERS: Phone: (301) 392-7581; Fax: (301) 934-7247

WEBSITE: https://procurement.maryland.gov/

NOTES:

INCLEMENT WEATHER:

If Charles County Public Schools Administrative Offices are closed due to inclement weather on the day Proposals for a RFP are “DUE”, Proposals for that RFP shall be due at the same time the next business day the Charles County

Public Schools’ Administrative Offices are open for business.

QUESTIONS:

Offerors/Proposers are advised to send all questions via email: efoddrell@ccboe.com or fax, (301) 934-7247, by the required date and time stated within the solicitation.

DOWNLOADING COMPLETE RFP PACKAGE:

For complete details, interest parties should visit https://procurement.maryland.gov/ and download the RFP package.

Offerors/Proposers must be registered with eMMA to receive solicitation information. If you require assistance, contact the help desk at emma.helpdesk@maryland.gov or call (410) 767-4628.

file://///STARSTG/DATA/GROUPS/BUDGETFINANCE/Purchasing/Projects/FY16/Request%20for%20Proposals/FSA-1616%20Flexible%20Spending%20Accounts-Third%20Party%20Administrator/SECTION%208/efoddrell@ccboe.com%20 https://procurement.maryland.gov/ mailto:efoddrell@ccboe.com https://procurement.maryland.gov/ mailto:emma.helpdesk@maryland.gov

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SMCPC-VMI-2627, VENDOR MANAGED INVENTORY

TABLE OF CONTENTS

RFP # SMCPC-VMI-2627, “VENDOR MANAGEMENT INVENTORY”

I. DEFINITIONS…………………………………………………………………………...3

II. INTRODUCTION……………………………………………………………………….4

III. PURPOSE OF SOLICITATION ………………………………………………………4

IV. BACKGROUND

V. SCOPE OF WORK .……………………………………………………………………..5

VI. INFORMATION FOR OFFERORS/PROPOSERS …………………………………..6

VII. REQUIRED FORMAT AND CONTENT OF PROPOSALS . ……………………….9

VIII. SPECIFICATIONS ...………………….………………………………………………..12

IX. EVALUATION PROCESS AND CRITERIA.…

X. GENERAL TERMS AND CONDITIONS.…………………………………………….19

XI. INSURANCE REQUIREMENTS...…………………………………………….………26

REQUIRED SUBMITTALS BELOW:

ATTACHMENT I .…………………………………………………………………...………….32

ATTACHMENT II ..……………………………………………………………………………..33

ATTACHMENT III (See Attached Excel Table) ,……………………………………………..34

ATTACHMENT IV ,……………………………………………………………………………..35

ATTACHMENT V ,..……………………………………………………………………………..36

ATTACHMENT VI .,,.……………………………………………………………………………37

ATTACHMENT VII ,,,……………………………………………………………………………38

EXHIBIT I - SMCPC DELIVERY LOCATIONS

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I. DEFINITIONS

A. Business Day(s) – The official working days of the week to include Monday-Friday;

official Working Days excluding SMCPC holidays.

B. CCPS – Charles County Public Schools.

C. Contract – RFP, Addendum (if any) Proposer’s response to the RFP, Notice of

Award, Notice to Proceed and Purchase Order(s) (P.O.) that are executed by the

SMCPC.

D. Contract Documents – See definition of Contract above.

E. Fully Burdened Hourly Rates – Includes salary, administrative, overhead cost and profit for the Awarded Vendor/Contractor.

F. Notice of Award (NOA) – A written notice of award by the SMCPC to the successful Offeror/Proposer(s).

G. Offeror/Proposer – An individual, company, supplier or firm who submits a response to this RFP.

H. Properties – Any facility, land, or real estate owned, occupied, or controlled by

Charles County Public Schools, Calvert County Public Schools, St. Mary’s County

Schools Charles County Government or other SMCPC members.

I. Proposal - The written response submitted by a firm in accordance with the Request for Proposal (RFP).

J. Request for Proposal (RFP) – Request for Proposals. RFP is a complete package of documents that includes a detailed Scope of Work/Specification, Terms and

Condition, and other binding documents.

K. SMCPC- Southern Maryland Cooperative Purchasing Committee – members are

Charles County Government, Charles County Board of Education, Calvert County

Government, Calvert County Board of Education, St. Mary’s County Government and St. Mary’s County Board of Education, in the State of Maryland.

L. Statement of Work - The products and/or services required under the RFP.

M. Vendor/Contractor – The responsive and responsible Offeror/Proposer or Offerors/

Proposers responding to this RFP.

N. Work – The goods and/or services required under this RFP.

Note: Charles County Board of Education, St. Mary’s County Board of Education, Calvert County Board of Education and Charles County Government and are the only participants in this RFP process.

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II. INTRODUCTION

This is a cooperative Request for Proposals (RFP) issued by Charles County Public Schools on behalf of Charles County Public Schools, St. Mary's County Public Schools, Calvert

County Public Schools and the Charles County Government, referenced hereafter as the

Southern Maryland Cooperative Purchasing Committee (SMCPC). The purpose of this RFP is to request sealed proposals from experienced and qualified Offerors/Proposers to provide and manage Vendor Managed Inventory (VMI) systems and/or products for the SMCPC.

