ITB 2026-10 Custodial Equipment, GCSS

April 30, 2026
INVITATION TO BID
To: All Bidders
The Gordon County School System("GCSS") solicits your bid to provide custodial equipment for all schools/locations
within the Gordon County School System.
Responses to this Invitation to Bid must be submitted in a sealed envelope clearly marked "ITB 2026-10
Custodial Equipment, GCSS" and received no later than 2:00 PM Eastern Time on May 20, 2026, at
the Gordon County School System Central Office, 7300 Fairmount Hwy, Calhoun, Georgia 30701. Bids
may be mailed or hand delivered to the Purchasing Department at this address prior to the closing time.
Interested parties are required to use the enclosed bid form and carefully review all terms, conditions, and
attached documents before submitting their offer.
The Bid 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 any and all offers, to waive any
irregularity in bids received, to award the entire bid 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 Agent
1

General Terms and Conditions
1. Three (3) reference letters of service to similar structures (such as schools, colleges and universities)
shall be included with the bid.
2. Bids must be on the form provided within this package, and each cost breakdown requested must be
placed on the appropriate line on the form, sealed in an envelope marked as shown in the cover letter.
In the event there is a discrepancy between the unit price and extended price, the unit price shall
govern. Four (4) copies are requested (1 original, 3 copies). Please use the checklist at the end of
this document to make sure all required components are included.
3. Unit price shall include shipping and handling. No additional cost will be paid by GCSS.
4. Training of the lead custodian, as to the use, safety features and preventative maintenance of the
equipment purchased, shall be done by the successful vendor at the school/location where item is
requested. Date and time of training shall be done, after the receipt of the equipment, by contacting
the lead custodian at the school/location to determine the time and date for the training session.
5. The vendor shall be responsible for the payment of any required taxes or fees associated with the
contract. Payment shall be made only when items are received to the satisfaction of the GCSS. The
GCSS operates with a purchase order system. The successful vendor must include the appropriate
purchase order number on the invoice(s) associated with that service provided.
6. The solicitation (BID) shall only be modified by a solicitation addendum.
7. Contract will be awarded to the responsible vendor whose bid is determined to be the most
advantageous and of the best value to the GCSS.
8. 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 vendor who submitted an offer. This information may be
obtained after the offer has been awarded.
9. Final acceptance for the GCSS will be contingent upon the approval of their governing board.
10. Neither the GCSS nor any party submitting a response will be bound until a written contract, mutually
accepted by both parties, is negotiated. The GCSS reserves the right to waive non-compliance with any
requirements of this bid and to reject any or all bids submitted. The selection committee will evaluate
the bid(s) and will determine the bid(s) that are in the best interest of the GCSS (if any is so
determined).
11. Invitations to Bid are subject to the Georgia Open Records Act. You should consult your attorney on
how to protect proprietary data submitted in bids in the event you wish to do so. Subject to the
provisions of the Open Records Act, the details of the bid documents will remain confidential until
final award.
12. A primary contact person shall be assigned to the GCSS for all communication relating to services
provided by the successful vendor. This is essential to retaining a professional and successful
relationship.
13. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during
this bid period.
14. The GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of
obtaining 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 GCSS shall not disclose the contents
of bids to competing proposers during the negotiations. Reference O.C.G.A 36-91-21 for regulations
for best and final offers.
2

BID FORM
"ITB 2026-10 Custodial Equipment, GCSS"
Line Description Item # Qty Unit Price Extended Warranty
Item
(Includes shipping Price
#
and handling)
1 Motor Scrubber Shock Starter Kit MSSHOCKCOMP-US 7
10 Pk Green Thinline Scrubbing Pad 011-0072-10 7
12 Volt Battery 12VADC 7
2 Tomcat Edge ISO Orbital Stripping 300-20TE-16B 1
Machine 20"
3 Tomcat Micro Mini 20" Disc Floor TC-164-20TD 1
Machine Self Propelled
Nylon 20" Brush 382N-TC 1
4 Tennant T300E Walk Behind Floor T300E50012 2
Scrubber, 20" Self-Propelled
5 Tennant 20" W/225 Battery Pad Assist B5-510 1
on Board Charger
Total cost of all equipment bid $
* Below is a list of schools where custodial equipment should be delivered.
Line item #1: Belwood Elementary 590 Belwood School Calhoun, GA 30701
WL Swain Elementary 2505 Rome Rd Plainville, GA 30733
Tolbert Elementary 1455 Hall Memorial Rd Resaca, GA 30735
Sonoraville Elementary 7320 Fairmount Hwy Calhoun, GA 30701
Gordon Central High 335 Warrior Path Calhoun, GA 30701
Ashworth Middle 333 Newtown Rd Calhoun, GA 30701
Line item #2: WL Swain Elementary 2505 Rome Rd Plainville, GA 30733
Line item #3: Gordon Central High 335 Warrior Path Calhoun, GA 30701
Line item #4: Tolbert Elementary 1455 Hall Memorial Rd Resaca, GA 30735
Line item #5: Red Bud Middle 821 Hunts Gin Rd Calhoun, GA 30701
VENDOR INFORMATION
Company Name: _____________________________________________________
Address: _____________________________________________________________
City: _________________________ State: _________ Zip: _____________
Email Address: ______________________________________________________
Telephone Number: _________________________________________________
AUTHORIZATION
Signature: __________________________________ Title: ______________________
Date: ________________________________________________________________
Warranty: __________________________________
3

