Custodial Supplies and Repair of Equipment

April 23, 2026
REQUEST FOR PROPOSAL
To: All Vendors
The Gordon County School System "GCSS" requests your proposal to supply custodial
chemicals and supplies for maintaining cleanliness and sanitary conditions within our facilities.
The successful vendor shall also be able to repair all custodial equipment. The contract term is
July 1, 2026, through June 30, 2027, with an option to renew for up to three (3) additional years
per the proposal's Terms and Conditions. Prices shall remain firm for the entire proposed
period. Proposals that do not guarantee prices through this period shall be considered "Non-
Responsive" and will not be considered.
There will be a mandatory pre-proposal meeting at 10:00 am EST on May 7, 2026, at
Central Office; 7300 Fairmount Hwy; Calhoun, Georgia 30701. Vendors who do not attend
the mandatory pre-proposal meeting will not be eligible to submit a proposal. A general
discussion of the services proposed will take place at the pre-proposal meeting. The meeting will
begin promptly at 10:00 am EST and the GCSS reserves the right to disqualify vendors arriving
late. A walk-through of the site will be provided after the meeting. Only vendors that attend
the mandatory meeting may email questions to Mr. Ron Norrell, Facility Director, by e-mail
(rnorrell@gcbe.org). Deadline for questions is no later May 12, 2026, 12:00 pm EST. Responses
to questions shall be emailed to the vendors who attended the mandatory pre-proposal meeting no
later May 14, 2026, at 2:00 pm EST.
Responses to this Request for Proposal shall be submitted in a sealed envelope marked "RFP
2026-9 Custodial Supplies and Repair of Equipment." Proposals may be mailed to the
Gordon County School System, Michelle Steward, 7300 Fairmount Hwy, Calhoun, Georgia
30701, or hand delivered to the Purchasing Department prior to the time of closing. Proposals
will be received up to 12:00 PM Eastern Time on May 22, 2026. Interested parties are required
to use the enclosed proposal form and instructed to carefully read all terms and conditions in this
letter and the attached pages before completing their offer.
RFP shall be reviewed carefully and awarded in an equitable manner as specified in this
document. Information shall be provided to the Board for their final approval.
The Gordon County School System reserves the right to accept or reject all offers, to waive any
irregularity in proposals received, to award the entire proposal to one vendor or to make awards
by group or by line item whichever is in the best interest of Gordon County School System.
Additionally, the Gordon County School System may unilaterally terminate this contract in whole
or in part, for the school system's convenience, availability of unobligated funds, or because of
failure of the contractor to fulfill the contract obligations in any respect.
Your interest and participation are solicited and appreciated.
Sincerely,
Michelle Steward
Purchasing & Procurement Agent

General Terms and Conditions
1. Three (3) letters of reference to similar structures (such as schools, colleges, and
universities) shall be included with the proposal. References shall include complete name of
institute, address, contact person, phone number and E-mail address, if available.
2. Proposals must be on the form provided within this Request for Proposal, sealed within an
envelope marked as shown in the cover letter. Six (6) copies are requested (1 original, 5
copies). Please use the checklist at the end of this document to make sure all required
components are included.
3. Indicate if you have ever defaulted on a contract or been denied a proposal due to non-
responsibility to perform. If so, provide the facts and circumstances.
4. The vendor shall be responsible for the payment of any required taxes or fees associated with
the contract.
5. All vendors shall provide a copy of their business license along with any other professional
license pertinent to the scope of work.
6. The vendor warrants to the GCSS that all materials and equipment furnished under this
contract shall be of excellent quality free from faults and defects to ensure quality results and
performance for the project's completion.
7. The Solicitation (RFP) shall only be modified by a Solicitation Addendum.
8. The contract will be awarded to the vendor responsible whose proposal is determined to be
the most advantageous and of the best value to GCSS.
9. All employees of the service provider must wear an identifying uniform, display clear and
visible photo identification, and always carry proof of credentials while on school premises.
