Custodial Supplies RFP CSUP 05-26

MADISON COUNTY SCHOOL SYSTEM
Request for Proposals
CUSTODIAL SERVICES
RFP CSUP 05-26
MADISON COUNTY SCHOOL SYSTEM
DANIELSVILLE, GEORGIA
OWNER
MADISON COUNTY BOARD OF EDUCATION
800 MADISON STREET
DANIELSVILLE, GEORGIA
To: All Proposers
The Madison County School System would like you to supply us with a Proposal for Custodial Supplies.
Pricing shall remain firm until job completion. The Madison County School System is tax exempt.
The RFP Closing date and time is Tuesday, June 2, 2026 at 10:00 AM.
Responses to this Request for Proposal must be in a sealed envelope and mut be marked with your
company name, RFP name and number. Please allow time for delivery. Mailed or hand delivered
proposals will be accepted. Proposals received after the closing date and time will not be considered. For
mailing purposes, please address to:
MADISON COUNTY SCHOOL SYSTEM
Amanda Wommack, Assistant Superintendent
Custodial Supplies
RFP CSUP 05-26
800 Madison Street
Danielsville, GA, 30633
Bids and proposals must be submitted in accordance with the requirements outlined in the Request for
Proposal published on the Madison County School System website and on the Georgia State Procurement
Registry
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I.
GENERAL TERMS AND CONDITIONS
1.0 PREPARATION OF PROPOSALS
1.1 Proposals must be on Forms furnished with this Request for Proposal. They must be
submitted in a sealed envelope marked with your company name, and "Custodial Supplies
RFP CSUP 05-26" clearly marked on the outside of the envelope.
1.2 Vendors are instructed to carefully read all terms, conditions and specifications as set forth
in the Request for Proposal. Proposal forms must be completed in their entirety. Responses must
be either typed or written in ink. Any correction made on the proposal form (white our or strike
through) must be initialed by an authorized representative of the company submitting the RFP or
the proposal may be rejected by Madison County School System (MCSS). Each vendor is
required to furnish all information requested in the Request for Proposal.
1.3 Each vendor is responsible for having knowledge and understanding of any applicable
State of Georgia Code and MCSS regulations for policies pertaining to MCSS procurement.
1.4 MCSS Purchasing Regulations are hereby acknowledged, understood and agreed to by
both parties and are hereby fully incorporated into the RFP and Proposal Contract.
1.5 Conditional RFP's- Proposals that in any way qualify or vary the terms and conditions and
specifications of this RFP may be considered non-responsive and disqualified from consideration
of award.
2.0 COMMUNICATION WITH MCSS STAFF
2.1 All communications concerning this RFP must be submitted in writing via email to
Amanda Wommack, Assistant Superintendent for Business Operations,
awommack@madision.k12.ga.us
The subject line should state "Custodial Supplies RFP CSUP 05-26". All questions and answers
will be posted on the website in an addendum under the RFP posting for all vendors to see.
Deadline for questions is Monday, May 11, 2026 by 12:00 pm. Vendors are encouraged to check
the website (https://www.madison.k12.ga.us/page/bidsproposal) to review the questions and answers
found in the addendum. Email is the method of communication.
2.2 From the issue date of this Proposal until the completion of the selection process and the
award notification is announced, vendors are not allowed to communicate with the school system
employees and/or contracted agents related to this RFP for any reason except as authorized by
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Amanda Wommack, Assistant Superintendent. Violation of this provision may result in rejection
of the vendor's response.
2.3 It is the Vendor's responsibility to check the MCSS website for any addenda, responses to
the vendor questions, or other communications, which may be necessary during the solicitation
period.
3.0 SUBMISSIONS OF PROPOSALS
3.1 Three (3) Duplicate original copies must be received at the Madison County School
System, Amanda Wommack, Assistant Superintendent, 800 Madison Street, Danielsville, Georgia
30633, no later than the date and time (determined by the date/time stamp of MCSS) set forth in
the Request for Proposal.
3.2 Responses are due by mail or hand delivery no later than the date and time (determined by
the date/time stamp of MCSS) set forth in this Request for Proposal.
3.3 Any proposals received after the designated time will be deemed late and will not be
considered by MCSS. Telephone or fax quotations in lieu of RFP Form will not be accepted.
MCSS cannot be responsible for lateness or receipt due to deliver delays.
