FY26 Custodial Services Bid

Board of Education Jeremy H. Williams, Ed. D
Dr. Heather Ramsey, Chair Superintendent
Steven Pettit, Vice Chair
Stacy Young, Treasurer
Callie Hughs, Board Member
Trey McPhaul, Board Member
GAINESVILLE CITY SCHOOL SYSTEM O N E G A I N E S V I L L E : W e w i l l
i n s p i r e , n u r t u r e , c h a l l e n g e , a n d p r e p a r e o u r s t u d e n t s .
ADVERTISEMENT:
REQUEST FOR PROPOSALS
Custodial Services
GAINESVILLE CITY SCHOOLS
The Gainesville City School System will receive proposals for custodial services existing for a
period of three (3) years from July 1, 2026 thru June 30, 2029.
Proposals will be accepted from 04/17/2026 and no later than 05/18/2026 2:00 p.m.
***** LATE PROPOSALS WILL NOT BE ACCEPTED *****
Copies of the RFP are available on our website at:
https://gcssk12.net/departments/operations/bid_opportunities
The Gainesville City Board of Education reserves the right to reject any and all proposals
and to waive technicalities.

Gainesville City School System
Request for Proposals (RFP)
Contracted Custodial Services
Basic Information - Gainesville City School System is a small K-12 public school system located at
the foothills of the Blue Ridge Mountains, approximately 60 miles north of Atlanta.
Purpose - Gainesville City School System is soliciting proposals from interested and qualified
Proposers to provide custodial services at eleven (11) locations in the Gainesville area.
Schedule of Events
RFP Release. 04/17/2026 thru
05/18/2026
Mandatory pre-bid meeting and walk through.1 04/29/2026 at 10:00am
Deadline for Receipt of Email Questions. 2 05/14/2026
Deadline for Receipt of Proposals 05/18/2026 by 2:00pm
Proposal Opening 3 05/19/2026 @ 9:00am
Interview of top candidates 05/21/2026
Board approval 06/1/2026
1Pre-bid meeting to be held at The Fair Street School Gymnasium, 715 Fair Street,
Gainesville, Ga. 2All email questions are to be addressed to david.presnell@gcssk12.net
3 Closed Session
Proposer Requirements - Should the Gainesville City School System Board of Education (GCSS
BOE) elect to proceed with this project, the successful Proposer will be required to enter into an
Agreement with GCSS BOE for implementation and operation of the Proposed System offered in
the successful Proposer's submittal in response to this RFP. All proposers must be E-Verified and
must submit a contractor's affidavit with their proposal. You can find a copy of the affidavit that is
required on our website, gcssk12.net and also as Attachment "A" below.
Terms of Agreement - Any Agreement developed as a result of this RFP will commence and take
effect on a date mutually agreed upon by the successful Proposer and the GCSS BOE and will be
set forth in the Agreement. The contract shall begin July 1, 2026 and end on June 30, 2029.
However, Georgia Code 20-2-506 requires that any multi-year agreement "shall terminate
absolutely and without further obligation on the part of the school system at the close of the
calendar year in which it was executed and at the close of each succeeding calendar year for
which it may be renewed." Furthermore, "the contract may provide for automatic renewal unless