III. PURPOSE OF SOLICITATION

The Charles County Public Schools has developed this Request for Proposals (“RFP”) to select an Offeror/Proposer(s) that will provide Vendor Managed Inventory systems and/or products for the SMCPC. The intent of this solicitation is to provide sufficient information on the SMCPC participants for an Offeror/Proposer to provide a level of service consistent with the defined requirements.

While the participants of the SMCPC have elected to issue this RFP cooperatively, the products and services shall remain completely independent of each other. The SMCPC reserves the right to withdraw/cancel this RFP at its sole discretion. Notwithstanding the above, the issuance of this RFP is an effort to streamline the search and selection process;

potentially to benefit the participants by achieving economies of scale.

The Offeror/Proposer(s) hereby acknowledges its status as an independent Vendor/

Contractor, while supplying, delivering and/or installing products and materials on behalf of the SMCPC. The Offeror/Proposer(s) also acknowledges that SMCPC workers’ compensation coverage or self-insurance will not respond to cover any medical or indemnity loss arising out of injury to the Vendor/Contractor or its employees or representatives during the Vendor/Contractor’s provision of goods or services to any member of the SMCPC.

IV. BACKGROUND

Charles County, Maryland, with a population of 176,593 has one of the fastest growing school systems in the State of Maryland. Located south of Washington, D.C., Charles County is located less than 30 miles south of Washington, D.C.; and is considered the gateway to

Southern Maryland. In school year 2025-2026 the district served 26,690 students who attended 39 schools and seven (7) educational centers.

The mission of Charles County Public Schools is to “provide an opportunity for all school-aged children to receive an academically challenging, quality education that builds character, equips for leadership and prepares for life, in an environment that is safe and conducive to learning.”

St. Mary’s County is located southeast of Washington, D.C. in Southern Maryland and has a population of 116,692. St. Mary’s County Public Schools is composed of 28 individual schools with a current student body across all grades, for the 2025/2026 calendar school year, of 16,905.

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The mission of St. Mary’s County Public Schools is to “know the learner and the learning, expecting excellence from both. Accept no excuses, educating ALL with rigor, relevance, respect, and positive relationships.”

Calvert County Public Schools is located 35 miles southeast of Washington, D.C. and 55 miles south of Baltimore. Calvert County is a scenic peninsula bordered on the east side by

Chesapeake Bay and on the west by the Patuxent River. The county—Maryland’s smallest at

213 square miles—is home to 94,484 residents. Calvert County Public Schools is composed of 24 schools, one Career & Technology Academy and one Special Education Center with a student body for calendar year 2025/2026 of 14,849.

The Calvert County Board of Education has established as its mission and vision as “unlock potential, empower excellence, and shape futures. We believe every student has unique potential waiting to be unlocked. It is our responsibility to provide the environment and opportunities for students to excel. By empowering them with knowledge, skills, and confidence, we shape not only their futures but also the future of the Calvert community and beyond. We envision graduates who are well-rounded and prepared for the challenges and opportunities ahead. They will be critical thinkers, effective communicators, collaborators, empowered learners, and engaged citizens—ready to make a positive impact on the world.”.

Charles County, Maryland, the gateway to Southern Maryland, is located about 30 miles south of Washington, DC. Charles County’s latest population count is 176,593.

The mission of Charles County Government is “to provide its citizens the highest quality service possible in a timely, efficient and courteous manner. To achieve this goal, our government must be operated in an open and accessible atmosphere, be based on comprehensive long and short-term planning and have an appropriate managerial organization tempered by fiscal responsibility”.

V. SCOPE OF WORK

The SMCPC intends to contract with a qualified firm(s) for the provision of Vendor

Managed Inventory (VMI) for 100% Green Seal Certified janitorial supplies and other materials. Some of the SMCPC members currently have active Vendor Managed Inventory systems and are certified in Leadership in Energy and Environmental Design (LEED) and

GS- 42 standards.

The Maryland Department of General Services initiated the Maryland Green Building

Council in 2007 to guide Maryland’s High Performance Building Program. The High

Performance Building Program requires all new or significantly renovated, fully-funded or

State owned buildings, over 7,500 square feet, to achieve at least a Silver rating as determined by the U.S. Green Building Council’s Leadership in Energy and Environmental

Design (LEED) system. CCPS has received certification from The Building Wellness

Institute, which provides training programs and services, delivered by seasoned professionals with cross-discipline expertise in occupational and environmental medicine, public health, industrial hygiene, toxicology, chemical engineering, facilitate GS-42 certification, gain points toward LEED certifications, and support a wide range of environmental wellness goals.

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Calvert County Public Schools’ Northern High School is LEED certified. St. Mary’s County

Public Schools has one LEED certified building. Some Charles County Government buildings are LEED certified.

VMI will allow for the reduction of funding encumbered in inventory, warehouse space, and staff resources required to make supply deliveries.

The SMCPC has a need to provide, or to continue to provide, Vendor Managed Inventory for

100% Green Seal Certified janitorial products and GS-42, “Commercial and Institutional

Cleaning Services” certification training program. The goal is to provide quality acceptable janitorial supplies in conjunction with an established GS-42 certified training program at a fair competitive price.

The scope of this Contract will also include the ability for ALL SMCPC members to order custodial products directly from the successful Vendor/Contractor(s). The successful

Vendor/Contractor(s) shall provide quality products in a prompt, professional, efficient and courteous manner.