3.4 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered
after submission. A responsible officer or employee must sign and all obligations assumed by
such signature must be fulfilled.
4.0 SPECIFICATIONS
4.1 Any deviation from the specifications must be clearly identified in a letter accompanying
the RFP. The furnishing of cuts, catalogs, or printed descriptions will not relieve the vendor of
this requirement. MCSS shall determine in its sole discretion whether substitutions or
modifications of the requested specifications are comparable to those contained within the Request
of Proposal. If MCSS determines that the modifications or deviations from the specifications are
not in compliance, the offer may be rejected.
4.2 A vendor's failure to deliver any items/services according to specifications set forth in
their RFP may result in cancellation of the purchase and permanent removal from the vendor's list.
If any items do not meet these specifications, the items will be picked up at vendor's expense and
removed from MCSS property at the sole cost of the vendor.
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4.3 For Goods: Unless specified otherwise, manufactures listed, in the Invitation to Bid is to
establish the general quality required. Items of other manufacturers of equal or better
specifications may be considered. The MCSS will be the sole determiner as to whether the
substituted item is approved as an alternative.
4.4 All products and materials furnished must comply with all applicable federal, state, and
local laws, codes, and regulations.
5.0 PRICES QUOTED
5.1 Unless specified otherwise, prices must remain firm for a period of one year from the
award date unless specified otherwise in the Special Terms and Conditions. Madison County
School System reserves the option to renew the RFP annually if agreeable to both the successful
vendor and the Madison County School System. RFP may be renewed up to four times annually.
5.2 Vendors are advised the actual number purchased/required may vary from those on the
proposal, depending upon the needs of the MCSS and the availability of funds. In the event of
unforeseen circumstances that may led to school closures with a shift of virtual learning from
some extended period of time, MCSS may elect to suspend some or all services until in person
learning resumes.
5.3 Proposals that contain minimum order amounts will not be accepted unless called for in the
Special Terms and Conditions.
5.4 Pricing must be submitted on Proposal Form as requested without conditions unless called
for in Special Terms and Conditions.
6.0 SAMPLES
6.1 When required, samples must be furnished at the vendor's expense.
6.2 Samples not used or destroyed in testing will be returned to the vendor at vendor's request
and at vendor's expense. If vendor does not arrange for pick-up of samples as defined in Special
Terms & conditions, samples will become the property of MCSS.
7.0 AWARDS
7.1 MCSS reserves the right to accept or reject any part of a submitted proposal (in whole or in
part), to accept the entire proposal from one vendor, to accept portions of the proposal from
several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity.
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7.2 MCSS reserves the right to award by line item, to more than one vendor, and/or to award
by group or any combination thereof.
7.3 Award will be made to the responsive and responsible vendor based on availability, past
vendor experience, references, price, and compliance with the proposal specifications and
requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal
will be made in the best interest of MCSS.
7.4 A determination of competitive range may be made after initial submission of proposal and
after any additional revisions. Offerors not in the competitive range of being selected for award
shall be eliminated from further discussion.
7.5 During the evaluation phase, discussions may be conducted with Offerors who submit
proposals determined to reasonably likely to be selected for award. These discussions are for the
purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the
solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an
opportunity for discussion and revision of proposals. MCSS may permit revisions after
submission and prior to award, for the purpose of obtaining best and final offers. In all events,
MCSS reserves the right to re-solicit the item(s) involved.
7.6 Purchase by MCSS are not subject to Federal Excise Tax or State and Local Sales Tax. No
taxes should be included in this RFP.
8.0 CONTRACT
8.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR
AND RETURNED WITH THIS PROPOSAL IN ITS ENTIRETY.
8.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by
MCSS, a contract shall hereby be created.
8.3 Failure to observe any of the general or special terms of this contract may constitute for
rejection of award and removal from bidders list.
8.4 Unless otherwise stated in the Special Terms and Conditions, MCSS requires that all prices
quoted will be firm for 12 months from award of contract.
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8.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell,
distribute all products and services as proposed. In addition, vendor confirms ability and
responsibility to provide all manufacturer warranties for the items proposed. This includes
additional warranty items that may be included in Special Terms and Conditions.
8.6 Authority- Each party warrants that such party has full power and authority to enter into
and perform this contract. The person signing on behalf of each party represents that person as
duly authorized to enter into this contract on behalf of such party.
