RFP for Custodial Services

Durand Area Schools, a Michigan public school district serving 1,174 students with 170 staff members across approximately 283,662 square feet of facilities, issued a Request for Proposals (RFP) on February 27, 2026 for comprehensive custodial and grounds maintenance services. The procurement seeks qualified contractors to provide daily custodial services, light maintenance and repair work, grounds keeping, emergency response services, and extracurricular and weekend services across seven school buildings and administrative facilities including Bertha Neal Elementary, Robert Kerr Elementary, Durand Middle School, Durand Area High School, the Railroader Athletic Center (PAC), the District Office Administrative Complex (DOAC), and the Administration Office. The contractor must supply all cleaning equipment and consumable supplies including toilet paper, paper towels, hand soap, sanitizer, feminine products, and trash liners, while the District provides grounds equipment, fuel, salt, and snow removal equipment; grounds laborers are responsible for snow shoveling, salt application, and operating district plows. Staffing requirements comprise 11 full-time custodians and 3 full-time grounds/laborers (2 on first shift from 6:00 a.m. to 2:30 p.m. and 1 on second shift from 2:00 p.m. to 10:30 p.m.) working 242 to 247 service days annually, including five paid holidays, with all employee benefits costs included in the total contract amount. Critical deadlines include a mandatory pre-bid walk-through on March 11, 2026 at 12:00 p.m., a clarification request deadline of March 18, 2026, proposal submissions due March 25, 2026 at 2:00 p.m. in sealed envelopes to the Director of Finance, proposer interviews scheduled for April 8, 2026, and anticipated contract award by May 13, 2026 with service commencement on July 1, 2026. The initial contract term runs one year (July 1, 2026 through June 30, 2027) with District options to renew yearly for up to two additional years, and the District may terminate the contract with thirty days' written notice with or without cause. Evaluation criteria include demonstration of experience with K-12 school districts of similar size, submission of three professional references, proof of financial stability through three years of audited financial statements, and comprehensive insurance coverage including workers' compensation and general liability with limits of $1,000,000 per occurrence and $2,000,000 general aggregate.

The RFP does not specify any set-aside designations or restrictions limiting the types of organizations that may respond, nor does it reference disadvantaged enterprise provisions. No incumbent vendor or current contractor information is explicitly identified in the procurement documents, although the District notes that the current custodial service provider operates under a one-year contract agreement that is expiring, indicating a transition from existing internal staffing or contracted services. All contractors must comply with Michigan criminal background check requirements for employees and certify compliance with the Iran Economic Sanctions Act per the RFP attachments. Proposers must submit original signed proposals with two hard copies and a flash drive, providing detailed pricing for base services, required alternates addressing two additional one-year renewal terms, and reduced costs if the District procures cleaning supplies and materials; all costs including supplies, materials, equipment, management, staffing, start-up expenses, and emergency response services must be included in the bid amount unless specifically identified as alternates. The District reserves the right to reject any or all proposals, waive irregularities, and award to other than the lowest bidder, and no bid bond is required. Specific contract value or budget range information is not disclosed in the RFP documentation.