VI. INFORMATION FOR OFFERORS/PROPOSERS

6.1 MINIMUM QUALIFICATIONS:

a. Must have the ability and staff to set up and maintain Vendor Managed

Inventory systems for the members of the SMCPC, referenced herein. The selected Vendor/Contractor shall have a minimum of five (5) years of experience, which demonstrates success and ability to provide the requirements of this RFP.

b. The successful Offeror/Proposer(s) shall be licensed (will obtain) to do business in the State of Maryland with a minimum of five (5) years’ business experience.

The awarded offeror/proposer must submit a copy of their business license within ten (10) business days after receipt of Notice of Award (NOA) issued by

CCPS on behalf of the SMCPC.

7.2 6.2 IDENTIFYING ENVELOPES: Offeror/Proposer(s) shall mark proposal envelopes in the lower left-hand corner. "RFP # SMCPC-VMI-2627. The proposed price/fees to comply with all the requirements of this RFP must be submitted in a separate sealed envelope marked "PRICE/FEES". Please submit price/fee proposals in the same manner and quantity requested for the RFP responses. Please see paragraph 6.6 below.

6.3 DELIVERY OF PROPOSALS: Each Offeror/Proposer is responsible for delivery of its proposal. Requests for proposal revisions after the date and time specified will not be considered.

6.4 RECEIPT OF PROPOSALS: Proposals will be received at the Purchasing

Department, Charles County Public Schools, Attn: Eleanor Foddrell, Purchasing

Analyst, 5980 Radio Station Road, La Plata, MD 20646 until 3 P.M., Local Time, JULY 2026 7

August 21, 2026. All proposals received after the time and date specified will be returned unopened. Late proposals, late requests for modification, or late requests for withdrawal will not be considered. Proposals sent via electronic means will not be accepted.

6.5 SOLE POINT OF CONTACT: The sole point of contact for the purpose of this

RFP is the Charles County Public Schools’ Procurement Manager or his/her designee(s). No

SMCPC employee, official, or representative has authority to change the requirements of this solicitation except the lead Procurement Manager or his/her designated representative. Any attempts to contact members of the evaluation committee or to circumvent this procedure in any manner may be grounds for disqualification of the Offeror/Proposer(s) from the procurement process.

6.6 SIGNED ORIGINAL PROPOSAL: Each Proposal must include the original response, signed by an authorized member of the Offeror/Proposer’s company/firm. This member should be the highest-ranking officer with signature authority at the local level.

Please submit one (1) hard copy original marked “Original”, signed by an authorized member of the Offeror/Proposer’s firm; and one (1) Universal Serial Bus (USB) jump drive, flash drive, thumb drive or a Compact Disc-Read-Only Memory (CD-ROM) containing an exact copy of the signed ORIGINAL. Please do not include pricing on this USB jump flash or thumb or CD-ROM. See 6.2 above. Proposals sent via facsimile or other electronic means shall NOT be accepted.

6.7 PERIOD OF THE CONTRACT: The initial contract period is one (1) year. The

SMCPC reserves the right and the option to renew the contract for four (4) additional one-year periods. Renewal of option years shall be in writing from the CCPS Procurement Manager.

Automatic contract renewals are prohibited. The awarded Offeror/Proposer shall not begin until after receipt of a signed Notice of Award (NOA)/Notice to Proceed (NTP or Purchase Order

(P.O.) from a member of the SMCPC. The Purchasing Manager shall initiate all Contract renewals. Automatic Contract renewals are prohibited. Subsequent annual Contract renewal price increases shall be limited to the Consumer Price Index-Urban (CPI-U), for the Washington

D.C. Metropolitan Area. The Offeror/Proposer must request CPI-U price adjustments at the time of renewal (see below, section VII-General Terms and Conditions, paragraph (G)

CHANGES. Do not proceed with any Work until after you have received a PO from one of the members of the SMCPC. The Procurement Manager will review performance on an annual basis.

6.8 CLOSING OF PROPOSALS: At the specified time and date stated above, all submitted proposals must be received. No immediate decision is rendered at that time. All information received remains confidential until after final action by CCPS, except as required by law. Proposals shall be valid for a period of one hundred twenty (120) days after the closing date for proposals.

6.9 DEADLINE FOR QUESTIONS/REQUESTS FOR CLARIFICATIONS:

Prospective Offeror/Proposers may request clarifications of information contained in the

RFP. All such requests must be made in writing to Eleanor Foddrell, Purchasing Analyst.

CCPS will issue an addendum, if necessary, to respond to all written requests. CCPS will not respond to any questions or requests for clarification submitted after the deadline, https://en.wikipedia.org/wiki/Read-Only_Memory

JULY 2026 8

which is 3 P.M., Local Time, August 3, 2026. Questions may be e-mailed:

efoddrell@ccboe.com or faxed to (301) 934-7247.

6.10 RESTRICTIONS ON COMMUNICATIONS: After the closing date and time for receipt of responses to this RFP, no communication shall occur. Additional questions will not be responded to until after an award. An Offeror/Proposer relying on unofficial information shall do so at the Offeror/Proposer’s own risk.

6.11 ADDENDA/REVISIONS TO THE RFP: If it becomes necessary to revise any part of the RFP, Offerors/Proposers will receive e-mail notification of addendums/revisions.