10. By the submission of this proposal, the vendor agrees not to assign the contract to others
unless specifically authorized in writing by the GCSS and its designee.
11. The projected enrollment for each school/location is provided along with the address and
information needed for making an appointment to visit each school/location.
12. Please take into consideration that extra-curriculum activities are a part of the school system
and the need for paper products, can liners and hand soap increase when these activities are
scheduled.
13. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the
awards will be available upon request for any who submitted an offer. This information may
be obtained after the offer has been awarded.
14. The vendor shall provide a State of Georgia Drug-Free Workplace certificate or Company
Drug-Free Policy and the requirements. False certification or violation by failing to carry out
the requirements of O.C.G.A. 50-24-3 shall cause termination of contract.
15. Final acceptance for GCSS will be contingent upon the approval of their Governing Board.
16. Neither GCSS nor any party submitting a response will be bound unless and until a written
contract mutually accepted by both parties is negotiated as to its terms and conditions and is
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signed by GCSS and a party containing such terms and conditions as are negotiated between
those parties. GCSS reserves the right to waive non-compliance with any requirements of this
Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt
and review of responses, GCSS will determine the party(s) and proposal that in the sole
judgment of GCSS is in the best interest of GCSS (if any is so determined), with respect to
the evaluation criteria stated herein. GCSS then intends to conduct negotiations with such
party(s) to determine if a mutually acceptable contract may be reached.
17. Request for Proposals are subject to the Georgia Open Records Act. You should consult your
attorney on how to protect proprietary data submitted in proposals if you wish. Subject to the
provisions of the Open Records Act, the details of the proposal documents will remain
confidential until the final award.
18. A primary contact person shall be assigned to GCSS for all communications relating to
services provided by the successful. This is essential to retaining a professional and
successful relationship.
19. All billings shall be done in a timely and correct manner. Payments shall be applied to
invoices as detailed on remittance.
20. Any materials or supplies provided by the service provider and found not in accordance with
specifications shall be rejected at no cost assigned to the GCSS.
21. All services requested shall be complete and to the satisfaction of the GCSS or its designee
before payment is made.
22. The contract period shall begin July 1, 2026, following Board approval. The contract shall
remain through June 30, 2027. When the contract period ends, GCSS will have the option to
renew the contract on an annual basis for three years.
23. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost
during this proposal period. The proposal prices submitted will remain valid for 180 days
24. The Gordon County School District also reserves the right to negotiate with proposers prior
to the award for the purpose of obtaining the best and final offers. All proposers will be given
an opportunity to participate in negotiations and submission of a best and final offer if
deemed necessary. The Gordon County School District shall not disclose the contents of
proposals to competing proposers during the negotiations. Reference O.C.G.A 36-91-21 for
regulations for best and final offers.
25. Vendor shall show proof that they have a fulltime trained floor equipment technician that has
at least 3 years' experience repairing and servicing the following brands of floor machines.
a. Karcher-Windsor
b. Tennant
c. Tom Cat
d. Kaivac
e. Proforce
f. Advance
26. Vendor will have experience with Tersano Lotus Pro Series high-capacity wall units and
must provide stabilization modules within 24 hours of notification by GCSS.
27. Vendor must provide a comprehensive list of all products offered under the contract. The
list must be in Alphabetical order by:
a. Common use name
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b. Part number used to order
c. Name of the manufacturer of the product
d. Product category
e. List must be provided in Microsoft Excel format
28. The categories shall include the following:
a. Floor Care
i. Floor Pads
ii. Floor Finish and Removal
iii. Brushes, Brooms, Mops, Handles
iv. Vacuum Bags, Filters, Brushes
b. Restroom Care
i. Paper Products
ii. Dispensers
iii. Can Liners
iv. Kaivac Products
c. Cleaning Products
i. Aerosols
ii. Bottles and Sprayers
iii. Laundry Products
d. Miscellaneous
i. Bottles and Sprayers
ii. Microfiber Items
iii. Aerosols
iv. Laundry Products
e. Spartan Products
f. Hazardous Waste Products
g. Deliveries and Service
h. Employee Training
i. Equipment Service and Repair
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SPECIFICATIONS
CUSTOMER SATISFACTION:
The successful vendor shall guarantee satisfaction with all products and services.