positive action is taken by the school system to terminate such contract. The contract shall state
the total obligation of the school system for the calendar year of execution and shall further state
the total obligation which will be incurred in each calendar year renewal term if renewed."
Accordingly, proposals should be for the periods July 1, 2026 to December 31, 2026, January 1,
2027 to December 31, 2027, January 1, 2028 to December 31, 2028, and January 1, 2029 to June
30, 2029. During this multi-year agreement, the contract will renew automatically at the end of
each contract year if the Board does not notify the vendor in writing of its non-renewal intent by
October 31 of the same year.
Also, in accordance with Georgia Code 20-2-506, this contract may be voided by the Board should
the Board fail to fund this expense in any fiscal year budget, which runs from July 1 to June 30.
During the contract period, the Board or the successful bidder may terminate the agreement if a
breach occurs which is not resolved within ninety days after written notice.
Payment - Invoices must be submitted by the end of the month, with payment made by the 10th of
the next month. The monthly total should be the total contract price for the period divided by the
number of months in the contract period.
Description of Need of Service - The overall scope of work is to provide complete custodial
services as required for Gainesville City School System. To provide janitorial services, supplies
and supervision to all locations listed below:
Location and Description of Facilities Square Wood Gym Total
Footage Floor Sq./Ft Number of
Students
and Staff
Gainesville High School 331,295 27,000 2,355
830 Century Place
7 Buildings
Horizon Academy 32,640 N/A 450
332 Washington Street NW
1 Building
Gainesville Middle School East 219,800 15,755 1,000
1581 Community Way
1 Building
Gainesville Middle School West 184,000 12,195 1,100
1279 McEver Road SW
1 Building
Gainesville Exploration Academy 76,300 N/A 695
1145 McEver Road
1 Building

Centennial Arts Academy 103,000 4,284 947
852 Century Place
2 Buildings
Satellite Office 120,800 9,120 725
715 Woods Mill Road
1 Building
Enota Multiple Intelligences 129,000 8,911 865
Academy 1340 East Enota Avenue
1 Building
Fair Street IB World School 104,000 9,976 592
695 Fair Street
1 Building
New Holland Core Knowledge 76,300 N/A 704
Academy 170 Barn Street
1 Building
Mundy Mill Learning Academy 129,000 11,075 704
4260 Mill Side Parkway
1 Building
Central Office 18,000 N/A 60
508 Oak Street
1 Building
Maintenance and Transportation 5,000 N/A 75
816 Woods Mill Road
1 Building
Proposal Delivery Instructions - Proposals shall consist of one original and seven copies.
Submit proposals to:
Gainesville City School System
Custodial RFP
Attention: Mr. David Presnell
715 Woods MIll Rd
Gainesville, GA 30501
Proposals will be received until May 18, 2026 at 2:00 p.m. No Proposals will be accepted after this
time. To be accepted, all proposals are to be submitted, in sealed packages marked "Response to
Custodial RFP". Proposals must be sent by U.S. Mail, courier service such as Federal Express or
United Parcel Service or hand delivered. NO proposals will be accepted via fax transmission
regardless of time of delivery. One original and seven (7) copies of each proposal should be sent
or delivered to Gainesville City School System.
Contracts and Obligations - Contracts and obligations are contingent upon the Gainesville City

School System Board of Education having sufficient local funding at the time the contract is
secured. Contracts and obligations will commence upon approval by the Gainesville City School
System Board of Education.
Data Access - Any data (Data defined as any information, associated data and databases.) provided
to vendors is intellectual property of Gainesville City School System Board of Education and as
such must be provided to Gainesville City School System Board of Education upon request.
Insurance - The proposer shall purchase and maintain in force the following kinds of insurance for
operations under the contract as specified. Insurance certificates in the amounts shown and under
the conditions noted shall be provided to Gainesville City School System before the
commencement of any work:
1. Commercial/Comprehensive General Liability
a. $ 1,000,000 Bodily Injury Per Person
b. $ 1,000,000 Bodily Injury Aggregate Limit
c. $ 500,000 Property Damage Per Occurrence
d. $ 1,000,000 Property Damage Aggregate Limit
2. Comprehensive Automobile Liability Policy
a. $ 1,000,000 Property Damage Per Occurrence
3. Workmen's Compensation and Employers' Liability
a. $ 500,000 Bodily Injury Per Person
4. Umbrella of Excess Loss of Coverage
a. $10,000,000 Per Occurrence
5. The proposer will provide an insurance certificate within 21 days after acceptance of
contract.
6. Gainesville City School System must have 10 days' notice of cancellation or change in
insurance coverage and give its approval.
7. Gainesville City School System shall be named as an additional insured by Endorsement
on the proposer's policy as to the subject contract.
Assignment - Any attempt by the supplier to assign or otherwise transfer any interest in this
Agreement without prior written consent of Gainesville City School System Board of Education
shall be void.
Attorney's Fees - The parties agree that in the event of dispute, each party will bear its own costs
of litigation and attorney's fees.
Compliance with Law - The vendor shall comply with all applicable federal, state and local statutes,
regulations, ordinances or other legal requirements that apply to it or Gainesville City School
System Board of Education.
Inconsistencies in Conditions - In the event there are inconsistencies between the specifications,
scope of work and the proposal terms or conditions, contained herein, the proposal terms and

