Janitorial and Sanitation Supplies & Equipment

The Howard County Public School System (HCPSS) is issuing a Request for Proposal (BID #039.26.B8) for Janitorial and Sanitation Supplies and Equipment to support operations across the school system. This procurement encompasses twelve product categories including dilution control systems, green certified products, industrial paper and dispensers, hard floor care supplies, carpet care products, restroom care items, waste receptacles, machines and accessories, institutional and industrial laundry supplies, industrial tools, and break room disposables. Bidders must submit percentage discounts off manufacturer list prices, with flexibility to offer tiered discounts by product category, and will be evaluated on a 100-point scale consisting of firm experience and qualifications (35 points), methods and approach (35 points), and proposed cost (30 points). All bidders must complete multiple affidavits and certifications including debarment status verification, non-collusion affirmations, sexual offender screening compliance statements, and student data privacy agreements, and must maintain commercial general liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate. The question deadline is April 16, 2026, with bids due electronically through the Bonfire platform by May 1, 2026, at 2:00 P.M. EST; no pre-bid meeting is scheduled, and late submissions will not be accepted under any circumstances. HCPSS intends to award a three-year contract with one optional two-year renewal period subject to successful performance and available funding.

This procurement is not restricted to disadvantaged enterprises or other set-asides; however, in the event of tie bids, preference shall be given first to Howard County-based bidders, followed by out-of-county Maryland-incorporated bidders, and then out-of-state bidders. All awarded contractors must register with eMaryland Marketplace Advantage (eMMA) and comply with Maryland state registration requirements before award. HCPSS is acting as the lead public agency for this solicitation through the Baltimore Regional Cooperative Purchasing Committee (BRCPC) and the Axia Cooperative purchasing program, making the resulting Master Agreement available nationwide to public agencies, states, counties, cities, universities, school districts, and non-profit organizations, with an estimated annual purchase volume between $25,000,000 and $50,000,000 across all participating agencies. Suppliers awarded under the Master Agreement are subject to a 2% administrative fee on total net sales paid to Axia Cooperative and must maintain monthly sales reporting by the 10th of the following month. HCPSS estimates annual spending of approximately $1,000,000 for this procurement, with pricing to remain firm for the first contract year and any subsequent adjustments limited to five percent based on federal minimum wage increases or Consumer Price Index changes, supported by manufacturer documentation.