PRODUCT CONSISTENCY:
All chemicals and products must be consistent in brand and packaging; no exceptions will be
accepted. All products shall be labeled as to use and content. Products offered shall be identified
as to manufacturer. This shall be stated on the bid form provided.
DISPENSERS:
Replacement of dispensers (toilet tissue, paper towels, soap and chemical dispensers) if needed,
are to be provided and installed by the successful vendor at no additional cost to the GCSS. Any
additional dispensers shall be comparable to existing equipment matching as to description and use
of product. All new dispensers installed by the successful vendor shall become the property of
GCSS upon the termination of the contracted period.
The removal of any dispenser shall be done in a manner that will insure that the area affected
by the removal be left with a professional finish and acceptable to the GCSS and its designee.
Removal and replacement of dispensers shall be done in a timely manner by the successful vendor
without any disruption to the daily schedule of students or faculty within the GCSS. Approximate
time needed for removal and replacement shall be stated on the bid form included in the bid
package.
SHELF LIFE OF PRODUCTS:
The successful vendor shall label all products according to the shelf life of the product if this is
an important factor in the quality and usefulness of the product.
LITERATURE AND INFORMATION:
The successful vendor shall provide literature and information on all products proposed, work with
the custodial staff to assist and inform them in proper dilution and safe use of all chemicals and
supplies, take inventory of all products and help them to meet and keep all safety standards. MSDS
sheets for all products and chemicals shall be provided at the time proposal is submitted. The
successful vendor shall, at the time of the award, provide a set of MSDS sheets for all schools and
locations. A complete list with pricing of the product line of chemicals/supplies must
accompany proposal.
LABELING OF PRODUCTS:
Vendor shall label all supplies and products clearly as to any hazardous properties and the required
antidotes.
SAMPLES:
Samples of any or all supplies or products shall be made available if requested by the Maintenance
Department at no charge to the school system. Samples shall be delivered in a timely manner to
the Maintenance Department at the Holland Complex.
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INVENTORY CONTROL:
The successful vendor shall provide an account representative that shall work with the lead
custodian at each school/location, to determine the appropriate inventory levels by meeting with
them once monthly. Prior notification shall be made with the lead custodians as to date and time
of meeting. Inventory levels shall be sufficient to maintain the facilities at the proper sanitary
maintenance level of health and safety. Working together, the account representative and the lead
custodian shall determine the inventory level needed by each school/location. Product availability
shall be maintained by the successful vendor to provide all products requested upon receipt
of order. Backorders are not acceptable.
FLOOR CARE:
The products for floor care shall be subdivided into two areas:
HARD FLOOR CARE - The supply products in this group shall include floor finish, floor stripper,
neutral floor cleaner, spray buff, defoamer, floor pads, wet mops, wet mop handles, dust mops, dust
mop handles, dust mop frames, mop buckets, wringers and floor scrapers. Floor care shall be based
on five (5) coats of floor finish and maintenance required to keep the floors cleaned and maintained
throughout the year. Hard floor care shall cover one annual restorative hard floor care refinishing per
year.
CARPET MAINTENANCE - The supply products in this group shall include extraction cleaner,
spotters, bonnet cleaner, spin bonnets and deodorizer. Carpet care shall cover one annual restorative
cleaning per year.
RESTROOM CARE:
The supply products in this group shall include everything needed to disinfect and clean the restroom
areas on a daily basis. The products shall include a non-acid bathroom cleaner, hospital grade
disinfectant, sanitary napkin disposal bags, film free glass cleaner, tile and porcelain cleaner, liquid
enzymes, non-acid bowl cleaner, stainless steel cleaner, creme cleanser, hand soap, gloves and bowl
brushes. All of the disinfectants utilized in the program shall be registered with the state of Georgia
and have an EPA number.