Addenda/revisions are posted on the State of Maryland’s Department of General Services

Website: https://procurement.maryland.gov/. Addenda/revisions shall become a part of the

RFP. Each Offeror/Proposer must acknowledge receipt of the addendum, but the failure of an Offeror/Proposer to receive or acknowledge receipt of any addendum shall not relieve the

Offeror/Proposer of the responsibility for complying with the terms thereof.

Acknowledgement shall consist, minimally, of returning a signed copy of all addenda cover sheets as part of the RFP response by the stated closing date and time.

6.12 RFP/PROPOSAL INFORMATION CONTROLLING: The following process is intended to ensure that all Offerors/Proposers have equal access to information relative to the

RFP. As part of the RFP preparation, SMCPC has made every effort to provide prospective

Offerors/Proposers with adequate disclosure. Each Offeror/Proposer shall prepare its proposal based only on the information contained in the RFP, notwithstanding any information previously provided. A prospective Offeror/Proposer, noting any inconsistency between the information contained in the RFP and any information previously provided, should request clarification on or before the deadline for questions, August 3, 2026, 3 P.M.

Local Time.

No information communicated, either verbally or in writing, to or from an Offeror/Proposer shall be effective, unless confirmed by written addendum to the RFP, by the Procurement

Manager or designee.

6.13 AMBIGUITY, CONFLICT OR OTHER ERRORS IN THE RFP: If an Offeror/

Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the Offeror/Proposer shall immediately notify the Purchasing Manager of such error in writing and request a modification or clarification. The Purchasing Manager shall make any necessary modification(s) or clarification(s) to the RFP by issuance of an addendum. Any proposal that includes assumed clarifications or corrections to the RFP that have not been approved by the Purchasing Manager, may rejected.

6.14 FINALITY OF DECISION: Any decision made by the SMCPC, including the selection of an Offeror/Proposer, shall be final.

VII. REQUIRED FORMAT AND CONTENTS OF PROPOSALS

The information set fort Information set forth in paragraphs A and B below must be included with all proposals.

mailto:efoddrell@ccboe.com

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Failure to provide any of the information requested by these paragraphs may be grounds to reject a proposal.

Proposals must demonstrate an understanding of the scope of work and the ability to accomplish the tasks set forth and must include information that will enable CCPS to determine the Vendor/Contractor’s overall qualifications. Each proposal shall also include any other information that the Vendor/Contractor feels is significant in making an informed decision relative to the proposal.

Any exceptions to the specification or any other special considerations or condition request or required by the Vendor/Contractor shall be enumerated by the Vendor/Contractor and shall be submitted as part of its proposal; together with any explanation as to the reason the specifications cannot be met. Each Vendor/Contractor shall be required and expected to meet the specifications in their entirety, except to the extent exceptions are expressly noted in its proposal.

In order to conduct a uniform review process, proposals must be submitted in the format set forth below. (Offerors/Proposers’ signatures must be affixed to all attachments or items where indicated). Failure to follow this format may be cause for rejection of a proposal because adherence to this format is critical to the evaluation process.

A. A. Firm Information

Attachments I-VII, include the Custodial Supplies and Dispensers’ Pricing Table are required submissions and must be filled out in its entirety and returned with the

Offeror/Proposer’s Proposal. Failure to return a signed Required Submittal may be cause to reject your proposal.

B. Required Request for Proposal Response Format

In order for CPPS to c

In order for the SMCPC to conduct a uniform review process of all proposals, please submit proposals in the format set forth below. Failure to follow this format may be grounds for rejection of a proposal. This format is critical to the evaluation process.

1. Title Page

The title page should reflect the RFP subject and number, name of the firm, firm’s contact person, his/her mail and email addresses, office and mobile numbers, and date of preparation.

2. Table of Contents

The Table of Contents must indicate the material included in the proposal, section and page numbers. A Proposal's table of contents should mirror this section of the RFP and must include all the items set forth in items one through nine (1-9) of this section of the Request for Proposal.

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3. Letter of Transmittal (Please limit to three (3) pages)

A letter of transmittal must be prepared on the Offeror/Proposer’s letterhead and submitted with an authorized signature. The letter should be a brief narrative highlighting the proposal, contains reasons why your company should be selected, and be aimed at non-technical personnel. The letter of transmittal must be submitted with the Vendor/Contractor’s proposal. Do not include pricing.

The letter must include:

a. A statement of the Offeror/Proposer’s understanding of the Work required by the RFP and included Statement of Work: and

b. The name of the person(s) who is authorized to make representation on behalf of the Offeror/Proposer (please include their title(s), email and physical mailing addresses, and office and mobile telephone numbers).

4. Required Representation by the Offeror/Proposer

a. Provide documentation that the Offeror/Proposer is (or will obtain) licensed under the applicable laws of the State of Maryland, and applicable federal laws or local laws.

b. Submit a statement that the supervisor of the Offeror/Proposer’s staff providing the services to SMCPC, will be a primary member of the firm/team (include titles, mailing and email addresses, and telephone, mobile, and facsimile numbers). The letter of transmittal must be submitted with the Vendor/Contractor’s Proposal. Do not include pricing.

