Custodial & Grounds Management Services

The School Board of Polk County, Florida is issuing a Request for Information (RFI) to gather vendor input on custodial and grounds management services across its K-12 campuses, administrative buildings, athletic complexes, and open grounds. This RFI is for planning and market research purposes only and will not result in a direct contract award; however, information gathered will inform a subsequent competitive solicitation. The District seeks detailed vendor information across ten scope areas, including management services, workforce models, custodial and grounds capabilities, equipment and capital investments, supplies and procurement, technology solutions, quality control and performance management, safety and compliance, and financial and pricing models. Required vendor qualifications include at least three references from comparable K-12 clients, and responses must include an executive summary, company qualifications, technical approach narrative addressing all scope areas, technology and reporting samples, staffing and transition plans with a 90-day implementation schedule, safety and compliance documentation, sustainability initiatives, and a non-binding financial overview describing typical pricing structures and cost drivers. The comprehensive custodial services required encompass year-round maintenance including summer deepclean programs and support for extracurricular activities, while grounds maintenance encompasses turf care, mowing, landscape maintenance, tree and shrub care, irrigation support, and athletic field preparation. Vendors must submit responses electronically via www.myvendorlink.com by April 14, 2026, at 3:00 PM, with a question deadline of March 27, 2026, at 3:00 PM. The point of contact is Denise Whitaker, Senior Manager - Competitive Solicitations, at denise.whitaker@polk-fl.net or 863-534-0576 x693.

The RFI does not specify set-aside designations or restrictions on the types of organizations that can respond. The current service arrangement involves a vendor providing management, training, and direction of District custodial and grounds employees while the District retains hiring and discipline authority; vendor staff typically include a Regional/Resident Director, Director of Operations, Assistant Area Custodial Managers, and administrative support. Compensation under the existing arrangement is structured as a monthly management fee with annual adjustments based on CPI or wage increases, with scope changes potentially adjusting fees; however, no specific budget range or award value is provided in the RFI documentation. The District currently provides custodial and grounds supplies and maintains fuel and certain vehicles and equipment, while the vendor provides and maintains custodial equipment and grounds equipment with defined maintenance responsibilities. All responses are subject to release as public records under Florida Statutes Chapter 119, and the District maintains a cone of silence policy during the procurement process. No contract award is guaranteed from this RFI, as it is intended solely to inform future competitive solicitation development.