conditions will take precedence.
Indemnity - Respondent shall indemnify, defend and hold harmless Gainesville City School System
Board of Education from and against any claims, losses, suits, charges, demands and expenses,
including attorneys' fees, arising out of or related to (i) Respondent providing the services, (ii) any
breach of any duty, representation, warranty or covenant, contractual or otherwise, by or
attributable to Respondent and (iii) any act or omission attributable to Respondent.
Sequence of Events
04/17/2026 Advertise on the GCSS website and the Georgia DOAS Procurement
website
05/18/2026 Receipt of Proposals by Gainesville City Schools by 2:00 p.m.
05/19/2026 Evaluation of Proposals by Gainesville City Schools Committee
Completed
05/21/2026 Presentations and interviews of the highest ranked firms
06/01/2026 Recommendation of selected firm to Gainesville City Board of
Education (Interview and BOE recommendation dates are subject to change)
EVALUATION OF PROPOSALS:
Committee - Evaluation of proposals submitted in response to the solicitation will be conducted by
officials of the Gainesville City School System. In the process of evaluation, the total offeror's
proposal will be considered. However, particular attention will be paid to those criteria which are
referenced in the Proposal Criteria Format below. Each response will be assigned a numeric score
rating by each evaluator, and the award will be predicated upon the composite ratings of officials
referenced above in conjunction with any additional negotiations with proposers and the total cost
for the program.
During the process of evaluation, the committee may need additional information. This need will
be requested by Gainesville City School System and the proposer shall be responsible to respond
in written form or in person as requested.
Award Criteria - Specific criteria which will be utilized by the committee referenced above and the
relative weight given to each are listed below and must be included with the proposal.
PROPOSAL CRITERIA FORMAT
TAB 1 Understanding & Ability to Meet All Service Requirements
(15 Points)
1. Submit a cover letter and introduce the company detailing the acceptance of
requirements and policies stated within the RFP. The cover letter should be signed by a
representative authorized to legally bind the firm.
2. Acknowledge receipt of any amendments.
3. Submit a completed copy of the E-Verify Affidavit (Attachment "A").
4. How long in business - submit date organized.
5. Submit the number of employees currently on payroll.
6. Submit a summary of understanding of the requirements, management practices, and
capabilities of training proposer's employees. Summary should outline the proposer's

ability to meet the physical responsibility requirements.
7. Submit information related to the company compensation package.
8. Submit a list of the equipment to be used in the contract. Include a picture and
specification sheet of each equipment item listed.
9. Submit a list of supplies and chemicals to be used in the contract.
10. Submit technique used for cleaning each type of floor.
TAB 2 Satisfactory Record of Performance (20 Points)
1. Submit experience in projects of similar size and scope.
2. Provide a list of all current clients. Identify new clients that you have been providing
services for over the past twelve (12) months. The client list should include the following:
company name, mailing address, contact name, telephone number, project scope, project
value, and dates of service.
TAB 3 Training, Qualifications and Experience of Key Personnel Assigned to this Contract
(25 Points)
1. Submit name, experience, training and qualifications of key personnel to be assigned to this
contract (include titles).
TAB 4 Cost (30 Points)
1. Submit cost on the enclosed Bidding Schedule (Attachment "B")
2. Bid Bond
3. Number of total daily hours listed on Attachment "B" at each school.
TAB 5 Annual Report or Financial Statement (10 Points)
1. Submit a copy of the current annual report or financial statement prepared by a Certified
Public Accountant or submit a statement that such information shall be available if chosen
for an interview with the Evaluation Committee.
TAB 6 Exceptions taken to the RFP (0 Points)
TAB 7 Additional Information Not Requested (0 Points)
QUALIFICATIONS:
Each proposal shall submit evidence of qualifications which would influence the ability
to satisfactorily perform the custodial services defined elsewhere in this document.
1. Proposer must be licensed to do business in the City of Gainesville, Georgia.
2. Vendor must have been in the custodial services business for a minimum of five (5) years.
3. Proposer must currently have contracts, in satisfactory standing, with at least three school
districts of a similar size to Gainesville City Schools.