5. Profile of the Offeror/Proposer

a. State whether the Offeror/Proposer is a local, regional, national or an international firm.

b. State how long the firm has been in business under the present name and structure. Provide any other names under which the firm has done business and the dates it operated under each name and the locations at which it operated under each name. State the number of years the company has been in existence in any form. Give a brief history, if needed, concerning any changes in company identity.

c. State how the firm is organized and provide an organizational chart describing the company's managerial/supervisory support systems.

The chart shall identify all support systems to be used in support of the

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services in this RFP, and how they interrelate and support the field operations.

d. Provide the address, name(s) and phone numbers of personnel regarded as district supervisors and/or district managers who will oversee the SMCPC accounts. The Offeror/Proposer shall provide all necessary corporate officers' names, phone, mobile, fax, and emergency numbers, email addresses, mailing addresses numbers.

6. Financial

The SMCPC may request copies of the firm’s independently audited financial statements from the last two (2) years (to be submitted upon request only).

7. References/Experience

a. Provide a description of comparable services performed by the

Vendor/Contractor during the most recent five (5) year period similar in scope to the services in this RFP, with emphasis on the office that would be assigned to support the SMCPC. To the extent possible, include work for clients who are primary, secondary, and high schools, colleges, universities, or local and/or state governments. State the number of offices and the number of employees located in the State of Maryland.

b. If the Vendor/Contractor has provided services comparable to those specified in this RFP, please provide a minimum of three (3) references from like institutions (educational in nature) (please provide requested information on Attachment IV).

8. Personnel

a. Identify all full-time and part-time staff assigned to work directly on this Contract in the event of an award.

b. Provide their qualifications, education, work experience, as well as a narrative description of the work responsibilities of each individual to work on this project, pursuant to any resultant Contract. Indicate the primary point of contact(s).

Note: Offeror/Proposers’ evaluations will be based on the experience and qualifications of their entire stated team, no changes in team composition shall be allowed without prior written approval of the

SMCPC authorized representative. Failure to notify CCPS of change(s) in team composition may be cause for termination of contract.

9. Offeror/Proposer’s Response to the Specifications

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a. Organize your proposal to follow the order of information requested in this section and the Specifications in section VIII, “Specifications”.

Please respond to or acknowledge (as appropriate) all statements.

b. Describe how technical and support resources will work for the

SMCPC in support of the services required in this RFP.

c. State the location of the office(s) and the number of people employed at each location involved in providing services.

d. Describe the range of activities performed by the office(s) assigned to assist the SMCPC.

e. Customer Support: Describe the customer support provided by the

Offeror/Proposer to include telephone, online or onsite support.

f. Price/Fee Proposal - Submit the following in separate sealed envelope. Submit in same manner and quantity requested for RFP responses.

(i) The proposed price/fee shall remain firm (one year) and shall include all charges that may be incurred by the SMCPC in fulfilling the terms of the contract.

(ii) The price/fee proposal must be supported by cost and pricing data to establish the reasonableness of the price/fee.

(iii) Clearly identify all discounts/rebates and the basis upon which they are based, e.g., price breaks based on dollar volume, number of transactions, etc.

10. Additional Data

Information not specifically requested by the foregoing sections that are essential to the Proposal may be presented in this section. If there is no additional information to present, state in this section, "There is no additional information we wish to present." However, with the suggestion of additional information, include any additional information or special qualifications your organization may feel is pertinent to its proposal.

VIII. SPECIFICATIONS

8.1 TECHNICAL SPECIFICATIONS

8.1.1 The successful Vendor/Contractor(s) will be given a designated storage room at each location. It is the responsibility of the Vendor/Contractor(s) to set-up, organize, and label with bar code labels at each location.

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8.1.1.1 Bar code labels are to include: description, maximum quantity to be on hand, product number, and individualized bar code number.

8.1.2 The successful Vendor/Contractor(s) shall be required to establish maximum quantities for each product at each location to be inventoried. We anticipate that such requirements will be based on square footage, population, and replenishment cycle(s).

8.1.3 The successful Vendor/Contractor(s) shall be required monthly to take inventory, replenish supplies back to established maximum quantities, and place in/on shelf, bin/space within designated storage rooms.

8.1.4 The successful Vendor/Contractor(s) shall be required to create and maintain a notebook in each storage room that will contain the Material Safety Data Sheets for all the products they provide. In addition, a copy of all Material Safety Data Sheets must also be provided to the Departments of Maintenance and Operations.

8.1.5 The successful Vendor/Contractor(s) shall be required to provide monthly reports based on the usage of each item for each individual location; at a minimum provide suggestions on product usage patterns, percentage of usage based on the appropriate measurements, peaks, lows, apparent over usages computed to our cleaning standards and predict future projections. This report(s) will be due at the time the monthly inventory is completed.

8.1.6 The following pricing schedule represents the list of items to be inventoried.

8.1.6.1 Items that are identified by the yellow hi-lites on the Pricing Table, require brand name pricing as listed, however, they may be substituted with brand approved equal of better.

8.1.6.2 Items identified in Part 1b are generic items and can be substituted with approved equals of the same quality and packaging. We have listed the manufacture and part number as a reference only.

8.1.6.3 There are several other custodial supplies that will be ordered on an as needed basis and will be purchased under the manufacturers’ discounts.

The successful Offeror/Proposer shall comply with SMCPC’s requests.

8.1.6.4 These items are to be supplied only after the approval form the

Department of Maintenance and/or Operations or similar departments.