VENDOR APPLICATION
Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.
Vendor Name: ___________________________________________________________
Federal Tax ID No: ______________________________Social Security No._________________
(If Company) (If individual)
Regular mailing address: Remit to address:
____________________________ ______________________________
____________________________ ______________________________
____________________________ ______________________________
Phone: ____________________________ Fax: ___________________________
Email Address_______________________________________________________________
Previous Vendor Name(s) and Address:
___________________________________ _________________________________
___________________________________ _________________________________
Have you ever done business with the GCSS under any of the above names?
Yes________ No________ If yes, which ones.
_______________________________________________________________________________
Names and signatures of persons authorized to sign bidss and contracts:
Name Title Signature
_____________________________ ________________________ _________________________
_____________________________ ________________________ _________________________
Have you ever been bonded? ________________
If yes, name and address of Bonding Company.
________________________________________________________________________________
Have you ever had a bond revoked? ________If yes, briefly state the reason why:
________________________________________________________________________________
Is any litigation pending against you or your company? ___________________
If yes, briefly state the reason why:
_______________________________________________________________________________
Is your inventory stocked in the State of Georgia? ___________
If not, where is it stocked?
___________________________________________________________
I, the undersigned, hereby certify that the above information is a complete and true statement of the
facts.
__________________________________________ ______________ __________
Signature of person authorized to sign this application Title Date
4

VENDOR DECLARATION
The offeror understands, agrees and warrants:
That the offeror has carefully read and fully understands the full scope of work.
That the offeror has the capability to successfully undertake and complete the
responsibilities and obligations in said bid.
That this bid may be withdrawn by requesting such withdrawal in writing at any time prior
to May 20, 2026 at 2:00 PM Eastern Time but may not be withdrawn after such date and
time.
That the GCSS reserves the right to reject any or all offers and to accept that offer which
will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any
technicalities and formalities in the bid.
That by submission of this bid the vendor acknowledges that the GCSS has the right to
make any inquiry or investigation it deems appropriate to substantiate or supplement
information supplied by the vendor.
If a partnership, a general partner must sign.
If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must
be affixed to this bid.
OFFEROR:
__________________________ __________________________________
Name Title
__________________________ __________________________________
Name Title
AFFIX CORPORATE SEAL (If Applicable)
5

CERTIFICATE OF NON-DISCRIMINATION
In connection with the performance of work under this contract, the vendor agrees as follows:
The vendor agrees not to discriminate against any employee or applicant for employment
because of race, creed, color, sex, national origin, ancestry or disability. The successful
vendor shall take affirmative action to ensure that employees are treated without regard to
their race, creed, color, sex, national origin, ancestry or disability. Such action shall include,
but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or
recruitment, advertising, lay-off or termination, rates of pay or other compensation and
selection for training, including apprenticeship.
In the event of the vendor's non-compliance with this non-discrimination clause, the contract
may be canceled or terminated by the GCSS. The vendor may be declared, by the GCSS,
ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall
be made by the vendor.
The vendor agrees to include this non-discrimination clause in any sub-contracts connected
with the performance of this agreement.
________________________________________
COMPANY
________________________________________
SIGNATURE
________________________________________
TITLE
6

NON-COLLUSION AFFIDAVIT
The following affidavit is to accompany the bid:
STATE OF
COUNTY OF
______________________________________________________________________
Owner, Partner or Officer of Firm
______________________________________________________________________
Company Name, Address, City and State
being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized
by the offeror to submit the attached bid. Affidavit further states as offeror, that they have not
been a party to any collusion among offerors in restraint of competition by agreement to
propose at a fixed price or to refrain from submitting; or with any office of the GCSS or any
of their employees as to quantity, quality or price in the prospective contract; or any discussion
between offerors and any official of the GCSS or any of their employees concerning exchange
of money or other things of value for special consideration in submitting a sealed bid for:
FIRM NAME: __________________________________________
SIGNATURE: __________________________________________
TITLE: __________________________________________
Subscribed and sworn to before me this_____ day of 20__.
_____________________
NOTARY PUBLIC
7

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT
THIS AFFIDAVIT IS TO ACCOMPANY THE BID
GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General
Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors
within 15 days of receipt of a pay request by the owner or the owner's representative. If
payment is not made the owner shall pay the contractor 1% per month interest on the delayed
payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of
payment from the owner.
This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)
Firm Name: ______________________________________________________________
Signature: _______________________________________________________________
Title: ___________________________________________________________________
Subscribed and Sworn to before me this________ day of _________________, 20______
______________________________
Notary Public
8

SUBMISSION CHECKLIST
"ITB 2026-10 Custodial Equipment, GCSS"
The following are required items. Please make sure all the following bid documents are
submitted with your bid package. If any documents are excluded, your bid will not be considered.
One (1) original and three (3) copies of the following bid documents shall be submitted with your
bid package:
Vendor Declaration
Certificate of Non-Discrimination
Non-Collusion Affidavit
State of Georgia Prompt Pay Act
Bid Form
Reference Letters (3)
Vendor Application
W9
9