8.7 Choice of Law and Venue- The Laws of the State of Georgia shall govern this contract in
all respects. Any lawsuit or other action based on claims arising from this contract shall be
brought in a court or other forum of competent jurisdiction in Madison County, Georgia.
8.8 Entirety of Contract- All documents submitted in response to the RFP, including any
attachments and appendices are incorporated in to the contract between the parties and supersedes
all prior oral and written agreements and understandings between the parties with respect to the
subject matter hereof, If any language of the RFP Response by the Vendor conflicts with the
language of the RFP, the language of the RFP shall govern and control for all purpose, unless
consented and agreed to by MCSS in writing.
8.9 MCSS reserves the right to review and accept or deny requests for price changes due to
extenuating circumstances in the economy, market place, or acts of God. This option will only be
exercised if it is deemed in the best interest of MCSS.
9.0 SHIPPING
9.1 All prices are to include delivery of goods to the locations(s) specified Exhibit A. Vendor is
to receive deliveries, uncrate, and assemble equipment (as necessary) upon delivery to specified
locations.
9.2 In the event of damage, shortage, or other loss resulting from shipment to any MCSS
facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter
between vendor and the carrier.
9.3 MCSS reserves the right to cancel the purchase of the bid items/services and/or any other
pending purchase orders to the same vendor and/or permanently remove the vendor from the
vendor list if the items/services have not been delivered/completed by the specified delivery date
and no written extension of such delivery date has been granted by MCSS.
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10.0 INVOICING
10.1 Payment will be made by the MCSS after final delivery and acceptance of all
items/services. However, final acceptance will not be made until after inspection and approval by
the MCSS authorized representative.
10.2 All accounts are paid on a current basis. Best effort will be made by MCSS to take any
discounts offered; however, cash discounts will not factor into price consideration for award of
contract. Time will be computed from delivery date of MCSS signature) at destination or from the
date a correct invoice is received, if later than the date of delivery.
10.3 Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.
Invoices must not be altered in any way from the original by handwriting or by machine. Invoices
will be paid within 30 days of receipt of invoice and within 30 days of notification of receipt of
goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain
the company name, the remit to address, and MCSS purchase order number.
11.0 ASSIGNMENT, DELEGATION, OR SUBCONTRACT
11.1 Except as may be specifically permitted by the RFP, Vendor shall not delegate,
subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of
the work required under this Contract, or assign any of its rights or obligations hereunder, without
the written consent of MCSS, which consent may be withheld at its sole discretion.
12.0 INDEMNIFICATION
12.1 The successful Vendor shall be liable for any injury, damage, or loss occasioned by
negligence of the successful Vendor, its agents, or any other person the successful Vendor has
designated to visit MCSS property and shall indemnify and hold harmless the Board, its officers,
employees, agents, volunteers from any liability arising in the performance of this contract.
Vendor's obligation under this section shall not extend to any liability caused by the sole
negligence of MCSS, or its employees.
13.0 TERMINATION
13.1 Termination- If MCSS or the successful vendor(s) wish to cancel this contract, written
notice thirty (30) days in advance will be required of either party. In addition, either party may
terminate the contract in the event the other party breaches any of its duties and obligations under
this contract and fails to cure such breach within thirty (30) days after receiving notice specifying
the breach. MCSS reserves the right to terminate without warning in the event of critical and/or
material breach of contract.
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14.0 ADDENDUM
14.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the
subsequent contract. Vendor is responsible for checking the webpage frequently during
solicitation period for any potential addendums.
15.0 SPECIAL TERMS AND CONDITIONS
Should the General Terms and Conditions be in conflict with the attached Special Terms and
Conditions, the Special Terms and Conditions will control.
II.
SPECIAL TERMS AND CONDITIONS
1.0 PURPOSE AND OBJECTIVE
The purpose of this solicitation is to award or contract for the purchase and delivery of custodial
supplies as specified in accordance of this proposal. Price will not be the sole determinant of
award as MCSS will consider non-cost elements to include qualifications, experience, past
performance, references, lead times, and methodologies.
2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS
2.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFP.
It is also known that MCSS may use knowledge of prior experience and/or information from any
corresponding meeting with specific vendors pre-proposal or during the evaluation as it relates to
the published evaluation criteria to include delivery timelines.