8.1.6.5 Offerors/Proposers MUST supply the most current manufacturers’ price list for all items not hi-lited on the Pricing Table with Proposal. Failure to supply the manufacturers’ price list will be cause for rejection of their

Proposal.

8.1.7 Vendor/Contractors must provide and maintain the ability to place orders 24 hours per day, seven (7) days per week via phone, email, fax, or online portal.

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Vendor/Contractor must provide access to a full-time webmaster for online training purposes.

8.1.8 Vendor/Contractor must provide material, equipment, and supplies that conform to all Green Seal and LEED Standards.

8.1.9 Vendor/Contractor must be capable of supplying and supporting a full line of custodial products, dispensers and personal protective equipment (PPE) typically used in the maintenance and safety of K-12 public schools and/or government offices.

Custodial products must be 100% Green Sealed and where applicable, be in concentrated form.

8.1.10 Vendor/Contractor shall provide updated Material Safety Data Sheets

(MSDS) immediately after they become available.

8.2 ACCEPTANCE

The SMCPC’s Operations Departments reserves the right to determine if an item(s) is an approved equivalent of a certified green sealed product. At the time pricing is received, proposers must include a copy of the letter of acceptance by the SMCPC of any equivalent products that are being priced. Proposals which do not comply with these requirements will be rejected. The Vendor/Contractor shall identify any additional products from the buy list that can be supplied in concentrate form.

8.3 DELIVERY

8.3.1 Delivery of all orders under this contract shall be made within 48 hours of order placement. The deliveries shall be made F.O.B. Destination, directly to the shelves of the primary stock room in each Green School/Office. There will be no exceptions to this requirement. Shelves must be stocked by Vendor/Contractor. Deliveries must be made between the hours of 8 am and 3 pm; Monday through Friday, excluding holidays.

Fuel adjustments shall not be allowed.

8.3.2 The Vendor/Contractor must wear IDs that are clearly visible at all times and must report to the appropriate administrative office each time he/she visits a site.

Vendor/Contractor representatives must sign in and be escorted to the appropriate location to complete his/her required task. Vendor/Contractor’s employees/ representatives are also required to have photo identifications and be able to present upon request. The building managers are required to verify deliveries. The

Vendor/Contractor shall be solely responsible for shipping errors.

8.3.3 Vendor/Contractor representatives, who are on Property, shall have passed the

Vendor/Contractor’s thorough background checks in accordance with federal, state, and local laws, prior to coming onto any Property. Vendor/Contractor’s employees/ representatives shall report to the front office and check in on the electronic.

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8.3.4 Vendors/Contractors shall be responsible for keeping track of the days when the schools, county and/or administrative offices are closed. Please refer to each

SMCPC members’ website for office and/or school closings and other closures, as they occur. Neither pickups nor deliveries can be made during such times. All Work shall be coordinated through each school district or county’s project manager’s offices.

8.3.5 All Work deliveries and/or shipments shall be inside events. Tailgate deliveries are unacceptable. All orders shall be delivered to each individual

Property(s) referenced on the PO/Order form;

8.4 TRAINING

8.4.1 The Vendor/Contractor must implement a minimum of 24 hours of GS-42 approved training for each custodial employee at each school/office designated by the

SMCPC over a period of one (1) year. However, the Vendor/Contractor must offer GS-

42 Certified training on an ongoing basis. The Vendor/Contractor shall also provide

Safety Data Sheet (SDS) Training.

8.4.2 GS-42 approved certification training must be provided on the following subjects:

• Contributing to the Health of our Schools and/or offices:

This class must cover the health advantages of green cleaning, current standards and how green cleaning benefits customers and staff. This class must explain how custodial operations contribute to better health and wellness, explaining cleaning to a higher level of professionalism and respect.

(Please include a training manual for class).

• Developing Compliant Procedures:

This class will demonstrate how to establish a standard operating procedure for each green school. How to set up a Green Seal site specific manual to include cleaning procedures. (Please include a copy of your training manual with your Proposal response).

• Executing a Green Cleaning Program:

This class will demonstrate how to implement team building, product and system training and organization. It must include a green cleaning game plan using Green Seal approved techniques and instruction for organizing all supplies and systems. (Please include a copy of your training manual with your Proposal response).

• Implementing Green Equipment and Products:

This class is required by GS-42. The Vendor/Contractor shall be required to explain equipment and product standards that promote a healthy school environment. The Vendor/Contractor shall be required to explain the lifecycle

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of cleaning equipment to include vacuums, scrubbers, and microfiber. This class must include hands-on-equipment training. (Training manual required).

• Executing Green Seal Procedures

This class shall provide procedures for using green seal approved products in a school and county government environment. This class will require an actual case study to be performed on a CCPS K-12 school (TBD) and/or county government office and provide a step-by-step procedure manual.

(Please provide a sample of a past case study you have performed with named references.)

• Stewardship and Communication

This class must be based around American Standard Testing Material

(ASTM) Standards. The Vendor/Contractor shall explain their green cleaning programs using inspections, surveys, and other techniques to ensure continuity and compliance with GS-42 standard. The Vendor/Contractor shall also submit a written communication program using Low Energy Electron

Diffraction (LEED) standards, which include effective supervisory skills training. (Please provide written documentation).