4. Proposer must demonstrate ability to manage a large school district with current references
and management expertise.
5. Proposer must register and participate in the federal work authorization program to verify
information for all new employees. A signed E-verify affidavit must accompany all
proposals. (Attachment "A")
6. Proposers may be required to furnish evidence in writing that they maintain permanent
places of business and have adequate equipment, finances and personnel to furnish the
service offered satisfactorily and expeditiously.
7. Provide a Director of Custodial Services to manage the employees assigned to our facilities
and provide that director with a cell phone to communicate with GCSS administrators and
the Director of Maintenance and Operations 24 hours a day.
8. Provide vehicles to move equipment and supplies from location to location.
9. Provide onsite personnel to handle all persons seeking employment with the successful
bidder. This includes accepting applications. Hold a job fair within the first month of
contract.
10. All cleaning equipment, supplies, entry way floor mats, and labor. Including mats at all
water fountains.
11. Successful proposer will also provide consumable supplies to perform all work functions.
Consumable supplies include but are not limited to: trash bags, floor seal, finish, stripper,
detergents, disinfectants, and foam hand soap with dispensers, hand sanitizer with dispensers,
rags, carpet shampoo, mops, mop buckets, dust mops, brooms, brushes, and paper products
for all locations.
12. Provide outside storage containers which meet all fire codes to store all flammable gases.
13. Provide "No Touch" bathroom machines with pressure wash and vacuum capabilities for
each location. These machines must be able to dispense deodorizers, disinfectants and
enzymes digesters and be used on a daily basis at each location.
14. Provide preferred rates for special conditions and events.
15. Provide uniforms for all janitorial personnel that must be worn at all times.
16. Successful bidder will supply photo ID badges for all janitorial personnel and ID's must be
worn while performing their custodial duties and responsibilities.
17. Payroll - the proposer must supply time sheets for each building. The proposer must
establish a time sheet accountability system for all employees. A copy of the payroll sheet
documenting actual hours worked by each individual shall be submitted to the Custodial
Coordinator for each pay period. The Custodial Coordinator or his representative will
conduct a periodic review of the time sheets in comparison with the payroll sheet.
18. The successful bidder must comply with all statutes of the Equal Opportunity Employer Act
and be a Drug-Free Employer in the State of Georgia. Criminal background checks on all
employees must be maintained on file by the successful bidder. All personnel must be
processed through E-Verify. Successful bidder must provide an E-Verify number and a
signed contractor's affidavit when the bid is submitted. The E-Verify number and signed
contractor's affidavit must be completed and submitted by January 1st of each contract year.
SPECIFICATIONS FOR CUSTODIAL SERVICES:
1. Proposals must describe a plan for continuous supervision of custodial staff.
2. Proposals must describe a plan for continuous training of custodial staff.
3. Proposals must describe a plan for the technical support of cleaning products,
equipment and cleaning methods.