PAPER PRODUCTS AND CAN LINERS:
The products in this area include all paper towels (multi-fold towels, single-fold towels, center-pull
towels,) toilet tissue, and small, medium and large can liners. Products offered shall be identified as
to manufacturer. This shall be noted on the bid form provided.
ORDERING:
An order form with all items offered by the successful vendor shall be made available. The form
shall be 2-part. Signed copies of orders must be kept on file at the school/location. Orders shall be
sent weekly.
DELIVERIES AND SERVICE:
Vendor shall provide inside delivery to all schools/locations once weekly. No shipping and handling
charges will be paid. All items are to be delivered at no cost to GCSS. A signed receipt showing the
lead custodian's or designee's signature shall be provided and kept at the school/location requesting
delivery. A monthly usage report for each school/location shall be provided to the Maintenance
Department upon receipt of the monthly billing. Usage report shall be in the form of a summary
report (SEE Summery Page/s Requirements).
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TRAINING:
Training of all custodial staff as to use and safety of products shall take place annually for all
schools/locations at a specifically scheduled time. Date and time shall be determined at a later date,
working with the Facilities Director, school administrator, and the lead custodian. This training shall
include proper usage of each of the chemicals/products utilized by the schools/locations with an
emphasis on safety, as well as current EPA and Right to Know Regulations concerning chemicals and
facility maintenance. This training shall be part of the contract and with no additional cost to GCSS.
EQUIPMENT SERVICE AND REPAIR AGREEMENT:
The successful vendor shall repair equipment as needed and in a timely manner. Prior approval from
the Maintenance Department, based on an estimated cost, is required for the repair of all equipment.
The successful vendor shall be responsible for making any repairs needed to all custodial equipment
owned by the GCSS. The successful vendor shall provide a Certified Technician for repairs to all
equipment owned by the GCSS. The technician must be able to respond to on-site repairs within 24
hours from the time the service call is made. All repairs are to be done on site or at the location of the
successful vendor. The repair site shall have adequate parts inventory to service equipment within an
obligated period of time. Repair of equipment will be based on a pre-determined hourly rate, with the
GCSS being responsible for payment of parts used in the repair (excluding warranty items.) An invoice
stating the original cost-plus profit (%) of parts used shall be required upon invoicing to determine
correct pricing offered.
MAINTENANCE OF EQUIPMENT:
The successful vendor shall provide a preventative maintenance program working with the lead
custodian at each school/location in providing adequate training and information as to the care of and
maintenance for all equipment owned by the GCSS.
TERMINATION OF CONTRACT:
GCSS reserves the right to terminate the contract with a thirty (30) day notice, if quality of products
or service does not meet specifications agreed upon according to the contract proposal.
EVALUATION:
The evaluation shall be done with a committee reviewing the history of the company, the number of
personnel, the number of vehicles used for delivery purposes, job experience (school systems and/or
jobs comparable in size to the GCSS), references, quantity and quality of service/products, and cost.