8.5 DOCUMENTATION

The Vendor/Contractor shall provide sustainability management assistance to

SMCPC including, but not limited to:

• Association of Physical Plants Audit (APPA) and Green Seal GS-42 building audits and inspection reports

• GS-42 certified training and recordkeeping

• LEED document management

• Training Logs to include:

• Equipment purchase logs

• Equipment maintenance logs

• Sustainable purchase logs

• Sustainable purchase dashboard

• Site specific cleaning plans

• Chemical tracking

• Site inspection and quality assurance logs

• Certification records and updates

• Communication records and materials

• Standard operating procedures

• Startup procedures

• Customer (student and staff) surveys

• Indoor Air Quality (IAQ) Testing

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8.6 INVOICING/PRICING

8.6.1 The Vendor/Contractor must maintain all records in compliance with Federal and State regulations. The Vendor/Contractor(s) must submit monthly statistical reports and an annual tabulated report to each school/location.

8.6.2 The Vendor/Contractor must invoice each school or office, separately, in accordance with the final Contract pricing. Invoices for all users of the Contract must meet SMCPC requirements, unless otherwise indicated. The Vendor/Contractor must send each school or office an itemized monthly invoice(s) by the 10th of the month (or as agreed between the parties), following the month the Vendor/Contractor provided the service or product which must include the information listed below:

A. Employee name and contact information;

B. The name of the school or office;

C. Location of the school or office;

D. Date(s) of services;

E. The type (description) of services; and

F. The itemized product description, number and cost for each product, and/or service.

8.6.3 Vendor/Contractor shall provide each school, office, county, or department monthly and year-to-date utilization reports, which lists all information shown above in paragraph 8.6.1 – 8.6.2. The Vendor/Contractor shall mail the invoices and the utilization reports to the individuals identified in EXHIBIT I (SMCPC Delivery

Locations).

8.6.4 All Work pricing shall be fully burdened and all-inclusive of all fees including, but not limited to transportation and delivery, labor, supervision, insurance, peripheral costs, and all other implements and resources.

8.6.5 All purchases shall be eligible for rebates and/or promotions offered by the manufacturer(s) and the Vendor/Contractor must offer such rebates to the SMCPC.

8.6.6 If the successful Vendor/Contractor(s) cannot fulfill an order in its entirety, and any member of the SMCPC has to contract with a different Vendor/Contractor(s) due to the urgency of receipt of products and/or service, the successful Vendor/

Contractor shall reimburse the member for any additional procurement costs in excess of the stated contract pricing.

8.7 PARTIAL/BACK/MINIMUM/FREIGHT ORDERS

8.7.1 Partial and back orders will be accepted within time-frames acceptable to each location of the SMCPC. However, the successful Vendor/Contractor must not charge any additional costs to the SMCPC for any partial/incomplete or back-ordered shipments. All prices submitted in the cost Proposal shall include all freight/delivery costs and shall be fully burdened. Work shall be invoiced at Contract prices in effect at the time of Purchase Order issuance. If there is a price increase to the

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Vendor/Contractor from its supplier, during the backorder waiting period, the

Vendor/Contractor shall not pass onto SMCPC any price increases it may have received from its supplier. Backorders shall not be subject to additional freight charges.

8.7.2 Orders placed shall not be subject to minimums nor maximums. The SMCPC does not guarantee an annual usage quantity.

8.8 MISCELLANEOUS

8.8.1 The Vendor/Contractor shall properly dispose of any trash, rubbish or packing materials resulting from products or services. The Vendor/Contractor shall not use any SMCPC trash bins or receptacles to dispose of its trash or rubbish.

8.8.2 Vendor/Contractor representatives shall be dressed appropriately to be on any

SMCPC Property or in a "school environment" at all times. The Vendor/Contractor’s representative shall always prominently display the name of their company on a shirt and/or hat and/or company badge.

8.8.3 Vendor/Contractor representatives shall refrain from any comments and/or gestures to SMCPC staff, students, parents, visitors, or others on any SMCPC

Property at the time of delivery.

8.8.4 All Work furnished under this Contract shall be provided in a professional manner. No representative of the Vendor/Contractor shall use abusive or threatening language while in any Property.

8.8.5 The Vendor/Contractor agrees to keep all driveways and entrances on a

Property clear and available at all times for emergencies, school, parent, guests, and/or county-owned vehicles.

8.8.6 The Vendor/Contractor shall be responsible for Property damages, not limited to, walls, floors, doors, other surfaces and equipment, grounds, or driveways, caused by delivery vehicle(s), workers, representatives, etc. and shall restore the site to the original condition immediately, at no cost to the SMCPC.

8.8.7 The Vendor/Contractor shall supervise, direct, and be solely responsible for the Work, using its best skills and attention. The Vendor/Contractor shall be responsible to the SMCPC for the acts and omissions of its employees, subcontractors, agents, representatives, and other people performing any of the work.

8.8.8 Vendor/Contractor must maintain clear and open communication with the

SMCPC and promptly respond to all SMCPC inquiries.

IX. EVALUATION PROCESS AND CRITERIA

A review and evaluation of the responses to this Request for Proposal (RFP) and other

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information submitted will be the sole basis for the selection of the organization judged to be the best qualified to act as the provider for VMI systems for the SMCPC.

A. If the SMCPC is unable to reach acceptable terms with the highest ranked

Offeror/Proposer, the SMCPC may seek to reach acceptable terms with the next highest ranked Offeror/Proposer and continue the process as needed in an effort to make an award.