4. Proposals must describe the company's experience in institutional cleaning, particularly
in school systems. References must be provided.
5. Proposals must detail the minimum number of employees that will be provided at each
facility during the school/work day and the minimum number of employees provided
after the school/work day. The number of hours per employee should also be detailed.
6. Provide a checklist of duties and responsibilities for each employee at their location on
a weekly, monthly and quarterly basis.
7. The proposal should address how your company will respond to occasional requests
for setting up cafeterias, gymnasiums, etc. for special functions. Also include in your
proposal your response to occasional requests for unloading trucks which make
deliveries to schools (furniture, copy paper, etc.; excluding food deliveries).
8. Proposals must include a schedule for conducting walk-thru evaluations on a quarterly
basis at each location with GCSS designated personnel. Proposals must include a copy
of the site survey to be used for performance evaluations by company representatives
and GCSS personnel.
9. Proposals should include a plan to employ any GCSS employees that are willing to
work after their contracted GCSS hours.
10. Proposals should describe any employee incentive programs for custodians, such as but
not limited to recognition of quality work, birthdays, promotion opportunities, etc.
11. Proposals must describe their plan for providing and stocking paper products, soap and
dispensers for all locations.
12. Proposals should include a plan for providing competitive bidding for all supplies.
13. The board desires outcome-based services, meaning all facilities are required to be
cleaned to customer's satisfaction.
14. Proposals must include E-Verify number and Contractors Affidavit.
15. Proposals must include all insurance information requested in this RFP.
Note:
All specifications for custodial services inside and outside of buildings should not be interpreted
as being prescriptive-based services. The GCSS Board of Education desires outcome-based
services. Please reference Attachment "C" for Day Porter Job Description sample.
Services to be Performed INSIDE Buildings
All restrooms (where applicable) will be cleaned daily with a "No-Touch" bathroom machine
that has chemical releasing, pressure washing and vacuum capabilities. All restrooms, offices,
classrooms, gymnasiums, laboratories, cafeterias, auditoriums, gym and common areas must
be cleaned daily - Monday thru Friday and after special events.
Daily clean and mop all tile and vacuum carpeted floor areas.
No cleaning in the kitchens will be required. Must empty trash from the kitchen on a daily
basis.
Custodial employees must remove trash and wipe down tables from the cafeterias during
breakfast and lunch. All proposals should include details of this cleaning and should be
specific as to the exact process being implemented by the successful bidder.
Provide plungers and plunge toilets and sinks when necessary.
Proposals must include a description of the mats to be furnished by the proposer. Provide a
"Team Cleaning" plan for holidays and summer breaks to help GCSS with our energy
conservation guidelines.
Proposal must include a plan for stripping and waxing tile floors and professionally cleaning

all carpets twice a year - summer and Christmas break. Include a daily schedule for buffing
hallways and lobbies on a daily basis.
Screen and refinish all gymnasium wood floors once a year (GHS, GMS, FSA, CAA, NGC,
Enota, MMA)
Walls must be cleaned. Proposals must describe any limits on cleaning walls, ceilings and
windows above 10 feet high.
Services to be Performed OUTSIDE Buildings
Walkways, porches and sidewalks will be swept or blown on a daily basis and pressure
washed as needed. Pressure washing must be performed at least once each year at all
entries to each school.
Outside of the windows will be cleaned twice per year.
Insect nests and webs will be cleaned and/or removed off buildings as needed. Litter
(paper, cans, bottles, sticks, etc.) will be picked up from campuses daily including
playgrounds.
Classrooms
Daily
Empty wastebaskets
Spot clean desk tops (removal of graffiti)
Clean and sanitize counters and sinks
Fully mop composition floors with all-purpose cleaner/disinfectant
Vacuum all floor surfaces
Spot clean carpet as needed
Spot clean all windows
Vacuum walk-off mats
Secure all exterior doors and windows and turn off lights before leaving room Replace all
plastic trash liners in waste receptacles
Weekly
Low dust all horizontal surfaces to hand height (60") including desks, chairs and tables
Damp clean baseboards
Damp clean window ledges
Remove fingerprints from doors, frames, light switches, kick plates, handles and railings
Vacuum chalk rails and/or damp wipe
Monthly
High dust above hand height (60") horizontal surfaces, including shelves, pipes,
moldings, etc.
Remove dust and cobwebs from ceiling areas
Dust blinds
Vacuum air vents
Semi-Annually
Clean entire surface of student's desks and chairs
Clean carpet to remove all stains, spills and soiled spots
Clean windows and glass partitions (both sides)
Buff composition floors Thanksgiving or Christmas break