2.2 Award Period- Awarded contract will be valid from award date until successful delivery
of all equipment. Due to potential long lead times, MCSS anticipates ordering all equipment in
June or early July for all equipment to be delivered in late July or early August. Preference may be
shown to vendors capable of accommodating delivery schedule.
2.3 O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13-
10-91 including the submission of Contractor Affidavit as included in this solicitation.
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2.4 Clarification- MCSS may seek written clarification at any point during the evaluation
process. Vendor is responsible to provide information to the best of their ability within the format
and time parameters provided by evaluation committee.
2.5 Best and Final Offer (BAFO)- MCSS may request a best and final offer from finalist if
applicable.
2.6 Terms and Conditions- MCSS expects the terms and conditions of this RFP, and all
MCSS related documents, to be the prevailing contract terms. If you request separate contract
documentation to be incorporated into this contract, please provide with your initial submission.
However, please know that any document that materially alters the terms and conditions of this
agreement or placed undue burden on MCSS may be deemed non-responsive and removed from
consideration. Agreement to MCSS terms and conditions may be a primary factor in award
selection; thus, any contract language that you request MUST be provided with the initial
response, as it will not be possible to supplement contract language later.
2.7 Insurance- Proof of insurance must be submitted with proposal response and at any point
during the life of the contract.
Hazards- Compliant with 12.0 General Terms and Conditions
Workman's Compensation- In accordance with Georgia Code
Other Insurance- The contractor shall obtain and maintain at his expense, insurance with
minimum limits as prescribed below and shall protect the Contractor and Owner from any claims
for property damage or bodily injury including death, which may arise from the execution of this
contract. The Contractor shall furnish to MCSS the Owner Certificates, policies and cancellation
endorsements as shown below.
Contractor's General Liability Insurance:
Split Limits of Liability:
Bodily Injury: Limits of $500,000 for each occurrence and $500,000 for the aggregate,
Property Damage: Limits of $300,000 for each occurrence and $500,000 for the
aggregate of operations
Or If Combined Single Limit of Liability:
Bodily Injury and Property Damage Combined:
$500,000 each occurrence; $1,000,000 aggregate
Cancellation Endorsement- These insurance coverage shall not be canceled until at lest
30days prior to written notice has been given to the Owner
Disposition- Certificate from insurance company confirming specified coverage must be
sent to the Owner prior to commencement of work. (Two copies)
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Contractor's Public and Automobile Insurance
Split Limits of Liability:
Bodily Injury: Limits of $250,000 for each person and $500,000 each occurrence
Property Damage: Limits of $1,000 for each occurrence
Or If Combined Single Limit of Liability:
Bodily Injury and Property Damage Combined: $500,000 each occurrence
Cancellation Endorsement- These insurance coverage shall not be canceled until at lest
30-days prior to written notice has been given to the Owner
Disposition- Certification- from insurance company confirming specified coverage must
be sent to the Owner prior to commencement of work. (Two copies)
Acceptability of Insurance Companies- Insurance only written by a company licensed by
the state Insurance Commissioner to do business in the State of Georgia at the time of the
policy issuance will be acceptable.
3.0 QUALIFICATIONS, SPECIFICATIONS, AND SCOPE OF WORK
This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be
evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond
precisely and concisely to each and all specific questions and/or topics by providing the requested information on
separate pages, clearly labeled in your response.
3.1 Contractor Qualifications
3.1.1 In addition to the information requested below, Vendor must submit the document
entitled "Contractor Questionnaire". Information included in this document will
be evaluated and utilized in award considerations. (20%)-Tab and label with
response
3.1.2 Firm History and Overview (15%)- Tab and label with response
(a) Basic Company Information including company ownership
(b) Firm Name, Address, Phone, Key email addresses with corresponding names
(c) Primary Contact Name and Contact Information
(d) Number of Years Custodial Equipment
3.1.3 Relevant Experience (20%) -Tab and label with response
(a) Describe experience with similar projects preferably for K12 public schools
within the past five (5) years in Georgia.
(b) Provide the names and experience of project leaders
3.1.4 Financial Responsibility (15%) - Tab and label with response
(a) Provide at least two (2) financial references
(b) Provide an explanation of your firm, or any predecessor firm, has ever filed for
bankruptcy
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