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Item No. Part Number (or equal) Product Description (or equal)
FLOOR CARE
1 10" Dual Surface Brush
2 14" Cotton Bowl Mop
3 18.5" Blue Microfiber Mop Pad
4 22" Black Moss Floor Squeegee
5 24 x 5 Blue Grabber Static Mop Head
6 24 x 5 Clip-on Dust Mop Frame
7 24 x 5 Microfiber Mop Head
8 24 x 5 Snap-on Dust Mop Frame
9 26 qt Mop Buck/Wringer Combo, Rubber Maid or Equal
10 26 qt Mop Bucket
11 26 qt Yellow Splash Guard Mop Bucket w/ringer
12 4" Lobby Broom
13 4" Stainless Blades - Scrap Blades
14 48 x 5 Blue Grabber Static Dust Mop
15 48 x 5 Snap-on Dust Mop Frame
16 5' Handle Dust Mop Clip-on
17 5' Luma Thread Metal tip wood handle
18 5" Baseboard Corner Brush by Better Brush
19 60" Dust Mop
20 60" Dust Mop Frame
21 Angle Broom, Yellow Bristle, Wooden Handle
22 Carlisle 8" swivel head brush with handle
23 Deluxe Toilet Bowl Mop
24 ETC Gator Stripping Shoes Sizes - S, M, L, XL
25 Light Duty Floor Scraper
26 Lobby Dustpan
27 Medium Green Industrial mop
28 Swivel Pad Holder 9"
29 Vacuum Bags Windsor S-1Z
30 Vacuum Bags Proforce 1200XP
31 White/Blue Finish Mop looped ends mop head and handle
32 Americo Brand Smart Scrub Pads or Equal 13" Round
33 Americo Brand Smart Scrub Pads or Equal 14"x 28" Rectangle
34 Americo Brand Smart Scrub Pads or Equal 14" x 20"
35 Americo Brand Smart Scrub Pads or Equal 20" Round
36 #104 Black 4.5 x 10 H.D. Pad
37 12" Red Scrub/Buff Pad
38 12" White Floor Pad
39 13" Red Scrub/Buff Pad
40 13" White Polish Pad
41 14" x 20" Marron Strip/Prep Pad
42 14" x 20" Prep Pad
43 14" x 20" Red Scrub/Buff Pad
44 14" x 28" Maroon
45 14" x 28" Prep Pad
46 14" x 28" Red Scrub/Buff Pad
47 20" Black Strip Pad
48 20" Green Scrub Pad
49 20" Jaguar Pad
50 20" Natural Fiber UHS Burnisher Pad
51 20" Red Scrub/Buff Pad
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Item No. Part Number (or equal) Product Description (or equal)
52 20" White Polish Pad
53 27" 3000 Synthetic Sky-Blue Burnishing Pad UHS
54 27" Hair Burnish Pad Natural
55 27" Natural Finer UHS Burnish Pad
56 27" White Pad
57 3M #96 Medium Duty Scouring Pad Green 6" x 9"
58 4.6" x 10" Doodle Bug Pads-Black, Brown, White
59 4" x 5" Black H.D Utility Pads
60 Rubber Maid Commercial Wall & Floor Scrub Brush
GLASS CLEANERS
61 303004 Spartan Glass Cleaner
62 326103 Spartan Glass Cleaner
63 626204 Fast & Easy Multi-Purpose Cleaner
GLOVES
64 Gloves, Powder Free Vinyl - S, M, L, XL
65 MCR Safety or Equal 3-mil Nitrile Disposable Gloves - S, M, L, XL
66 MCR Safety or Equal 6-mil Nitrile Disposable Gloves - S, M, L, XL
PAPER PRODUCTS
67 2 ply Bath Tissue 3.874 x 3.6 Perf 456 Sheet Roll
68 7.9 width x 800" hard Wound Roll White Kraft Roll Towels
69 Bleached Roll Towel
70 Jr. Jumbo Tissue 2 Ply 3.54 wide 3.3 Core o.d. 8.75 650" roll
71 Kitchen Roll Towel
72 Kleenex or equal facial quality tissue
73 Triple S - Mechanical Pulldown Dispenser Smoke
74 Von Drehle 3.875 x 4 2 Ply 205'
75 Von Drehle 8" x 800" Brown Roll Towel
76 Von Drehle 8" Roll Towel Dispenser