1. Experience/References – The overall experience and ability of the

Vendor/Contractor to provide quality Work, as required by this RFP, to other past and present clientele, including local school districts, colleges, universities, state, and local government agencies. The Vendor/Contractor’s qualifications of key personnel proposed for this project, their professional experience and tenure with the Vendor/Contractor.

2. Quality, Availability, and Range of Products and the Availability of the

Vendor/Contractor to Provide Products and Services – The Vendor/

Contractor’s ability to supply and deliver quality products and services, as required by this RFP, in a timely manner. In addition, the successful

Vendor/Contractor’s ability to provide additional products (not listed), if necessary, that may be relative to the scope of this RFP.

3. Customer Service and Training – Ability to provide training and other support services. The Vendor/Contractor’s documented history of on time services and responses to customer needs. Vendor/Contractor’s customer service hours and availability of customer service staff. Vendor/Contractor’s capability to supply timely reports and ad hoc reports as requested by the project managers or their designees.

4. Pricing/Costs – Competitive pricing that complies with all the requirements set forth in this RFP.

B. The SMCPC reserves the right to accept the proposal(s) which, in its judgment, will best serve the interests of the cooperative. The cooperative also reserves the right to cancel the Request for Proposal, to make an aggregate award or to split the award between more than one Offeror/Proposer.

X. GENERAL TERMS AND CONDITIONS:

A. RESERVATION OF RIGHTS

1. The SMCPC reserves the right to cancel this solicitation. The SMCPC reserves the right to accept or reject any or all proposals. The SMCPC reserves the right to waive any irregularity or informality in the solicitation process. The SMCPC reserves the right to request additional information from one or all

Offerors/Proposers and/or negotiate any or all terms and conditions, if necessary, JULY 2026 20 with the Offeror/Proposer(s) whose proposal(s) meets or exceeds the requirements of this RFP.

2. If funding for the implementation is dependent upon federal, state, and/or local budget approvals, the SMCPC reserves the right to reject all proposals based upon the specific support for this project provided by other governmental agencies. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, the Contract(s) shall terminate automatically as of the beginning of the fiscal year for which funds are not available. The Vendor/Contractor may not recover anticipatory profits or costs incurred after termination.

B. MARYLAND LAW PREVAILS

The Laws of Maryland shall govern the provisions of this RFP and any resulting award notice, contract, and Purchase Order(s) (P.Os.) issued.

C. TERMINATION FOR CONVENIENCE

The SMCPC shall have the right to terminate the Contract at its own convenience for any reason by giving fifteen (15) days prior-written notice of termination to the

Contractor. In such event, the Contractor shall be paid an amount equal to the lesser of: (1) the actual cost of any products and or services performed or (2) the pro rata percentage of completion based upon any schedule of payments set forth in the

Contract Documents. Each subcontract shall contain a similar termination provision for the benefit of the Vendor/Contractor, SMCPC. The Vendor/Contractor shall not be entitled to receive anticipated profits on unperformed portions of the products/services. The SMCPC shall have the right to employ an independent accounting firm to verify any amounts claimed by the Vendor/Contractor to be due under this Paragraph.

D. TERMINATION FOR DEFAULT

SMCPC may, by giving fifteen (15) days’ written notice of default to the

Vendor/Contractor, terminate the whole or any part of the Contract in any one of the following circumstances:

1. If the Vendor/Contractor fails to deliver the products and services within the time(s) for performance specified in the RFP/Contract, and does not cure such failure within a period of ten (10) days after receipt of notice from the

Procurement Manager or his/her designee(s);

2. If the Vendor/Contractor fails to perform any of the other provisions of the bid/contract, fails to make progress so as to endanger performance of the contract in accordance with its terms, and does not cure such failure within a period of ten (10) days after receipt of notice from the Procurement Manager or his/her designee; or

3. Without further notice, if the Vendor/Contractor defaults in the performance of its duties pursuant to paragraphs (a) and/or (b) above more than twice

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within any consecutive twelve (12) month period, whether or not the

Vendor/Contractor subsequently cures such earlier defaults.

In the event the SMCPC terminates this Contract in whole or in part as indicated above, SMCPCS may purchase from other Offeror/Proposer(s) products and/or services terminated. The defaulting Vendor/Contractor shall be liable to the SMCPC for any excess costs for such products and services.

E. FORCE MAJEURE

Except for defaults of subcontractors at any tier, the Vendor/Contractor shall not be liable for any excess costs of failure to perform if the failure to perform this

RFP/Contract arises from causes beyond the control and without the fault or negligence of the Vendor/Contractor. Excusable causes include, but are not limited to, acts of God or of the public enemy and acts of the federal or state government in either their sovereign or contractual capacities. If the failure to perform is caused by the default of a subcontractor at any tier; and the cause of the default is beyond the control of both the Vendor/Contractor and the subcontractor; and without the fault or negligence of either, the Vendor/Contractor shall not be liable for any excess costs for failure to perform, unless the subcontracted products/services were obtainable from other sources in sufficient time for the Vendor/Contractor to meet the required time(s) for performance.

F. eMARYLAND MARKETPLACE ADVANTAGE (eMMA)

Maryland State Law requires CCPS to publish notices of procurements and/or procurement awards on eMaryland Marketplace Advantage (eMMA).