Vendor Managed Inventory

Charles County Public Schools is issuing a cooperative RFP on behalf of the Southern Maryland Cooperative Purchasing Committee (SMCPC)—comprising Charles County Public Schools, St. Mary's County Public Schools, Calvert County Public Schools, and Charles County Government—to procure Vendor Managed Inventory (VMI) systems for 100% Green Seal Certified janitorial supplies, with proposals due August 21, 2026 at 3 p.m. Eastern Time and questions due August 3, 2026.

The scope requires vendors to establish and maintain VMI systems at designated storage rooms across all four participant organizations, restocking monthly to established maximum quantities based on facility square footage and population. Vendors must provide Material Safety Data Sheets, monthly usage reports with product analysis, and 24/7 ordering via phone, email, fax, or online portal. Delivery must occur within 48 hours of order placement between 8 a.m. and 3 p.m., Monday through Friday, excluding holidays, with shelves stocked by the vendor at F.O.B. destination directly to primary stock rooms. Pricing must be fully burdened, all-inclusive, and cover transportation, delivery, labor, supervision, insurance, and all other costs with no fuel adjustments permitted. Renewal pricing is limited to Consumer Price Index-Urban (CPI-U) adjustments for the Washington D.C. Metropolitan Area.

Vendors must demonstrate a minimum of five years' business experience, maintain Maryland business licensure, supply Green Seal and LEED-compliant products, and implement a minimum of 24 hours of GS-42 approved custodial training annually with ongoing certification offerings. Required insurance includes commercial general liability of $1 million per occurrence with $2 million aggregate, business auto liability of $1 million per accident, and statutory workers compensation.

The contract term is one year with four one-year renewal options. Delivery locations span 24 Charles County elementary schools, 8 middle schools, 7 high schools, 4 centers and programs; 30 St. Mary's County facilities; approximately 21 Calvert County facilities; and 29 Charles County Government locations. The SMCPC reserves the right to award one or multiple contracts and extend the contract to other Maryland state, county, and local agencies through a rider clause provision. Addendum I modifies the original RFP; vendors must incorporate all addendum provisions into proposals.