77 Von Drehle 9" x 11" Household Roll Towel
HAZARDOUS WASTE ITEMS
78 Air Lift Lemon Scent
79 SSS Absorbent Powder - Lemon Fragrance
80 SuperSorb - Lemon Fragrance
81 Tolco Soak IT
82 Bleach
TRASH CAN LINERS
83 24 x 33 .6 liner natural
84 30 x 36 White Liner
85 38 x 57 .58 Black Reprolene 1.7
86 38 x 58 60-gauge 1.18 clear
87 38 x 60 1.7 mil Natural
RESTROOM RELATED PRODUCTS
88 Spar Creme Mild Abrasive Cleaner - 32 oz
89 TNT Foaming Disinfectant Cleaner
90 "X" Effect Bowl Cleaner
91 Consume Eco-Lyzer
92 Graffiti Remover
93 Kailblooey 4-gallon case with replacement Squeegees,wheels,straws,lids
94 21" Plastic Handle Bowl Brush
95 26" Uger Ergo Toilet Bowl Brush with two heads
96 Soap Dispenser for above (SSS or equal)
97 Foam Clean Lotion Hand Soap 1000 ml Enhanced with Aloe and Vitamin E
Luxury Skin Care Formula Green Seal Certified (SSS or equal)
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Item No. Part Number (or equal) Product Description (or equal)
MISCELLANEOUS
98 10 Pound Box Reclaimed Blue Huck Towels
99 12" Feather Duster
100 40lb H.D. Non-Phosphate Powdered Laundry Detergent
101 5 Gallon Diversey GP Forward General Purposes Cleaner
102 6" x 4.25" x 1.625" Cellulose Utility Sponge
103 Bar Keepers Friend Cleanser & Polish
104 Blue Huck Towels 10lb box reclaimed
105 Clorox - SOS Heavy Duty Steel Wool Soap Pad 15 pads per box
106 Hotel Brillo Pads
107 Impact 5032WG 32 oz bottle for 5900
108 Impact 5900 Trigger Sprayer for QT. bottle
109 Impact Brand 904A Hand Pump (1 oz) for 5-gallon pail
110 Jan-ADVU500-2 (10 pk) Micro-Filter Bag with 2 Pre-filters
111 Joy Dishwashing Liquid
112 Kaivac Safety Cap
113 Lambs Wool Duster
114 Pledge Lemon Clean Wipes or Equal
115 Pro Team 103483 Disposable Filter Bags
116 Pro Team 107313 Disposable Filter Bags
117 Regular Filter Bag
118 Vandalism Mark Remover
CHEMICALS OFFERED SHALL BE BY SPARTAN
119 644500 Spartan Chewing Gum Remover
120 310605 Spartan Consume FWD POW
121 310705 Spartan Consume POW Bulk
122 629000 Spartan Stainless-Steel Cleaner
123 106004 Spartan PSQ Disinfectant Cleaner
124 120205 Spartan "HDQ" Neutral Cleaner Disinfectant - 5 gallon
125 61200 Spartan Citro lemon Furniture Polish or Equal
126 13016 Triple S Pro Series Speed Clean 1 Qt Pump Spray
127 301304 Spartan Dust Mop/Dust Cloth Treatment
128 Comet Cleaner with Bleach
129 44098 SSS Foam Clean lotion Skin Cleaner Hand Soap
130 607600 20 oz. SparSan Q Linen
131 301604 1 gallon Damp Mop
132 301605 5 gallon Damp Mop
133 329704 1 gallon Consume Eco-Lyzer
134 329705 5 gallon Consume Eco-Lyzer
135 309604 1 gallon Xtraction II - Carpet Cleaner
136 302403 1 qt Defoamer
137 302404 1 gallon Defoamer
138 652000 18 oz SD-20 Degreaser
139 474002 Shine line Multi-Surface Cleaner
140 607500 Steriphene II Disinfectant Deodorant 13 oz Spray
141 608100 Steriphene II Disinfectant Deodorant 13 oz Spray
142 101715 TB-Cide Quat
143 326204 RTU Fast and Easy
144 318603 RTU Spray Buff
145 474002 Multi-Surface Cleaner
146 008405 Shine line Emulsifier + Strip
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